This document provides instructions for creating a business letter in Microsoft Word. It explains that business letters are important for both adults and young people to know how to write. The summary includes the key components of a good business letter such as correct punctuation, no slang or abbreviations, and including elements like the return address, date, salutation, body, and closing. The exercises guide the reader to open a new document, write and format a sample permission letter, edit and proofread the letter using tools in Word, preview and print the final letter.

1. 1
Create a Business Letter
Why It Matters
Why do I need to learn how to create a business letter?
Business letters are not just for adults who have certain types of
jobs. There are many situations that require people of all ages to
create a business letter.
Chances are, if you need to write a business letter, you want the
recipient to take your letter seriously. One of the best ways to
accomplish this is to learn how to use the features in Word to
create a business letter according to a specific format.
Word Processing

2. 1
Create a Business Letter
What Makes a Good Business Letter?
Use correct punctuation and spelling. Use the Grammar
and Spell Checker.
Do not use slang and abbreviations.
Include all of the following in your letter:
 Return address
 Date
 Inside address
 Salutation
 Body of three paragraphs
 Closing with a goodbye phrase, your name, and
your title
Word Processing

3. 1
Create a Business Letter
Exercise 1-2 Open and Save a Document pg. 137–138
In this exercise, you will open a new Word document and save it,
APPLICATIONS USED making sure the file is named correctly and saved to the right
Microsoft Word location.
When you are working with a document, it is important to
understand the difference between Save and Save As:
 Use Save As to name a new document and save it to the
correct folder.
 Use Save to update any new additions to an already saved
document.
 Use Save As again to save a different version of a file or
change the file’s location.
Word Processing

4. 1
Create a Business Letter
Exercise 1-3 Format a Business Letter pg. 139–140
In this exercise, you will write a business letter to ask permission
to use a picture from a Web site.
A business letter uses a specific format that includes the following
main parts:
 Return address  Salutation
 Date  Body
 Inside address  Closing
When you write a business letter, follow formal writing rules:
 Use correct punctuation and spelling.
 Do not use slang or abbreviations.
Word Processing

5. 1
Create a Business Letter
Exercise 1-4 Edit Your Letter pg. 141–143
edit
To change or rewrite a
document to improve it. (pg. In this exercise, you will learn to cut, copy, and paste text as you
141)
edit the letter you created in the previous exercise.
proofread
To check a document for logical
sense, spelling, grammar, and
One should always edit and proofread a business letter before
punctuation. (pg. 141) sending it in order to give a good impression. As you edit, you
cut
may need to do the following with text:
To select and remove text from
a document. (pg. 141)
 cut
copy
 copy
To duplicate text so it can be  paste
placed to another location in a
document. (pg. 141)
APPLICATIONS USED
paste
To place cut or copied text to a Microsoft Word
new location in a document.
(pg. 141)
Word Processing

6. 1
Create a Business Letter
Exercise 1-5 Use the Thesaurus and Check Spelling and Grammar pg. 144–145
synonym In this exercise, you will use Word’s thesaurus and the Spelling
A word that has the and Grammar tool to edit your letter.
same meaning as
another. (pg. 144)
Word has tools to help you edit. You might want to use the
thesaurus to find a synonym if:
APPLICATIONS USED
Microsoft Word
 You use a particular word too frequently.
 You need a word that is easier to understand.
The Spelling and Grammar tool helps you find mistakes in:
 Spelling
 Punctuation
 Grammar
Word Processing

7. 1
Create a Business Letter
Exercise 1-6 Preview and Print Your Letter pg. 146–148
In this exercise, you will use the Print Layout view, the Zoom tool,
Enrichment Activities
and Print Preview to view your letter. You will also use the Page
Complete the following Setup options to center your letter on the page. If your teacher
activities to learn even
more Microsoft Word skills.
allows, you can print your final letter.
Go to the Online Learning
Center at glencoe.com. Before you print a document, do the following:
Choose Enrichment
Activities, then Unit 4.  View the entire document.
• Use templates in Word
• Print an envelope  Check the formatting.
 Make any needed changes.
APPLICATIONS USED
A well-formatted business letter should:
Microsoft Word  Have 1-inch margins at the left and right
 Be centered vertically on the page
Word Processing

8. 1
Create a Business Letter
Create a Business Letter from pages 137 – 148
Create a Business Letter following the directions from
pages 137 – 148 of your text.
APPLICATIONS USED
In this exercise, you will open a new Word document and save it.
Microsoft Word
You will also check to make sure you name the file correctly and
save it to the correct location. It should be saved into your Word
Processing Business Letter Folder.
For this letter you will write to Fender asking permission to use a
picture from its Web site.
Remember a well-formatted business letter should:
 Have 1-inch margins at the left and right
 Be centered vertically on the page
Word Processing