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Creating Complex Technical DocumentsUsing Microsoft Word 2000

Tips and tr icks on creat ing complex technicaldocuments us ing Microsof t Word 2000.

Char les L. Crain

Copyright Notice

E Copyright 2004, Charles L. Crain. No part of this publication may be copied, photocopied,reproduced, translated or reduced to any electronic media or machine-readable form, inwhole or in part, without the prior written concent of Charles L. Crain, 715 Montclaire AvenueEdwardsville, Il 62025 ([email protected]). All rights reserved.

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Complex Technical Documents in Microsoft Word

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Table of Contents 1. Composing Complex Technical Documents in Microsoft Word...................................................................5

1.1. Creating a Template.......................................................................................................................................5 1.1.1. Formatting the Document Template .....................................................................................................6 1.1.2. Formatting the Individual Components for the Document ...................................................................8

1.1.2.1. Headers and Footers ..........................................................................................................................8 1.1.2.1.1. Page Numbering .........................................................................................................................9

1.1.2.2. Columns ..........................................................................................................................................11 1.1.2.3. Inserting Graphics in Documents with Multiple Columns..............................................................11

1.1.2.3.1. Using Text Wrapping................................................................................................................12 1.1.2.3.2. Changing Column Formatting ..................................................................................................14

1.2. Modifying Components ...............................................................................................................................15 1.2.1. Creating NEW Components (Styles) ..................................................................................................18 1.2.2. Modifying Existing Components ........................................................................................................23

2. Creating a Technical Document in Microsoft Word 2000 ...........................................................................28 2.1. Using Keyboard Shortcuts to Navigate the Microsoft Word Files ..............................................................29 2.2. Composing the Document in Microsoft Word ............................................................................................30

2.2.1. Page Numbers .....................................................................................................................................30 2.2.2. Tables..................................................................................................................................................30 2.2.3. Graphics ..............................................................................................................................................34

2.2.3.1. Technical Drawings, Block Diagrams and Flow Charts .................................................................34 2.2.3.2. Pictures............................................................................................................................................35 2.2.3.3. Text Callouts ...................................................................................................................................36

2.2.4. Bullets and Numbered Lists................................................................................................................37 2.2.5. Page Breaks and Section Breaks.........................................................................................................40

2.2.5.1. Page Breaks.....................................................................................................................................40 2.2.5.2. Section Breaks.................................................................................................................................42

2.3. Master Documents, Sub Documents and Tables of Contents......................................................................42 2.3.1. Table of Contents and Table of Figures..............................................................................................42

2.3.1.1. Creating a Master Document...........................................................................................................42 2.3.1.2. Adding A Table of Contents ...........................................................................................................43 2.3.1.3. Adding A Table of Figures..............................................................................................................45 2.3.1.4. Index................................................................................................................................................45

3. Appendix A: Miscellaneous Tips and Tricks ................................................................................................47 3.1. Using or Disabling AutoCorrect ..................................................................................................................47 3.2. Drawing Toolbar..........................................................................................................................................49

3.2.1. Using Drawing Grids ..........................................................................................................................50 3.2.2. Drawing Selections .............................................................................................................................51

3.3. Colors, Patterns and Textures ......................................................................................................................55 3.3.1. Colors Used With Text .......................................................................................................................55 3.3.2. Fill colors and Textures ......................................................................................................................56 3.3.3. Line Colors and Textures....................................................................................................................58

3.4. Text..............................................................................................................................................................59 3.4.1. Kerning Text .......................................................................................................................................59 3.4.2. Rotating Text ......................................................................................................................................60 3.4.3. Text Leading (Spacing Between Lines)..............................................................................................61


