Microsoft Office 2010 Introductory

Microsoft Word 2010
3
Creating a Business
Letter with a Letterhead
and Table
Objectives
You will have mastered the material in this chapter when you can:
• Change margins
• Create a file from an existing file
• Insert and format a shape
• Apply a Quick Style
• Change text wrapping
• Set and use tab stops
• Insert and format a clip art image
• Insert the current date
• Insert a symbol
• Create, insert, and modify a building
block
• Add a border to a paragraph
• Clear formatting
• Convert a hyperlink to regular text
• Insert a Word table, enter data in the
table, and format the table
• Address and print an envelope
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
Microsoft Word 2010
3
Creating a Business
Letter with a Letterhead
and Table
Introduction
In a business environment, people use documents to communicate with others. Business
documents can include letters, memos, newsletters, proposals, and resumes. An effective
business document clearly and concisely conveys its message and has a professional,
organized appearance. You can use your own creative skills to design and compose
business documents. Using Word, for example, you can develop the content and decide
on the location of each item in a business document.
Project — Business Letter with a Letterhead
and Table
At some time, you will prepare some type of business letter. Contents of business letters
include requests, inquiries, confirmations, acknowledgements, recommendations,
notifications, responses, invitations, offers, referrals, complaints, and more.
The project in this chapter follows generally accepted guidelines for writing letters
and uses Word to create the business letter shown in Figure 3– 1. This business letter
to a potential advertiser (Wilcox Tractor Restorations) includes a custom letterhead, as
well as all essential business letter components: date line, inside address, salutation, body,
complimentary close, and signature block. To easily present the advertisement rates, this
information appears in a table, and the discounts are in a bulleted list.
Overview
As you read through this chapter, you will learn how to create the business letter in
Figure 3– 1 by performing these general tasks:
• Design and create a letterhead.
• Compose a business letter.
• Print the business letter.
• Address and print an envelope.
WD 138
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Microsoft Word 2010
business letter
letterhead
date line
inside
address
salutation
body, or
message
bulleted list
complimentary
close
signature block
Figure 3– 1
WD 139
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
WD 140 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
Plan
Ahead
General Project Guidelines
When creating a Word document, the actions you perform and decisions you make will
affect the appearance and characteristics of the finished document. As you create a business
letter, such as the project shown in Figure 3– 1 on the previous page, you should follow
these general guidelines:
1. Determine how to create a letterhead. A letterhead is the section of a letter that
identifies an organization or individual. Often, the letterhead appears at the top of a
letter. Although you can design and print a letterhead yourself, many businesses pay an
outside firm to design and print their letterhead, usually on higher-quality paper. They
then use the professionally preprinted paper for external business communications.
2. If you do not have preprinted letterhead paper, design a creative letterhead. Use text,
graphics, formats, and colors that reflect the organization or individual. Include the
organization’s or individual’s name, postal mailing address, and telephone number.
If the organization or individual has an e-mail address and Web address, you may
include those as well.
For an introduction
to Windows 7 and
instruction about
how to perform basic
Windows 7 tasks, read
the Office 2010 and
Windows 7 chapter at
the beginning of this
book, where you can
learn how to resize
windows, change
screen resolution,
create folders, move
and rename files, use
Windows Help, and
much more.
3. Compose an effective business letter. A finished business letter should look like a
symmetrically framed picture with evenly spaced margins, all balanced below an
attractive letterhead. The letter should be well-written, properly formatted, logically
organized, and use visuals where appropriate. The content of a letter should contain
proper grammar, correct spelling, logically constructed sentences, flowing paragraphs,
and sound ideas. If possible, keep the length of a business letter to one page. Be sure
to proofread the finished letter carefully.
When necessary, more specific details concerning the above guidelines are presented
at appropriate points in the chapter. The chapter also will identify the actions performed
and decisions made regarding these guidelines during the creation of the business letter
shown in Figure 3– 1.
To Start Word and Display Formatting Marks
If you are using a computer to step through the project in this chapter and you want
your screens to match the figures in this book, you should change your screen’s resolution
to 1024 × 768. For information about how to change a computer’s resolution, refer to the
Office 2010 and Windows 7 chapter at the beginning of this book.
The following steps start Word and display formatting marks.
For an introduction
to Office 2010 and
instruction about
how to perform
basic tasks in Office
2010 programs, read
the Office 2010 and
Windows 7 chapter
at the beginning of
this book, where you
can learn how to start
a program, use the
Ribbon, save a file,
open a file, quit a
program, use Help, and
much more.
1
Start Word. If necessary, maximize the Word window.
2
If the Print Layout button on the status bar is not selected (shown in Figure 3–2), click it so
that your screen is in Print Layout view.
3
Change your zoom to 110% (or a percent where the document is large enough for you
easily to see its contents).
4
If the Show/Hide ¶ button (Home tab | Paragraph group) is not selected already, click it
to display formatting marks on the screen.
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
Recall that Word provides document themes that contain a variety of color schemes
to assist you in selecting complementary colors in a document. In a letter, select a color
scheme that adequately reflects the organization or person. The letter in this chapter uses
the Executive color scheme. The following steps change theme colors.
1
Click the Change Styles button (Home tab | Styles group) to display the Change Styles
menu and then point to Colors on the Change Styles menu to display the Colors gallery.
2
Click Executive in the Colors gallery to change the document theme colors to the selected
color scheme.
BTW
To Change Theme Colors
The Ribbon and Screen
Resolution
Word may change how
the groups and buttons
within the groups appear
on the Ribbon, depending
on the computer’s screen
resolution. Thus, your
Ribbon may look different
from the ones in this book
if you are using a screen
resolution other than
1024 × 768.
To Change Margin Settings
Word is preset to use standard 8.5-by-11-inch paper, with 1-inch top, bottom, left, and right margins. If
you change the default (preset) margin settings, the new margin settings affect every page in the document. If you
wanted the margins to affect just a portion of the document, you would divide the document into sections (discussed
in a later chapter), which enables you to specify different margin settings for each section.
The business letter in this chapter uses .75-inch left and right margins and 1-inch top and bottom margins,
so that more text can fit from left to right on the page. The following steps change margin settings.
1
• Display the Page Layout tab.
Margins
button
Page
Layout tab
• Click the Margins button
(Page Layout tab | Page Setup
group) to display the Margins
gallery (Figure 3– 2).
2
• Click Moderate in the Margins
Q&A
gallery to change the margins to the
specified settings.
What if the margin settings I want
are not in the Margins gallery?
You can click Custom Margins in the
Margins gallery and then enter your
desired margin values in the top,
bottom, left, and right text boxes in
the dialog box.
current
margin setting
Page Setup
group
Note: To help you locate
screen elements that
are referenced in the
step instructions, such as
buttons and commands,
this book uses red boxes
to point to these screen
elements.
Moderate
margin setting
Margins
gallery
Custom Margins command
displays Margins tab in
Page Setup dialog box
Print Layout
button
Zoom
button
Figure 3– 2
Other Ways
1. Position mouse pointer
on margin boundary
on ruler; when mouse
pointer changes to twoheaded arrow, drag
margin boundary on ruler
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Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 141
WD 142 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
Creating a Letterhead
The cost of preprinted letterhead can be high. Thus, an alternative is to create your own
letterhead and save it in a file. When you want to create a letter at a later time using the
letterhead, simply create a new document from the letterhead file. In this chapter, you
create a letterhead and then save it in a file for future use.
Plan
Ahead
Design a creative letterhead.
A letterhead often is the first section a reader notices on a letter. Thus, it is important
the letterhead appropriately reflect the essence of the business or individual (i.e., formal,
technical, creative, etc.). The letterhead should leave ample room for the contents of the
letter. When designing a letterhead, consider its contents, placement, and appearance.
• Contents of letterhead. A letterhead should contain these elements:
• Complete legal name of the individual, group, or company
• Complete mailing address: street address including building, room, suite number, or
post office box, along with city, state, and postal code
• Telephone number(s) and fax number, if one exists
Many letterheads also include a Web address, an e-mail address, and a logo or other
image. If you use an image, select one that expresses your personality or goals.
• Placement of elements in the letterhead. Many letterheads center their elements across
the top of the page. Others align some or all of the elements with the left or right margins.
Sometimes, the elements are split between the top and bottom of the page. For example, a
name and logo may be at the top of the page with the address at the bottom of the page.
• Appearance of letterhead elements. Use fonts that are easy to read. Give the
organization or individual name impact by making its font size larger than the rest
of the text in the letterhead. For additional emphasis, consider formatting the name
in bold, italic, or a different color. Choose colors that complement each other and
convey the goals of the organization or individual.
When finished designing the letterhead, determine if a divider line would help to
visually separate the letterhead from the remainder of the letter.
The letterhead for the business letter in this chapter consists of the organization
name, appropriate graphics, postal address, telephone number, and Web address. The
name and graphics are enclosed in a rectangular shape (Figure 3– 1 on page WD 139), and
the contact information is below the shape. You will follow these general steps to create
the letterhead for the business letter:
1. Insert and format a shape.
2. Enter and format the organization name in the shape.
3. Insert, format, and position the images in the shape.
4. Enter the contact information below the shape.
5. Add a border below the contact information.
To Insert a Shape
The first step is in creating the letterhead in this chapter is to draw a rectangular shape. Word has a variety
of predefined shapes, which are a type of drawing object, that you can insert in documents. A drawing object is a
graphic that you create using Word. Examples of shape drawing objects include rectangles, circles, triangles, arrows,
flowcharting symbols, stars, banners, and callouts. The next steps insert a rounded rectangle shape.
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
Insert tab
1
• Display the Insert tab.
Shapes
button
• Click the Shapes button (Insert tab |
Illustrations group) to display the
Shapes gallery (Figure 3– 3).
Illustrations
group
Shapes gallery
Rectangles area
Rounded
Rectangle shape
Figure 3– 3
2
• Click the Rounded Rectangle shape
in the Rectangles area of the Shapes
gallery, which removes the gallery
and changes the mouse pointer to
the shape of a crosshair.
• Position the mouse pointer
Q&A
(a crosshair) by the insertion point in
the document window, as shown in
Figure 3–4, which is the location for
the upper-left corner of the desired
shape.
What is the purpose of the crosshair
mouse pointer?
mouse pointer changes to
crosshair while you draw shape
insertion
point
paragraph mark is displayed
because formatting marks
are showing
In the document window, you will
drag the crosshair mouse pointer
from the upper-left corner to the
lower-right corner to form the
desired location and size of the
shape.
Figure 3– 4
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Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 143
WD 144 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
3
• Drag the mouse
to the right and
downward to form
the boundaries of the
shape, as shown in
Figure 3– 5. Do not
release the mouse
button.
proposed location
and size of
rectangle shape
mouse pointer remains
as crosshair until you
release mouse button
Figure 3– 5
4
• Release the mouse
Shape Styles
gallery
Size button
Drawing Tools Format tab
automatically appears when
shape is selected in document
button so that Word
draws the shape
according to your
drawing in the
document window.
• Verify your shape is
Q&A
Q&A
the same approximate
height and width as
the one in this project
by clicking the Size
button (Drawing
Tools Format tab |
Size group) and
then, if necessary,
changing the values
in the Shape Height
box and Shape Width
boxes to 0.5"and
7", respectively
(Figure 3 – 6). When
finished, click the
Size button again
to remove the Shape
Height and Shape
Width boxes.
Shape Styles
group
More button
rotate handle
Shape Height box
Shape Width box
adjustment handle
sizing handles placed at each
corner and middle location on
selected shape
shape inserted
and selected
Figure 3– 6
What is the purpose of the rotate and adjustment handles?
When you drag an object’s rotate handle, which is the green circle, Word rotates the object
in the direction you drag the mouse. When you drag an object’s adjustment handle, which is
the yellow diamond, Word changes the object’s shape.
What if I wanted to delete a shape and start over?
With the shape selected, you would press the DELETE key.
To Apply a Shape Style
Word provides a Shape Styles gallery, allowing you to change the appearance of the shape. Because the
organization in this project, Heartland Tractor Club, supports many different tractor manufacturers, its letterhead
should use a color that is not commonly associated with a particular tractor manufacturer. The next steps apply a
shape style that uses a shade of brown.
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
1
• With the shape still selected,
expanded gallery
Q&A
click the More button (shown in
Figure 3– 6) in the Shape Styles
gallery (Drawing Tools Format tab |
Shape Styles group) to expand the
gallery.
style format changes to Intense
Effect - Brown, Accent 4, showing
live preview of style to which you
are pointing in expanded gallery
What if my shape is no longer
selected?
Click the shape to select it.
• Point to Intense Effect - Brown,
Accent 4 in the Shape Styles gallery
to display a live preview of that
style applied to the shape in the
document (Figure 3– 7).
I Experiment
mouse pointer on Intense
Effect - Brown, Accent 4 style
• Point to various styles in the Shape
Styles gallery and watch the style of
the shape change in the document.
2
• Click Intense Effect - Brown, Accent
Figure 3– 7
4 in the Shape Styles gallery to apply
the selected style to the shape.
Other Ways
1. Click Format Shape Dialog
Box Launcher (Drawing
Tools Format tab | Shape
Styles group), click
Picture Color in left pane
(Format Shape dialog
box), select desired colors,
click Close button
2. Right-click shape,
click Format Shape on
shortcut menu, click
Picture Color in left pane
(Format Shape dialog
box), select desired colors,
click Close button
To Add Text to a Shape
The next step is to add the organization name to the shape. The following steps add text to a shape.
1
• Right-click the shape to display a
shortcut menu and the Mini toolbar
(Figure 3– 8).
mouse
pointer
Mini toolbar
shortcut menu
Add Text
command
Figure 3– 8
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Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 145
WD 146 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
2
• Click Add Text on
text entered and automatically
formatted according to the
selected style
the shortcut menu
to place an insertion
point centered in the
shape.
• Type HEARTLAND
TRACTOR CLUB
as the organization
name in the shape
(Figure 3– 9).
Figure 3– 9
To Use the Grow Font Button to Increase Font Size
You want the font size of the organization name to be much larger in the shape. In previous chapters, you used
the Font Size box arrow (Home tab | Font group) to change the font size of text. Word also provides a Grow Font
button (Home tab | Font group), which increases the font size of selected text each time you click the button. The
following steps use the Grow Font button to increase the font size of the organization name to 22 point.
