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Typing an Official
                    Letter


aturminda                   microsoft word
technologies
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
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
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
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
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
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
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
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
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
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
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
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
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
intro to table
●
    For the 3rd paragraph, create a table that shows the
    schedule of activities
●   For example,




aturminda                               microsoft word
technologies
exercise > add table
●   Adding a table using
    the menu




●   Adding a table using
    the toolbar




aturminda                  microsoft word
technologies
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
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
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
exercise > finish up!
●   Finish the following
      –   Paragraph 4 – the closing
          paragraph
      –   Sender's signature




                                      #### #### ### ###### ###
                                      2. #### #### ### ######
                                      ### ###
                                      3. #### #### ### ######
                                      ### ###
                                      #### #### ### ######




aturminda                                       microsoft word
technologies
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
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
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
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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Typing An Official Letter

  • 1. Typing an Official Letter aturminda microsoft word technologies
  • 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. intro to table ● For the 3rd paragraph, create a table that shows the schedule of activities ● For example, aturminda microsoft word technologies
  • 16. exercise > add table ● Adding a table using the menu ● Adding a table using the toolbar aturminda microsoft word technologies
  • 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. 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. 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. exercise > finish up! ● Finish the following – Paragraph 4 – the closing paragraph – Sender's signature #### #### ### ###### ### 2. #### #### ### ###### ### ### 3. #### #### ### ###### ### ### #### #### ### ###### aturminda microsoft word technologies
  • 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. 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. 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. 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