Welcome To Microsoft Word 2016

Text Alignment Tool Bar Alignment Buttons

Alignment – the way multiple lines Left Align

of text line up along the left, right, Justify
or both margins
Left align – text is lined up along the
left margin, leaving a jagged right
margin
Right align – text is lined up along the Left align – Right align –
text is lined up
right margin, leaving a jagged left along the left
text is lined
up along the
margin margin right margin
Center align – text is centered between
both margins, resulting in jagged left
and right margins
Justified – text is aligned along the left Center align – Justified –
and right margins, with no jagged edges text is text is lined
centered on up along
the page both margins
2
 Horizontal Centering
When text is centered between the left and right margin

• Commonly used when formatting:

• Invitations
• Announcements Lets Hoop It Up!
• Title pages
Participate in our

Hoops For Heart

Campaign to help raise money for the
American Heart Association

February 27-March, 2021

See your PE teacher for more details.
 How to Horizontally Center
Click on the
Center Alignment
button on the
HOME Tab

Or you may open up your

Shortcut Commands Paragraph Dialog box and
you can select all select the alignment of Center
(Ctrl A) and use (Ctrl E) to center.
 Vertical Centering
When text is centered
between the
top and bottom margin
Lets Hoop It Up!
Participate in our
Commonly used when
Hoops For Heart
formatting: Campaign to help raise money for the
• Invitations American Heart Association
• Announcements February 27-March 3, 2017
See your PE teacher for more details
• Title pages
 How to Vertically Center

You should open up your Page

Setup Dialog box and select
the Layout Tab

Then Select the drop down

menu for the Page:
Vertical Alignment
Choose - Center
 What is Line Spacing?
Line spacing – the spacing between lines of text in a document

Single Space (SS) – Strike Enter 1 time; leaves no blank lines

between lines of text in a document

Double Space (DS) – Strike Enter 2 times; leaves 1 blank line between
lines of text in a document

Triple Space (TS) – Strike Enter 3 times; leaves 2 blank lines between
lines of text in a document
Quadruple Space (QS) – Strike Enter 4 times; leaves 3 blank lines
between lines of text in a document
Word wrap – the automatic wrapping of text from the end of one line
to the beginning of the next line without having to press the Enter key
Paragraph Formats
Implement paragraph formats.
 Paragraph Formats:
Block Style
all lines of text are aligned with the left margin
the first line of a paragraph is not indented
commonly used when formatting letters and memos

Example:
Left Margin

In a block style paragraph, all lines are aligned

against the left margin. Do not tab/indent any
lines. You should use a double space between
paragraphs when using a block style paragraph
formatting.
 Paragraph Formats:
Indented Style
the first line of a paragraph is indented
use the Tab key to indent paragraphs
commonly used when formatting reports
Left Margin
Example:
Indented paragraphs use a tab to
indent the first line of the paragraph. All
other lines are aligned to the left margin.
 Paragraph Formats:
Hanging Indent Style
a temporary left margin that indents all lines
except the first line of text
the first line is flush with the left margin;
each additional line is indented
commonly used when citing bibliography sources
Left Margin

EXAMPLE:

Coolkid, One. (2006). Cool Kids and How They Demonstrate

Character. Character University. Retrieved January 2, 2006 from
the World Wide Web: http://www.coolcharacterkids.org
 Letters
Personal-Business Letters vs. Business Letters
 Types of Letters
Personal-Business Letters:
A personal-business letter is a letter that is sent from an
individual using their home address to a person or
business/organization.

Business Letters:
• A business letter is sent from a business or organization
to an individual or to another business or organization.
• Business letters are usually keyed on letterhead. The
letterhead can consist of the business’ name, address,
phone/fax/email, and logo
 Major Parts of a Letter
1. Return Address-the address of the person writing the letter.
Letterhead if the letter is from a business.
2. Dateline-Complete and current date (spell out the month)
Example: June 20, 2018
3. Letter Address/Inside Address-the address of the person receiving the
letter.
4. Salutation-the greeting of the letter.
Example: Dear Sir or Madam:
5. Body-the message of the letter. (the paragraphs / Block Style)
6. Complimentary Close-the ending of the letter.
Example: Sincerely yours,
7. Keyed Name-the authors typed name.
8. Handwritten Signature-the author signs the letter after it has been printed.
Sign between your Complimentary Close and Typed Name (in the QS)
9. Typist Initials-initials of the typist. (lowercase / no spaces or punctuation between)
 Formatting a Letter
Margins: TM-2inches RM-1inch
BM-1inch LM-1inch

Block Style is one method of formatting a letter. In this style of letter

writing all parts of the letter are keyed at the left margin.