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List of Illustrations Figure 1-1. Select NEW from the File Menu ...............................................................................................................5 Figure 1-2. Select Template on the New Menu ...........................................................................................................6 Figure 1-3. Select Paper Size .......................................................................................................................................6 Figure 1-4. Select Margins ...........................................................................................................................................7 Figure 1-5. Setting up the Page Layout........................................................................................................................7 Figure 1-6. Select Header and Footer from the View Menu ........................................................................................8 Figure 1-7. Functions of the Header/Footer Toolbar ...................................................................................................8 Figure 1-8. Format Columns Menu............................................................................................................................11 Figure 1-9. Draw Text Box ........................................................................................................................................12 Figure 1-10. Advanced Button on the Format Text Box Menu .................................................................................13 Figure 1-11. Advanced Layout Menu of the Format Text Box Menu .......................................................................13 Figure 1-12. Converting Text Box to a Frame ...........................................................................................................14 Figure 1-13. Insert Caption Menu..............................................................................................................................15 Figure 1-14.Selections on the Format Toolbar...........................................................................................................15 Figure 1-15. Select Style from the Format Menu.......................................................................................................16 Figure 1-16. Style Menu ............................................................................................................................................16 Figure 1-17. Changing Number Values in the Customize Outline Numbered List ...................................................18 Figure 1-18. Style Menu ............................................................................................................................................18 Figure 1-19. Create New Style Menu.........................................................................................................................18 Figure 1-20. Drop Down Selections for Format Tab .................................................................................................19 Figure 1-21. Customize Outline Numbered List Menu..............................................................................................20 Figure 1-22. Adding Changes to the Template ..........................................................................................................21 Figure 1-23. Apply Changes ......................................................................................................................................21 Figure 1-24. Select [Save As...] on File Menu...........................................................................................................22 Figure 1-25. 'Save As' Menu ......................................................................................................................................22 Figure 1-26. Update Field for Cross-References .......................................................................................................22 Figure 1-27. Default Template Location....................................................................................................................23 Figure 1-28. Select Modify on Style Menu................................................................................................................23 Figure 1-29. Modify Existing Style Menu .................................................................................................................24 Figure 1-30. Modify Font on the Format Menu .........................................................................................................24 Figure 1-31. Font Windows for Modifying Fonts......................................................................................................24 Figure 1-32. Restart Numbering.................................................................................................................................25 Figure 1-33. Customizing the Outline Numbered List...............................................................................................26 Figure 1-34. Select [Save As...] on File Menu...........................................................................................................27 Figure 1-35. 'Save As' Menu ......................................................................................................................................27 Figure 2-1. Opening Template in New Document Menu...........................................................................................28 Figure 2-2. Format Toolbar with Styles .....................................................................................................................28 Figure 2-3. Ctrl + A Selects Everything In Document...............................................................................................29 Figure 2-4. Insert Table Menus ..................................................................................................................................31 Figure 2-5. Table AutoFormat Menu .........................................................................................................................31 Figure 2-6. Table Drop Down Menu with Selections Active.....................................................................................32 Figure 2-7. Insert Caption Menu................................................................................................................................32 Figure 2-8. Open Object on Insert + Option Menu ....................................................................................................33 Figure 2-9. Format Text Box .....................................................................................................................................36 Figure 2-10. Photos with Different Uses of Callouts .................................................................................................36 Figure 2-11. Insert Caption Prepares Names and Numbers for Figures and Tables ..................................................37 Figure 2-12. Numbered List and Bullet Buttons ........................................................................................................38 Figure 2-13. Format Bullets and Numbering Menu...................................................................................................38


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Figure 2-14. Customize Bulleted List Menu..............................................................................................................38 Figure 2-15. Numbered Tab on the Bullets and Numbering Menu............................................................................39 Figure 2-16. Customized Numbered List Menu.........................................................................................................39 Figure 2-17. Restart Numbered Lists .........................................................................................................................40 Figure 2-18. Break Menu ...........................................................................................................................................41 Figure 2-19. Format Paragraph - Line and Page Breaks Menu..................................................................................41 Figure 2-20. Creating a Master Document.................................................................................................................42 Figure 2-21. Sub Document Stored as a Hyperlink....................................................................................................43 Figure 2-22. Saving Changes to sub Documents .......................................................................................................43 Figure 2-23. Place Cursor at Position for Table of Contents .....................................................................................44 Figure 2-24. Table of Contents Tab/Table of Figures Tab on Index and Tables Menu.............................................44 Figure 2-25. Create Index Menu ................................................................................................................................46 Figure 2-26. Mark Index Entries ................................................................................................................................46 Figure 3-1. Select AutoCorrect From the Tools Menu ..............................................................................................47 Figure 3-2. AutoCorrect Menu Selections .................................................................................................................48 Figure 3-3. Selecting the Drawing Toolbar................................................................................................................49 Figure 3-4. The Customize Toolbar Menu.................................................................................................................50 Figure 3-5. Drawing Grid Menu ................................................................................................................................51 Figure 3-6. Drawing Menu with Order Selections Shown.........................................................................................52 Figure 3-7. Nudge and Align or Distribute Menus ....................................................................................................52 Figure 3-8. Rotate or Flip Menu ................................................................................................................................53 Figure 3-9. AutoShapes Main Menu ..........................................................................................................................53 Figure 3-10. AutoShapes Menu Selections ................................................................................................................54 Figure 3-11. Personal Drawing Toolbar Selections ...................................................................................................55 Figure 3-12. Text Color Button Selections ................................................................................................................55 Figure 3-13. Background Fill Color Selections .........................................................................................................56 Figure 3-14. Fill Effects Gradient Tab .......................................................................................................................56 Figure 3-15. Fill Effects Textures Tab .......................................................................................................................57 Figure 3-16. Fill Effects Pattern Tab with Color Examples.......................................................................................57 Figure 3-17. Fill Effects - Adding Pictures ................................................................................................................58 Figure 3-18. Line Colors and Fills .............................................................................................................................58 Figure 3-19. Kerning for Type Fonts .........................................................................................................................59 Figure 3-20. Rotating Text in Microsoft Word Menu................................................................................................60 Figure 3-21. Resizing Text Box After Type Rotation................................................................................................61 Figure 3-22. Format Paragraph Window....................................................................................................................62


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1. Composing Complex Technical Documents in Microsoft Word Technical manuals, unlike other publications, are very sophisticated and require a software program that can accommodate not only technical language, but can support simple to complex graphics. Microsoft Word 2000 is a complex software package, that is easily mastered and contains a sufficient help library.

Before going any further, it should be noted that Microsoft Word 2000 (or as a part of Microsoft Office Suite 2000) or higher should be used in the composition of complex manuals. Microsoft Word 97 or earlier programs do not have the necessary features needed to create large format technical publications like Word 2000.

