Category Archives: Office Skills

How to Create a Traditional Memo in Word with an Attachment

While email has replaced the memo for everyday fast and efficient communication in business, the traditional memo is still used for more formal communication.   As with business letters, memorandas (memos) have the same basic elements but vary in formatting. Varying the indentation of elements is one way of changing memo formats; indents can be varied by changing the tab stops. Word’s default tab stops are set for every ½ inch, but they can be changed and customized as desired.

Word’s Ribbon includes a command to display the date and time dialog box, which lets you insert and format the date and time displayed in a memo.

When formatting a memo with an attachment, type the word Attachment (rather than Enclosure) on the line below the typist initials.

Parts of a Traditional Memo

  • MEMO HEADINGS – Begin 2” from the top of the page. Typed in bold (including the colon). Press tab after the colon
  • MEMO TO– Name of recipient – separate name & title with a comma
  • FROM: Name of writer
  • DATE: month, day and year the memo was typed
  • SUBJECT: Subject of the memo
  • BODY:  Usually begins 2 lines below the subject heading.  This is your main body text for the memo.
  • TYPIST INITIALS:  Self explanatory.
  • ATTACHMENT:  Notation that there is an attachment

Traditional Memo Example

Basic parts of a memo

Getting Ready to Type:

First, create a new document in Word.  Go to:

  1. Click File tab then click New or [Ctrl]+[N])
  2. Click on the single spaced blank document template to open it

Set Up the Memo

Turn on the Show/Hide Symbol

Your I-beam will be flashing at the top of the page which is the current insertion point.  Now turn on the Show/Hike Symbol so you can see your paragraph and line space marks.

  1. Click the Home Tab > Paragraph Group > Show/Hide Button
    Create a memo in Word 2016
  2. Click the View Tab > Show Group and select the Ruler Box to turn on the ruler. The Ruler will display.
    Create a memo in Word 2016
  3. Press ENTER 5 times to begin the first line of the memo 2 inches from the top of the page
  4. Type MEMO TO: in all caps and bold and then tap the TAB key and then type Bill Branson and tap ENTER once.
  5. Type FROM: in all caps and bold and tap the TAB key twice and type Kelly Scorcer and tap ENTER once. A red wavy line will appear indicating that Word doesn’t recognize the name.  You can ignore this.
  6. Type DATE: in all caps and bold and tab TAB twice.
    Creating a memo in Word 2016
  7. Click the Insert tab > Text Group> Insert Date and Time from the Ribbon to display the date and time dialog box.
  8. Click the third date format in the list.
  9. Make sure the Update Automatically box is checked so the date will update automatically the next time you open up the memo and then click OK.

Creating a memo in Word 2016

  1. Complete the SUBJECT line and the remainder of the memo as shown below. Type the body of the memo using blocked paragraphs, and press ENTER 2 times between paragraphs
  2. Press ENTER 2 times after the last paragraph in the body, and type your typist initials in lowercase letters without periods or spaces.

Create a memo in Word 2016

Click the Save button and save your document as Bill Branson Memo in your folder.

Tip!:  Don’t forget to Spell-check, proofread, and preview your document for spelling and formatting errors 

Inserting Page Breaks

  1. Click the Insert tab > Pages Group > Page Break to add a new page into your document.
  2. Notice at the bottom of the page, it now says 1 of 2. Also notice the page break marker appears in the page.

Add the Attachment 

Follow the directions below to add an attachment to the document:

  1. Scroll to the top of the second page and Click File > Open and and open up the announcement_start document.
  2. In the announcement_start file, tap CTRL+A to select the entire document. You can also do this from the Home tab > Editing Group > Select > All.
  3. Tab Ctrl C to copy the entire document.
  4. On the taskbar, click the Bill Branson Memo document to switch back to that document.
  5. Click the Home tab > Clipboard Group > Paste from the ribbon to paste the text on page 2 of your document.
  6. Click the Save button on the Quick Access Toolbar to save your file.
  7. Switch back to the announcement_start file and close it.

How to Create a Valentine’s Day Sale Invitation using an office.com template

There are literally hundreds of attractive, professionally designed Office Templates that are available through Office.com that can be accessed via the File > New option in Word 2013 and Word 2016.  Word makes it easy for you to search for the exact template you need and you can then modify the template to suit your needs.   These templates can come in really handy when you are tasked with creating a last minute invitation or flyer for a variety of office or business functions.

The following tutorial illustrates how to create a Valentine’s Day Sale Invitation using an Invitation Template from office.com.  You can follow these instructions as explained below or modify the template for your own needs.

  1. Click the File Tab and then click New
  2. In the backstage view, type Valentine Invitation in the search text box and then press the ENTER key on your keyboard.  Thumbnails showing the available templates will appear.
  3. Double click the Valentines Day Swearheart Pie Auction Invitation thumbnail to open the templateSearch for an office.com template
  4. Click anywhere in the [Company Name] placeholder and then type Newtown Bakery.
    office.com template placeholders
  5. Click anywhere in the placeholder text Sweaheart Pie and Supper Auction and type Annual Valentine’s Bake Sale.  Continue modifying the invitation by clicking in the placeholders as explained below.
    office.com template placeholders
  6. Click anywhere in the placeholder text All proceeds to Children’s Hospital and type 50% off most baked goods.
  7. Select the Tickets placeholder and tap the delete key to remove this text from the flyer
  8. Click the 6:00 PM placeholder and type 10:00 a.m.
  9. Click the street address placeholder and then type 2665 High Street.
  10. Click the City, ST Zip Code placeholder and then type Newtown, CA 99999
  11. Click the at placeholder next to Name and then type Ms. Sylvia Buntin
  12. Click the email placeholder and then type msbuntin@gmail.com
  13. Click the phone number placeholder and then type 650-555-1212

Your final flyer should look like the following:

Valentine's Invitation Template

  1. Click the File Tab and then click Save As
  2. Navigate to where you want to save your invitation on your drive and then type valentines-flyer.

