Category Archives: Word 2016 Tutorials

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.

How to Format a Simple Business Report

In this lesson, you’ll open and format a simple one page Business Report in Word.  The goal of this lesson will be to correctly use Word’s alignment and font size features and format the business report with side headings and lists.

There are two basic styles of reports.  The business report and the academic report.  In this lesson, we will concentrate on the business report which contains side headings, paragraph headings and lists.

The parts of a business report are explained below:

  • TITLE – Subject of the report typed 2 inches from the top of the page. Use 14-point font size, all caps, bold, center, single spaced
  • SUBTITLE – Usually a secondary or explanatory title which is centered, bold and typed 1 line below the title in uppercase and lowercase letters
  • BYLINE – Name of author, centered, bold and typed 1 blank line below the previous line
  • DATE – Date of report, center, bold and type 1 blank line below the previous line
  • BODY – Text of the report, single spaced
  • SIDE HEADINGS – All caps, bold
  • PARAGRAPH HEADINGS – If required – minor subdivisions of the report
  • LISTS – Numbered or bulleted

Business Report Example

Business Report Example

GETTING READY 

When typing and formatting one page business reports, it’s best to use the traditional Single Spaced Template in Word.

Start Word and maximize the Word window and then Click the File tab > New and select Single Spaced Blank document for traditional single line spacing.

Single spaced template in Word 2016

Now open up the business-report-start document I have provided for you.

Character Formatting

Character Formatting is used when you want to format text in a document such as individual words.  This can be achieved by using the Mini Toolbar that only shows up when you point to selected text in a document or from the Font Group located on the Home Tab. The Font Group contains commonly used buttons that you can use to apply bold, italic, underline, shadow, strike through or color to your text.

Character Formatting

The default font type and size is 11-point Calibri but once you have selected a font type, you can change its attributes, or how it looks.  For example, you can change the size of the font or change its style by making the font bold, italic, or underlined. You can also add color and apply special text effects to jazz up your documents.  Font size is determined by measuring the height of characters in units called points. Standard font sizes for text are 10, 11, and 12 points.
You can now also apply kerning to your text in word by adjusting the space between characters and words.  You can also change the case of your document such as upper case or lower case such as demonstrated below.

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
    Turn on Show/Hide symbol in Word 2016
  2. Press ENTER 5 times to begin the first line of the report 2 inches from the top of the page
  3. Select the first two lines of the title in the report and from the Home Tab > Font Group, change the font size to 14 points, bold and center
  4. With the text still selected, click the Home Tab > Font Group > Change Case button and change the Case to UPPERCASE so the title is displayed as all caps as shown below:
    Format a simple business report in Word 2016
  5. Press ENTER 1 time after the TITLE to add a line space between the TITLE and SUBTITLE. Select the next 3 lines (the SUBTITLE, BYLINE and DATE) and change the font size to 12 points, bold and center. Press ENTER after each line so the SUBTITLE, BYLINE and DATE are double spaced as shown below:
    Format a one page business report in Word 2016
  6. Capitalize and Bold the SIDE HEADINGS as shown below. To do all three at the same time, select the first heading then hold the down the ctrl key on your keyboard and click the other titles.
    Format a one-page business report in Word2016
  7. Select the 3 lines of text under the heading LIBREOFFICE WRITER
  8. Click the Home Tab > Paragraph Group and choose the Numbering Select the numbering style of your choice.
    Format a one-page business report in Word 2016
  9. Don’t forget to Spell check, proofread and preview your document for spelling and formatting

How to Format a Business Letter

Business letters are still important, even in our digital age, as they are used to document purchases, legal and insurance information, retirement awards, cover letters and many other business transactions that require formal delivery.  A properly formatted business letter contains several major parts which, when used properly, convey a level of formal professionalism required in business.

Most business letters are usually typed on company letterhead that already contains the company name, the address, website, telephone and fax information already pre-printed on the paper so there is usually no need to begin with the sender’s name and address in the top left of the letter.

Business Letter Formats

The two most commonly used letter formats are the block style and the modified block style.  The most popular style used in business today is the block style, shown below, where the entire letter is left justified and single spaced except for a double space between paragraphs.

The other common letter style is the Modified Block Style where the Body of the letter and sender’s and recipient’s address are still left justified and single spaced, but the date and complimentary closing are centered.

Major Parts of a Business Letter

No matter which style of business letter style you choose, the major parts of a business letter are still the same.  They include the Date, Inside Address, Salutation, Body, Closing and Enclosures.  Sometimes the Typist Initials and optional Attachment and Copy notations are also included.

Major Parts of a Business Letter

Major parts of a business letter

Date Line:  If you are printing on company letterhead, letters usually start with the date as the date lets the receiver know when the letter was sent and is useful when referring back to it at a later date.  The date is typed 2 inches from the top of the paper which can be accomplished by tapping ENTER 5 times from the top of the document when using single line spacing in Word.

Inside Address:  This is the name and address of the person receiving the letter.  It is usually typed four lines below the date.

Salutation (also called greeting):  For formal business letters, the salutation or greeting should end with a colon.  The greeting usually begins with the word Dear followed by the name of person receiving the letter.  For example, Dear Ms. Brown.

Body:  The body of the letter is started two lines after the greeting.  The body is the main part of the letter and is usually at least two paragraphs in length.

