Microsoft
Word 2013
Chapter 3
Creating a Business Letter
with a Letterhead
and Table
Objectives
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Change margins
Insert and format a shape
Change text wrapping
Insert and format a clip art image
Insert a symbol
Add a border to a paragraph
Clear formatting
Convert a hyperlink to regular text
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Objectives
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Apply a style
Set and use tab stops
Insert the current date
Create, modify, and insert a building block
Insert a Word table, enter data in the table, and
format the table
• Address and print an envelope
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Project – Business Letter with a
Letterhead and Table
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Letterhead
• Letterhead is the section of a letter that identifies
an organization or individual
• This is found at the top of the paper
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Letterhead Elements
• A letterhead should contain these elements:
– Complete legal name of the individual, group, or company
– Complete mailing address; street address including
building, room, suite number or post office box, along with
city, state, and postal code
– Phone number(s) and fax number, if applicable
– Email address
– Web address, if applicable
– Many letterheads also include a logo or other image; if an
image is used, it should express the organization or
individual’s personality or goals
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Appearance of Letterhead
• Use fonts that are easy to read
• Give the organization or individual name impact
by making its font size larger then the rest of the
text in the letterhead
• For additional emphasis, consider formatting the
name in bold, italic, or a different color
• Choose colors that complement each other and
convey the goals of the organization or individual
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Inserting a Shape
• Word has a variety of predefined
shapes, which are a type of
drawing object, that you can insert
in documents
• Some examples include rectangles,
circles, triangles, arrows,
flowcharting symbols, stars,
banners, and callouts
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Changing an Object’s Position
• When you insert an object in a document, Word inserts it as
either an inline object or a floating object
• An inline object is an object that is part of a paragraph in
which you can change the location of the object by setting
paragraph options, such as centered, right-aligned, and so on
• A floating object, by contrast, is an object that can be
positioned at a specific location in a document or in a layer
over or behind text in a document. You have more flexibility
with floating objects because you can position a floating
object anywhere on the page using text wrapping.
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Using the ‘Increase Font Size’ Button
• Word provides an Increase Font Size button which
increases the font size of selected text each time
you click the button
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Inserting Clip Art
• Clipart is a predefined graphic
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Setting a Transparent Color in a Graphic
• You can make one color in a graphic transparent,
that is, remove the color. You would do this if you
wanted to remove part of a graphic or see text or
colors behind a graphic
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Bordering a Paragraph
• You can draw a solid line, called a border, at any
edge of a paragraph
• They can be added above or below a paragraph,
to the left or right of a paragraph, or in any
combination of these sides.
• To remove a border from a paragraph, position
the insertion point in the paragraph, click the
Border button arrow on the HOME tab, and then
click the No Border button in the Borders gallery
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Clearing Formatting
• Clear formatting refers to returning the formats
to the Normal style
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Formatting Marks
• Formatting marks are only visible on your screen
and do not appear on a printout
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Converting a Hyperlink to Regular Text
• To convert a hyperlink to regular text, right-click
the hyperlink and then click “Remove Hyperlink”
on the shortcut menu
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Effective Business Letters
• An effective business letter should have a
professional appearance, convey its message
concisely and clearly
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Basic Business Letter Elements
• The date line, which consists of the month, day, and year, is
positioned two to six lines below the letterhead
• The inside address, placed four lines below the date line,
usually contains the addressee’s courtesy title plus full name,
job title, business affiliation, and full geographical address.
• The salutation begins two lines below the last line of the inside
address
• The body of the letter, the message, begins two lines below the
salutation
• Two lines below the last line of the message, the
complimentary close is displayed
• Type the signature block four blank lines below the
complimentary close, allowing room for the author to sign
his/her name
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Business Letter Format
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Business Letters
• If a business letter does not use a letterhead, then
the top of the letter should include a return
address.
• All business letters are single-spaced with double
spacing between paragraphs
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Types of Business Letters
• Block letter style--all components of the letter
begin flush with the left margin
• Modified block letter style--the date,
complimentary close, and signature block are
centered, positioned approximately one-half inch
to the right of center or at the right margin. The
first line of each paragraph in the body of the
letter is indented one-half inch from the left
margin. All other components of the letter begin
flush with the left margin
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Tab Stops
• A tab stop is a location on the horizontal ruler
that tells Word where to position the insertion
point when you press the TAB key on the
keyboard. Word, by default, places a tab stop at
every half inch mark on the ruler. You can also set
your own custom tab stops
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Modifying/Removing Custom Tab Stops
• To move a custom tab stop on the ruler, drag the tab
marker to the desired location on the ruler. To remove a
custom tab stop on the ruler, point to the tab marker on
the ruler and then drag the tab marker down and out of
the ruler
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Creating a Building Block
• If you use the same text or graphic frequently, you can
store the text or graphic as a building block and then
insert the store building block entry in the open
document, as well as in future documents
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Nonbreaking Space/Nonbreaking
hyphen
• Some compound words, such as proper nouns, dates,
units of time and measure, abbreviations, and
geographic destinations, should not be divided at the
end of a line.
• These words wither should fit as a unit at the end of a
line or be wrapped together to the next line.
• A nonbreaking space is a special space character that
prevents two words from splitting if the first word
falls at the end of a line.
• A nonbreaking hyphen is a special type of hyphen
that prevents two words separated by a hyphen from
splitting at the end of a line.
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Nonbreaking Space/Nonbreaking
hyphen
• To do this, hold down the CTRL and SHIFT keys
along with either the space bar or hyphen
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Table
• A table is a collection of rows and columns
• The intersection of a row and a column is called a
cell
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Moving Through a Table
• To advance rightward from one cell to the next, press the TAB key.
• One way to add new rows to a table is to press the TAB key when
the insertion point is positioned in the bottom-right corner cell of
the table
• To move back to the previous cell in a table press the SHIFT and
TAB keys
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Selecting a Table
• To select an entire table click the table move handle
located at the top left corner of the table. To select rows
in a table that are not adjacent to one another select the
first row in the table and then hold down the CRTL key
while selecting the other row
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Moving a Table
• To move a table to a new location point to the upperright corner of the table until the table move handle
appears, point to the table move handle, and then drag it
to move the entire table to a new location
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Resizing a Table
• To resize an entire table, drag the table resize handle,
which is a small square that displays when pointing to a
corner of a table
Table resize handle
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Resizing a Column
• To make a column wider in a table, drag the
column boundary, which is the border to the right
of a column, until the column is the desired width
Column boundary
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Resizing a Row
• To make a row taller in a table, drag the row
boundary, which is the border at the bottom of a
row, until the row is the desired height
Row boundary
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Merging Cells
• In a table you may need to merge cells into a
single cell to insert a title that spans all rows
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Splitting Cells
• Instead of merging multiple cells into a single cell
in a table, sometimes you want to split a single
cell into multiple cells
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