With all that being said, the purpose of this publication is to assist technical personnel in using Microsoft Word to publish complex technical documents. Writers who are more familiar with large desktop publishing software such as Interleaf/QuickSilver, Adobe FrameMaker or Adobe PageMaker may find Microsoft Word a little clumsy at first and maybe even difficult to use. Word has capabilities of competing one-on-one with the larger programs but it does things slightly different.

Probably the biggest flaw in Microsoft Word is its inability to create complex graphics to compliment technical writing. Don’t get me wrong, simple flowcharts, block diagrams and simple technical illustrations can be created in Word. Other, more complex, artwork like exploded parts breakdowns cannot be created in Word and must be imported. These graphics must be created on a CAD system, such as Unigraphics, Pro-Engineer or AutoCAD, or in vector drawing packages such as Microsoft Visio, Adobe Illustrator (preferably version 10.0 or CS), Corel Draw or ISOdraw. For best results, this type of vector drawing should be saved as a bitmap-type file (.bmp; .jpg; or .tiff) and imported into Word as a picture. The editing of these drawing should be done in their native software and re-saved before importing them to Word. This will be explained in greater detail later on in this document.

Several Microsoft software packages such as MS Publisher, MS Visio and MS Excel, when installed on the same computer that’s being used, will place an icon on the toolbars that allows for direct migration into Word.

1.1. Creating a Template The first step to creating technical manuals in Microsoft Word is the creation of a template. This template will contain all the component styles necessary for the technical document.

Microsoft Word 2000 uses a master template named Normal. The normal template can be used to set up specific templates for technical documents. Different documents have different looks and a distinct template should be created for each document created. This will ensure that all the component formatting will be standard throughout each document.

To create a document, go to the main toolbar and click on File. See Figure 1-1 below. On the drop-down menu, select New (or use the keyboard shortcut Ctrl+N).

Figure 1-1. Select NEW from the File Menu

After the NEW menu opens, go to the General tab and select Blank Document. In the lower right corner of the NEW menu, there is a selection named Create New. In this area there are two choices: Document and Template. Select Template. Next, select OK. See Figure 1-2.


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Figure 1-2. Select Template on the New Menu

1.1.1. Formatting the Document Template The new document template is now open. Go back to the main toolbar and click on File and on the drop-down menu select Page Setup. The page setup screen allows you to set the overall document look. That is: top and bottom margins, left and right margins and even – odd pages, etc.

Figure 1-3. Select Paper Size

On the Page Setup menu, select the Paper Size tab. On this menu, select paper size. If a preset size such as LETTER is selected, the dimensions for width and height are preset. If the option, Custom size is selected, dimensions for width and height can be selected as needed. There are selections for Portrait and Landscape. Then apply the selections to the whole document. See Figure 1-3.


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Figure 1-4. Select Margins

On the page setup menu, go to the Margins tab. On this menu the margins and sizes for headers and footers can be created. Apply the selections to the Whole Document and click OK. See Figure 1-4.

Next, go to the Layout tab. On this menu you can select where the document starts. If the document is only going to printed on one side of the paper, you can select New page. For two-sided documents, select whether you want the document to start on an odd-numbered or an even-numbered page. If the document is two sided, you will also want to check Different odd and even under Headers and Footers so that copy inside the headers and footers flows towards the outside edge of the page. For an example, look at the footers in this document. You will notice the even page numbers are on the left side of the footer and the odd page numbers are on the right side of the footer. In this document, the header stays the same. If a company logo were used, it would shift from left to right accordingly. See Figure 1-5. Select apply to Whole Document and click on OK after all of the page setup menus have been formatted for the document.

Figure 1-5. Setting up the Page Layout

Set Margins


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1.1.2. Formatting the Individual Components for the Document Now that the page layout has been set, it’s time to set up the look of the individual pages of the document. This includes creating the exact content of the headers and footers, formatting the page numbers and formatting the individual components that will be used in the document.

1.1.2.1. Headers and Footers Go to the main toolbar and click on View. From the drop down menu, select Header and Footer. See Figure 1-6.

Figure 1-6. Select Header and Footer from the View Menu

This will open up the Header and Footer tool bar. See Figure 1-7, below.

Figure 1-7. Functions of the Header/Footer Toolbar

Insert Page Number

Insert Number of Pages

Format Page Number

Insert Date

Insert Time

Page Setup

Show/Hide Text

Same as Previous Switch Between Header and Footer

Show Previous

Show Next


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The Header and Footer Toolbar can be used to create custom headers and footers for your document. The tools are explained below:

Insert Auto Text – Auto text is pre-typed callouts or slogans that can be used in headers and footers. Using Insert Auto Text saves time and ensures the same phrase is used consistently.

Insert Page Number – This tool places the page number in the footer. I recommend that you open a text frame and insert the page number inside it. This will allow you to move the page number from side to side when using odd and even pages. It will also allow you to type a comment to be used with the page number such as “Appendix,” “Index,” etc.

Insert Number of Pages – This tool places a running page count of the pages in a document. I never use this feature.

