Writing+a+letter+or+an+Email

Writing a letter or an Email

Go to either the bottom tool bar and click on the Icon this will open Microsoft Word

Or go to :‐ Start > All Programs > Microsoft Office > bottom is Word click on that Then select the font which you prefer I like Palantino Linotype to select click on the down arrow and a drop down window will appear from which you can select You can then select the size of the Font by clicking on the down arrow at the side of the number ( 12 in the illustration ) and a larger number gives a larger size.

To start a new page click on the Icon which is on the top toolbar.

If you wish to make the font Bold or underline there are two buttons on the top toolbar as per example the one in the middle is Italics. The three buttons to the right allow you to centre or left/right adjust the type to your preference.

The other Icons allow colour change of type etc.

One final Icon is this allows you to resize the viewing page again click the little down arrow select either 100% or whole page for example.

When finished click either File or Save as on the top tool bar

Then in the box which is highlighted type the name or title of the document.

Ensure for example that if it is committee minutes you click on the box below the displayed word title and select Committee and finally look to see it says .doc at the end of the title.

Sounds complicated but it truly isn’t

PS. If you have typed your word and then whish to make it bold etc. With the mouse position the cursor in front or after the word then holding down the left button drag the cursor over the desired word until it is all highlighted then let go the mouse button, this should leave the word highlighted ( Black) then click with the mouse the B or U button on the Top toolbar.

PPS Saving is the tricky bit to ensure that you can find the document again

To Print the document go to the top tool bar and select.

Take care not to select the one to the left of the Print Icon

This you click for an email and it puts up the following as per diagram which allows you to enter the email address and send. Notice which Icon is illuminated on the diagram

Remember you have to be on line to send

Now you need to save this for future reference

It is ideal to save in a different location than “My Documents” because so many other things get saved by the computer in that file.

Therefore go to My Computer Icon Highlight the drive i.e. C:\

Hold down Alt and press “F” followed by pressing Enter twice whilst still holding down Alt

This will create a New Folder whilst it is still highlighted type “ Word”

This will now be the location of all your letters etc.

Once again go to My Computer Icon now this time Highlight Word

Do the Alt routine and create a new folder and name this for example “Suppliers”

Again do the alt routine after My Computer and create another folder in the name of a particular supplier, continue with the above until you have all the different suppliers etc with their own folders.

This procedure makes all future letters etc. easier to find and keep in order.

It is similar to keeping the knives in the knife drawer and the forks in their own drawer etc.

Now when you have finished your letter etc. Go to File and select “Save As”

This will put up a window and on the top box it will give the location use the pull down arrow on the right‐hand side to find Word > ( then the particular folder of the person to whom you are writing) Next look at the bottom box and here I suggest that you enter the date and maybe the subject of the letter

( This makes finding that correspondence easier in the future from all the other letters in that Folder/Drawer.) Now you have written to someone printed or E‐mailed it, and saved it where it can be found and referred to any time in the future.

Once you have bothered to undertake all the set –up procedure ( making the knife and spoon drawers) it is simplicity itself.