Typing An Official Letter

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Microsoft Office Word 2007 training

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Typing An Official Letter

  1. 1. Typing an Official Letter aturminda microsoft word technologies
  2. 2. what you'll learn ● How to create an official letter – Format of an official letter – Real-life examples ● invitation letter to a function organized by you ● Lessons – Reapplying basic Microsoft Word skills – Using numbered and bulleted lists – Working with tables, rows and columns – How to preview and print a document aturminda microsoft word technologies
  3. 3. background story ● Student ● Working adult – you are the President of – you are the Head for your Volunteers' Club company's Annual Dinner Committee – your club is organizing a fund-raising event for – write an official letter orphaned children inviting your CEO to the event – write an official letter inviting your school principal – list out the venue, date and / dean to the event time – list out the venue, date and – list out the program time activities – list out the program activities aturminda microsoft word technologies
  4. 4. how should we start? ● Open a new file Sender's address ● Save it as 'Invitation Letter' Recipient's address ● Identify the formatting Date of an official letter Recipient's Body salutation Title Sender's signature aturminda microsoft word technologies
  5. 5. before you type ● What are the best font faces? – Times New Roman – Arial – Verdana ● What is the usual size? – Anything from 10 to 12 for body text – Something slightly bigger, bolder for titles, headings aturminda microsoft word technologies
  6. 6. exercise > sender's address ● Type out your address – Name – Your title, if any – Street, City, – Postcode and State ● Sample Usamah Jamaludin President, Volunteers' Club Sek. Men. Taman Melawati Hulu Klang, 53100 Selangor aturminda microsoft word technologies
  7. 7. exercise > add a line ● In between the sender's and the recipient's addresses, there is a line separating the two ● After you have finished typing the sender's address, – Format -> Borders and Shading Click! aturminda microsoft word technologies
  8. 8. exercise > move the cursor ● You need to 'forcefully' move the cursor beyond the newly added line – Double-click anywhere after the line, and the cursor should follow aturminda microsoft word technologies
  9. 9. exercise > recipient's address ● Type out the name, salutation and address of the person you want to send the letter to ● At the last line of the address, move the cursor to the right side – Type today's date – e.g 28th September 2006 aturminda microsoft word technologies
  10. 10. exercise > salutation and title ● Salutation is basically how you properly address people based on their social ranking – Dear Sir – Dear Madam – Dear Mr President ● Title basically summarizes the intention of the letter – Invitation to Company's Annual Dinner ● Title is bold, underlined! aturminda microsoft word technologies
  11. 11. body of an official letter ● Body – The body of an official letter is made up of paragraphs – The first paragraph is not numbered, explaining the general intention of the letter #### #### ### ###### ### – The preceding paragraphs 2. #### #### ### ###### ### ### are numbered starting 3. #### #### ### ###### from 2, 3, ..., detailing the ### ### letter further #### #### ### ###### – The closing paragraph is similar to the first one. It is not numbered ● Start first paragraph! aturminda microsoft word technologies
  12. 12. more about the body ● Paragraph 1 – general overview of the program ● Paragraph 2 – venue, date and time of the program ● Paragraph 3 – schedule of program activities ● Paragraph 4 – closing paragraph aturminda microsoft word technologies
  13. 13. exercise > numbering ● You can list paragraphs, sentences and important points using numbers ● To enable numbering, Format -> Bullets and Numbering – look for a shortcut on the Formatting Toolbar! – Bullets / Numbering will stay on when you move onto a new paragraph / sentence / point – Use numbering to number your 2nd, 3rd and subsequent paragraphs ● Use indentation to format paragraphs! aturminda microsoft word technologies
  14. 14. exercise > bulleted lists ● Similar to numbering, we can also use bulleted lists ● For example, in paragraph 2, it is best to display the date, venue and time in the following format aturminda microsoft word technologies
  15. 15. intro to table ● For the 3rd paragraph, create a table that shows the schedule of activities ● For example, aturminda microsoft word technologies
  16. 16. exercise > add table ● Adding a table using the menu ● Adding a table using the toolbar aturminda microsoft word technologies
  17. 17. exercise > working with table ● To work on a table – click on a table – make sure cursor is inside the table – the cursor will always be in a cell – you can start typing in the cell! ● To move to another cell – just click on another cell, OR – press TAB ● Type out the schedule of program activities aturminda microsoft word technologies
  18. 18. exercise > modifying tables ● You can do various tricks to tables – Insert/Delete/Select rows/columns ● Table -> Insert/Delete/Select – Split cells ● Table -> Split Cells – Change table style ● Table -> Table AutoFormat – Autofit table to its contents ● Table -> AutoFit – Make your own style ● Format -> Borders and Shading aturminda microsoft word technologies
  19. 19. exercise > modifying cells ● Select certain cells, and right-click – Merge few cells – Change text direction in cells (left to right, right to left, up, down) – Cell alignment (left, center, right, top, middle, bottom) ● Resizing using the mouse – Move the borders around aturminda microsoft word technologies
  20. 20. exercise > finish up! ● Finish the following – Paragraph 4 – the closing paragraph – Sender's signature #### #### ### ###### ### 2. #### #### ### ###### ### ### 3. #### #### ### ###### ### ### #### #### ### ###### aturminda microsoft word technologies
  21. 21. exercise > spelling and grammar ● If you type in English, you can use Word built-in Spelling and Grammar tool – Tools -> Spelling and Grammar ● On spelling error – Ignore – Change ● Remember to check this box for grammar check! aturminda microsoft word technologies
  22. 22. exercise > check all the time ● You can set Word to always check your spelling and grammar – Tools -> Options -> Spelling & Grammar – Misspelled words and grammatically incorrect phrases will be automatically underlined aturminda microsoft word technologies
  23. 23. exercise > print preview ● Before we print our document, it's good to preview the 'estimated' printout ● File -> Print Preview ● You can zoom in and out to judge how it will look on paper aturminda microsoft word technologies
  24. 24. exercise > print ● To print – File -> Print ● Basic things to play around – Select printer – Number of copies / sets – Specific pages to print aturminda microsoft word technologies

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