1
• Drag through the organization
Grow Font
button
Home tab
Shrink Font
button
name in the shape to select the text
to be formatted.
current font
2
• Display the Home tab.
Font box
arrow
• Repeatedly click the Grow Font
Q&A
button (Home tab | Font group)
until the Font Size box displays 22 to
increase the font size of the selected
text (Figure 3– 10).
What if I click the Grow Font
button (Home tab | Font group)
too many times, causing the font
size to be too big?
Click the Shrink Font button
(Home tab | Font group) until the
desired font size is displayed.
Font Size box
displays 22
Font group
document text
(paragraph
mark) hidden
behind shape
because shape
is formatted
as In Front of
Text
selected text
changed to 22 point
I Experiment
• Repeatedly click the Grow Font and
Shrink Font buttons (Home tab |
Font group) and watch the font size
of the selected name change in the
document window. When you are finished experimenting
with these two buttons, set the font size to 22.
Figure 3– 10
Other Ways
1. Press CTRL+SHIFT+>
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To Change the Font of Selected Text
The font of the organization name currently is Calibri. To make the organization
name stand out even more, change the font of the name in the letterhead to a font different
from the rest of the letter. The following steps change the font of the selected text.
1
With the text selected, click the Font box arrow (Home tab | Font group) to display the
Font gallery.
2
Scroll to and then click Segoe Script in the Font gallery to change the font of the
selected text (shown in Figure 3 – 11 on the next page).
3
Click anywhere in the text in the shape to remove the selection and place the insertion
point in the shape.
Floating versus Inline Objects
When you insert an object, such as a shape, in a document, Word inserts it as
either an inline object or a floating object. An inline object is an object that is part of a
paragraph. With inline objects, you change the location of the object by setting paragraph
options, such as centered, right-aligned, and so on. A floating object is an object that
can be positioned at a specific location in a document or in a layer over or behind text in
a document. You have more flexibility with floating objects because you can position a
floating object anywhere on the page.
In addition to changing an object from inline to floating and vice versa, Word
provides several floating options. All of these options affect how text wraps with the object.
Table 3–1 lists the various text wrapping options and explains the function of each one.
Text Wrapping
Option
Object Type
How It Works
In Line with Text
Inline
Object positioned according to paragraph formatting; for example,
if paragraph is centered, object will be centered with any text in the
paragraph.
Square
Floating
Text wraps around object, with text forming a box around the
object.
Tight
Floating
Text wraps around object, with text forming to shape of the object.
Through
Floating
Object appears at beginning, middle, or end of text. Moving object
changes location of text.
Top and Bottom
Floating
Object appears above or below text. Moving object changes
location of text.
Behind Text
Floating
Object appears behind text.
In Front of Text
Floating
Object appears in front of text and may cover the text.
BTW
Table 3 –1 Text Wrapping Options
Positioning Objects
If you want to use the
Square text wrapping
option, you can specify
where the object should
be positioned on the page.
To specify the position,
select the object, click the
Object Position button
(Picture Tools Format tab |
Arrange group), and then
click the desired location
in the Object Position
gallery.
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Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 147
WD 148 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
To Change an Object’s Text Wrapping
When you insert a shape in a Word document, the default text wrapping is In Front of Text, which means
the object will cover any text behind it. Because you want the letterhead above the contents of the letter, instead of
covering the contents of the letter, you change the text wrapping for the shape to Top and Bottom. The following
steps change a shape’s text wrapping.
Drawing Tools
Format tab
1
• Click the edge of the
Wrap Text button
Wrap Text
gallery
shape to select the
shape.
• Display the Drawing
Tools Format tab.
• Click the Wrap Text
button (Drawing Tools
Format tab | Arrange
group) to display the
Wrap Text gallery
(Figure 3– 11).
2
I Experiment
Arrange
group
font changed
to Segoe Script
Top and Bottom
command
current wrapping
style
shape selected
• Point to various text
wrapping options in
the Wrap Text gallery
and watch the shape
configure to the
selected wrapping
option, which in
this case, moves the
paragraph mark to
different locations in
the document.
Figure 3– 11
• Click Top and Bottom in the Wrap Text gallery so
that the object does not cover the document text.
Other Ways
1. Right-click object,
point to Wrap Text on
shortcut menu, click
desired wrapping style
To Insert Clip Art
Files containing graphical images, or graphics, are available from a variety of sources. In the Chapter 1
document, you inserted a digital picture taken with a camera phone. In this project, you insert clip art, which is
a predefined graphic. In Microsoft Office programs, clip art is located in the Clip Organizer, which contains a
collection of clip art, photos, animations, sounds, and videos.
The letterhead in this project contains clip art of a tractor (Figure 3– 1 on page WD 139). Thus, the next
steps insert a clip art image on the line below the shape in the document.
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
1
• Click the paragraph
Insert tab
Clip Art pane
mark below the
shape to position
the insertion point
where you want to
insert the clip art
image.
Clip Art
button
• Display the Insert
Illustrations
group
tab.
• Click the Clip Art
Q&A
button (Insert tab |
Illustrations group)
to display the Clip Art
pane (Figure 3– 12).
What is a pane?
clip art to be
inserted at
location of
insertion point
Recall from the
Office 2010 and
Windows 7 chapter
at the beginning of
this book that a pane,
or task pane, is a
separate window that
enables you to carry
out some Word tasks
more efficiently.
your screen may or
may not show clips in
this area at this point
Figure 3– 12
2
• If the Search for text
box displays text, drag
through the text to
select it.
• Type tractor in
the Search for text
box to specify the
search text, which in
this case indicates the
type of image you
wish to locate.
Go button
search text
entered in Search
for text box
selected check box indicates
clip art from the Web will
be included in list
list of clips
that match
description
• Click the Go button
Q&A
to display a list of
clips that match the
entered search text
(Figure 3 – 13).
Why is my list of
clips different from
Figure 3–13?
If your Include
Office.com content
check box is selected
and you are connected
to the Internet, the Clip Art pane displays clips from
the Web as well as those installed on your hard disk.
Figure 3– 13
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Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 149
WD 150 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
3
• Click the clip art of the
Picture Tools Format tab
automatically appears
because clip art is selected
in document window
yellow tractor to insert
this clip art image
in the document
at the location of
the insertion point
(Figure 3– 14).
Close button
• Click the Close button
on the Clip Art pane
title bar to close the
task pane.
clip art selected
clip art inserted
and selected
box arrow is displayed
when you click or point
to clip art; clicking box
arrow displays a menu
Figure 3– 14
To Resize a Graphic to a Percent of the Original
In this project, the graphic is 35 percent of its original size. Instead of dragging a sizing handle to change the
graphic’s size, as you learned in Chapter 1, you can set exact size percentages. The following steps resize a graphic to a
percent of the original.
1
• With the graphic still selected, click the Advanced Layout: Size Dialog Box Launcher (Picture Tools Format tab |
Q&A
Size group) to display the Layout dialog box.
What if the graphic is not selected or the Picture Tools Format tab is not on the Ribbon?
Click the graphic to select it or double-click the graphic to make the Picture Tools Format tab the active tab.
2
• In the Scale area (Layout dialog
Layout
dialog box
box), double-click the current value
in the Height box to select it.
Picture Tools
Format tab
Size tab
automatically
selected in
dialog box
• Type 35 in the Height box and
then press the TAB key to display the
same percent value in the Width box
(Figure 3– 15).
Size group
Scale
area
Advanced Layout: Size
Dialog Box Launcher
value entered
in Height box
Width box automatically
changed to 35 % when
you pressed TAB key
graphic
selected
Lock aspect ratio
causes height and
width to match
proportionally
OK button
Figure 3– 15
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
How do I know to use 35 percent for the resized graphic?
When the ‘Lock aspect ratio’ check box (Layout dialog box) is selected, Word automatically
maintains the size proportions of the graphic.
The larger graphic consumed too much room on the page. Try various percentages to
determine the size that works best in the letterhead design.
3
• Click the OK button to
close the dialog box
and resize the selected
graphic (Figure 3– 16).
graphic selected and
resized to 35% of its
original size
Figure 3– 16
Other Ways
1. Right-click graphic, click
Size and Position on
shortcut menu, enter
values (Layout dialog
box), click OK button
To Change the Color of a Graphic
In Word, you can change the color of a graphic. The clip art currently consists of shades of yellow and brown.
Because the clip art in this project will be placed in a rectangle shape, you prefer to use colors that blend better with
the current color scheme. The following steps change the color of the graphic to a shade in the current color scheme
that matches the color of the shape.
1
• With the graphic still selected
Color button
Picture Tools
Format tab
(shown in Figure 3– 16), click the
Color button (Picture Tools Format
tab | Adjust group) to display the
Color gallery.
Orange, Accent
color 3 Dark to
be selected
• Point to Orange, Accent color 3
Dark in the Color gallery (fourth
color in second row) to display a live
preview of that color applied to the
selected graphic in the document
(Figure 3– 17).
Adjust group
clicking More Variations
displays additional color
choices
I Experiment
• Point to various colors in the Color
gallery and watch the color of the
graphic change in the document.
color changes to Orange, Accent color
3 Dark, showing live preview of color
to which you are pointing in gallery
Color gallery
Figure 3– 17
2
• Click Orange, Accent color 3 Dark in the Color gallery to change the color of the selected
Q&A
graphic.
How would I change a graphic back to its original colors?
With the graphic selected, you would click No Recolor in the Color gallery (upper-left color).
Other Ways
1. Right-click graphic,
click Format Picture
on shortcut menu,
click Picture Color
button in left pane
(Format Picture dialog
box), select color, click
Close button
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
Word Chapter 3
Q&A
Why did Word automatically fill in the value in the Width box?
Q&A
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 151
WD 152 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
To Set a Transparent Color in a Graphic
In Word, you can make one color in a graphic transparent, that is, remove the color. You would make a
color transparent if you wanted to remove part of a graphic or see text or colors behind a graphic. In this project,
you will remove the lighter brown from the edges of the tractor graphic so that when you move the graphic on
the rectangular shape, the color of the shape can be seen in the transparent locations. The following steps set a
transparent color in a graphic.
Picture Tools
Format tab
1
• With the graphic still selected, click
Color button
the Color button (Picture Tools
Format tab | Adjust group) to display
the Color gallery (Figure 3– 18).
Adjust group
Set Transparent Color
command
graphic selected
Color gallery
lighter shade of brown
to be transparent
Figure 3 – 18
2
• Click Set Transparent Color in the
Color gallery to display a pen mouse
pointer in the document window.
• Position the pen mouse pointer in
Q&A
the graphic where you want to make
the color transparent (Figure 3–19).
pen mouse pointer
positioned where color
should be transparent
Can I make multiple colors in a
graphic transparent?
No, you can make only one color
transparent.
Figure 3 – 19
3
• Click the location in the graphic
Q&A
where you want the color to be
transparent (Figure 3– 20).
What if I make the wrong color
transparent?
Click the Undo button on the Quick
Access Toolbar, or press CTRL+Z, and
then repeat these steps.
lighter shades
of brown made
transparent,
showing white
here because
the page color
behind the
graphic is white
Figure 3 – 20
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
To Adjust the Brightness and Contrast of a Graphic
In Word, you can adjust the lightness (brightness) of a graphic and also contrast, which is the difference
between the lightest and darkest areas of the graphic. The following steps decrease the brightness and contrast
of the tractor graphic, each by 20%.
1
• With the graphic still selected
Picture Tools
Format tab
Corrections button
Q&A
(shown in Figure 3– 20), click the
Corrections button (Picture Tools
Format tab | Adjust group) to
display the Corrections gallery
(Figure 3– 21).
Does live preview work in this
gallery?
Brightness: -20%
Contrast: -20%
to be selected
Adjust group
Yes, but the graphic is covered by
the gallery in this case. To see the
live preview, you would need to
position the graphic so that you can
see it while the gallery is displayed.
Corrections gallery
Figure 3– 21
2
• Click Brightness: ⫺20% Contrast:
Q&A
⫺20% in the Corrections gallery
(second image in second row)
to change the brightness and
contrast of the selected graphic
(Figure 3– 22).
Can I remove all formatting applied
to a graphic and start over?
Reset Picture
button
Yes. With the graphic selected, you
would click the Reset Picture button
(Picture Tools Format tab | Adjust
group).
brightness and
contrast adjusted
Figure 3– 22
Other Ways
1. Right-click graphic,
click Format Picture on
shortcut menu, click
Picture Corrections
button in left pane
(Format Picture dialog
box), adjust settings,
click Close button
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 153
WD 154 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
To Change the Border Color on a Graphic
The tractor graphic currently has no border (outline). You would like the graphic to have a brown border. The
following steps change the border color on a graphic.
1
• Click the Picture Border button
arrow (Picture Tools Format tab |
Picture Styles group) to display
the Picture Border gallery.
Picture Tools
Format tab
Picture Border
button arrow
Picture Border
button
• Point to Brown, Accent 4, Darker 50%
(eighth theme color from left in
the sixth row) in the Picture Border
gallery to display a live preview of
that border color around the picture
(Figure 3– 23).
Brown, Accent 4,
Darker 50% to
be selected
Picture Styles
group
No Outline removes
border from graphic
I Experiment
• Point to various colors in the Picture
Border gallery and watch the border
color on the picture change in the
document window.
border changes to Brown,
Accent 4, Darker 50%, showing
live preview of color to which
you are pointing in gallery
Picture Border gallery
2
• Click Brown, Accent 4, Darker 50%
Figure 3– 23
How would I remove a border from a graphic?
With the graphic selected, you would click the No Outline in the Picture Border gallery.
Clip Organizer
To make a Web clip
available on your hard disk,
point to the clip in the Clip
Art pane, click its box arrow,
click Make Available Offline,
select the collection to store
the clip (Copy to Collection
dialog box) or click the
New button to define a
new collection, and then
click the OK button. You
can use the Clip Organizer
to create, rename, or delete
collections; add clips to a
collection from the Web,
a camera, or a scanner;
delete, move, and copy clips;
and search for existing clips.
Start the Clip Organizer by
clicking the Start button
on the taskbar, clicking
All Programs on the Start
menu, clicking the Microsoft
Office folder to its contents,
clicking the Microsoft
Office 2010 Tools folder to
display its contents, and
then clicking Microsoft Clip
Organizer.
To Change an Object’s Text Wrapping
The tractor graphic is to be positioned to the left of the organization name in the
shape. Clip art, by default, is formatted as an inline graphic, which cannot be moved into
a shape. To move the graphic in the shape so that it not covered by any text, you format it
as a floating object with In Front of Text wrapping. The following steps change a graphic’s
text wrapping.
