Formatting Reminders

							                          Instructions for Formatting
                     Interoffice Memorandum p. 180

An Interoffice Memorandum, or memo, is a written (or typed) message used by
individuals within an organization to communicate with one another. A memo is
not a letter, but it has some of the same parts as a letter. Type the information
from the top of p. 180 to create the memo by doing the following:

1. To view these instructions and the document where you are typing the
   memorandum side by side, click the View Tab, and look at the Window tab, and
   choose View Side by Side. Remember to highlight each of these steps as you
   complete them so you will know which ones you have done and which ones are
   left to do.

2. Go to the Home Tab, Styles group, click the Change Styles button, point to Style
   Set, and click Word 2003. To avoid having to change Spacing After to 0 pt for the
   remaining documents (if that is what you have had to keep doing), click the
   Office Button. Near the bottom right click, Word Options. Click Advanced, the
   fifth item on the left. Find “Editing options” near the top. Find “Default
   paragraph style” at the bottom of the list of Editing options. Choose the fourth
   option, “No spacing”. Click OK. Hopefully you will not have to change Spacing
   After to 0 for future documents at your same computer, but if so, you should
   know how now.

3. change the left and right margins to one inch each

4. press enter 6 times from the beginning of the document to allow for the 2” top
   margin. To avoid having too much space at the top when your work prints DO
   NOT type a 2 for the top margin.

5. type the memo heading words (TO:, FROM:, DATE:, and SUBJECT:) in all caps at
   the beginning of the memo. The words, INTEROFFICE MEMORANDUMS, on the
   subject line are also in all caps.

6. only press tab enough times on each of the four memo heading lines so that the
   first letter after each heading aligns at the tab (at the arrow under the words
   Align at tab in your book). In other words the A in All, M in Ms., N in November,
   and I in INTEROFFICE should all be in a straight, vertical line.

7. only leave ONE blank line everywhere the letters DS appear in your book (single
   space everywhere else)

8. bold each paragraph heading and the period typed with it in this document
    9. change any  back to :) by placing your mouse pointer on the , pointing to the
       blue symbol that appears underneath, clicking the AutoCorrect Options button
       that appears, and clicking one of the first two options.

    10. use correct spacing with all punctuation marks

    11. run spell check and correct any misspelled words

    12. fix any other mistakes (Put one finger on your document and one in the book to
        compare every word, punctuation mark, etc. starting from the BOTTOM OF THE
        DOCUMENT TO THE TOP so you are looking at each word instead of mistakenly
        reading something that is really not there. This helps you see if you skipped a
        line, group of words, paragraph, etc.)

    13. save as INTEROFFICE MEMORANDUMS page 180 your first and last names

    14. double click inside the Footer of your document.

    15. Click the Insert Tab. Choose Quick Parts from the Text Group. Choose Field.
        Under Categories, choose Document Information. Under Field names, click
        FileName. Leave the Format set to (none). Under Field options, click in the box
        to add a check mark next to Add path to filename. Double click somewhere in the
        document to close the Footer.

    16. To save the changes, press Ctrl+S, or click the picture of the disk near the Office
        Button, or click the Office Button and choose Save.

Review the following vocabulary words related to business letters on the Unit Three
PowerPoint and/or Study Guide: business letter, body, block format, complimentary close,
reference initials, attachment notation, copy notation, attachment , return address, salutation,
writer, letter address, mixed punctuation, open punctuation, enclosure notation

Review the following vocabulary words related to memos on the Unit Three
PowerPoint and/or Study Guide: interoffice memorandum, subject line, addressee, body

If you have done everything correctly, if it is time to print your work, do so and place it
on the table on the appropriate stack. If it is not time to print yet, read the board to
see what your next assignment is.