Learn to Format Memos & Email Unit 7: Lessons 22-24 “ Grab a Book”

Heading of your paper Change font to Times New Roman Change your font to 16 Type the word Keyboarding Tab over 6x & type your first and last name Hit enter key Type Format Memos & Email Tab over 4x & type today’s date Double space or hit enter twice.

Change font to Times New Roman

Change your font to 16

Type the word Keyboarding

Tab over 6x & type your first and last name

Hit enter key

Type Format Memos & Email

Tab over 4x & type today’s date

Double space or hit enter twice.

Abbreviations SS: Single Space DS: Double Space TS: Triple Space TM: Top Margin SM: Side Margin BM: Bottom Margin

SS: Single Space

DS: Double Space

TS: Triple Space

TM: Top Margin

SM: Side Margin

BM: Bottom Margin

Parts of a Memo Heading Body Reference initials (optional) Attachment or Enclosure notations (optional)

Heading

Body

Reference initials (optional)

Attachment or Enclosure notations (optional)

Interoffice Memorandums (Memos) Written messages used by employees within an organization to communicate with one another.

Written messages used by employees within an organization to communicate with one another.

How to Format a Memo Margins Top margin (TM): 2 inches Side margin (SM): 1 inch Bottom margin (BM): 1 inch Heading The memo heading includes Who the memo is being sent to (To) Who the memo is from (From) The date the memo is being sent (Date) What the memo is about (Subject) Begin all lines of the heading at the left margin

Margins

Top margin (TM): 2 inches

Side margin (SM): 1 inch

Bottom margin (BM): 1 inch

Heading

The memo heading includes

Who the memo is being sent to (To)

Who the memo is from (From)

The date the memo is being sent (Date)

What the memo is about (Subject)

Begin all lines of the heading at the left margin

How to Format a Memo How Heading should be spaced TO: Tab twice to key name (DS) FROM: Tab once to key name (DS) DATE: Tab once to key date (DS) SUBJECT: Tab once to key subject in ALL CAPS (DS) How Body should be spaced Paragraphs begin at left margin. All paragraphs are SS DS between paragraphs

How Heading should be spaced

TO: Tab twice to key name (DS)

FROM: Tab once to key name (DS)

DATE: Tab once to key date (DS)

SUBJECT: Tab once to key subject in ALL CAPS (DS)

How Body should be spaced

Paragraphs begin at left margin.

All paragraphs are SS

DS between paragraphs

How to format memo Reference initials If someone other than the writer of the memo types the memo, his/her initials are keyed in lowercase letters at the left margin. DS below body Attachment or Enclosure notations If another document is attached to a memo, the word “Attachment” is keyed at the left margin. DS below the reference initials (if any) or DS below body If a document accompanies the memo but is not attached to it, key the word “Enclosure”

Reference initials

If someone other than the writer of the memo types the memo, his/her initials are keyed in lowercase letters at the left margin.

DS below body

Attachment or Enclosure notations

If another document is attached to a memo, the word “Attachment” is keyed at the left margin.

DS below the reference initials (if any) or

DS below body

If a document accompanies the memo but is not attached to it, key the word “Enclosure”

Electronic Mail (E-mail) Used in most business organizations. Because of the ease of creating and the speed of sending, email messages have partially replaced the memo and the letter. Delivery of an e-mail message takes place within minutes, whether the receiver is in the same building or in a location anywhere in the world.

Used in most business organizations.

Because of the ease of creating and the speed of sending, email messages have partially replaced the memo and the letter.

Delivery of an e-mail message takes place within minutes, whether the receiver is in the same building or in a location anywhere in the world.

How to format an E-Mail E-Mail format is similar to a memo format. E-Mail Heading includes the same information as the memo TO FROM DATE SUBJECT

E-Mail format is similar to a memo format.

E-Mail Heading

includes the same information as the memo

TO

FROM

DATE

SUBJECT

How to format an E-Mail E-Mail Heading (Cont.) Cc: line for sending a copy of the message to additional individuals Bcc : line for sending a copy of the message to someone without the receiver knowing. Attachment : line for attaching files to the e-mail message. How Body should be spaced Paragraphs begin at left margin. All paragraphs are SS DS between paragraphs

E-Mail Heading (Cont.)

Cc: line for sending a copy of the message to additional individuals

Bcc : line for sending a copy of the message to someone without the receiver knowing.

Attachment : line for attaching files to the e-mail message.

How Body should be spaced

Paragraphs begin at left margin.

All paragraphs are SS

DS between paragraphs