1
If necessary, click the graphic to select it. If necessary, display the Picture Tools Format tab.
2
Click the Wrap Text button (Picture Tools Format tab | Arrange group) to display the Wrap
Text gallery.
Q&A
BTW
Q&A
in the Picture Border gallery to
change the picture border color.
Do both the Picture Tools Format and Drawing Tools Format tabs have a Wrap Text button?
3
Click In Front of Text in the Wrap Text gallery so that you can position the object on top of
any item in the document, in this case, on top of the rectangular shape.
Yes. You can specify how to wrap text with both pictures and drawings.
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
To Move a Graphic
The next step is to move the tractor graphic up so that it is positioned to the left of the text on the rectangle
shape. The following steps move a graphic.
1
• Position the mouse
pointer in the
graphic so that
the mouse pointer
has a four-headed
arrow attached to it
(Figure 3– 24).
when mouse pointer has
a four-headed arrow
attached to it, you can drag
the floating graphic to any
location in document
Figure 3 – 24
2
• Drag the graphic to
Q&A
the location shown in
Figure 3– 25.
What if I moved the
graphic to the wrong
location?
Repeat these steps.
You can drag a
floating graphic to
any location in a
document.
graphic moved
to left of
organization
name
Figure 3 – 25
To Copy a Graphic
In this project, the same tractor graphic is to be placed to the right of the
organization name in the shape. Instead of performing the same steps to insert and format
another tractor graphic, you can copy the graphic to the Office Clipboard, paste the
graphic from the Office Clipboard, and then move the graphic to the desired location.
You use the same steps to copy a graphic as you used in Chapter 2 to copy text. The
following steps copy a graphic.
1
If necessary, click the graphic to select it.
2
Display the Home tab.
3
Click the Copy button, shown in Figure 3–26 on the next page, (Home tab | Clipboard
group) to copy the selected item to the Office Clipboard.
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Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 155
WD 156 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
To Use Paste Options
The next step is to paste the copied graphic in the document. The following steps paste a graphic using the
Paste Options gallery.
1
• Click the Paste button arrow (Home
Home tab
tab | Clipboard group) to display the
Paste gallery.
Paste button
Q&A
Copy button
What if I accidentally click the Paste
button?
Paste button arrow
Click the Paste Options button below
the graphic pasted in the document
to display a Paste Options gallery.
• Point to the Keep Source
Formatting button in the Paste
gallery to display a live preview of
that paste option (Figure 3– 26).
Paste gallery
Keep Source
Formatting
button to be
selected
live preview of pasted graphic, showing paste
option to which you are pointing in gallery
I Experiment
Figure 3– 26
• Point to the two buttons in the
Q&A
What do the buttons in the Paste gallery mean?
Q&A
Paste gallery and watch the appearance of the pasted graphic change.
Why are these paste buttons different from the ones in Chapter 2?
The Keep Source Formatting button indicates the pasted graphic should have the same formats
as it did in its original location. The second button removes all formatting from the graphic.
The buttons that appear in the Paste gallery differ depending on the item you are pasting.
Use live preview to see how the pasted object will look in the document.
2
• Click the Keep Source Formatting button in the Paste gallery to paste the object using the
same formatting as the original.
To Move a Graphic
1
Position the mouse pointer in the graphic so that the mouse pointer has a four-headed
arrow attached to it and then drag the graphic to the location shown in Figure 3–27.
Q&A
The next step is to move the second tractor graphic so that it is positioned to the
right of the text in the rectangle shape. The following step moves a graphic.
Why does my graphic not look like it is positioned the same as the graphic on the left?
The paragraph mark at the end of the organization name may be obstructing your view.
To determine if the graphic is positioned properly, you can temporarily turn off formatting
marks by clicking the Show/Hide ¶ button (Home tab | Paragraph group).
Figure 3 – 27
graphic moved
to right of
organization name
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To Flip a Graphic
The next step is to flip the clip art image on the right so that the tractor is facing the opposite direction. The
following steps flip a graphic horizontally.
1
• If necessary, display the Picture Tools
Format tab.
Picture Tools
Format tab
• With the graphic still selected, click
Rotate
button
the Rotate button (Picture Tools
Format tab | Arrange group) to
display the Rotate gallery.
• Point to Flip Horizontal in the Rotate
gallery to display a live preview of
the selected rotate option applied
to the selected graphic (Figure 3–28).
Rotate
gallery
Arrange group
Flip Horizontal
command
I Experiment
• Point to the rotate options in the
Rotate gallery and watch the picture
rotate in the document window.
graphic flips horizontally,
showing live preview of
rotation to which you are
pointing in gallery
2
• Click Flip Horizontal in the Rotate
Q&A
gallery, so that Word flips the
graphic to display its mirror image.
Figure 3– 28
Can I flip a graphic vertically?
Yes, you would click Flip Vertical in the Rotate gallery. You also can rotate a graphic
clockwise or counterclockwise by clicking the Rotate Right 90° and Rotate Left 90°
commands, respectively, in the Rotate gallery.
To Specify Formatting before Typing and Then Enter Text
1
Position the insertion point on the line below the shape containing the organization name.
2
If necessary, display the Home tab. Click the Center button (Home tab | Paragraph group)
to center the paragraph.
3
Click the Font Color button arrow (Home tab | Font group) to display the Font Color
gallery and then click Orange, Accent 3, Darker 50% (seventh color in sixth row) in the
Font Color gallery to change the font color.
4
Type 323 Pine Avenue, Graber, OK 74877 and then press the SPACEBAR
(shown in Figure 3– 29 on the next page).
BTW
The contact information for the organization in this project is located on the line
below the organization name. The following steps format and then enter the postal
address in the letterhead.
Q&As
For a complete list of the
Q&As found in many of
the step-by-step sequences
in this book, visit the
Word 2010 Q&A Web page
(scsite.com/wd2010/qa).
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 157
WD 158 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
To Insert a Symbol from the Symbol Dialog Box
In the letterhead in this chapter, a small round dot separates the postal address and phone number, and the
same type of dot separates the phone number and Web address information. This special symbol (the round dot)
is not on the keyboard. Thus, Word provides a method of inserting dots and other symbols, such as letters in the
Greek alphabet and mathematical characters.
The following steps insert a dot symbol, called a bullet symbol, between the postal address and phone number
in the letterhead.
Insert tab
1
• If necessary, position the insertion
Insert Symbol
button
point as shown in Figure 3– 29.
• Display the Insert tab.
• Click the Insert Symbol button
Insert Symbol gallery
shows recently used
symbols – your list
will differ
(Insert tab | Symbols group) to
display the Insert Symbol gallery
(Figure 3– 29).
More Symbols
command
Q&A
What if the symbol I want to insert
already appears in the Symbol
gallery?
Insert
Symbol
gallery
text formatted
and entered
You can click any symbol shown in
the Symbol gallery to insert it in the
document.
2
insertion point
Figure 3 – 29
Symbol dialog box
• Click More Symbols in the Insert
Symbol gallery to display the Symbol
dialog box.
• If the font in the Font box is not
(normal text), click the Font box
arrow (Symbol dialog box) and
then scroll to (normal text) and
click it to select this font.
Font box arrow
list of symbols
Subset box arrow
bullet symbol
selected
numeric value
assigned to
selected symbol
• If the subset in the Subset box is
not General Punctuation, click the
Subset box arrow and then scroll to
General Punctuation and click it to
select this subset.
• In the list of symbols, if
when you insert a symbol,
Word places it in Recently
used symbols list – your
list will differ
necessary, scroll to the bullet
symbol shown in Figure 3–30
and then click the symbol to select it.
dot symbol
inserted
Insert button
Close button
Figure 3 – 30
• Click the Insert button (Symbol dialog box) to place the selected symbol in the document
Q&A
to the left of the insertion point (Figure 3–30).
Why is the Symbol dialog box still open?
The Symbol dialog box remains open, allowing you to insert additional symbols.
3
• Click the Close button (Symbol dialog box) to close the dialog box.
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
To Insert a Symbol from the Symbol Gallery
In the letterhead, another bullet symbol separates the phone number from the Web address information.
Once you insert a symbol using the Symbol dialog box, Word adds that symbol to the Symbol gallery so that it is
more readily available. The following steps use the Symbol gallery to insert a bullet symbol between the phone
number and Web address.
1
• Press the SPACEBAR, type Phone:
Insert tab
Insert Symbol
button
(476) 555-9384 and then
press the SPACEBAR.
2
• Click the Insert Symbol button
bullet symbol
to be selected
(Insert tab | Symbols group) to
display the Insert Symbol gallery
(Figure 3– 31).
Q&A
Why is the bullet symbol now in the
Insert Symbol gallery?
Insert Symbol
gallery
When you insert a symbol from
the Symbol dialog box, Word
automatically adds the symbol
to the Insert Symbol gallery.
text entered
3
• Click the bullet symbol in the Insert
insertion point
Figure 3 – 31
Symbol gallery to insert the symbol at the location
of the insertion point (shown in Figure 3–32).
BTW
To Enter Text
The following steps enter the Web address in the letterhead.
1
Press the SPACEBAR.
2
Type Web Address: www.hltclub.com to finish the text in the letterhead
(Figure 3– 32).
Inserting Special
Characters
In addition to symbols,
you can insert a variety
of special characters
including dashes, hyphens,
spaces, apostrophes, and
quotation marks. Click the
Special Characters tab in
the Symbols dialog box
(Figure 3–30), click the
desired character in the
Character list, click the
Insert button, and then
click the Close button.
symbol inserted
text entered
insertion point
Figure 3– 32
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Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 159
WD 160 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
To Bottom Border a Paragraph
The letterhead in this project has a horizontal line that extends from the left margin to the right margin
immediately below the address, phone, and Web address information, which separates the letterhead from the rest
of the letter. In Word, you can draw a solid line, called a border, at any edge of a paragraph. That is, borders may
be added above or below a paragraph, to the left or right of a paragraph, or in any combination of these sides. The
following steps add a bottom border to the paragraph containing address, phone, and Web information.
1
• Display the Home tab.
Home tab
Border button
Border button
arrow
• With the insertion point in the
paragraph to border, click the
Border button arrow (Home tab
| Paragraph group) to display the
Border gallery (Figure 3– 33).
Bottom Border
to be selected
Border gallery
No Border command
insertion point in
paragraph to border
Figure 3 – 33
2
• Click Bottom Border in the Border
Q&A
gallery to place a border below the
paragraph containing the insertion
point (Figure 3– 34).
If the face of the Border button
displays the border icon I want to
use, can I click the Border button
instead of using the Border button
arrow?
bottom border icon
displays on face of
Border button
Q&A
Yes.
How would I remove an existing
border from a paragraph?
If, for some reason, you wanted to
remove a border from a paragraph,
you would position the insertion
point in the paragraph, click the
Border button arrow (Home tab |
Paragraph group), and then click No
Border in the Border gallery.
bottom border added
to current paragraph
insertion point
Figure 3 – 34
Other Ways
1. Click Page Borders button
(Page Layout tab | Page
Background group), click
Borders tab (Borders and
Shading dialog box),
select desired border
options, click OK button
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
To Clear Formatting
The next step is to position the insertion point below the letterhead, so that you can type the contents of the
letter. When you press the enter key at the end of a paragraph containing a border, Word moves the border forward
to the next paragraph. The paragraph also retains all current settings, such as the center format. Instead, you want
the paragraph and characters on the new line to use the Normal style: black font with no border.
In Word, the term, clear formatting, refers to returning the formatting to the Normal style. The following
steps clear formatting at the location of the insertion point.
1
• With the insertion
point between the
Web address and
paragraph mark
at the end of the
line (as shown in
Figure 3– 34), press
the ENTER key to
move the insertion
point and paragraph
to the next line
(Figure 3– 35).
Web address automatically
formatted as hyperlink because
you pressed ENTER key
insertion point
paragraph mark is centered
and border moved down —
you want to clear paragraph
and border formats
Figure 3– 35
2
• Click the Clear
Formatting button
(Home tab | Font
group) to apply
the Normal style
to the location of
the insertion point
(Figure 3– 36).
Clear Formatting
button
Home tab
Font group
paragraph
returned to
Normal style
border moved up to
original location
Figure 3 – 36
Other Ways
1. Click More button in
Styles gallery (Home tab |
Styles group), click Clear
Formatting
2. Click Styles Dialog Box
Launcher (Home tab |
Styles group), click Clear
All in Styles task pane
3. Select text, press
CTRL+SPACEBAR, press
CTRL+Q
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Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 161
WD 162 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
AutoFormat as You Type
As you type text in a document, Word automatically formats some of it for you.
For example, when you press the enter key or spacebar after typing an e-mail address
or Web address, Word automatically formats the address as a hyperlink, that is, colored
blue and underlined. In Figure 3– 35 on the previous page, for example, Word formatted
the Web address as a hyperlink because you pressed the enter key at the end of the line.
Table 3–2 outlines commonly used AutoFormat As You Type options and their results.
Table 3 – 2 Commonly Used AutoFormat As You Type Options
Typed Text
AutoFormat Feature
Example
Quotation marks or apostrophes
Changes straight quotation marks
or apostrophes to curly ones
"the" becomes “the”
Text, a space, one hyphen, one
or no spaces, text, space
Changes the hyphen to an en dash
ages 20 - 45
becomes
ages 20 – 45
Text, two hyphens, text, space
Changes the two hyphens to an
em dash
Two types--yellow and red
becomes
Two types––yellow and red
Web or e-mail address followed
by SPACEBAR or ENTER key
Formats Web or e-mail address as
a hyperlink
www.scsite.com
becomes
www.scsite.com
Three hyphens, underscores,
equal signs, asterisks, tildes, or
number signs and then ENTER key
Places a border above a paragraph
--This line
becomes
BTW
This line
AutoFormat Settings
Before you can use them,
AutoFormat options must
be enabled. To check if
an AutoFormat option
is enabled, click File on
the Ribbon to open the
Backstage view, click
Options in the Backstage
view, click Proofing in
the left pane (Word
Options dialog box),
click the AutoCorrect
Options button, click the
AutoFormat As You Type
tab, select the appropriate
check boxes, and then click
the OK button in each
open dialog box.
