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Typing an Official Letter

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what you'll learn

● How to create an official letter– Format of an official letter

– Real-life examples

● invitation letter to a function organized by you

● Lessons– Reapplying basic Microsoft Word skills

– Using numbered and bulleted lists

– Working with tables, rows and columns

– How to preview and print a document

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background story

● Student– you are the President of

Volunteers' Club

– your club is organizing a fund-raising event for orphaned children

– write an official letter inviting your school principal / dean to the event

– list out the venue, date and time

– list out the program activities

● Working adult– you are the Head for your

company's Annual Dinner Committee

– write an official letter inviting your CEO to the event

– list out the venue, date and time

– list out the program activities

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how should we start?

● Open a new file● Save it as 'Invitation

Letter'● Identify the formatting

of an official letter

Body

Sender's address

Recipient's address

Sender's signature

Date

Recipient's salutation

Title

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before you type

● What are the best font faces?– Times New Roman

– Arial

– Verdana

● What is the usual size?– Anything from 10 to 12 for body text

– Something slightly bigger, bolder for titles, headings

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exercise > sender's address

● Type out your address– Name

– Your title, if any

– Street, City,

– Postcode and State

● SampleUsamah Jamaludin

President, Volunteers' Club

Sek. Men. Taman Melawati

Hulu Klang, 53100

Selangor

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exercise > add a line

● In between the sender's and the recipient's addresses, there is a line separating the two

● After you have finished typing the sender's address,– Format -> Borders

and Shading

Click!

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exercise > move the cursor

● You need to 'forcefully' move the cursor beyond the newly added line– Double-click anywhere

after the line, and the cursor should follow

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exercise > recipient's address

● Type out the name, salutation and address of the person you want to send the letter to

● At the last line of the address, move the cursor to the right side– Type today's date

– e.g 28th September 2006

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exercise > salutation and title

● Salutation is basically how you properly address people based on their social ranking– Dear Sir

– Dear Madam

– Dear Mr President

● Title basically summarizes the intention of the letter– Invitation to Company's

Annual Dinner

● Title is bold, underlined!

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body of an official letter

● Body– The body of an official

letter is made up of paragraphs

– The first paragraph is not numbered, explaining the general intention of the letter

– The preceding paragraphs are numbered starting from 2, 3, ..., detailing the letter further

– The closing paragraph is similar to the first one. It is not numbered

● Start first paragraph!

2. #### #### ### ###### ### ###

3. #### #### ### ###### ### ###

#### #### ### ###### ###

#### #### ### ######

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more about the body

● Paragraph 1– general overview of the program

● Paragraph 2– venue, date and time of the program

● Paragraph 3– schedule of program activities

● Paragraph 4– closing paragraph

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exercise > numbering

● You can list paragraphs, sentences and important points using numbers

● To enable numbering, Format -> Bullets and Numbering– look for a shortcut on the Formatting

Toolbar!

– Bullets / Numbering will stay on when you move onto a new paragraph / sentence / point

– Use numbering to number your 2nd, 3rd and subsequent paragraphs

● Use indentation to format paragraphs!

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exercise > bulleted lists

● Similar to numbering, we can also use bulleted lists● For example, in paragraph 2, it is best to display the

date, venue and time in the following format

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intro to table

● For the 3rd paragraph, create a table that shows the schedule of activities

● For example,

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exercise > add table

● Adding a table using the menu

● Adding a table using the toolbar

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exercise > working with table

● To work on a table– click on a table

– make sure cursor is inside the table

– the cursor will always be in a cell

– you can start typing in the cell!

● To move to another cell– just click on another cell, OR

– press TAB

● Type out the schedule of program activities

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exercise > modifying tables

● You can do various tricks to tables– Insert/Delete/Select rows/columns

● Table -> Insert/Delete/Select

– Split cells

● Table -> Split Cells

– Change table style

● Table -> Table AutoFormat

– Autofit table to its contents

● Table -> AutoFit

– Make your own style

● Format -> Borders and Shading

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exercise > modifying cells

● Select certain cells, and right-click– Merge few cells

– Change text direction in cells (left to right, right to left, up, down)

– Cell alignment (left, center, right, top, middle, bottom)

● Resizing using the mouse– Move the borders around

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exercise > finish up!

● Finish the following– Paragraph 4 – the closing

paragraph

– Sender's signature

2. #### #### ### ###### ### ###

3. #### #### ### ###### ### ###

#### #### ### ###### ###

#### #### ### ######

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exercise > spelling and grammar

● If you type in English, you can use Word built-in Spelling and Grammar tool– Tools -> Spelling and

Grammar

● On spelling error– Ignore

– Change

● Remember to check this box for grammar check!

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exercise > check all the time

● You can set Word to always check your spelling and grammar– Tools -> Options ->

Spelling & Grammar

– Misspelled words and grammatically incorrect phrases will be automatically underlined

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exercise > print preview

● Before we print our document, it's good to preview the 'estimated' printout

● File -> Print Preview● You can zoom in and out

to judge how it will look on paper

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exercise > print

● To print– File -> Print

● Basic things to play around– Select printer

– Number of copies / sets

– Specific pages to print