FORMATTING A MEMO

A memo is correspondence that takes place between people within an organization to communicate, and is generally considered official documentation. Margins Top Top 2 Sides 1 Bottom ~1 The two inch margin is designed to accommodate the company letterhead that memos are usually printed on. E-mail is another form of a memo. The memo can be broken down into 2 parts: heading and body. 1. Start by downloading the memo from e-chalk. (You will do this for 3 different: Memo1, Memo2, and Memo3)

PAGE SETUP
In order to prepare to type a memo, you will need to setup your page. The first thing you need to do is to set up your margins as specified above. This is done by tracing the following steps: 2. Save the memo on your USB drive or in your My Document folder as Firstname lastname Memo# (# will be either 1, 2, or 3) 3. On the Home Tab, go to the Styles group, and click on the No Spacing style. This will remove all preformatted space in the document; this is very important and will guarantee that the memo is correctly formatted. 4. Go to the Page Layout tab on the ribbon (at the top of the screen), in the Page Setup group, an click on the Margins button

5. Click on Custom Margins

6. Set the top margin to 2 and click OK at the bottom of the dialog box

HEADING
The heading a memo is made up of four parts, and should have a double-space (DS) between each line. In order for the parts to line up nicely, the typist should set a 1 left tab stop and tab between the part of the heading and the information being typed in like so:

If you click on the Show/Hide button in the paragraph group, it help you to see where your using tab in your document. 7. Setup the heading as indicated in the document (such as replacing Your Name with your name) 8. Highlight all parts of the heading (TO:, FROM:, DATE:, and SUBJECT:) 9. Make sure the paragraph marker indicate a left tab and click on the 1 mark on the ruler. 10. Go to the Paragraph group on the Home tab and click on the Line Spacing button 11. Select 2.0 from the list.

BODY
The body of a memo should be single-spaced (SS) with a double-space (DS) between. 12. Highlight the entire text of the body. 13. Click the Page Layout tab on the ribbon, go to the Paragraph group, and type 12 in the After text box.

REFERENCE INITIALS
If someone other than the author keys the memo, the typists initials are keyed doublespaced below the body of the memo. 14. If the name in the TO: field is not yours, type your initials under the body of your memo, they can either be capitalized or not.

ATTACHMENT / ENCLOSURE NOTATION

The Attachment/Enclosure Notation appears at the end of the memo if another document is attached to the memo. This notation should be double-spaced (DS) at the bottom of the memo after the body and the reference initial, if used. An attachment is where something is actually attached to the document (stapled or clipped) An enclosure is where something is simply enclosed with the memo. 15. If there is an attachment or enclosure notation, it should be keyed after the body and/or the reference initials and should be formatted at a DS.

FINISH UP
16. Save your document again. 17. Submit your document in e-Chalk. 18. Record your confirmation number on a sheet of paper. When you get done, all 3 confirmation numbers should be on this sheet of paper and it should be turned in.