Number followed by a period,
hyphen, right parenthesis, or
greater than sign and then a
space or tab followed by text
Creates a numbered list
1. Word
2. PowerPoint
becomes
1. Word
2. PowerPoint
Asterisk, hyphen, or greater than
sign and then a space or tab
followed by text
Creates a bulleted list
* Home tab
* Insert tab
becomes
• Home tab
• Insert tab
Fraction and then a space or
hyphen
Condenses the fraction entry
so that it consumes one space
instead of three
1/2 becomes ½
Ordinal and then a space or
hyphen
Makes part of the ordinal a
superscript
3rd becomes 3rd
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
To Convert a Hyperlink to Regular Text
The Web address in the letterhead should be formatted as regular text; that is, it should not be blue or
underlined. Thus, the following steps remove the hyperlink format from the Web address in the letterhead.
1
• Right-click the
hyperlink (in this
case, the Web address)
to display the Mini
toolbar and a shortcut
menu (Figure 3– 37).
insertion point is displayed where
you right-clicked — yours may be
in a different location
clicking blue box would
display AutoCorrect
Options button
Mini toolbar
Web address
formatted
as hyperlink
shortcut menu
Remove
Hyperlink
command
Figure 3– 37
2
• Click Remove
Hyperlink on the
shortcut menu to
remove the hyperlink
format from the text.
• Position the insertion
Q&A
point on the
paragraph mark below
the border because
you are finished
with the letterhead
(Figure 3–38).
hyperlink format removed
from e-mail address
insertion point
Figure 3 – 38
Could I have used the
AutoCorrect Options button instead of the Remove Hyperlink command?
Yes. Alternatively, you could have pointed to the small blue box at the beginning of the
hyperlink, clicked the AutoCorrect Options button, and then clicked Undo Hyperlink on
the AutoCorrect Options menu.
Other Ways
1. With insertion point
in hyperlink, click
Hyperlink button (Insert
tab | Links group), click
Remove Link button
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Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 163
BTW
WD 164 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
Saving a Template
As an alternative to saving
the letterhead as a Word
document, you could save
it as a template. To do so,
click File on the Ribbon to
open the Backstage view,
click the Save & Send tab
to display the Save & Send
gallery, click Change File
Type, click Template in
the right pane, click the
Save As button, enter the
template name (Save As
dialog box), if necessary
select the Templates
folder, and then click the
Save button in the dialog
box. To use the template,
click File on the Ribbon
to open the Backstage
view, click the New tab to
display the New gallery,
click My templates, and
then double-click the
template icon or name.
To Change Document Properties, Then Save and Close a File
The letterhead now is complete. Thus, you should save it in a file. The following
steps assume you already have created folders for storing your files, for example, a CIS
101 folder (for your class) that contains a Word folder (for your assignments). Thus, these
steps change document properties, save the file in the Word folder in the CIS 101 folder
on a USB flash drive using the file name, Heartland Letterhead, and then close the file.
1
Click File on the Ribbon to open the Backstage view and then, if necessary, select the Info
tab. Display the Properties menu and then click Show Document Panel on the Properties
menu to close the Backstage view and display the Document Information Panel in the
Word document window.
2
Enter your name in the Author property, and enter your course and section in the Subject
property. Close the Document Information Panel.
3
With a USB flash drive connected to one of the computer’s USB ports, click the Save button
on the Quick Access Toolbar to display the Save As dialog box.
4
Type Heartland Letterhead in the File name text box to change the file name.
Do not press the ENTER key after typing the file name because you do not want to close the
dialog box at this time.
5
Navigate to the desired save location (in this case, the Word folder in the CIS 101 folder
[or your class folder] on the USB flash drive).
6
Click the Save button (Save As dialog box) to save the file in the selected folder on the
selected drive with the entered file name.
7
Click File on the Ribbon to open the Backstage view and then click Close in the Backstage
view to close the document.
Break Point: If you wish to take a break, this is a good place to do so. To resume at a later time, start Word and continue
following the steps from this location forward.
Creating a Business Letter
You have created a letterhead for the business letter. The next step is to compose the rest
of the content in the business letter. The following pages use Word to create a business
letter that contains a table and a bulleted list.
Plan
Ahead
Compose an effective business letter.
When composing a business letter, you need to be sure to include all essential elements and
to decide which letter style to use.
• Include all essential letter elements, properly spaced and sized. All business letters contain
the same basic elements, including the date line, inside address, message, and signature
block (shown in Figure 3–1 on page WD 139). If a business letter does not use a letterhead,
then the top of the letter should include return address information in a heading.
• Use proper spacing and formats for the contents of the letter below the letterhead. Use
a font that is easy to read, in a size between 8 and 12 point. Add emphasis with bold,
italic, and bullets where appropriate, and use tables to present numeric information.
Paragraphs should be single-spaced, with double-spacing between paragraphs.
• Determine which letter style to use. You can follow many different styles when
creating business letters. A letter style specifies guidelines for the alignment and
spacing of elements in the business letter.
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
To Create a New File from an Existing File
The top of the business letter in this chapter contains the letterhead, which you saved in a separate file. You
could open the letterhead file and then save it with a new name, so that the letterhead file remains intact for future
use. A more efficient technique is to create a new file from the letterhead file. Doing this enables you to save the
document the first time using the Save button on the Quick Access Toolbar instead of requiring you to use the Save
As command in the Backstage view. The following steps create a new file from an existing file.
1
• Click File on the
File tab
opens a new blank
document window when
you click Create button
Ribbon to open the
Backstage view.
New from
existing button
• Click the New tab in
Q&A
the Backstage view
to display the New
gallery (Figure 3– 39).
What are the templates
in the New gallery?
A template is a
document that
includes prewritten
text and/or
formatting common
to documents of
the specified type.
Word provides many
templates to simplify
the task of creating
documents.
New tab
New gallery presents
options for creating
documents
Figure 3– 39
New from Existing
Document dialog box
folder on USB
flash drive opened
2
• Click the ‘New from
existing’ button in the
New gallery to display
the New from Existing
Document dialog box.
• If necessary, navigate
file selected
to the location of
the saved Heartland
Letterhead file (in this
case, the Word folder
in the CIS 101 folder
on the USB flash drive).
• Click Heartland
Letterhead to select
the file (Figure 3– 40).
USB flash drive
Create New button
Figure 3– 40
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Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 165
WD 166 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
3
• Click the Create New
new document window
opened that contains contents
of Heartland Letterhead file
button (New from
Existing Document
dialog box) to open
a new document
window that contains
the contents of the
selected file.
• If necessary, click
the paragraph mark
below the letterhead
to position the
insertion point at that
location (Figure 3– 41).
insertion point
BTW
Figure 3– 41
New Document
Window
If you wanted to open
a new blank document
window, you could press
CTRL+N or click File on
the Ribbon to open the
Backstage view, click the
New tab to display the
New gallery, click the
Blank document button,
and then click the Create
button.
To Save a Document
Because you do not want to lose the letterhead at the top of this document, you should
save the letter before continuing. The following steps assume you already have created folders
for storing your files, for example, a CIS 101 folder (for your class) that contains a Word folder
(for your assignments). Thus, these steps save the document in the Word folder in the CIS 101
folder on a USB flash drive using the file name, Heartland Advertisement Letter.
1
With a USB flash drive connected to one of the computer’s USB ports, click the Save button
on the Quick Access Toolbar to display the Save As dialog box.
2
Type Heartland Advertisement Letter in the File name text box to change
the file name. Do not press the ENTER key after typing the file name because you do not
want to close the dialog box at this time.
3
If necessary, navigate to the desired save location (in this case, the Word folder in the
CIS 101 folder [or your class folder] on the USB flash drive).
4
Click the Save button (Save As dialog box) to save the document in the selected folder on
the selected drive with the entered file name.
To Apply a Quick Style
Recall that the Normal style in Word places 10 points of blank space after each paragraph and inserts a vertical
space equal to 1.15 lines between each line of text. The business letter should use single spacing for paragraphs and
double spacing between paragraphs. Thus, you will modify the spacing for the paragraphs.
Word has many built-in, or predefined, styles called Quick Styles that you can use to format text. The No
Spacing style, for example, defines line spacing to single and does not insert any additional blank space between
lines when you press the enter key. To apply a quick style to a paragraph, you first position the insertion point in
the paragraph and then apply the style. The next step applies the No Spacing quick style to a paragraph.
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
1
• With the insertion
Home tab
document saved with name,
Heartland Advertisement Letter
Quick Style gallery
Q&A
point positioned in
the paragraph to
be formatted, click
No Spacing in the
Quick Style gallery
(Home tab | Styles
group) to apply the
selected style to the
current paragraph
(Figure 3 – 42).
Will this style be used
in the rest of the
document?
Yes. The paragraph
formatting, which
includes the style,
will carry forward to
subsequent paragraphs
each time you press
the ENTER key.
default style
is Normal
No Spacing
style
Styles group
insertion
point
Figure 3– 42
Other Ways
1. Click Styles Dialog Box
Launcher (Home tab |
Styles group), click desired
style in Styles task pane
Include all essential letter elements.
Be sure to include all essential business letter elements, properly spaced, in your letter.
2. Press CTRL+SHIFT+S, click
Style Name box arrow in
Apply Styles task pane,
click desired style in list
Plan
Ahead
• The date line, which consists of the month, day, and year, is positioned two to six lines
below the letterhead.
• The inside address, placed three to eight lines below the date line, usually contains
the addressee’s courtesy title plus full name, job title, business affiliation, and full
geographical address.
• The salutation, if present, begins two lines below the last line of the inside address. If you
do not know the recipient’s name, avoid using the salutation “To whom it may concern” —
it is impersonal. Instead, use the recipient’s title in the salutation, e.g., Dear Personnel
Director. In a business letter, use a colon (:) at the end of the salutation; in a personal
letter, use a comma.
• The body of the letter, the message, begins two lines below the salutation. Within the
message, paragraphs are single-spaced with one blank line between paragraphs.
• Two lines below the last line of the message, the complimentary close is displayed.
Capitalize only the first word in a complimentary close.
• Type the signature block at least four blank lines below the complimentary close,
allowing room for the author to sign his or her name.
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Word Chapter 3
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WD 168 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
Plan
Ahead
Determine which letter style to use.
Three common business letter styles are the block, the modified block, and the modified
semi-block. Each style specifies different alignments and indentations.
• In the block letter style, all components of the letter begin flush with the left margin.
• In the modified block letter style, the date, complimentary close, and signature block are
positioned approximately one-half inch to the right of center or at the right margin. All
other components of the letter begin flush with the left margin.
• In the modified semi-block letter style, the date, complimentary close, and signature
block are centered, positioned approximately one-half inch to the right of center or at
the right margin. The first line of each paragraph in the body of the letter is indented
one-half to one inch from the left margin. All other components of the letter begin flush
with the left margin.
The business letter in this project follows the modified block style.
BTW
Using Tab Stops to Align Text
Tabs Dialog Box
You can use the Tabs
dialog box to set, change
the alignment of, and
remove custom tab stops.
To display the Tabs dialog
box, click the Paragraph
Dialog Box Launcher
(Home tab or Page Layout
tab | Paragraph group)
and then click the Tabs
button (Paragraph dialog
box), or double-click a
tab marker on the ruler.
To set a custom tab stop,
enter the desired position
(Tabs dialog box) and then
click the Set button. To
change the alignment of
a custom tab stop, click
the tab stop position to
be changed, click the new
alignment, and then click
the Set button. To remove
an existing tab stop, click
the tab stop position to
be removed and then
click the Clear button. To
remove all tab stops, click
the Clear All button in the
Tabs dialog box.
A tab stop is a location on the horizontal ruler that tells Word where to position
the insertion point when you press the tab key on the keyboard. Word, by default, places
a tab stop at every one-half inch mark on the ruler. These default tab stops are indicated
at the bottom of the horizontal ruler by small vertical tick marks (shown in Figure 3–43).
You also can set your own custom tab stops. Tab settings are a paragraph format. Thus,
each time you press the enter key, any custom tab stops are carried forward to the next
paragraph.
To move the insertion point from one tab stop to another, press the tab key on the
keyboard. When you press the tab key, a tab character formatting mark appears in the
empty space between the tab stops.
When you set a custom tab stop, you specify how the text will align at a tab stop.
The tab marker on the ruler reflects the alignment of the characters at the location of the
tab stop. Table 3–3 shows types of tab stop alignments in Word and their corresponding
tab markers.
Table 3 – 3 Types of Tab Stop Alignments
Tab Stop
Alignment
Tab Marker
Result of Pressing TAB Key
Example
Left Tab
Left-aligns text at the location
of the tab stop
toolbar
ruler
Center Tab
Centers text at the location
of the tab stop
Right Tab
Right-aligns text at the location
of the tab stop
Decimal Tab
Aligns text on decimal point
at the location of the tab stop
Bar Tab
Aligns text at a bar character
at the location of the tab stop
toolbar
ruler
toolbar
ruler
45.72
223.75
toolbar
ruler
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To Display the Ruler
1
If the rulers are not displayed already, click the View Ruler button on the vertical scroll bar
(shown in Figure 3– 43).
Q&A
One way to set custom tab stops is by using the horizontal ruler. Thus, the following
step displays the ruler in the document window.
What if the View Ruler button is not visible on the vertical scroll bar?
Display the View tab and then place a check mark in the Ruler check box.
To Set Custom Tab Stops
The first required element of the business letter is the date line, which in this letter is positioned two lines
below the letterhead. The date line contains the month, day, and year, and begins four inches from the left margin,
which is approximately one-half inch to the right of center. Thus, you should set a custom tab stop at the 4" mark
on the ruler. The following steps set a left-aligned tab stop.
1
• With the insertion
point on the
paragraph mark below
the border (shown
rulers
in Figure 3 – 42 on
page WD 167), press
the ENTER key so that
a blank line appears
above the insertion
point.
left margin
right margin
Left Tab icon
appears in tab
selector
View Ruler
button
default
tab stops
tip of mouse
pointer at 4"
mark on ruler
default
tab stops
• If necessary, click the
tab selector at the left
edge of the horizontal
ruler until it displays
the type of tab you
wish to use, which is
the Left Tab icon in
this case.
one blank line
insertion
point
• Position the mouse
Q&A
pointer on the 4"
mark on the ruler,
which is the location
of the desired custom
tab stop (Figure 3– 43).
Figure 3– 43
What is the purpose of the tab selector?