Fonts:  In this example, our letter is typed using word’s default font, Calibri, in the New Blank document template.  The most common serif fonts such as Times New Roman or Arial in 10 or 12 point font size are often used in business correspondence.  Be sure not to use overly decorative or specialized fonts in business letters as they’re perceived as unprofessional and are more difficult to read.

Complimentary Closing:  Type the closing two lines after the ending of the body of the letter. The most common closing lines for general business purposes are Sincerely or Yours truly.

Signature Block:  Four lines after the closing, type the name of the signer.  This allows enough space for the signature.

Enclosure Notation: Sometimes typed as enclosure, Enc or Encl, and often accompanied by a number such as Enclosures (3). This indicates that additional information was enclosed with the letter and how many pieces were included.

Attachment Notation:  The attachment notation is optional and sometimes used instead of the enclosure notation.

Copy Notation and Typist Initials:  The copy notation is used if you need to send a copy to another person.  The typist’s initials are also optional and, if used, are keyed after the sender’s name.

Business Letter Example

Modified block style business letter

Modified block style business letter example

Examples of  Writing the Basic Business Letter and Business Letter Samples can be found at the OWL Purdue Online Writing Lab.

Learn how to prepare and format common business documents in Word by taking the Word 2016 course officeskills.org.

How to Create an Organization Chart using SmartArt in Word 2016

SmartArt is one of Word’s designer features that allows you to create attractive illustrations very simply by using the Insert Tab in Word.  This capability is also available in Excel, PowerPoint and also while formatting an email in Outlook.  You can create a variety of SmartArt graphics in Word and the type you use would depend on what type of information you want to convey.  The different types,  as you can see below,  include Lists, Processes, Cycles, Hierarchy, Relationships, Matrix, Pryamid, Picture or Office.com.  Each type contains several different layouts.

In this tutorial, we will be creating an organizational chart using one of Word’s SmartArt organization chart layouts, such as Organization Chart.  Word’s SmartArt graphic capability is an easy and efficient way to create and update your organization chart as it allows you to graphically represents the management structure of your organization.

Using SmartArt graphics in Word

As we want to create an organizational chart in Word in this tutorial, we will be using the Hierarchy type. The Hierarchy type allows you to select a variety of organizational chart styles showing the reporting relationships in an organization, such as director, managers and non-management employees.

  1. Click the Insert tab > Illustrations group and select SmartArt.
    Adding SmartArt Graphics in Word 2016
  2. In the Choose a SmartArt Graphic gallery, click Hierarchy
  3. Select an organization chart layout of your choice.  As you click on the different charts, notice the preview on the right hand side.  In this example. we’ll select the first option which is simply called Organization Chart.  Click OK.
    Create an organizational chart using SmartArt in Word
  4. The text pane will appear to the left of your SmartArt graphic.  You will be using the Text pane to enter and edit the text that appears in your SmartArt graphic.  As you add and edit your content in the Text pane, your SmartArt graphic will be updated automatically.  You can also enter the text directly in the text boxes in the SmartArt graphic.  Click in the first Text Box in the SmartArt graphic and type Director.

Adding text to SmartARrt graphic

5.  Now click [Text] in the Text pane, and then type the name Manager.  Finish entering the text in the other Text boxes by typing Employee.
Adding Text to a SmartArt graphic

Add Additional Text Boxes

Your organizational chart is likely to be a lot bigger and more complicated than the example shown above so you’ll need to add additional text boxes to accommodate additional staff members.   New text boxes can easily be added or removed as needed.

  1. Click the text box located in the row where you want to add additional text boxes.  It is usually the text box that is located closest to where you want to add the new box.  The SmartArt Tools contextual tab will appear.
  2. Click the Design tab under the SmartArt Tools tab > Create Graphic group,
  3. Click the down arrow next to the Add Shape button, and choose Add Shape After.  The new text box will appear in your chart.Add text boxes to the SmartArt

    Type the name Manager and then continue to build your organizational chart.   The following is our completed Organizational Chart.  Use the techniques described below this chart to add in the additional text boxes and Assistants as shown.

    Adding text boxes and assistant boxes to SmartArt graphic in Word 2016

    • Add Shape Below – Inserts a text box one level below the selected box
    • Add Shape Before – Inserts a text box at the same level as the selected box but before it.
    • Add Shape Above – Inserts a text box one level above the selected box. The new box takes the position of the selected box, and the selected box and all the boxes directly below it are each demoted one level.
    • Add Assistant – You can also add an assistant box.  The assistant box is added above the other boxes at the same level in the SmartArt graphic, but it is displayed in the Text pane after the other boxes at the same level.

Delete and Moving Text Boxes

  • Deleting a box is easy.  Just click the border of the box you want to delete, and then press the Delete key on your keyboard.
  • Moving boxes is just as easy.  To move a box, click the box that you want to move and then drag the box to its new location.  You can also move or “nudge” a text box in very small increments by simply holding down Ctrl while you press the arrow keys on your keyboard.

Styling Organizational Charts

  1. Click the SmartArt graphic to select it then click the Design tab under the SmartArt Tools contextual tab Create Graphic group,
  2. Click the Change Colors down arrow and then select Color Fill Accent 2 or a color style theme of your choice.
    Add Color to SmartArt graphic
  3. With the SmartArt graphic still selected, apply a style by displaying the SmartArt Style Gallery and selecting a style of your choice.  Your final organizational chart should look something like the example below.
    Applying a SmartArt graphic style in Word 2016