Simplified Memos — Teacher's Notes
Lyman's Business Education Website

Introduction

Memorandums (memos) are used to coorespond with people inside the company or organization. Memos are a usually short and to the point. There are both simplified and standard memo formats. Simplified memos are done in a block style format because every thing lines up on the left margin. It is easy to setup and type with only a small amount of formatting.

Materials & Software

  • Microsoft Word 97

Objectives

  • Change font and size
  • Load Letterhead Template
  • Use Save As command
  • Key and format a simplified memo
  • Proofread, save and print a file

Prerequisite Skills

  • Print Preview
  • Save and print

Time Allotted

One class period.

How to Begin (Directions & Procedures)

Simplified Memo Setup

  1. Open your letterhead template or your letterhead document.
  2. Save the letterhead as a new file name with the File, Save As command
  3. Go down a couple of lines underneath the top part of the letterhead.
  4. Set margins to 1.25 on the right and the left if needed.
  5. Set font to 14 point Times New Roman or another serif font.

Date

  1. Enter the date by spelling it out. Such as: September 12, 1999
  2. Enter four Returns or Enter keys for a quadruple space.

Addressee

  1. Key in the name of the person or the group to recieve the memo.
  2. No title or Dear are required.
  3. Example 1: Jennifer Smith
  4. Example 2: All Juniors
  5. Double space after the Addressee.

Subject

  1. The subject line has traditionally be done in all capitals.
  2. It can also be typed in upper and lowercase letters with bolding turned on. The use of upper and lowercase letters with bold makes it much easier to read.
  3. Example 1: SCHOOL REGISTRATION
  4. Example 2: School Registration
  5. Double space after the subject line.

Body of Memo

  1. Type in the paragraphs.
  2. Use block style paragraphs. (No indenting.)
  3. Single space the paragraphs with a double space between each paragraph.
  4. Quadruple space after the last paragraph. (Four returns which gives three blank lines.).

Writer

  1. The writers name goes on this line. This is the person's name who is writing the letter.
  2. The person's title can be on the same line or it can be on the line underneath if it is too long.
  3. Example 1: Juan Alverez
  4. Example 2: Maria Fibiconni, Principal

Typist's Initials

  1. Double space and place the typist's initials.
  2. Lower case letters with no periods.
  3. Example: nds

Enclosures

  1. If there are other papers or documents included in the letter, double space and write the word: Enclosure

Save & Print

  1. Save, spellcheck, proofread, print preview.
  2. Make any corrections and changes.
  3. Proofread, save, preview and print.

Resources

  • Example of Simplified Memo Century 21 Keyboarding, Lesson 42, page 74.
  • Sample Memos
  • Century 21 Keyboarding, Formatting, and Document Processing. South-Western Publishing Co.
  • Microsoft Office 97 Pro—Step by Step by Bonita Sebastian published by Computer Literacy Press 1997.

 Extension Activities

  • Write a memo to your classmates
  • Write a memo about a school problem

Lyman's Home | Feedback | Information Processing
© Carl Lyman 1997 — http://lyman.dtc.millard.k12.ut.us