Before using the ruler to set a tab stop, ensure the correct tab stop icon appears in the
tab selector. Each time you click the tab selector, its icon changes. The Left Tab icon is the
default. For a list of the types of tab stops, see Table 3–3.
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Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 169
WD 170 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
2
• Click the 4" mark on the ruler to
default tab stops
to left of custom
tab stop removed
Q&A
place a tab marker at that location
(Figure 3– 44).
left tab marker indicates
text you type will be
left-aligned at this tab
stop
What if I click the wrong location
on the ruler?
Q&A
You can move a custom tab stop
by dragging the tab marker to the
desired location on the ruler. Or, you
can remove an existing custom tab
stop by pointing to the tab marker on
the ruler and then dragging the tab
marker down and out of the ruler.
clicking mouse on ruler
causes Word to place
tab marker identified in
tab selector at location
clicked on ruler
Figure 3– 44
What happened to all the default tab stops on the ruler?
When you set a custom tab stop, Word clears all default tab
stops to the left of the newly set custom tab stop on the ruler.
Other Ways
1. Click Paragraph Dialog
Box Launcher (Home tab
or Page Layout tab |
Paragraph group), click
Tabs button (Paragraph
dialog box), type tab
stop position (Tabs dialog
box), click Set button,
click OK button
To Insert the Current Date in a Document
The next step is to enter the current date at the 4" tab stop in the document, as specified in the guidelines for
a modified block style letter. In Word, you can insert a computer’s system date in a document. The following steps
insert the current date in the letter.
1
• Press the TAB key to position the
Insert tab
Date and Time
dialog box
Insert Date
and Time
button
insertion point at the location
of the tab stop in the current
paragraph.
selected date
format
• Display the Insert tab.
• Click the Insert Date and
Time button (Insert tab |
Text group) to display the
Date and Time dialog box.
list of date and time
formats — your list will
show current system
date and time stored
on your computer
Text group
check box not
selected
• Select the desired format (Date
and Time dialog box), in this case
April 27, 2012.
OK button
• If the Update automatically
Q&A
check box is selected, click the
check box to remove the check
mark (Figure 3– 45).
formatting mark
indicates TAB
key pressed
insertion point
Figure 3– 45
Why should the Update automatically check box not be selected?
In this project, the date at the top of the letter always should show today’s date (for
example, April 27, 2012). If, however, you wanted the date always to change to reflect
the current computer date (for example, showing the date you open or print the letter),
then you would place a check mark in this check box.
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
2
• Click the OK button
to insert the current
date at the location
of the insertion point
(Figure 3– 46).
date left-aligned at 4"
mark on ruler because
you pressed TAB key
current date inserted —
your date will differ
insertion point
Figure 3– 46
To Enter the Inside Address and Salutation
The next step in composing the business letter is to type the inside address and
salutation. The following steps enter this text.
1
With the insertion point at the end of the date (shown in
Figure 3– 46), press the ENTER key three times.
2
Type Mr. Harvey Wilcox and then press the
ENTER key.
3
Type Wilcox Tractor Restorations and then
press the ENTER key.
4
Type 3009 North 2850 East Road and then press
the ENTER key.
5
Type Roundwood, OK 74519 and then press the
ENTER key twice.
6
Type Dear Mr. Wilcox: to complete the inside
address and salutation entries (Figure 3–47).
inside
address
entered
salutation entered
Figure 3– 47
To Create a Building Block
If you use the same text or graphic frequently, you can store the text or graphic as a building block and
then insert the stored building block entry in the open document, as well as in future documents. That is, you can
create the entry once as a building block and then insert the building block when you need it. In this way, you avoid
entering the text or graphics inconsistently or incorrectly in different locations throughout the same or multiple
documents.
The steps on the next page create a building block for the prospective advertiser’s name, Wilcox Tractor
Restorations. Later, you will insert the building block in the document instead of typing the advertiser’s name.
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 171
WD 172 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
1
• Select the text to be a
Quick Parts button
Insert tab
building block, in this
case Wilcox Tractor
Restorations. Do not
select the paragraph
mark at the end of
the text because
you do not want the
paragraph to be part
of the building block.
Quick Parts gallery
clicking AutoText
displays any defined
AutoText entries in
a gallery
Save Selection to
Quick Part Gallery
command
Q&A
Why is the paragraph
mark not part of the
building block?
Select the paragraph
mark only if
advertiser name
you want to
selected
store paragraph
formatting, such as
indentation and line
spacing, as part of the
building block.
paragraph mark
not selected
Figure 3
Fi
3– 48
• Click the Quick Parts button (Insert tab | Text group)
to display the Quick Parts gallery (Figure 3–48).
Create New Building
Block dialog box
2
• Click Save Selection to Quick Part
Gallery in the Quick Parts gallery
to display the Create New Building
Block dialog box.
name of building block
entered in text box
• Type wtr in the Name text box
(Create New Building Block dialog
box) to replace the proposed
building block name (Wilcox Tractor,
in this case) with a shorter building
block name (Figure 3– 49).
building block to
be saved in Quick
Parts gallery
3
• Click the OK button to store the
OK button
building block entry and close the
dialog box.
Figure 3– 49
• If Word displays another dialog box,
Q&A
click the Yes button, to save changes to the building blocks.
Will this building block be available in future documents?
When you quit Word, a dialog box may appear asking if you want to save changes to
the “Building Blocks”. Click the Save button if you want to use the new building block in
future documents.
Other Ways
1. Select text, press ALT+F3
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To Modify a Building Block
When you save a building block in the Quick Parts gallery, it is displayed at the top of the Quick Parts gallery.
If the building block is a text entry, you can place it in the AutoText gallery instead, which also is accessible through
the Quick Parts gallery.
When you point to the building block in the Quick Parts gallery, a ScreenTip displays the building block
name. If you want to display more information when the user points to the building block, you can include a
description as an Enhanced ScreenTip. The following steps modify a building block to include a description and
change its category to AutoText.
1
• Click the Quick Parts
Insert tab
button (Insert tab |
Text group) to display
the Quick Parts
gallery.
Quick Parts
button
Wilcox Tractor Restorations
building block entry
appears at top of gallery
• Right-click the Wilcox
Tractor Restorations
building block to
display a shortcut
menu (Figure 3– 50).
Quick Parts
gallery
shortcut
menu
clicking any of these commands
positions the selected building
block in the document
Edit Properties
command
Figure 3– 50
Modify Building
Block dialog box
2
• Click Edit Properties on the shortcut
menu to display the Modify Building
Block dialog box, filled in with
information related to the selected
building block.
• Click the Gallery box arrow (Modify
Building Block dialog box) and then
click AutoText to change the gallery
in which the building block will be
displayed.
Gallery
box arrow
entered description
will show as
enhanced ScreenTip
• Type Potential
Advertiser in the Description
OK button
text box (Figure 3– 51).
3
• Click the OK button to store the
Figure 3– 51
building block entry and close the dialog box.
• Click the Yes button when asked if you want to redefine the building block entry.
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Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 173
WD 174 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
To Insert a Building Block
In the first sentence in the body of the letter, you want the prospective advertiser name, Wilcox Tractor
Restorations, to be displayed. Recall that you stored a building block name of wtr for Wilcox Tractor Restorations.
Thus, you will type the building block name and then instruct Word to replace a building block name with the
stored building block entry. The following steps insert a building block.
1
• Click to the right of the colon in the
salutation and then press the ENTER
key twice to position the insertion
point one blank line below the
salutation.
• Type the beginning of the first
sentence as follows, entering the
building block name as shown: We
are delighted you are
considering advertising
your business, wtr
(Figure 3– 52).
blank line
beginning of first
sentence entered
building block name for
Wilcox Tractor Restorations
Figure 3– 52
2
• Press the F3 key to instruct Word
to replace the building block name
(wtr) with the stored building block
entry (Wilcox Tractor Restorations)
(Figure 3– 53).
insertion
point
stored building block entry
inserted in document
Figure 3– 53
Other Ways
1. Click Quick Parts
button (Insert tab | Text
group), if necessary
point to AutoText, click
desired building block
Building Blocks versus AutoCorrect
In Project 2, you learned how to use the AutoCorrect feature, which enables you
to insert and create AutoCorrect entries, similarly to how you created and inserted
building blocks in this chapter. The difference between an AutoCorrect entry and
a building block entry is that the AutoCorrect feature makes corrections for you
automatically as soon as you press the spacebar or type a punctuation mark, whereas
you must instruct Word to insert a building block. That is, you enter the building block
name and then press the f3 key, or click the Quick Parts button and select the building
block from one of the galleries.
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
To Insert a Nonbreaking Space
Some compound words, such as proper nouns, dates, units of time and measure, abbreviations, and geographic
destinations, should not be divided at the end of a line. These words either should fit as a unit at the end of a line or
be wrapped together to the next line.
Word provides two special characters to assist with this task: the nonbreaking space and the nonbreaking
hyphen. A nonbreaking space is a special space character that prevents two words from splitting if the first word
falls at the end of a line. Similarly, a nonbreaking hyphen is a special type of hyphen that prevents two words
separated by a hyphen from splitting at the end of a line.
The following steps insert a nonbreaking space between the words in the magazine name.
1
• With the insertion point at the end of the building block entry in the document (as shown in
Figure 3– 53), press the COMMA key and then press the SPACEBAR.
• Type in and then press the
SPACEBAR. Press CTRL+I to turn on
italics because magazine names
should be italicized.
nonbreaking space
character inserted
text entered
• Type Heartland as the first
word in the magazine name and
then press CTRL+SHIFT+SPACEBAR to
insert a nonbreaking space after the
entered word (Figure 3– 54).
2
• Type Tractor and then press
CTRL+SHIFT+SPACEBAR
to insert
another nonbreaking space after
the entered word.
Figure 3– 54
nonbreaking
space character
inserted
• Type Magazine and then
press CTRL+I to turn off italics
(Figure 3– 55).
all entered words
in magazine name
wrapped to next line
Figure 3– 55
Other Ways
1. Click Symbol button (Insert
tab | Symbols group),
click More Symbols, click
Special Characters tab
(Symbol dialog box), click
Nonbreaking Space in
Character list, click Insert
button, click Close button
The next step in creating the letter is to enter the rest of the text in the first
paragraph. The following steps enter this text.
1
Press the COMMA key and then press the SPACEBAR.
2
Type this text: our monthly publication for tractor enthusiasts. The
BTW
To Enter Text
Nonbreaking Hyphen
If you wanted to insert
a nonbreaking hyphen,
you would press
CTRL+SHIFT+HYPHEN.
3
Press the ENTER key twice to place a blank line between paragraphs (shown in Figure 3–56
on the next page).
Q&A
table below outlines advertisement rates per monthly issue:
Why does my document wrap on different words?
Differences in wordwrap may relate to the printer connected to your computer. Thus, it is
possible that the same document could wordwrap differently if associated with a different
printer.
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Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 175
WD 176 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
To Save an Existing Document with the Same File Name
You have made several modifications to the document since you last saved it. Thus,
you should save it again. The following step saves the document again.
1
Click the Save button on the Quick Access Toolbar to overwrite the previously saved file.
Break Point: If you wish to take a break, this is a good place to do so. You can quit Word now. To resume at a later
time, start Word, open the file called Heartland Advertisement Letter, and continue following the steps from this
location forward.
Tables
The next step in composing the business letter is to place a table listing the rates for
various types of advertisements (shown in Figure 3– 1 on page WD 139). A Word table is
a collection of rows and columns. The intersection of a row and a column is called a cell,
and cells are filled with data.
The first step in creating a table is to insert an empty table in the document. When
inserting a table, you must specify the total number of rows and columns required, which
is called the dimension of the table. The table in this project has five columns. You often
do not know the total number of rows in a table. Thus, many Word users create one row
initially and then add more rows as needed. In Word, the first number in a dimension is
the number of columns, and the second is the number of rows. For example, in Word,
a 5 × 1 (pronounced “five by one”) table consists of five columns and one row.
To Insert an Empty Table
The next step is to insert an empty table in the letter. The following steps insert a table with five columns
and one row at the location of the insertion point.
1
• Scroll the document up so that you
Table button
Insert tab
will be able to see the table in the
document window.
• With the insertion point positioned
as shown in Figure 3– 56, click the
Table button (Insert tab |
Table gallery
Tables group) to display
the Table gallery (Figure 3– 56).
pointing to a cell on
grid allows you to select
desired table dimension
I Experiment
• Point to various cells on the grid
to see a preview of various table
dimensions in the document
window.
blank line
text entered
insertion point
Figure 3– 56
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2
• Position the mouse pointer on the
cell in the first row and fifth column
of the grid to preview the desired
table dimension (Figure 3– 57).
dimension
of selected
cells in grid
mouse pointer
live preview of
5 x 1 table appears
at location of
insertion point
Figure 3– 57
3
• Click the cell in the first row and
Table Tools tab, which
has two subordinate tabs,
automatically appears
because a table is selected
in document window
fifth column of the grid to insert an
empty table with one row and five
columns in the document.
• If necessary, scroll the table up in the
Q&A
document window (Figure 3– 58).
What are the small circles in the
table cells?
end-of-row
mark
when insertion point is in table, the ruler shows
boundaries and width of each column in table
Each table cell has an
empty table
end-of-cell mark, which inserted
is a formatting mark
that assists you with selecting and
end-of-cell marks
cells
formatting cells. Similarly,
insertion point in first cell
each row has an end-of-row
Figure 3– 58
(row 1 and column 1)
mark, which you can use to
add columns to the right of a table. Recall that formatting marks do not print on a hard copy. The
end-of-cell marks currently are left-aligned, that is, positioned at the left edge of each cell.
Other Ways
1. Click Table (Insert tab |
Tables group), click Insert
Table in Table gallery, enter
number of columns and
rows (Insert Table dialog
box), click OK button
To Enter Data in a Table
The next step is to enter data in the cells of the empty table. The data you enter in a cell wordwraps just as text
wordwraps between the margins of a document. To place data in a cell, you click the cell and then type.
To advance rightward from one cell to the next, press the tab key. When you are at the rightmost cell in a
row, press the tab key to move to the first cell in the next row; do not press the enter key. The enter key is used
to begin a new paragraph within a cell. One way to add new rows to a table is to press the tab key when the insertion
point is positioned in the bottom-right corner cell of the table. The step on the next page enters data in the first row
of the table and then inserts a blank second row.