Format Page Number – This tool lets you add the chapter number to the page number. Providing that you use Word’s preset HEADINGS, the format page number feature is linked to Header 1, and if the header number and a dash are selected your page number will look like 1-1, 1-2, 1-3, etc.

Insert Date and Insert Time – These tools are self-explanatory. They allow you to add the date and time the document was created to the header or footer.

Page Setup – This is the same command that appears under the File selection on the main toolbar. This function allows you to set up even and odd pages, margins, gutters, etc.

Show/Hide Text – This feature allows you to select copy in the header and footer and select whether it is visible or not.

Same As Previous – This tool allow you to automatically keep the same header and/or footer from one section to another in a single document. Be careful, this feature if left on, can cause problems with the page numbers from chapter to chapter. I recommend that it always be turned off.

Switch Between Header and Footer – This tool does as it says. When you’re through creating a header or footer, clicking this box will send you to the either the header or footer of the page depending on which one you were working in.

Show Previous and Show Next – These buttons toggle between the previous pages header or footer or the next page header of footer.

Close – When finished creating the headers and footers, click Close to close the Header/Footer toolbar and return to the main page.

1.1.2.1.1. Page Numbering Adding page numbers to the footers of your technical document is a necessity in technical manuals so that the pages correspond to the Tables of Contents and Tables of Figures. Microsoft Word’s page numbering scheme is not as obvious as it should be – but it’s not impossible to figure out. Page numbers are governed by two factors:

1. The start at value that Word assigns to a document section. This is usually based on Header 1.

2. The location of the page inside its document section.

Page numbers in Microsoft Word are section property not document property. This means that the page numbers of a document are determined by the section that they appear in. This sounds simple, but there’s a catch. Word sometimes adds a section break to a document without letting you know it (unless you are working with the Show-all < ¶ > button selected). This is usually the case when you change the properties of a section such as changing the number of columns:

Changing Column Formatting can add a Section Break: There may be instances where you may want to change


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from a multiple columns to a single column and back again. This can be done, but it can really play havoc with your page numbering. See Section 1.1.2.3. When you go to Format > Columns and change the column preset from two to one, Word adds a Section Break. Another section break will be added if you return to the two column format. This can really screw up your page numbers.

NOTE: If you change column formatting and a section break is inserted into your document, DON’T panic, even if the page numbers do change. If you were using two columns and went to one, be aware that if you do a Ctrl Z to return to the previous setup or if you delete the section break, Word will keep the formatting of the last section used. In other words, you’ll now find your entire document set in one column. To correct this, go back to the very first component and place the cursor in front of it. Go to Format > Columns and change back to two columns and select Apply to: This point forward and order will be restored.

To get the page numbers to behave the way you want them to, do the following:

1. Place the cursor where you want the page number to appear. This is usually in the footer. I would recommend that a text box be opened and the cursor put inside of it (otherwise Word tends to put the page numbers in a frame and it can be very difficult to move around).

2. Press Ctrl + F9 to insert a pair of field braces ({ }): Caution: You must use the Ctrl + F9, do not merely type them in.

3. Between the braces type PAGE (it should look this way; {PAGE}).

4. Insert a switch to control the numeric format of the page number. It should look something like this: {PAGE\*Arabic}; {PAGE\*alphabetic}; {PAGE\*roman}, etc.

5. Turn off the field code by pressing Alt + F9 or go to Tools + Options + View and under Show deselect the box titled, Field Codes. Next go to Tools + Options + Print and under Include with document… and deselect the box titled, Field Codes (this will prevent the field codes from printing).

6. Remember, the PAGE field code has no effect on Word’s numbering scheme at all. It only tells word where to place the page number (in this case, inside the text box in the footer).

Adding Page Numbers to the Document: Probably the easiest way to add page numbers to the document is a follows:

1. Place the cursor in the first paragraph of the first section of the document.

2. Go to View + Headers and Footers. This will open the Header/Footer toolbar.

3. On the Header/Footer toolbar, click the Format Page Numbers button.

4. When the Page Number Format dialog box opens, click Start At and set the desired value.

5. You may also want to include the chapter number. Check the box Include Chapter Number. Next, Chapter Starts With, select Heading 1. Finally, Use Separator, select Hyphen. Your page number will appear like so: 1-1.

6. If you want to add anything else such as Page, type it in front of the page number (since you’re placing it in a text box) and Word it replicate it through the document.

7. If you are using odd and even pages, you’ll have to physically select the positioning of the contents for both the header and footer on an ODD page and an EVEN page. Word will carry on from there.

Format Page Numbers


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1.1.2.2. Columns Once the Headers and Footers are set, the next item to set will be Columns. This document is set up in a single column format. The use of columns add creative style to your document. Documents that are set up with 2 columns supposedly read better than single column layouts. Multiple column documents are more slightly difficult to set up than single column ones. These problems will be discussed later.

To set up columns for the document, go to the main toolbar and click Format. From the drop-down menu select Columns… and the following menu screen will appear: See Figure 1-8.

