Learn To Format Memos & Email

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Tutorial of how to properly create a memo and email. Designed for 8th Grade Keyboarding.

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Learn To Format Memos & Email

  1. 1. Learn to Format Memos & Email Unit 7: Lessons 22-24 “ Grab a Book”
  2. 2. Heading of your paper <ul><li>Change font to Times New Roman </li></ul><ul><li>Change your font to 16 </li></ul><ul><li>Type the word Keyboarding </li></ul><ul><li>Tab over 6x & type your first and last name </li></ul><ul><li>Hit enter key </li></ul><ul><li>Type Format Memos & Email </li></ul><ul><li>Tab over 4x & type today’s date </li></ul><ul><li>Double space or hit enter twice. </li></ul>
  3. 3. Abbreviations <ul><li>SS: Single Space </li></ul><ul><li>DS: Double Space </li></ul><ul><li>TS: Triple Space </li></ul><ul><li>TM: Top Margin </li></ul><ul><li>SM: Side Margin </li></ul><ul><li>BM: Bottom Margin </li></ul>
  4. 4. Parts of a Memo <ul><li>Heading </li></ul><ul><li>Body </li></ul><ul><li>Reference initials (optional) </li></ul><ul><li>Attachment or Enclosure notations (optional) </li></ul>
  5. 5. Interoffice Memorandums (Memos) <ul><li>Written messages used by employees within an organization to communicate with one another. </li></ul>
  6. 6. How to Format a Memo <ul><li>Margins </li></ul><ul><ul><li>Top margin (TM): 2 inches </li></ul></ul><ul><ul><li>Side margin (SM): 1 inch </li></ul></ul><ul><ul><li>Bottom margin (BM): 1 inch </li></ul></ul><ul><li>Heading </li></ul><ul><ul><li>The memo heading includes </li></ul></ul><ul><ul><ul><li>Who the memo is being sent to (To) </li></ul></ul></ul><ul><ul><ul><li>Who the memo is from (From) </li></ul></ul></ul><ul><ul><ul><li>The date the memo is being sent (Date) </li></ul></ul></ul><ul><ul><ul><li>What the memo is about (Subject) </li></ul></ul></ul><ul><ul><li>Begin all lines of the heading at the left margin </li></ul></ul>
  7. 7. How to Format a Memo <ul><li>How Heading should be spaced </li></ul><ul><ul><li>TO: Tab twice to key name (DS) </li></ul></ul><ul><ul><li>FROM: Tab once to key name (DS) </li></ul></ul><ul><ul><li>DATE: Tab once to key date (DS) </li></ul></ul><ul><ul><li>SUBJECT: Tab once to key subject in ALL CAPS (DS) </li></ul></ul><ul><li>How Body should be spaced </li></ul><ul><ul><li>Paragraphs begin at left margin. </li></ul></ul><ul><ul><li>All paragraphs are SS </li></ul></ul><ul><ul><li>DS between paragraphs </li></ul></ul>
  8. 8. How to format memo <ul><li>Reference initials </li></ul><ul><ul><li>If someone other than the writer of the memo types the memo, his/her initials are keyed in lowercase letters at the left margin. </li></ul></ul><ul><ul><li>DS below body </li></ul></ul><ul><li>Attachment or Enclosure notations </li></ul><ul><ul><li>If another document is attached to a memo, the word “Attachment” is keyed at the left margin. </li></ul></ul><ul><ul><li>DS below the reference initials (if any) or </li></ul></ul><ul><ul><li>DS below body </li></ul></ul><ul><ul><li>If a document accompanies the memo but is not attached to it, key the word “Enclosure” </li></ul></ul>
  9. 9. Electronic Mail (E-mail) <ul><li>Used in most business organizations. </li></ul><ul><li>Because of the ease of creating and the speed of sending, email messages have partially replaced the memo and the letter. </li></ul><ul><li>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. </li></ul>
  10. 10. How to format an E-Mail <ul><li>E-Mail format is similar to a memo format. </li></ul><ul><li>E-Mail Heading </li></ul><ul><ul><li>includes the same information as the memo </li></ul></ul><ul><ul><ul><li>TO </li></ul></ul></ul><ul><ul><ul><li>FROM </li></ul></ul></ul><ul><ul><ul><li>DATE </li></ul></ul></ul><ul><ul><ul><li>SUBJECT </li></ul></ul></ul>
  11. 11. How to format an E-Mail <ul><li>E-Mail Heading (Cont.) </li></ul><ul><ul><li>Cc: line for sending a copy of the message to additional individuals </li></ul></ul><ul><ul><li>Bcc : line for sending a copy of the message to someone without the receiver knowing. </li></ul></ul><ul><ul><li>Attachment : line for attaching files to the e-mail message. </li></ul></ul><ul><li>How Body should be spaced </li></ul><ul><ul><li>Paragraphs begin at left margin. </li></ul></ul><ul><ul><li>All paragraphs are SS </li></ul></ul><ul><ul><li>DS between paragraphs </li></ul></ul>

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