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Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 177
WD 178 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
1
• With the insertion
point in the left cell of
the table, type Type
and then press the
TAB key to advance
the insertion point to
the next cell.
row 1 data entered
• Type Dimensions
and then press the TAB
key to advance the
insertion point to blank row
inserted in
the next cell.
table
• Type Word Count
insertion point
and then press the
TAB key to advance
the insertion point to
the next cell.
• Type Photo
Count and then
Figure 3– 59
press the TAB key to
advance the insertion
point to the next cell.
• Type Cost and then press the TAB key to insert a second row at the end of the table
Q&A
and position the insertion point in the first column of the new row (Figure 3–59).
How do I edit cell contents if I make a mistake?
Click in the cell and then correct the entry.
To Enter Data in a Table
BTW
The following steps enter the remaining data in the table.
Tables
For simple tables, such as
the one just created, Word
users often select the table
dimension in the Table
gallery to create the table.
For a more complex table,
such as one with a varying
number of columns per
row, Word has a Draw
Table feature that allows
users to draw a table in
the document using a
pencil pointer. To use this
feature, click the Table
button (Insert tab | Tables
group) and then click
Draw Table.
1
Type Full Page and then press the TAB key to advance the insertion point to the
next cell. Type 9" x 7" and then press the TAB key to advance the insertion point to
the next cell. Type 800 and then press the TAB key to advance the insertion point to the
next cell. Type 4 and then press the TAB key to advance the insertion point to the next
cell. Type $650 and then press the TAB key to insert a row at the end of the table and
position the insertion point in the first column of the new row.
2
In the third row, type Half Page in the first column, 4.5" x 7" as the
dimensions, 400 as the word count, 2 as the photo count, and $350 as the cost.
Press the TAB key to position the insertion point in the first column of a new row.
3
In the fourth row, type Quarter Page in the first column, 4.5" x 3.5" as the
dimensions, 200 as the word count, 1 as the photo count, and $225 as the cost.
Press the TAB key.
4
In the fifth row, type Business Card in the first column, 2.25" x 3.5" as the
dimensions, 100 as the word count, 0 as the photo count, and $125 as the cost
(Figure 3–60).
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
Table Tools
Design tab
More button
Table Styles gallery
Table Style
Options group
table data
entered
Figure 3– 60
insertion point
To Apply a Table Style
The next step is to apply a table style to the table. Word provides a Table Styles gallery, allowing you to change
the basic table format to a more visually appealing style. Word provides a gallery of more than 90 table styles, which
include a variety of colors and shading. The following steps apply a table style to the table in the letter.
1
• With the insertion point in the table, be sure the check marks match those in
Q&A
What if the Table Tools Design tab no longer is the active tab?
Q&A
the Table Style Options group (Table Tools Design tab) as shown in Figure 3–60.
What do the options in the Table Style Options group mean?
Click in the table and then display the Table Tools Design tab.
When you apply table styles, if you want the top row of the table (header row),
a row containing totals (total row), first column, or last column to be formatted
differently, select those check boxes. If you want the rows or columns to
alternate with colors, select Banded Rows or Banded Columns, respectively.
2
• Click the More button in the Table
expanded gallery
Styles gallery (shown in Figure 3– 60)
(Table Tools Design tab | Table Styles
group) to expand the gallery.
• Scroll and then point to Medium
Grid 3 - Accent 4 in the Table Styles
gallery to display a live preview of
that style applied to the table in the
document (Figure 3–61).
I Experiment
mouse pointer on Medium
Grid 3 - Accent 4 table style
• Point to various table styles in the
Table Styles gallery and watch the
format of the table change in the
document window.
table format changes to show live preview
of style to which you are pointing in gallery
Figure 3– 61
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Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 179
WD 180 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
3
• Click Medium Grid
3 - Accent 4 in the
Table Styles gallery
to apply the selected
style to the table
(Figure 3– 62).
I Experiment
table style selected
and applied to table
Table Style
Options group
Medium Grid 3 – Accent 4
table style applied to table
• Select and remove
check marks from
various check
boxes in the Table
Style Options
group and watch
the format of the
table change in the
document window.
When finished
experimenting, be
sure the check marks
match those shown
in Figure 3– 62.
Figure 3– 62
To Resize Table Columns to Fit Table Contents
The table in this project currently extends from the left margin to the right margin of the document. You want
each column to be only as wide as the longest entry in the table. That is, the first column must be wide enough to
accommodate the words, Business Card, and the second column should be only as wide as the title, Dimensions, and
so on. The following steps instruct Word to fit the width of the columns to the contents of the table automatically.
1
• With the insertion
point in the table,
display the Table Tools
Layout tab.
Q&A
AutoFit Contents
command
AutoFit menu
• Click the AutoFit
button (Table Tools
Layout tab | Cell Size
group) to display
the AutoFit menu
(Figure 3– 63).
Table Tools
Layout tab
AutoFit button
table move handle
What causes the table
move handle and
table resize handle to
appear and disappear
from the table?
insertion point
They appear whenever
you position the
mouse pointer in
the table.
Figure 3– 63
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
2
• Click AutoFit Contents
columns resized
to table contents
on the AutoFit menu, so
that Word automatically
adjusts the widths of
the columns based on
the text in the table
(Figure 3– 64).
row boundary
column boundary
table resize handle
Q&A
Figure 3– 64
Can I resize columns manually?
Yes, you can drag a column boundary, the border to the right of a column, until the column
is the desired width. Similarly, you can resize a row by dragging the row boundary, the
border at the bottom of a row, until the row is the desired height. You also can resize the
entire table by dragging the table resize handle, which is a small square that appears when
you point to a corner of the table (shown in Figure 3–63).
Other Ways
1. Right-click table, point
to AutoFit on shortcut
menu, click AutoFit to
Contents
When working with tables, you may need to select the contents of cells, rows,
columns, or the entire table. Table 3– 4 identifies ways to select various items in a table.
BTW
Selecting Table Contents
Resizing Table Columns
and Rows
To change the width of a
column or height of a row
to an exact measurement,
hold down the ALT key
while dragging markers on
the ruler. Or, enter values
in the Table Column Width
or Table Row Height text
boxes (Table Tools Layout
tab | Cell Size group).
BTW
2. Double-click column
boundary
Tab Character in Tables
In a table, the TAB key
advances the insertion point
from one cell to the next.
To insert a tab character
in a cell, you must press
CTRL+TAB.
Table 3– 4 Selecting Items in a Table
Item to Select
Action
Cell
Point to left edge of cell and click when the mouse pointer changes to a small solid
upward angled pointing arrow.
Or, position insertion point in cell, click Select button (Table Tools Layout tab | Table
group), and then click Select Cell on the Select menu.
Column
Point to border at top of column and click when the mouse pointer changes to a small
solid downward-pointing arrow.
Or, position insertion point in column, click Select button (Table Tools Layout tab | Table
group), and then click Select Column on the Select menu.
Row
Point to the left of the row and click when mouse pointer changes to a right-pointing
block arrow.
Or, position insertion point in row, click Select button (Table Tools Layout tab | Table
group), and then click Select Row on the Select menu.
Multiple cells, rows,
or columns adjacent to
one another
Drag through cells, rows, or columns.
Multiple cells, rows, or
columns not adjacent
to one another
Select first cell, row, or column (as described above) and then hold down CTRL key while
selecting next cell, row, or column.
Next cell
Press TAB key.
Previous cell
Press SHIFT+TAB.
Table
Point somewhere in table and then click table move handle that appears in upper-left
corner of table.
Or, position insertion point in table, click Select button (Table Tools Layout tab | Table
group), and then click Select Table on the Select menu.
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Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 181
WD 182 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
To Align Data in Cells
The next step is to change the alignment of the data in cells in the second, third, fourth, and fifth columns of
the table. In addition to aligning text horizontally in a cell (left, center, or right), you can align it vertically within a
cell (top, center, bottom). When the height of the cell is close to the same height as the text, however, differences in
vertical alignment are not readily apparent, which is the case for this table. The following steps center data in cells.
1
• Select the cells in the
second, third, fourth,
and fifth columns using
one of the techniques
described in Table 3– 4
on the previous page
(Figure 3–65).
cells selected
Figure 3– 65
2
• Click the Align Top
Align Top
Center button
Table Tools
Layout tab
Center button (Table
Tools Layout tab |
Alignment group) to
center the contents of
the selected cells.
• Click in the table to
remove the selection
(Figure 3– 66).
cell contents centered
Alignment group
table move
handle
insertion point
Figure 3– 66
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
To Center a Table
When you first create a table, it is left-aligned, that is, flush with the left margin. In this letter, the table should
be centered between the margins. To center a table, you first select the entire table. The following steps select and
center a table using the Mini toolbar.
1
• Position the mouse
Q&A
pointer in the table
so that the table
move handle
appears (shown in
Figure 3– 66).
transparent Mini
toolbar appears
when table is
selected
What if the table
move handle does not
appear?
entire table
selected
You also can select a
table by clicking the
Select button (Table
Tools Layout tab |
table move
Table group) and handle behind
mouse pointer
then clicking
Select Table on
the menu.
2
• Click the table move
handle to select
the entire table
(Figure 3– 67).
Figure 3– 67
3
• Move the mouse
Q&A
pointer into the Mini
toolbar, so that the
toolbar changes to a
bright toolbar. Click
the Center button on
the Mini toolbar to
center the selected
table between the
left and right margins
(Figure 3– 68).
Mini toolbar
table centered
between page
margins
Center button
selected
Could I have clicked
the Center button on
the Home tab?
Yes. If the command
Figure 3– 68
you want to use is
not on the currently displayed tab on the Ribbon and it is available on the Mini toolbar, use
the Mini toolbar instead of switching to a different tab. This technique minimizes mouse
movement.
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Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 183
WD 184 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
To Insert a Row in a Table
The next step is to insert a row at the top of the table because you want to place a title on the table. As
discussed earlier, you can insert a row at the end of a table by positioning the insertion point in the bottom-right
corner cell and then pressing the tab key. You cannot use the tab key to insert a row at the beginning or middle of
a table. Instead, you use the Insert Rows Above or Insert Rows Below command. The following steps insert a row in
a table.
1
• Position the mouse
insertion point
in first row
pointer somewhere
in the first row of
the table because
you want to insert a
row above this row
(Figure 3– 69).
table move
handle
Figure 3– 69
2
• Click the Insert Rows
Q&A
Above button (Table
Tools Layout tab |
Rows & Columns
group) to insert
a row above the
row containing
the insertion point
and then select the
newly inserted row
(Figure 3– 70).
Do I have to insert
rows above the
row containing the
insertion point?
Delete
button
Table Tools
Layout tab
Insert Columns to
the Left button
Insert Rows
Above button
Insert Columns to
the Right button
Rows & Columns
group
row with five columns
inserted and selected
No. You can insert
below the row
containing the
insertion point by
clicking the Insert
Rows Below button
(Table Tools Layout tab | Rows & Columns group).
Q&A
Insert Rows
Below button
Figure 3– 70
Why did the colors in the second row change?
The table style specifies to format the Header row differently, which is the first row.
Other Ways
1. Right-click row, point to
Insert on shortcut menu,
click desired command on
Insert submenu
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
1. Position the insertion point in the column to the left or right of where you want to
insert the column.
2. Click the Insert Columns to the Left button (Table Tools Layout tab | Rows &
Columns group) to insert a column to the left of the current column, or click the Insert
Columns to the Right button (Table Tools Layout tab | Rows & Columns group) to
insert a column to the right of the current column. Or you could right-click the table,
point to Insert on the shortcut menu, and click Insert Columns to the Left or Insert
Columns to the Right on the Insert submenu.
Moving Tables
If you wanted to move a
table to a new location,
you would point to the
upper-left corner of the
table until the table move
handle appears (shown
in Figure 3 – 69), point to
the table move handle,
and the drag it to move
the entire table to a new
location.
Deleting Table Data
If you want to delete row(s) or delete column(s) from a table, position the insertion
point in the row(s) or column(s) to delete, click the Delete button (Table Tools Layout tab |
Rows & Columns group), and then click Delete Rows or Delete Columns on the Delete
menu. Or, select the row or column to delete, right-click the selection, and then click
Delete Rows or Delete Columns on the shortcut menu.
To delete the contents of a cell, select the cell contents and then press the delete
or backspace key. You also can drag and drop or cut and paste the contents of cells. To
delete an entire table, select the table, click the Delete button (Table Tools Layout tab |
Rows & Columns group), and then click Delete Table on the Delete menu. To delete the
contents of a table and leave an empty table, you would select the table and then press the
delete key.
To Merge Cells
The top row of the table is to contain the table title, which should be centered above the columns of the table.
The row just inserted has one cell for each column, in this case, five cells (shown in Figure 3– 70). The title of the
table, however, should be in a single cell that spans all rows. Thus, the following steps merge the five cells into a
single cell.
1
• With the cells to merge selected
(as shown in Figure 3– 70), click the
Merge Cells button (Table Tools
Layout tab | Merge group) to
merge the five cells into one cell
(Figure 3– 71).
Table Tools
Layout tab
Merge Cells button
Split Cells button
Merge group
cell has only one
end-of-cell mark
(instead of five)
five cells merged
into one cell
Figure 3– 71
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
Word Chapter 3
TO INSERT A COLUMN IN A TABLE
If, instead of inserting rows, you wanted to insert a column in a table, you would
perform the following steps.
BTW
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 185
WD 186 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
2
• Position the insertion
point in the first
row and then type
table title entered
Monthly Issue
Advertisement
Rates as the table
title (Figure 3– 72).
Figure 3– 72
Other Ways
1. Right-click selected cells
to merge, click Merge
Cells on shortcut menu
TO SPLIT TABLE CELLS
Instead of merging multiple cells into a single cell, sometimes you want to split
a single cell into multiple cells. If you wanted to split cells, you would perform the
following steps.
1. Position the insertion point in the cell to split.
2. Click the Split Cells button (Table Tools Layout tab | Merge group), or right-click the
cell and then click Split Cells on the shortcut menu, to display the Split Cells dialog box.
3. Enter the number of columns and rows into which you want the cell split (Split Cells
dialog box).
4. Click the OK button.
To Add More Text
The table now is complete. The next step is to enter text below the table. The
following steps enter text.
1
Position the insertion point on the paragraph mark below the table and then press the
ENTER key.
2
Type Please note that additional fees will be assessed if the
word or photo counts exceed the limits listed above. We offer
the following discounts: and then press the ENTER key (shown in Figure 3 – 73).