Figure 1-8. Format Columns Menu

From the columns menu, you can use the automatic presets in the box in the upper left of the menu or you can manually select the number of columns desired. If you choose to manually select the columns you will also be able to enter the width for each column and the space (gutter) between them. The allowable space is determined by the margins that were set earlier. It is recommended that you check the Equal column width box in the lower left corner. Once you have set the columns desired, make a selection in the Apply to: window in the bottom left of the menu. You have two choices: apply to the Whole document or apply from This point forward. These selections are very important if you’re going to be switching from single columns to multiple columns and back again.

1.1.2.3. Inserting Graphics in Documents with Multiple Columns For documents that have two or more columns, the addition of pictures, tables and captions that are wider than a single column, can create certain problems. If the document is set for two columns, the addition of a picture or graphic with its corresponding caption will only be allowed to fit into one column. Microsoft Word does not automatically resize the picture or graphic for a single column, it merely displays the portion that is in the column where it was selected. You can, however, resize the picture or graphic manually. Place the cursor over the picture or graphic and left-click the mouse to select it. You will notice small squares in the corners on the picture-object’s border. Place the cursor over one of the corner squares and drag the corner towards the center of the picture. This will reduce the picture in proportional size. Dragging the cursor away from the center enlarges the picture proportionally. You may have to perform this step more than once depending on the size of the picture-object. You will also see small squares in the centers of the picture-object’s border. These squares do not resize proportionally – they squeeze or expand the picture-object from side – to – side or top – to – bottom. The picture caption will be automatically resized to column size. The caption will be set in multiple lines depending on its length and the particular column width its in.


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1.1.2.3.1. Using Text Wrapping There are different ways to insert pictures and graphics that are wider than a first or second column:

1. A Text Box can be inserted at the point where the picture or graphic is desired. You can add a text box by using one of the buttons on a toolbar or by going to Insert on the main toolbar and clicking on Text Box (or use the Open Text Box icon on the toolbars ). Using the crosshair-style ( ) cursor, hold down the left mouse button and drag the text box to the desired size. See Figure 1-9.

2. When you first draw the text box, you will notice that it is opaque and sits on top of text in the document. This is because the text wrapping has not been turned on.

Figure 1-9. Draw Text Box

3. Click Format on the main toolbar and open up the Format Text Box menu. Select the Layout tab on the top of the menu. In the lower right corner, click the Advanced Layout button. See Figure 1-10. Next, click on the Text Wrapping tab. See Figure 1-11.


NOTE: All of this sounds pretty complex, but after you do it a couple of times it does get easier. Microsoft Word has the capability to perform these tasks. It also seems that certain tasks, such wrapping text, are difficult to master. Word has come a long way from its earlier versions where doing the tasks in this article were really hair-pulling experiences.


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Figure 1-10. Advanced Button on the Format Text Box Menu

4. In the section named Wrapping style choose the type of format you want the text columns to follow when you add the text box. With the two column format and a picture that will be larger than a single column, the best choice would be Top and bottom. Remember, this choice is entirely up to personal preference. You could experiment with the different styles and choose the one you like best. When you are finished, click on OK.

Figure 1-11. Advanced Layout Menu of the Format Text Box Menu

5. Insert the picture of graphic into the text box. Go to Insert on the main toolbar and insert Picture and then From File. Select the picture or graphic from the menu. The picture will fill the text box area.

6. Select the text box and place the cursor on the center handle on the bottom and pull down expanding the text box area below the picture. Repeat the procedure in Step 1 and insert a text box inside the text box you just created. Go to Insert on the main toolbar and select Caption. The Caption menu opens. In the Label window select the appropriate type of caption. Type it’s name in Caption window. Go to the Numbering button in the lower right of the menu and format the number style, that is if you want to reflect the chapter numbers with the caption numbers. See Figure 1-13.


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Figure 1-12. Converting Text Box to a Frame

7. Go to the Text Box tab on the Format Text Box menu and select it. In the lower right corner, select the Convert to Frame button. See Figure 1-12. This converts the text box containing the caption to a frame.

NOTE: The text box must be converted to a frame if you intend to Cross – reference the caption in the text of your document. Cross – reference items will NOT appear in the insert Cross – reference menu if they are in a text box – they must be in a frame. If the caption disappears when the text box is converted to a frame, simply re-create it. This is also necessary for the captions to appear in a Table of Figures that will be created with the Table of Contents. When you select Convert to Frame, you will get a caution note from Microsoft Word asking you if you want to proceed. Click OK. See Figure 1-12 on the preceding page.

1.1.2.3.2. Changing Column Formatting 1. An alternate way to insert picture objects that are wider than a single column: When you get to

the point where a picture or graphic is needed that is wider than one column, select Columns under the format tab on the main toolbar. See Figure 1-8. Set the Presets for One column and then select Apply to: This point forward on the lower left side of the menu. Click OK and the format will revert to a single column at that point. You can then use the Picture option in the Insert menu on the main toolbar. Go to the insert menu and select picture From File. The picture or graphic will be pasted into the document. You can then resize it to fit your layout. To add a caption for the picture or graphic, again go to the Insert menu on the main tool bar and select Caption. The caption menu appears and you can select the type of caption, i.e. figure, table or equation. See Figure 1-13.

NOTE: Using this method to insert pictures and captions does not require the use of Text Boxes. You can simply insert both the picture and caption into the document. Captions inserted by this method DO show up on Cross-Reference menus and in Tables of Figures.

