The document provides instructions on how to type an official letter in Microsoft Word, including formatting the sender's address, recipient's address, salutation, title, body, numbering paragraphs, adding tables and bulleted lists, checking spelling and grammar, and printing. Key elements that are covered include setting up the letter structure, typing addresses and dates, formatting text, inserting lists and tables, and previewing and printing the final letter.

1. Typing an Official
Letter
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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
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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
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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
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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
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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
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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!
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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
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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
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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!
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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!
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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
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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!
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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
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15. intro to table
●
For the 3rd paragraph, create a table that shows the
schedule of activities
● For example,
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16. exercise > add table
● Adding a table using
the menu
● Adding a table using
the toolbar
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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
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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
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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
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20. exercise > finish up!
● Finish the following
– Paragraph 4 – the closing
paragraph
– Sender's signature
#### #### ### ###### ###
2. #### #### ### ######
### ###
3. #### #### ### ######
### ###
#### #### ### ######
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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!
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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
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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
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24. exercise > print
● To print
– File -> Print
● Basic things to
play around
– Select printer
– Number of copies
/ sets
– Specific pages to
print
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