To Bullet a List as You Type
In Chapter 1, you learned how to apply bullets to existing paragraphs. If you know before you type that a list
should be bulleted, you can use Word’s AutoFormat As You Type feature to bullet the paragraphs as you type them
(see Table 3–2 on page WD 162). The following steps add bullets to a list as you type.
1
• Press the ASTERISK
key (*) as the
first character
on the line
(Figure 3–73).
blank line
text entered
asterisk entered at
beginning of line
Figure 3– 73
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
Q&A
2
• Press the SPACEBAR to convert the asterisk to a bullet character.
What if I did not want the asterisk converted to a bullet character?
You could undo the AutoFormat by clicking the Undo button, pressing CTRL+Z, clicking the
AutoCorrect Options button that appears to the left of the bullet character as soon as you
press the SPACEBAR, and then clicking
Bullets button
selected
Undo Automatic Bullets on the
AutoCorrect Options menu, or by
clicking the Bullets button (Home
tab | Paragraph group).
• Type 10 percent discount
for any advertisement
that runs in three
consecutive issues as the
first bulleted item.
• Press the ENTER key
to place another
bullet character at the
beginning of the next line
(Figure 3 – 74).
asterisk converted to
bullet automatically
bullet automatically
inserted when you
pressed ENTER key
text entered
Figure 3– 74
3
• Type 5 percent discount for a camera-ready advertisement
(prepared using Microsoft Word at the proper size and with all
words and photos in final layout form) and then press the ENTER key.
• Type 3 percent discount if payment in full is submitted with
order and then press the ENTER key.
• Press the ENTER key
Q&A
to turn off automatic
bullets as you type
(Figure 3– 75).
Why did automatic
bullets stop?
Bullets button no
longer selected
When you press the
ENTER key without
entering any text after
the automatic bullet
character, Word turns
off the automatic
bullets feature.
bulleted list
text entered
automatic bullets
turned off
Figure 3– 75
Other Ways
1. Click Bullets button
(Home tab | Paragraph
group)
2. Right-click paragraph
to be bulleted, point to
Bullets on shortcut menu,
click desired bullet style
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Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 187
BTW
WD 188 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
Certification
The Microsoft Office
Specialist (MOS) program
provides an opportunity
for you to obtain a
valuable industry
credential — proof that you
have the Word 2010 skills
required by employers.
For more information,
visit the Word 2010
Certification Web page
(scsite.com/wd2010/cert).
To Enter More Text
The following steps enter the remainder of text in the letter.
1
Press the ENTER key and then type the paragraph shown in Figure 3–76, making certain
you use the building block name, wtr, to insert the advertiser name.
2
If necessary, remove the hyperlink from the e-mail address by right-clicking the e-mail
address and then clicking Remove Hyperlink on the shortcut menu. Press the END key to
position the insertion point at the end of the line.
3
Press the ENTER key twice. Press the TAB key to position the insertion point at the 4" mark
on the ruler. Type Sincerely, and then press the ENTER key four times.
4
Press the TAB key to position the insertion point at the 4" mark on the ruler. Type Frank
Urbanczyk and then press the ENTER key.
5
Press the TAB key to position the insertion point at the 4" mark on the ruler. Type
President as the final text in the business letter (Figure 3–76).
paragraph
entered
remainder
of cover
letter
entered
BTW
Figure 3– 76
Conserving Ink
and Toner
If you want to conserve ink
or toner, you can instruct
Word to print draft quality
documents by clicking
File on the Ribbon to
open the Backstage view,
clicking Options in the
Backstage view to display
the Word Options dialog
box, clicking Advanced
in the left pane (Word
Options dialog box),
scrolling to the Print area
in the right pane, placing
a check mark in the ‘Use
draft quality’ check box,
and then clicking the OK
button. Then, use the
Backstage view to print
the document as usual.
To Change Document Properties, Save the Document Again,
and Print It
Before saving the letter again, you want to add your name and course and section
as document properties. The following steps change document properties, save the
document again, and then print the document.
1
Display the Document Information Panel in the Word document window. If necessary,
enter your name in the Author property, and enter your course and section in the Subject
property. Close the Document Information Panel.
2
Click the Save button on the Quick Access Toolbar to overwrite the previously saved file.
3
Open the Backstage view and then click the Print tab in the Backstage view to display the
Print gallery.
4
Verify the printer name that appears on the Printer Status button will print a hard
copy of the document. If necessary, click the Printer Status button to display a list of
available printer options and then click the desired printer to change the currently
selected printer.
5
Click the Print button in the Print gallery to print the letter on the currently selected
printer (shown in Figure 3–1 on page WD 139).
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
BTW
Addressing and Printing Envelopes
and Mailing Labels
With Word, you can print address information on an envelope or on a mailing label.
Computer-printed addresses look more professional than handwritten ones.
BTWs
For a complete list of
the BTWs found in the
margins of this book,
visit the Word 2010 BTW
Web page (scsite.com/
wd2010/btw).
To Address and Print an Envelope
The following steps address and print an envelope. If you are in a lab environment, check with your instructor
before performing these steps.
1
• Scroll through the
letter to
inside address
display
selected
the inside
address in the
document window.
• Drag through the
inside address to
select it (Figure 3– 77).
2
• Display the Mailings
Figure 3– 77
Create Envelopes
button
Mailings tab
tab.
Envelopes and
Labels dialog box
• Click the Create
Envelopes button
(Mailings tab | Create
group) to display the
Envelopes and Labels
dialog box.
Labels tab
Envelopes tab
Create Labels
button
delivery address
copied from
selected text
Create group
• If necessary, click
Return address
area
Feed area
the Envelopes tab
(Envelopes and
Labels dialog box)
(Figure 3–78).
Options button
3
• Insert an envelope in
your printer, as shown
in the Feed area of
the dialog box (your
Feed area may be
different depending on your printer).
Print button
Add to Document
button
Figure 3– 78
• Click the Print button (Envelopes and Labels dialog box) to print the envelope.
Envelopes and Labels
Instead of printing the envelope immediately, you can add it to the document by
clicking the Add to Document button (Envelopes and Labels dialog box). To specify a
different envelope or label type (identified by a number on the box of envelopes or labels),
click the Options button (Envelopes and Labels dialog box).
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Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 189
WD 190 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
Instead of printing an envelope, you can print a mailing label. To do this, click
the Create Labels button (Mailings tab | Create group) (shown in Figure 3–78 on the
previous page). Type the delivery address in the Delivery address box. To print the same
address on all labels on the page, click ‘Full page of the same label’ in the Print area. Click
the Print button (Envelopes and Labels dialog box) to print the label(s).
To Quit Word
BTW
This project now is complete. The following steps quit Word.
Quick Reference
For a table that lists how
to complete the tasks
covered in this book
using the mouse, Ribbon,
shortcut menu, and
keyboard, see the Quick
Reference Summary at
the back of this book, or
visit the Word 2010 Quick
Reference Web page
(scsite.com/wd2010/qr).
1
If you have one Word document open, click the Close button on the right side of the title
bar to close the document and quit Word; or if you have multiple Word documents open,
click File on the Ribbon to open the Backstage view and then click Exit in the Backstage
view to close all open documents and quit Word.
2
If a Microsoft Word dialog box appears, click the Save button to save any changes made to
the document since the last save.
3
If Word displays a dialog box asking if you want to save modified “Building Blocks”, click
the Save button.
Chapter Summary
In this chapter, you have learned how to use Word to change margins, insert and format a shape, change text
wrapping, insert and format clip art, move and copy graphics, insert symbols, add a border, clear formatting, convert
a hyperlink to regular text, create a file from an existing file, set and use tab stops, insert the current date, create and
insert building blocks, insert and format tables, and address and print envelopes and mailing labels. The items listed
below include all the new Word skills you have learned in this chapter.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
Change Margin Settings (WD 141)
Insert a Shape (WD 142)
Apply a Shape Style (WD 144)
Add Text to a Shape (WD 145)
Use the Grow Font Button to Increase Font Size
(WD 146)
Change an Object’s Text Wrapping (WD 148)
Insert Clip Art (WD 148)
Resize a Graphic to a Percent of the Original (WD 150)
Change the Color of a Graphic (WD 151)
Set a Transparent Color in a Graphic (WD 152)
Adjust the Brightness and Contrast of a Graphic
(WD 153)
Change the Border Color on a Graphic (WD 154)
Move a Graphic (WD 155)
Use Paste Options (WD 156)
Flip a Graphic (WD 157)
Insert a Symbol from the Symbol Dialog Box (WD 158)
Insert a Symbol from the Symbol Gallery (WD 159)
Bottom Border a Paragraph (WD 160)
Clear Formatting (WD 161)
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
33.
34.
35.
36.
37.
38.
39.
40.
Convert a Hyperlink to Regular Text (WD 163)
Create a New File from an Existing File (WD 165)
Apply a Quick Style (WD 166)
Set Custom Tab Stops (WD 169)
Insert the Current Date in a Document (WD 170)
Create a Building Block (WD 171)
Modify a Building Block (WD 173)
Insert a Building Block (WD 174)
Insert a Nonbreaking Space (WD 175)
Insert an Empty Table (WD 176)
Enter Data in a Table (WD 177)
Apply a Table Style (WD 179)
Resize Table Columns to Fit Table Contents (WD 180)
Align Data in Cells (WD 182)
Center a Table (WD 183)
Insert a Row in a Table (WD 184)
Insert a Column in a Table (WD 185)
Merge Cells (WD 185)
Split Table Cells (WD 186)
Bullet a List as You Type (WD 186)
Address and Print an Envelope (WD 189)
If you have a SAM 2010 user profile, your instructor may have assigned an autogradable
version of this assignment. If so, log into the SAM 2010 Web site at www.cengage.com/sam2010
to download the instruction and start files.
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
Learn It Online
Test your knowledge of chapter content and key terms.
Chapter Reinforcement TF, MC, and SA
A series of true/false, multiple choice, and short
answer questions that test your knowledge of the
chapter content.
Who Wants To Be a Computer Genius?
An interactive game that challenges your knowledge
of chapter content in the style of a television
quiz show.
Flash Cards
An interactive learning environment where
you identify chapter key terms associated with
displayed definitions.
Wheel of Terms
An interactive game that challenges your knowledge
of chapter key terms in the style of the television
show Wheel of Fortune.
Practice Test
A series of multiple choice questions that test your
knowledge of chapter content and key terms.
Crossword Puzzle Challenge
A crossword puzzle that challenges your knowledge
of key terms presented in the chapter.
STUDENT ASSIGNMENTS
Instructions: To complete the Learn It Online exercises, start your browser, click the Address bar, and
then enter the Web address scsite.com/wd2010/learn . When the Word 2010 Learn It Online
page is displayed, click the link for the exercise you want to complete and then read the instructions.
Apply Your Knowledge
Reinforce the skills and apply the concepts you learned in this chapter.
Working with Tabs and a Table
Note: To complete this assignment, you will be required to use the Data Files for Students. See the
inside back cover of this book for instructions on downloading the Data Files for Students, or contact
your instructor for information about accessing the required files.
Instructions: Start Word. Create a new document from the file called Apply 3-1 Projected College
Expenses Draft, located on the Data Files for Students. The document is a Word table that you are to
edit and format. The revised table is shown in Figure 3– 79.
Figure 3– 79
Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 191
Continued >
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
WD 192 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
Apply Your Knowledge
continued
Perform the following tasks:
1. In the line containing the table title, Projected College Expenses, remove the tab stop at the
1" mark on the ruler.
STUDENT ASSIGNMENTS
2. Set a centered tab at the 3" mark on the ruler.
3. Bold the characters in the title. Use the Grow Font button to increase their font size to 14. Change
their color to Dark Blue, Text 2, Darker 25%.
4. In the table, delete the row containing the Food expenses.
5. Insert a new row at the bottom of the table. In the first cell of the new row, enter Total in the cell.
Enter these values in the next three cells: Freshman – $10,100.63; Sophomore – $10,787.58; Senior
– $12,317.87.
6. Insert a column between the Sophomore and Senior columns. Fill in the column as
follows: Column Title – Junior; Room & Board – 3881.21; Tuition & Books – 5552.72;
Entertainment – 727.01; Cell Phone – 372.81; Miscellaneous – 372.09; Clothing – 618.29;
Total – $11,524.13.
7. In the Table Style Options group (Table Tools Design tab), these check boxes should have check
marks: Header Row, Total Row, Banded Rows, and First Column. The Last Column and Banded
Columns check boxes should not be selected.
8. Apply the Medium Grid 3 - Accent 2 style to the table.
9. Make all columns as wide as their contents (AutoFit Contents).
10. Center the cells containing the column headings.
11. Right-align all cells containing numbers in the table.
12. Center the table between the left and right margins of the page.
13. Change the document properties, as specified by your instructor.
14. Save the document using the file name, Apply 3-1 Projected College Expenses Modified and
submit it in the format specified by your instructor.
Extend Your Knowledge
Extend the skills you learned in this chapter and experiment with new skills. You may need to
use Help to complete the assignment.
Working with Formulas, Clip Art, Sorting, Picture Bullets, Tabs, and Mailing Labels
Note: To complete this assignment, you will be required to use the Data Files for Students. See the
inside back cover of this book for instructions on downloading the Data Files for Students, or contact
your instructor for information about accessing the required files.
Instructions: Start Word. Create a new document from the file called Extend 3-1 Herbals Letter Draft,
located on the Data Files for Students. You will enter formulas in the table, change the clip art to Web
clip art, change the table style, sort paragraphs, use picture bullets, move tabs, print mailing labels, and
work with the Clip Organizer.
Perform the following tasks:
1. Use Help to learn about entering formulas, clip art from the Web, sorting, picture bullets, and
printing mailing labels.
2. Use the Formula dialog box (Figure 3– 80) to add formulas to the last column in the table so that
the total due displays for each item; be sure to enter a number format so that the products are
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
3. Delete the current clip art images in the letterhead. Use the Clip Art pane to locate appropriate clip
art from the Web, make the clip available offline, and insert an image on each side of the business
name in the letterhead.
4. Change the table style. One at a time, select and deselect each check box in the Table Style Options
group. Write down the function of each check box: Header Row, Total Row, Banded Rows, First
Column, Last Column, and Banded Columns. Select the check boxes you prefer for the table.