NOTE: Once the picture or graphic and caption has been inserted, you must go back to the Columns under the format tab on the main toolbar and reset the parameters the same as before you added the picture

and then select Apply to: This point forward on the lower left side of the menu. This will return your document back to the multiple columns you were using.


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Figure 1-13. Insert Caption Menu


Regardless of which method from above you use, you will probably want to center the caption under the picture or graphic. There is a button on the Format toolbar that will permit you to center any selected object, i.e. caption, picture, text, graphics, etc. Place the cursor directly in front of or behind the object to be centered and click the center button on the Format toolbar. See Figure 1-14. There will be more explaining the use of the Captions menu later in the document.

1.2. Modifying Components After the headers, footers and the columns have been set, the next step is to select and/or modify the individual components that will be used to create the document.

Figure 1-14.Selections on the Format Toolbar

Changing the properties for component styles is relatively simple. The first set of components to change are the

Single Space Justify Text Flush Right Text Center Text Flush Left Text Underline Text Italic Text Bold Text

Double Space One and a Half Space

Component Style Type Size Type Font


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Headings. Microsoft Word comes with 9 pre-set heading styles. Lets get started.

1. Open up a blank page using the template you created earlier.

2. Go to the Format Toolbar (See Figure 1-14) and use the scroll arrow until you come to Heading 1.

3. Click on the box where Heading 1 is located. A numeral 1. will appear on your page.

4. Go to the main toolbar and click on Format and from the drop-down menu, select Style… See Figure 1-15.

Figure 1-15. Select Style from the Format Menu

Figure 1-16. Style Menu


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5. When you click on Style… it opens up the Style menu. It will also have the component you selected highlighted in a list on the upper-left side of the menu. See Figure 1-18.Using the scroll bar under Styles: You will now have three choices for the component: Create a New component; Modify the existing component or Delete the component. Microsoft Word has certain default components that cannot be deleted. The Delete button is grayed out. The Heading components are among these.

6. On the Style menu, select the Modify button. A drop-down menu appears with seven choices. They are:

Font - This allows you to change the name of the font (Helvetica, Times New Roman, etc.), the Font Style (light, medium, bold, extra bold, etc.), the Size (12 point, 14 point, etc.), font Color and Underline. There are effects such as Strikethrough, Superscript, Subscript, Shadow and others. It should be noted than when you change the font properties for an item that includes outlined numbers or bullets it only changes the properties for the body text of that component. The number portion and or bullet remains unchanged and their properties must be changed under the Numbering portion of the Modify menu.

Paragraph - Under the Indents and Spacing tab, this selection allows you to set Alignment of the paragraph on the page; Flush Left, Flush Right, Center or Justify. You can also set any Indentations and Spacing [Before and After] the paragraph. Line Spacing and Tabs can also be set here.

Tabs - This is a duplicate of the menu found with the Paragraph selection.

Border - This selection opens up a menu for adding Borders and Shadows to the paragraph.

Language - This selection allows you to select different languages. The default is English and it is not guaranteed that any translations into other languages would be correct.

Frame - This selection opens up a menu for setting Frame properties.

Numbering - This menu allows you to set any autonumbering properties. It also controls the selection of various types of bullets. This menu is very important because it controls all of properties for numbered Headings that are used for chapter and paragraph titles. If you have a component for a numbered list, you must set its properties in this menu, or you will not be able to restart the number stream for any list following the original one. Lists that are created by clicking on the Numbered… icon on a toolbar cannot be restarted – that is if the list goes from 1 to 10, the next will start at 11 and cannot be restarted back to 1. It should be noted than when you change the font properties under the Numbering portion of the Modify menu it only effects the numeric portion of the component. The body font of that component remains unchanged and its properties must be changed under the Fonts… portion of the Modify menu.

The Numbering portion must also be used to set up all numbering formats for the Heading component styles. Heading 1 is used for the main paragraphs in the document. The main paragraphs would be the chapter or section numbers. If you start your document with a Level 1. section number, you will have to reformat the numbers in order to start a new section using 2 as the Level 1 number. This is done by changing the Start at: number in the Customize Outline Numbered List. See Figure 1-17, below.

First, select the number level to be changed. Use the UP or DOWN

arrows to select the number value. This will be reflected in all levels.


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Figure 1-17. Changing Number Values in the Customize Outline Numbered List

Figure 1-18. Style Menu

1.2.1. Creating NEW Components (Styles) To create a new component (style), go to the Style Menu and click on the New… tab. See Figure 1-18, above. The following menu opens on top of the Style menu.

Figure 1-19. Create New Style Menu

On the New Style menu, click Name. See Figure 1-19. Type in a name for your new style. If you want to use existing properties of an existing component, as well as add new ones, pick an existing style from the drop-down list in the Based On: window. Next, click on the Format tab at the bottom of the menu. See Figure 1-20.

NOTE: After you have completed a chapter in the document, it may be a good idea to go back to the start and scroll through it. It appears that Word sometimes adds additional Styles to the Component Style List. This quirk usually happens to numbered items or lists. To save time cursing Word, go through the chapter and change all similar items to the new name. Then repeat this step and rename the items back to the original. DELETE the newer Word-created components.


