Business Document Preparation LESSON 4

Business Document PreparationLESSON 4LETTERHEADGuidelines for Letterhead textThe letterhead usually contains the following lines of text:The organizations name printed in larger, distinctive but easy-to-read font, usually size 16.The organization 's address & contact information printed in smaller font such as size 12 or 10, in blue or black. Use plain font such as Times New Roman, Arial or Calibri.Contact Information is the oranizations telephone number, fax number and email address.Location of LetterheadThe LETTERHEAD is created in the Header section of your word-processor document. The LETTERHEAD should be displayed on the first page only.

Formatting the Letterhead in a Word-processorIt is always wise to set this up before you create the letterhead by checking the Different First Page box on the header and footer toolbar or tools ribbon. Once you have selected this box the letterhead will only appear on the first page of the document; headers on subsequent pages can then be edited differently.

Logo and Clip Art (Letterhead)Inserting a logoMost Letterheads contain a logo, that is, a picture that represents the organization.

Inserting clip artYou can use a suitable clip art in Microsoft Word. You may use clip art in your school assignments but note that unless you have permission, clip art should not be used in real business letters or for commercial purposes due to copyright.

How to insert clip art in MS Word

Inserting pictures from a file(Letterhead)To insert a picture that is stored on your hard disk, flash drive or other storage location you can use the Insert button or ribbon in Word, as you did when using clip art, to add different picture types as you Wish.Changing the location and size of your graphic (Letterhead)

You can use text wrapping to properly position your graphic. The total height of your graphic should NOT exceed the lines of text in your letterhead.

How to position & resize graphics in MS Word

Using the footer(Letterhead)

The footer may be used to display the company's motto, a brief mission statement, or a memorable phrase with which you want your company to be identified. The footer button is usually displayed next to the header button on the toolbar or ribbon (in Word 2003 it opens automatically when you open the header).

SUMMARY QUESTIONSDiscuss the main principles that should guide the design of a Letterhead.Outline how to do each of the following tasks:add text to a headerensure that a letterhead is displayed on the first page onlyinsert a logo that you have scanned and saved on a flash drive.