5. Sort the paragraphs in the bulleted list.
6. Change the bullets in the bulleted list to picture bullets.
7. Move the tab stops in the date line, complimentary close, and signature block from the 3.5" mark
to the 4" mark on the ruler.
8. Change the document properties, as specified by your instructor. Save the revised document and
then submit it in the format specified by your instructor.
9. Print a single mailing label for the letter.
10. Print a full page of mailing labels, each containing the address shown in Figure 3– 80.
11. If your instructor approves, start the Clip Organizer. How many collections appear? Expand the
Office Collections. Copy one of the Academic clips to the Favorites folder in the My Collections
folder. Locate the clip you made available offline in Step 3 and then preview it. What are five of its
properties? Add a keyword to the clip. Delete the clip you made available offline.
change to clip art
from the Web
enter formula
for table cells
address
select format for
formula results
insert formula that will
compute product of
cells to the left
table to be
modified
bullets to be replaced
with picture bullets
and list to be sorted
insert formula
that will sum
the numbers
above
Figure 3– 80
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
Word Chapter 3
displayed with dollar signs. Then, add formulas to the last row in the table so that the total quantity
and total due are displayed, also with dollar signs. Write down the formulas that Word uses to find
the product of values in the rows and to sum the values in a column.
STUDENT ASSIGNMENTS
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 193
WD 194 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
Make It Right
STUDENT ASSIGNMENTS
Analyze a document and correct all errors and/or improve the design.
Formatting a Business Letter
Note: To complete this assignment, you will be required to use the Data Files for Students. See the
inside back cover of this book for instructions on downloading the Data Files for Students, or contact
your instructor for information about accessing the required files.
Instructions: Start Word. Create a new document from the file called Make It Right 3-1 Scholarship
Letter Draft, located on the Data Files for Students. The document is a business letter that is missing
elements and is formatted poorly or incorrectly (Figure 3– 81). You are to insert and format clip art in
the letterhead, change the color of the text and graphic(s), insert symbols, remove a hyperlink, change
the letter style from block to modified block, and format the table.
format text in
letterhead
insert and format
clip art image(s)
in shape
convert to
regular text
change asterisks
to bullet symbol
change style of
letter from block
to modified block
merge cells
format the table
Figure 3– 81
Perform the following tasks:
1. Increase the font size of the text in the letterhead. Change the color of the text in the letterhead.
2. Locate and insert at least one appropriate clip art image in the letterhead. If necessary, resize the
graphic(s). Move the graphic(s) into the shape.
3. Change the color of the graphic to match the color of the text or shape. Adjust the brightness and
contrast of the graphic. Format one color in the graphic as transparent. Change the picture border
color.
4. Change the asterisks in the contact information to the dot symbol. Convert the Web address
hyperlink to regular text.
5. The letter currently is the block letter style. It should be the modified block letter style. Format the
appropriate paragraphs by setting custom tab stops and then positioning those paragraphs at the
tab stops. Be sure to position the insertion point in the paragraph before setting the tab stop.
6. Merge the two cells in the first row of the table to one cell and then center the title in the cell.
Center the entire table between the page margins. Apply a table style of your choice.
7. Change the document properties, as specified by your instructor. Save the revised document using
the file name, Make It Right 3-1 Scholarship Letter Modified, and then submit it in the format
specified by your instructor.
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
In the Lab
Design and/or create a document using the guidelines, concepts, and skills presented in this
chapter. Labs are listed in order of increasing difficulty.
Shape style: Light 1 Outline,
Colored Fill - Aqua, Accent 1;
Shape outline: Aqua, Accent 1,
Lighter 60%
STUDENT ASSIGNMENTS
Lab 1: Creating a Letter with a Letterhead
Problem: As a consultant for DataLock Storage, you respond to queries from potential customers. One
letter you prepare is shown in Figure 3–82.
Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 195
28-point bold Rockwell font;
right-aligned; color: White,
Background 1
Aqua, Accent 1,
Darker 50%
Figure 3– 82
Continued >
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
WD 196 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
In the Lab
continued
Perform the following tasks:
1. Change the theme colors to Technic.
2. Create the letterhead shown at the top of Figure 3–82 on the previous page, following these guidelines:
STUDENT ASSIGNMENTS
a.
Insert the cloud shape at an approximate height of 0.95" and width of 5.85". Change text
wrapping for the shape to Top and Bottom. Add the company name, DataLock Storage, to the
shape. Format the shape and its text as indicated in the figure.
b. Insert the bullet symbols as shown in the contact information. Remove the hyperlink format
from the Web address. If necessary, clear formatting after entering the bottom border.
c.
Save the letterhead with the file name, Lab 3-1 Cloud Storage Letterhead.
3. Create the letter shown in Figure 3–82 using the modified block letter style, following these guidelines:
a.
Apply the No Spacing Quick Style to the document text (below the letterhead).
b. Set a left-aligned tab stop at the 3.5" mark on the ruler for the date line, complimentary close,
and signature block. Insert the current date.
c.
Bullet the list as you type it.
d. Convert the e-mail address to regular text.
e. Check the spelling of the letter. Change the document properties, as specified by your
instructor. Save the letter with Lab 3-1 Cloud Storage Letter as the file name.
4. If your instructor permits, address and print an envelope or a mailing label for the letter.
In the Lab
Lab 2: Creating a Letter with a Letterhead and Table
Problem: As head librarian at Jonner Public Library, you are responsible for sending confirmation
letters for class registrations. You prepare the letter shown in Figure 3–83.
Perform the following tasks:
1. Change the theme colors to Trek. Change the margins to 1" top and bottom and .75" left and right.
2. Create the letterhead shown at the top of Figure 3–83, following these guidelines:
a. Insert the down ribbon shape at an approximate height of 1" and width of 7". Change text
wrapping for the shape to Top and Bottom. Add the library name to the shape. Format the
shape and its text as indicated in the figure.
b. Insert the clip art image, resize it, change text wrapping to Top and Bottom, move it to the left
of the shape, and format it as indicated in the figure. Copy the clip art image and move the copy
of the image to the right of the shape, as shown in the figure. Flip the copied image horizontally.
c. Insert the black small square symbols as shown in the contact information. Remove the hyperlink
format from the Web address. If necessary, clear formatting after entering the bottom border.
d. Save the letterhead with the file name, Lab 3-2 Library Letterhead.
3. Create the letter shown in Figure 3– 83, following these guidelines:
a. Apply the No Spacing Quick Style to the document text (below the letterhead).
b. Set a left-aligned tab stop at the 4" mark on the ruler for the date line, complimentary close,
and signature block. Insert the current date.
c. Insert and center the table. Format the table as specified in the figure.
d. Bullet the list as you type it. Convert the e-mail address to regular text.
e. Check the spelling of the letter. Change the document properties, as specified by your
instructor. Save the letter with Lab 3-2 Library Letter as the file name.
4. If your instructor permits, address and print an envelope or a mailing label for the letter.
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
24-point bold
Harrington
font, centered
Clip art search
text: information;
Clip art color:
Orange, Accent
color 6 Light
Orange, Accent 1,
Darker 50%
Table style: Medium
Grid 3 - Accent 1; Table
style options: Header
Row and Banded
Columns
Figure 3– 83
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
Word Chapter 3
Shape style: Colored
Fill - Orange, Accent 1
STUDENT ASSIGNMENTS
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 197
WD 198 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
In the Lab
STUDENT ASSIGNMENTS
Lab 3: Creating a Letter with a Letterhead and Table
Problem: As president of the County Education Board, you communicate with schools in your district.
One of the schools has just been awarded a four-star rating.
Instructions: Prepare the letter shown in Figure 3– 84. Change the theme colors to Pushpin. Change
the margins to 1" top and bottom and .75" left and right. Follow the guidelines in the modified semiblock letter style. Use proper spacing between elements of the letter. After entering the inside address,
28-point bold Comic
Sans MS font,
centered
Bevel shape: Intense
Effect - Brown,
Accent 3
Color: Red, Accent
color 2 Light;
Brightness: +20%
Contrast: +20%
Brown, Accent 3,
Darker 50%
Table style: Medium
Grid 3 - Accent 3; Table
style options: Header
Row and First Column
Figure 3– 84
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
STUDENT ASSIGNMENTS
create a building block for Fair Grove Elementary School and insert the building block whenever
you have to enter the school name. Resize table columns to fit contents. Check the spelling of the
letter. Change the document properties, as specified by your instructor. Save the letter with Lab 3-3
Education Board Letter as the file name.
Word Chapter 3
Creating a Business Letter with a Letterhead and Table Word Chapter 3 WD 199
Cases and Places
Apply your creative thinking and problem solving skills to design and implement a solution.
Note: To complete these assignments, you may be required to use the Data Files for Students. See the
inside back cover of this book for instructions on downloading the Data Files for Students, or contact
your instructor for information about accessing the required files.
1: Create a Letter to a Potential Employer
Academic
As a student about to graduate, you are actively seeking employment in your field and have located an
advertisement for a job in which you are interested. You decide to write a letter to the potential employer:
Ms. Janice Tremont at Home Health Associates, 554 Mountain View Lane, Blue Dust, MO 64319.
The draft wording for the letter is as follows: I am responding to your advertisement for the
nursing position in the Blue Dust Press. I have tailored my activities and education for a career in
geriatric medicine. This month, I will graduate with concentrations in Geriatric Medicine (24 hours),
Osteopathic Medicine (12 hours), and Holistic Nursing (9 hours). In addition to receiving my
bachelor degree in nursing, I have enhanced my education by participating in the following activities:
volunteered at Blue Dust’s free health care clinic; attended several continuing education and careerspecific seminars, including An Aging Populace, Care of the Homebound, and Special Needs of the
Elderly; completed one-semester internship at Blue Dust Community Hospital in spring semester
of 2012; completed Certified Nursing Assistant (CNA) program at Blue Dust Community College;
and worked as nurse’s aide for two years during college. I look forward to an interview so that we
can discuss the position you offer and my qualifications. With my background and education, I am
confident that I will make a positive contribution to Home Health Associates.
The letter should contain a letterhead that uses a shape and clip art, a table (use a table to present
the areas of concentration), and a bulleted list (use a bulleted list to present the activities). Insert
nonbreaking spaces in the newspaper name. Use the concepts and techniques presented in this chapter
to create and format a letter according to the modified block style, creating appropriate paragraph
breaks and rewording the draft as necessary. Use your personal information for contact information in
the letter. Be sure to check the spelling and grammar of the finished letter. Submit your assignment in
the format specified by your instructor.
2: Create a Letter Requesting Donations
Personal
As an alumnus of your historic high school, you are concerned that the building is being considered for
demolition. You decide to write a letter to another graduate: Mr. Jim Lemon, 87 Travis Parkway, Vigil,
CT 06802.
The draft wording for the letter is as follows: As a member of the class of 1988, you, like many
others, probably have many fond memories of our alma mater, Vigil East High School. I recently
learned that the building is being considered for demolition because of its age and structural integrity.
Continued >
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
WD 200 Word Chapter 3 Creating a Business Letter with a Letterhead and Table
STUDENT ASSIGNMENTS
Cases and Places
continued
As a result, I have decided to call upon the many graduating classes of the school to band together
and save the historic building from demolition. According to the documents I have reviewed and
information from meetings I have attended, a minimum of $214,000 is necessary to save the school
and bring it up to code. Once the repairs are made, I plan to start the process of having it declared an
historic landmark. You can help by donating your time, skills, or money. We need skilled tradesmen,
including carpenters, roofers, plumbers, and electricians, as well as laborers. In addition, we are asking
for monetary donations, as follows, although donations in any amount will be accepted gladly: a
donation of $100 categorizes you as a Save Our School Friend, $250 a Patron, and $500 a Benefactor.
Once our monetary goal has been reached, the necessary repairs and replacements will be made as
follows: Phase I: roof and exterior, Phase II: electrical and plumbing, and Phase III: interior walls, trim,
flooring, and fixtures. I hope you will join our conservation efforts so that Vigil East High School will
continue to stand proudly for many more years. If you have questions, please contact me at the phone
number or e-mail address above. I hope to hear from you soon.
The letter should contain a letterhead that uses a shape and clip art, a table (use a table to
present the Save Our School donor categories), and a bulleted list (use a bulleted list to present the
phases). Use the concepts and techniques presented in this chapter to create and format a letter
according to the modified block style, creating appropriate paragraph breaks and rewording the draft
as necessary. Use your personal information for contact information in the letter and Save Our School
as the text in the letterhead. Be sure to check spelling and grammar of the finished letter. Submit your
assignment in the format specified by your instructor.
3: Create a Confirmation Letter
Professional
As coordinator for Condor Parks and Recreation, you send letters to confirm registration for activities.
You write a confirmation letter to this registrant: Ms. Tracey Li, 52 West 15th Street, Harpville, KY
42194. Condor Parks and Recreation is located at 2245 Community Place, Harpville, KY 42194; phone
number is (842) 555-0444; and Web address is www.condorparks.com.
The draft wording for the letter is as follows: Thank you for your interest in our new spring
activities recently listed in the Condor Daily Press. The courses for which you have enrolled, along with
their dates and times are Introductory Golf Clinic on May 5 – 6 from 4:00 – 6:00 p.m. at a cost of $25,
Recreational League Volleyball on April 30 – May 28 from 7:30 – 9:00 p.m. at a cost of $130, Pilates on
May 30 – June 27 from 8:00 – 9:00 p.m. at a cost of $75, and Intermediate Golf Clinic on June 9 – 10
from 12:00 – 2:00 p.m. at a cost of $30. By paying your annual $25 parks and recreation fee, you also are
entitled to the following benefits: free access to racquetball and tennis courts, on a first-come-first-served
basis; attendance at any park-sponsored events, including plays, musical performances, and festivals; and
free parking at any parks and recreation facility. Please confirm your registration by calling me at [enter
your phone number here] or via e-mail at [enter your e-mail address here]. Thank you for your interest
in Condor Parks and Recreation offerings. We look forward to seeing you at upcoming events.
The letter should contain a letterhead that uses a shape and clip art, a table (use a table to present
the courses enrolled), and a bulleted list (use a bulleted list to present the benefits). Insert nonbreaking
spaces in the newspaper name. Use the concepts and techniques presented in this chapter to create
and format a letter according to the modified block style, creating appropriate paragraph breaks and
rewording the draft as necessary. Be sure to check spelling and grammar of the finished letter. Submit
your assignment in the format specified by your instructor.
Copyright 2010 Cengage Learning, Inc. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part.
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