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Figure 1-20. Drop Down Selections for Format Tab

There are seven choices under the Format tab for changing the properties of a component (style).

Font - This allows you to change the name of the font (Helvetica, Times New Roman, etc.), the Font Style (light, medium, bold, extra bold, etc.), the Size (12 point, 14 point, etc.), font Color and Underline. There are effects such as Strikethrough, Superscript, Subscript, Shadow and others.

Paragraph - Under the Indents and Spacing tab, this selection allows you to set Alignment of the paragraph on the page; Flush Left, Flush Right, Center or Justify. You can also set any Indentations and Spacing [Before and After] the paragraph. Line Spacing and Tabs can also be set.



Language - This selection allows you to select different languages. The default is English and it is not guaranteed that any translations into other languages would be correct.


Numbering - This menu allows you to set any autonumbering properties. It also controls the selection of various types of bullets. This menu is very important because it controls all of properties for numbered Headings that are used for chapter and paragraph titles. If you have a component for a numbered list, you must set its properties in this menu, or you will not be able to restart the number stream for any list following the original one. Lists that are created by clicking on the Numbered… icon on a toolbar cannot be restarted – that is if the list goes from 1 to 10, the next will start at 11 and cannot be restarted back to 1. It should be noted than when you change the font properties under the Numbering portion of the Modify menu it only effects the numeric portion of the component. The body font of that component remains unchanged and its properties must be changed under the Fonts… portion of the Modify menu.


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The Numbering portion must also be used to set up all numbering formats for the Heading component styles. Heading 1 is used for the main paragraphs in the document. The main paragraphs would be the chapter or section numbers. If you start your document with a Level 1. section number, you will have to reformat the numbers in order to start a new section using 2 as the Level 1 number. This is done by changing the Start at: number in the Customize Outline Numbered List. See Figure 1-21, below.

Figure 1-21. Customize Outline Numbered List Menu

When customizing selections in the Outlined Number List, it should be remembered that this menu controls all the autoreference numbers used throughout the document.

Level - This selection applies to the specific level of numbers (number of digits displayed). Example; Heading 1 would be 1.; Heading 2 would be 1.1.; Heading 3 would be 1.1.1. and so on.

Number Format - This selection displays how the number is displayed. If you want to add periods, colons, dashes, etc., it would be done here. If special prefixes such as Index, Appendix, Chapter, etc. they are typed on the appropriate side of the number in this window.

Number Style - This selects the appearance of the autonumber: 1, 2, 3; A, B, C; i, ii, iii etc.

Start At - This selection allows you to pick what the starting number will be Whatever number is chosen here will be reflected at all levels.

Number Position and Text Position - This sets the justification and indents for the autonumber.

Font - This allows you to change the name of the font (Helvetica, Times New Roman, etc.), the Font Style (light, medium, bold, extra bold, etc.), the Size (12 point, 14 point, etc.), font Color and Underline. There are effects such as Strikethrough, Superscript, Subscript, Shadow and others. It is important to remember that the font and size selections you make here apply only to the numbers portion of those associated with


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the Heading and List styles. It should be noted than when you change the font properties under the Numbering portion of the Modify menu it only effects the numeric portion of the component. The body font of that component remains unchanged and its properties must be changed under the Fonts… portion of the Modify menu. See Figure 1-20.

Preview: This window displays how the various autonumber levels will appear after you have finished customizing them.

Link Level to Style: This is very important! If you are selecting numbers for outlining paragraphs in section 1, level 1, this level must be linked to Heading 1.

Follow Number With: This setting allows you to set the space following the autonumber, such as a single space or a tab space (preset in the paragraph properties).

Apply Changes to: It is recommended that the changes be applied to the Whole List. This will eliminate the need to set properties for autonumbers at each level.

OK: This applies the changes to the component style.

The preceding steps should be applied to all of the component styles that will be used in the document. This ensures that the same look will apply in every section, paragraph or callout throughout the document. Once you have completed customizing the component style, you need to start applying the changes on each menu screen. This will have to be done in reverse sequence to the above steps. When you get back to the New Style menu, pictured in Figure 1-22 below, you need to check the box Add to template. Then select the OK button.

NOTE: DO NOT select the box, Automatically Update. From this point forward, Microsoft Word will automatically redefine the style you selected whenever you apply manual formatting to any paragraph with this style.

Figure 1-22. Adding Changes to the Template

After adding the changes to the template, click the Apply button on the bottom of the Style menu. See Figure 1-23. This step will lock your changes into the document template.

Figure 1-23. Apply Changes

Do Not Check This Box


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At this point, the template should be saved with a specific name so that it can be used in more than one document. Go to the File selection on the main toolbar and click on Save As… See Figure 1-24 and Figure 1-25.

Figure 1-24. Select [Save As...] on File Menu

Figure 1-25. 'Save As' Menu

On the ‘Save As’ menu, there is a drop down menu selection for the Save in: window. Microsoft Word saves templates in a default folder named TEMPLATES. This folder is stored on the boot drive (C) of the computer. A location breakdown is shown in Figure 1-27. Give the template a name in the File name: window at the bottom. In the Save as type: window, there is a drop down menu that asks what file type you want to save the file in. Select Document Template (*.dot) and click on Save.

