Chapter 5
Using Word to Format Business
Documents
Using Font Attributes
VOCABULARY
• Enhancements
– Visual additions to attract a reader’s
attention to specific text.
•
•
•
•
•
•
•
•
Bold
Italics
Underline
Font style
Font size
Superscript
Shadow
Shimmer
Font
• refers to the type, or letters, in which a
document is printed
• consists of the typeface, style, size, and
effect
• attributes used to change appearance
of font
Font Attributes
Watermark
Bold
Textbox
Italics
Appears behind or on
top of document's text
Prints darker than
other copy
Used for labels or as
callouts in documents
Prints letters that slope
up toward the right
Font Attributes cont.
3-D Effects
Drop Cap
Underline
Used for enhancement
purposes
Begins paragraph with
large initial cap
Places line under text
as it is keyed
Changes text to
graphic object
Font Attributes cont.
This is a
superscript
.
This is a subscript.
CHANGE CASE
Bold Italics
Text placed slightly
higher than other text
Text placed slightly
lower than other text
Used to change the
case of letters
Text is darker and
letters slope to right
Font Attributes cont.
Strikethrough
SMALL CAPS
Draws line through
text
Small capital letters
Shadow
Shadow text
Where do we find all
these Font Attributes?
VOCABULARY
• Horizontal alignment
–
–
–
–
Center – equal on both sides
Right – lines up on Right hand margin
Left – lines up on the Left hand margin
Justified
• Vertical centering
– the space at the top and bottom of the text and/or graphics is equal
– How do we do in MAC?
• Page Orientation
– the determination of how material is arranged on a page
• Landscape
– Layout on paper is wider than tall
– Long side of paper is at the top of the document
• Portrait
– Layout on paper is taller than wide
– Short side of paper is at the top of the document
– How do we do in MAC?
Word Editing Tools
Word Automatic Editing Tools
• Word has three features that automatically
change or insert text and graphics as you
type
• You can easily customize the automatic
changes that Word makes or turn off the
features altogether
Word Automatic Editing Tools
AutoCorrect automatically
• corrects many
common typing,
spelling, and
grammatical errors
• inserts text, graphics,
and symbols.
AutoComplete - gives
one an opportunity to
insert entire
items such as:
• dates
• AutoText
entries when you type
a few identifying
characters
Word Editing Tools
Spell Checker
• checks spelling as you type
• underlines unknown words with red line
• recognizes proper names
• ignores words with numbers or Internet and
file addresses
Grammar Checker
• checks grammar errors as you type
• marks errors with green underline
Word Editing Tools
Revision Mark
• shows where a deletion, insertion, or other editing
change has been made in a document
Comments
• notes or annotations that an author or reviewer
adds to a document
Where do you see this tool used?
How do you turn the editing tool on?
Proofreading Tips
• double check for errors you typically make
• read out loud, read slowly, read one word at
a time to determine if it makes sense
• look for formatting and alignment errors
• read what is actually on the page and not
what you think
• proof before printing
Errors Missed by Spell Checkers
• names and addresses not • repeated words and
in computer’s dictionary
omitted words
• homonyms that are not
• formatting errors such
misspelled but misused
as incorrect paragraph
(i.e., they’re/their/there)
indentions or spacing
between lines and words
• numbers only verified
by checking original
• punctuation or
copy
capitalization errors
Formatting Simple Tables
VOCABULARY
• Tables – a simple way to organize information
using rows and columns to align data in an easy-toread format.
• Align– refers to the arrangement of data in relation
to a fixed point.
• Column – data aligned from top to bottom
• Row – data aligned from left to right.
• Columnar headings – used to identify the data in
each column of a table, they appear underlined and
immediately above the column data.
• Main heading (primary heading) – keyed in all
capital letters, this is the main title of the table.
GUIDELINES FOR FORMATTING
SIMPLE TABLES
How do we create a table?
• Center the table horizontally (equal blank
space on the left and right of the table)
• Center the table vertically (equal blank
space at the top and bottom of the page)
• Center the main heading. Key the heading
in all capital letters. Double space after
the main heading
GUIDELINES FOR FORMATTING
SIMPLE TABLES
4. Column headings identify the data in each
column of a table. Key column headings
in initial capital letters. Underline the
column headings unless in a ruled table
(table with gridlines)
5. Column headings may be blocked (keyed
at the tab stops set for the columns or left
aligned) or centered.
GUIDELINES FOR FORMATTING
SIMPLE TABLES
6. Set tabs (or align data) for columns as
follows:
•
•
•
Use left alignment for columns that contain words.
Use right alignment for columns that contain
whole numbers.
Use a decimal alignment for columns that contain
decimal numbers (If the column has a column
heading, right align the column heading so that it
will align with the right edge of the column data.)
Other Formatting Features in
Tables
• How do you format . . .
–
–
–
–
–
Borders in tables
Column and row size
Text to be centered at the top of the table
Horizontal centering of the table
Vertical centering of the table and data within
cells
– Source notes (inside and outside) table
– Shading within the table
Memorandums and
Letters
Apply correct memo and letter
formats.