• Paragraphs should not be indented in this style of letter.

• Use a standard font style and font size

Times New Roman/Arial and 12 point font.

• Single Space (SS) within paragraphs

• Double Space (DS) between paragraphs .
 Parts of a Personal-Business Letter

Return
address Date
Letter
address
Salutation

Body

Complimentary
Close Copy Notation
Enclosure Writer key a DS after
notation the last line of
the letter.
 Punctuation Styles
Open Punctuation
OPEN Punctuation Example:
• There is not a colon or comma in
the salutation and there is not a Dear Ms. Smith
comma in the complimentary Sincerely yours
closing.

MIXED Punctuation Example:

Mixed Punctuation
Dear Ms. Smith:
• A colon : is in the salutation
Sincerely yours,
and a comma , is in the
close.
Business Letter with Open Punctuation
Letterhead:
The business letter uses
letterhead instead of a return
address, which consists of the
business’ name, address,
phone/fax/email, and logo.

Open Punctuation:
The colon is not keyed in
the salutation and the
comma is not keyed in
the complimentary close.
Memorandums
Memos
 What is a Memorandum?
Memorandums (memos) are forms of written communication used
by individuals within the same business or organization to
communicate with each other.

It is best to use word processing software (MS WORD)

to create a memorandum.

Remember, unlike a letter, that you do NOT have

a salutation or complementary close in a memorandum.

The customary standard margins are used:

2” top margin, 1” side margins, and a least a 1” bottom margin.

*In today’s office place we may use an email to replace the use of a
memo.
Memo Headings
Headings begin
Parts of a Memo
at the left Entry
margin. An entry is the information that follows the
Remember to memo heading. Pressing the TAB once or
follow each twice aligns each entry.
heading with a
colon (:) and type
in ALL Caps or Body
Initial Cap, Message of the Memo. Paragraph form,
Double Space single space within the paragraph and
between double space between paragraphs.
headings/entries
Typist Initials
Used is someone
other than the
author types the
Attachment Notation
Memo.
A special notation at the end of a memo or letter that
First & Last name
indicates that an item(s) is physically attached to
initials, lowercase
the letter or memo.
21
 Tables
Apply Correct Table Formats
 What is a Table?
A table is a grid of rows and columns used
to display and organize information.
 Creating a Table
Tables are created by defining the number of rows and columns that will be needed
to enter information.
• Rows show the horizontal arrangement of data.
• Columns show the vertical arrangement of data.
• Cells are the boxes that are formed as the row and column intersect.
• Gridlines are the vertical and horizontal lines in the table.

Columns
Cell

Rows

Gridlines
24
 Formatting a Table
EAST MIDDLE SCHOOL Center the main title in all
capital letters and bold.
Career and Technical Education
Center the
secondary title in DS
initial caps and bold.
Right align
Left align or center text DS Key the $ symbol in the first entry to number
entries. show currency. entries.
Center and
bold column
headings. Teacher Subject Remaining Budget
James Massey Career Decisions $900.32

Carrie Shore Business Technology 834.90

Mandy Johnson Keyboarding 547.24

Source: EMS Faculty Handbook

Left align the source note under the table,
SS or DS between table which identifies the source of the information
entries (body). in the table.
 Main
Title
Parts of a Table Secondary
Title
TOP 10 BROADWAY GROSSES

Key the $ symbol in

Column Week Ending September 12, 2003 the first entry to
show currency for
Headings the number entries.
Production Gross This Week Gross Last Week
Annie Get Your Gun $572,885 $671,363
Body Cabaret 466,670 515,787
Fosse 566,644 605,993
Les Miserables 375,318 436,915
Miss Saigon 395,522 434,641
Ragtime 420,902 539,159
The Lion King 880,717 875,772
Totals $3,678,658 $4,079,630
Source
Source: Online Productions
Key the $ symbol with total entries to show currency.
 Inserting Tables
If the table is the only object on the page:
• Center the table vertically, leaving equal top and bottom margins.
• Center the table horizontally, leaving equal left and right margins.
• For best results use automatic vertical and horizontal centering features in your
word processing software (see slide 20 for details ).

Equal
Equal
top and bottom
left and right
margins
margins
 Inserting Tables
If the table is inserted between text:
Double space above and below the table.

DS

DS