1. Spotlight onWord Processing Chapter 4: Documents Chapter 4

2. Objectives • Learn the parts of a personal business letter • Format a personal business letter • Change the margins • Use the Print Preview function • Format a one-page report Chapter 4

3. Objectives (continued) • Insert a cover page • Add a page number • Create a citation for a book • Create a citation for a Web site • Insert a bibliography Chapter 4

4. Modified-block style Open punctuation Personal business letter Plagiarism Return address Salutation Sender Vocabulary • Bibliography • Block style • Body • Closing • Hyperlink • Inside address • Letterhead • Margins • Mixed punctuation Chapter 4

5. Writing a Personal Business Letter • Many times letters written from companies are printed on letterhead. • Letterhead is paper preprinted with company logo and contact information. • Individuals use personal business letters since most don’t have their own letterhead. • In a block style letter, all items line up at the left margin. Chapter 4

6. Writing a Personal Business Letter (continued) • In a modified-block style letter, the paragraphs are indented, and the date and the closing block start at the center. • Open punctuation does not have any punctuation after the salutation or the closing. • Mixed punctuation has a colon after the salutation and a comma after the closing. Chapter 4

7. Formatting the Body of the Letter • The body of the letter is the major part that includes the message. • Text word wraps at the end of the lines. • Do not indent any paragraphs. Chapter 4

8. Formatting the Closing of the Letter • The closing ends the letter. • The most common closing is “Sincerely.” • The return address is the address of the person sending the letter. • Press Enter four times after the closing to allow the sender to sign his/her name. Chapter 4

9. Changing the Margins • The margins are the distance between the text and the edges of the paper. • Default margins are 1-inch on all four sides (top, bottom, left, and right). • Microsoft Word has a variety of margin settings. Chapter 4

10. Viewing the Document with Print Preview • Print preview allows you to see what the document will look like when it is printed. • A letter should have approximately the same amount of white space above and below the letter. • Close the Print Preview to return to the document. Chapter 4

11. Finishing Steps • Spell check the document. • Do not add a header since your name already appears at the bottom. • Print the letter. • Using a blue or black pen, sign your name below the word "Sincerely." Chapter 4

12. Keying the Report • Copying someone else’s words and claiming them to be your own is plagiarism. • The title is typed in all capital letters. • Formatted with 1-inch margins. • Report is double-spaced. • The first line of the paragraphs is indented. Chapter 4

13. Double-Spacing the Report • Select all text. • Click the Line Spacing button on the Home Ribbon. • Choose 2.0 for double spacing. • Holding Ctrl and pressing the number 2 will also double space. Chapter 4

14. Adding a Cover Page • New feature in Word 2007. • Variety of cover page designs available. • Automatically inserted before the text of the report. Chapter 4

15. Numbering the Pages • When page numbering is turned on, all pages will automatically be numbered. • Click the Page Number button on the Insert Ribbon. • Variety of page numbering placement options available. Chapter 4

16. Adding a Header, Saving, and Printing • Click the Header button on the Insert Ribbon. • Save the file. • Use the Print Preview feature to check the layout. • Students’ files may vary depending on the cover page and header chosen. Chapter 4

17. Creating a Citation for a Book • A bibliography gives credit to the authors whose ideas we used. • MLA style is most commonly used in middle schools and high schools. • Word 2007 formats the bibliography entries. • Click the Insert Citation button on the References Ribbon. • Click Add New Source. • Key the specifics for the entry into the correct fields. Chapter 4

18. Creating a Citation for a Web Site • Click the Insert Citation button on the References Ribbon. • A Web site citation includes the author and name of the web page. • A citation for a Web site also includes the URL and the date accessed. Chapter 4

19. Adding the Bibliography • A bibliography is found at the end of the report. • Hold Ctrl and press End to get to the very end of the report. • Click the Bibliography button on the References Ribbon. • You can create either a Works Cited or Bibliography page. Chapter 4

20. Adding a Header, Saving, and Printing • Spell check. • Preview the document using Print Preview. • Print the document. Chapter 4

21. Summary • Businesses print their correspondence on letterhead to identify their name and contact information. • When a person types a letter on plain paper, it is called a personal business letter. • In a block style letter, all text lines up at the left. • Open punctuation means that there is no punctuation after the salutation or the closing. • The most commonly used closing is “Sincerely.” Chapter 4

22. Summary (continued) • The default margins are 1 inch on all sides of the paper. • Reports are often double-spaced with the first line of every paragraph indented. • A bibliography gives credit to the person(s) whose research you used in writing your report. • MLA style is most commonly used in middle and high schools to create citations. Chapter 4