Office 2016 Video #06: Letterhead, Save As Template, Business Letter

1) Letterhead
i. Identifies organization or individual with Logo, address, e-mail and phone
ii. We can create a letterhead and save it as a Template and use it over and over.

2) Font Dialog Box

i. Keyboard for Font Dialog box = Ctrl + D, OR Ctrl + Shift + F

3) To see the options for Paragraph Level Formatting, open the Paragraph Dialog Box in two ways:
i. Home Ribbon Tab > Dialog Launcher in Paragraph
ii. Right-click anywhere in paragraph and point to Paragraph

4) Line Spacing is a Paragraph Level Formatting

i. We can change Line Spacing:
1. Home Ribbon Tab > Paragraph Pane OR
2. Right-click inside a paragraph and point to Paragraph
3. After u open Paragraph dialog box u will see Section of Spacing in the lastp

Before > means spacing before a paragraph

after > means spacing after a paragraph
At > spacing between lines of a paragraph in points 1 pt = 1 point = font size 1 of
word
2 pt = 2 points = font size 2 of word

As per my understanding Word's definition of "single" means that the spacing is equivalent to single multiple
of box “ at “ with defined font size.

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 1 point equal about 1/72 of an inch

5) Border as a is a Paragraph Level Formatting

i. Border button is in Paragraph group in Home Ribbon Tab Home Tab >
Paragraph Tab
6) Save As Template ( .doct )
i. When you save as Template it creates a document with the file extension “.doct”
1. The advantage to the template file extension is that when you open it each time by double clicking on
this file , it will open as a new Un-Saved document keeping the original format. This way you can keep
the original and adjust changes in the new file without altering the old one.
2. If you need to edit the original template, you HAVE TO:
a. Open Word First
b. Go to File, then to Open, then click on Browse
c. Then in the lower right-hand corner of the Open dialog box, use the Open File
Filter drop-down to show all files. See this picture:

Alternatively Open Word> Ctrl+O >select template file to edit that

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7) Tab
Use Tab key on keyboard
i. to
t the document ( moves cursor
Hhhorizantally to the right)o
The default movement for the Tab key is 0.5 inches
i
n
s
e
r
t
ii. We can set tabs using:
a
1. Horizontal Ruler (if you do not see your ruler in Ribbon Tab > View > check box “Ruler”.
2. t
Tab Dialog Box
a
iii. Keyboard for Tab Dialog Box = Alt, O, T
b
v. To Manually open Tab Dialog Box
Home Tab > Paragraphi Tab >Drop down to open Paragraph options > Lower Left Corner
n
Tab Button

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 vi. Above defined Tab option you can manually set the spacing the Tab key
will insert, like manually it hits 0.5 inches you can change it to your
requirement.
vii. Other Options available in Tab Dialog Box
1. Left
2. Center
3. Right
4. Decimal (line decimals up)
5. Bar (inserts bar – Not a real tab – usually set a tab immediately
after the bar tab)
viii. To learn more about Tabs, see this video:

Office 2013 Class #14: Word Set Tabs: Left, Center, Right, Decimal, Bar, Leader,
and the Rulerhttps://www.youtube.com/watch?v=YIfmXMw-KIE

8) Insert Date:
i. Insert > Text group > Date
ii. Hot Key = Alt, N, D

9) Reference Format For Business Letters: (most important topic)

(See File in NOTES FOLDER: KSBL Letterhead.dotx for reference)
i. Letterhead
1. Name of Organization or Individual in Heading format: Identifies
Organization or individual
ii. Date Line
1. Month, Day, Year
2. Place 2 – 6 lines below letterhead

iii. Inside Address

1. Courtesy title + full name
a. Example: “Professor Sue Chin” for PhD teacher at a
University
2. Business affiliation
3. Full address
4. Place 3 – 8 lines below “Inside Address”

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 iv. Greeting(Salutation)
1. Place 2 lines below address
2. After salutation:
For business letter use a colon “:”
Personal, use a comma “,”

(v) Message

Place 2 lines below salutation (in our format we have placed one)
Line spacing: Single (unclear to me)
Paragraph spacing: Double (unclear to me)

vi) Closing (Complimentary close) (this means Regards / Yours

Sincerely) Place 2 lines below message text
Capitalize only the first word in the complimentary close

vii. Signature Block

3. Place 4 lines below message text (allow room to sign)

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New Keyboard Shortcut:

1. Keyboard for Font Dialog box = Ctrl + D, OR Ctrl + Shift + F

2. Insert Date = Alt, N, D
3. Tabs Dialog Box = Alt, O, T

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