Free Holiday Templates from Microsoft

With the holidays fast approaching, many of you are tasked with creating a variety of holiday documentation including party flyers, party menus, writing gift tags, creating holiday gift lists, Christmas card lists and more. The good news is that Microsoft has many free holiday templates all ready for you to use that will help make your job so much easier.

One easy way to find the exact holiday template you are looking for is to go directly to template.office.com where you will find thumbnails and direct links to all the featured categories and events and occasions.  On this page, you can also search by application (Word, Excel or PowerPoint) or go directly to the type of templates you are looking for by browsing through their extended list.

Once you locate the category you are searching for, just click the category and you will be taken to a page full of related templates for that category.  In the example below, I selected the Christmas category as I want to make a holiday party flyer.

Office holiday templates

Browse through the available templates until you find the exact template you are looking for.  Once you locate your template, click on the template and you will be taken to a download page where you can download your template to your office application.  Note:  Right next to the template name, you will see what application the template supports (Word, PowerPoint or Excel).  In the following example, I chose a Microsoft Word Holiday Party Invitation as want to modify my template in Word.

Word Party Invitation template

On the download page, click the download button and your application will be downloaded directly to your computer.

Download templates from Office

 

Once downloaded, click on the template to open it and it will open in the Office application.  If necessary, click the Enable Editing button at the top of the page so you can modify your template.  To modify the template and add your own text, just select the text you want to change and type in your own information.  Once completed, save the template to your computer drive or to the cloud and it will be ready for printing and distribution.  Happy Holidays!

Ideas on How to Create Organizational Charts

An organizational chart (org chart) is a visual aid used to clarify who reports to who, and who is responsible for what in your organization. It typically shows the business owner or department head at the top. It can be in the format of a drawing, diagram, flow chart, or picture. Most are stored as an electronic document, and often they’re printed and distributed to staff.

In this article, we’ll show you how to create an organizational chart. We’ll also share some tools to easily create org charts, find organizational chart templates, and suggest creative approaches for communicating your organizational structure.

Two Types of Organizational Charts

For the purpose of managing your small business, there are really only two types of org charts you’ll need to know about:

  • Hierarchical/Top Down
  • Matrixed/Cross-Functional
  1. Hierarchical/Top Down Organizational Chart

A hierarchical, or top down, organizational chart is a diagram that shows an organization’s reporting structure from the top down, starting with the business owner or department manager at the top of the chart, and employees who report to her appearing below her name. All roles appear in boxes connected by a line to illustrate reporting relationships.

  1. Matrixed/Cross-Functional Org Chart

A matrixed, or cross-functional, organizational chart shows multiple reporting relationships. It is used to depict complex business organizational structures with functional or project reporting relationships in addition to supervisory (top down, hierarchical) relationships. It shows both supervisory relationships such as ‘who is my boss’, as well as project or team relationships.

If your organization needs an organizational chart, there are many things to consider such as what tools to use (free or paid) to create it and what to include in your organization chart.  Also, once your organizational chart has been created, how do you use it?   To read more about how to create your own organizational chart including some non traditional approaches you may wish to consider,  take a look at this article compliments of Fit Small Business.  

How to Re-use (import) Slides from other Presentations

If you have frequently used content in other presentations, you can import it into your current presentation without even having to open up the file.  By importing slides, you will essentially be creating a copy of the original content for re-use and it will not effect the original presentation.  You can choose to keep the original formatting of the slide(s) you’re importing or they will inherit the design of your current presentation by default.

You can also import slides from a Slide Library if your organization uses SharePoint which allows you to share and reuse PowerPoint slides stored in the library.  To use slides stored in your company Slide Library, select the Open a Slide Library instead of Open a PowerPoint File to locate your presentations in step 3 below.

Requirements:  PowerPoint 2013 or 2016.  To follow this tutorial, open up the Hiking Adventures Begin PowerPoint presentation and the hiking-days PowerPoint Presentation and follow the directions below:

  1. Click on the Slide 2 thumbnail or the slide thumbnail where you want to import a slide
  2. Click the Home tab > Slides Group and click the arrow below New Slide and then select Reuse Slides
    re-use slides in PowerPoi
  3. The Reuse Slides Pane will appear.  In the Reuse Slides pane, select Open a PowerPoint File.
    Reuse Slides Pane In PowerPoint
  4. In the Browse dialog box, navigate to the folder where the presentation file resides that contains the slide that you want to add and then click Open.  In our example, we’re inserting the slides in the hiking-days presentation. The slides will appear in the Reuse Slides Pane.
    Reuse-slides in PowerPoint
  5. The Reuse Slides pane will display thumbnails of the available slides.  In the Reuse slides pane, right click on the first slide and choose Insert All slides .  Alternatively, if you only want to add one slide, just click the slide you want to add.  The slides will appear in your presentation.
  6. If you want to preserve the formatting of the source presentation, check the “Keep Source” formatting option otherwise the slides will inherit the design of your current presentation by default.

    Import slides into PowerPoint

    Sample of the presentation with only 1 slide imported.

If you choose to insert all the slides, your presentation will contain 7 slides as shown below:

Importing slides from other presentations in PowerPoint

Sample of all slides imported into the presentation.