When creating documents, consider the following
- Try to start with a blank Word file. Avoid re-using old
- Create styles for Headings, Body Text and Bullet points.
Or use a template that youve already built and know to be reliable.
- Insert text with as little formatting as possible.
- Use Autotext (Insert > Autotext) to speed up
the writing process. AutoText allows you to create text that will be used repeatedly in a
document, such as a standard contract clause.
You record each selection of text as an AutoText entry and then assign it a unique name.
You can also create autotext for commonly-used words and phrases: proposal, business,
marketing, specifications. Then, every time you type the three letters spec,
Word will complete the spelling and display specifications, saving you
considerable energy during the writing process.
- Create the table of contents, indexes, headers, footers,
- Convert graphics to the correct size BEFORE you
insert them into the Word file.
Dont manually shrink (or stretch) the graphic inside Word. Your aim is to use small
high-resolution graphics wherever possible, such as PNG or JPEGs.
- Avoid inserting bitmaps where possible.
- Format the document. Apply all the headings, paragraphs,
bullet points, call outs, text boxes.
- Find and Replace use the advanced features in Find
and Replace to update words and phrases to Bold, Italics or Underline.
For example, say you want to change every occurrence of your company name to bold. Click
Ctrl + F to open the Find dialog box. Enter your company name in the Find and Replace tab.
- In the Replace Tab, click More to display more options.
Click Format > Font and select the Bold font style. Click Find Next (or Replace All if
youre more confident) to replace all occurrences into bold. Save your first draft as
version 0.1. The next time your update it, increment the numbering to the next level, i.e.
0.2., and continue to do so until you reach the final draft.
- Backup every major revision.
- Store gold copies (i.e. final drafts) on a secure network.
What are your thoughts on this? Drop me a line at ivan
at klariti dot com