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What are Memorandums?
• A memorandum is a short message from one
person to another in the same business or
organization.
• Memorandums are usually referred to as memos.
• Memos have no salutation line and no signature
area at the end.
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Memo Formatting Rules
Margins:
TM-2inches
RM-1inch
BM-1inch
LM-1inch
• Use a standard font style and font size i.e. Times
New Roman/Arial and 12 point font.
• Single Space within paragraphs and double space
between paragraphs.
• All parts of the memo begin at the left margin,
including paragraphs. (Block Style Format)
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Memo Heading
Typically, words in the memo heading are keyed in ALL CAPS, bold,
followed by a colon, and double spaced as follows:
TO:
(Reader’s name)
FROM:
(Author’s name)
DATE:
(Complete and current date)
SUBJECT:
(What the memo is about)
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Parts of a Memo
Entry
Memo
heading
Memo
body
Typist
initials
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Notes to Remember!

If someone other than the writer of the memo keys the
memo, typist initials should be included.
 Typist initials are keyed in lower case with no space and
no punctuation.
 If you have an attachment or enclosure notation, double
space after typing typist initials and type “Enclosure” or
“Attachment.
 Enclosure-Something is included with the memo.
 Attachment-Supporting document is attached by a
paper clip, staple, etc.
 If someone in addition to who the memo is originally
written will be receiving a copy of the memo, include a
copy “c” notation.
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Types of Letters
Personal—Business Letter
• A personal-business letter is a letter that is sent from
an individual to a person or business/organization.
Business Letter
• A business letter is sent from a business or
organization to another or to an individual.
• Business letters are usually keyed on letterhead.
The letterhead can consist of the business’ name,
address, phone/fax/email, and logo.
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Major Parts of a Letter
1.
2.
3.
4.
5.
6.
7.
8.
9.
Return Address-the address of the person
writing the letter. Letterhead if the letter is
from a business.
Dateline-Complete and current date.
Letter Address/Inside Address-the address
of the person receiving the letter.
Salutation-the greeting of the letter.
Example: Dear Sir or Madam:
Body-the message of the letter.
Complimentary Close-the ending of the
letter. Example: Sincerely yours,
Keyed Name-the authors typed name.
Handwritten Signature-the author signs
the letter after it has been printed.
Reference Initials-initials of the typist.
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Formatting a Letter
Top margin of the first page on a letter is 2”.
Margins: Succeeding pages have a 1” top margin.
Side margins and Bottom margins are 1”.
Block Style is one method of formatting a letter. In this
style of letter writing all parts of the letter are keyed at the
left margin.
• Paragraphs should not be indented in this style of letter.
• Use a standard font style and font size i.e. Times New
Roman/Arial and 12 point font.
• Single Space within paragraphs and double space
between paragraphs.
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Parts of a Block Style Letter
Return
address
Letter
address
Date
Salutation
Body
Complimentary
Close
Enclosure
notation
Writer
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Notation—key
a DS after the
last line of the
letter.
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Special Letter Parts
• Reference initials are used when someone
other than the author types the letter. Typed a
DS below the writer’s name, in lowercase
letters, with no space or punctuation.
• Enclosure notation is used when additional
items are included in the envelope with the
letter.
• Attachment notation is used when additional
items are clipped, stapled, etc… to the letter.
• Copy notation is used when a copy of the
letter is sent to someone in addition to the
addressee/letter address.
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Letter with Special Parts
• Reference Initials
Typed a double space below the
author’s keyed name.
• Enclosure
Notation
Typed a
double space below the typist
initials.
• Copy Notation
Typed a double space below the
enclosure notation.
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SIMPLE REPORTS
Academic Style
Bound/Unbound Reports
Key a heading in the top left corner on the first page.
Double space between lines and include the
following:
• Name of Student
• Name of Instructor
• Course Title
• Date in military style (21 November 2004)
Double-space the body of the report—no exceptions.
Title Page (Cover Page)
Only when required – then no heading on the
report.
• Center the page horizontally and vertically.
• Include the following information
(minimum):
– Report Title
– Writer’s Name
– Date
• The course name and teacher’s name may
also be included.
What is a Bibliography?
A listing of the all material used in the
report (textual citations, footnotes,
endnotes) and related material which
may have been used but not cited. The
bibliography is located at the end of
the report.
Requirements for formatting a
Bibliography
• Margins are the same as for the report (using
a 2” top margin).
• Center the title in ALL CAPS followed by a
quadruple space. (Precede by a QS if
references begin after the report body on the
same page.)
• List references in alphabetical order by
author last name.
More requirements for formatting
a Bibliography:
• Include a page number at the top right.
• Single space each entry; Double space
between entries.
• Key each entry using a hanging indent (1st
line begins at left margin; subsequent lines
are indented by .5”)
Other requirements for
formatting a Bibliography
• Underline or italicize books, magazines, and
newspaper titles.
• Use quotation marks around titles of
articles, poetry, and essays.