NOTE: When a document is revised and new figures are added, Cross-References do not automatically update as the changes are being entered. Put the cursor in front of the Cross-Reference and select it. Right click the mouse and select Update Field from the menu. The Cross-Reference will then assume the new number brought about by the changes.

NOTE: When revising the document is finished, select the Table of Contents as a unit (place the cursor at the beginning and Shift click at the end), Click the right mouse button and select Update Field from the menu and the Table of Contents will be updated. Repeat this step to update the Table of Figures and Index.

Figure 1-26. Update Field for Cross-References


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Figure 1-27. Default Template Location

It is recommended that you open up the Templates folder and make a copy of the template you just saved and paste it in a new folder along with the document you’re creating. Whenever you want to create an additional document using the same template, it will always reside in the Templates folder shown above. Remember, it can be accessed by clicking on File and then New (Ctrl+N). See Figure 1-2.

1.2.2. Modifying Existing Components As you examine the existing components in the Styles menu, there will be some you may want to modify to fit the document you are creating. Select the existing component you want to modify and from the main toolbar click on Format and select Style from the drop-down menu. See Figure 1-15 on page 16. The Style menu opens.

Figure 1-28. Select Modify on Style Menu


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Select the component to be modified from the Styles: list on the left side of Style menu. Next, click the Modify tab in the lower right side of the Style menu. The Modify Style menu opens.

Figure 1-29. Modify Existing Style Menu

From the Modify Style menu, select Format. A drop down menu gives you a list of modifications you can make to the existing component style. The first selection on the menu is Font.

Figure 1-30. Modify Font on the Format Menu

When this selection is made the FONT window appears that gives you several separate windows to change the characteristics of the font you want to use for a particular component.

Figure 1-31. Font Windows for Modifying Fonts


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There are several choices that can be made to the fonts.

Font - This allows you to change the name of the font (Helvetica, Times New Roman, etc.), the Font Style (light, medium, bold, extra bold, etc.), the Size (8 point to 72 point), font Color and Underline. There are effects such as Strikethrough, Superscript, Subscript, Shadow and others. It should be noted than when you change the font properties under the Font portion of the Modify menu, it only effects the body text portion of the component. The numeric font of that component remains unchanged and its properties must be changed under the Numbering portion of the Modify menu. See Figure 1-20 on page 19.

Character Spacing - On the second tab of the Font window is Character Spacing. The first selection on this window is Scale: Set this at 100%. The second is Spacing: There are three choices: Normal which is the most common and the default. Expanded adds an extra space between each letter and in the box to the right you can tell Word how much space (in points) to add. Position allows the type to be raised or lowered from the baseline and in the box to the right you can tell Word how much to raise or lower the font (in points). Next, the is a check box for Kerning. Kerning is the actual space between each letter. On larger font sizes, 18 point and above, kerning should be turned on. Otherwise, as the font size goes larger, the wider the space between the characters. Kerning removes the extra space and makes the wording appear normal when viewed. A few graphics software packages such as Adobe Illustrator and Quark Xpress actually have the ability to physically adjust the kerning between the font characters.

When you have finished defining the font characteristics, the other selections on the Format menu are explained below.

Paragraph - Under the Indents and Spacing tab, this selection allows you to set Alignment of the paragraph on the page; Flush Left, Flush Right, Center or Justify. You can also set any Indentations and Spacing [Before and After] the paragraph. Line Spacing and Tabs can also be set.



Language - This selection allows you to select different languages. The default is English and it is not recommended that any translations into other languages would be correct.


Numbering - This menu allows you to set any autonumbering properties. It also controls the selection of various types of bullets. This menu is very important because it controls all of properties for numbered Headings that are used for chapter and paragraph titles. It should be noted than when you change the font properties under the Numbering portion of the Modify menu it only effects the numeric portion of the component. The body font of that component remains unchanged and its properties must be changed under the Fonts… portion of the Modify menu.

The numbering streams can be restarted by going to Format on the main toolbar and selecting Bullets and Numbering from the drop down menu. Check the Restart numbering button near the bottom of the menu and the number stream will revert to 1. Should a number stream restart without input from you, go to the same menu and check the Continue previous list button. Then click on OK. See Figure 1-32.

Figure 1-32. Restart Numbering


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The Numbering portion must also be used to set up all numbering formats for the Heading component styles. Heading 1 is used for the main paragraphs in the document. The main paragraphs would be the chapter or section numbers. If you start your document with a Level 1. section number, you will have to reformat the numbers in order to start a new section using 2 as the Level 1 number. This is done by changing the Start at: number in the Customize Outline Numbered List. See Figure 1-33.

When customizing selections in the Outlined Number List, it should be remembered that this menu controls all the autoreference numbers used throughout the document.

Level - This selection applies to the specific level of numbers (number of digits displayed). Example; 1 level would be 1.; 2 level would be 1.1.; 3 level would be 1.1.1. and so on.

Number Format - This selection displays how the number is displayed. If you want to add periods, colons, dashes, etc., it would be done here. If special prefixes such as Index, Appendix, Chapter, etc. they are typed on the appropriate side of the number in this window.

Number Style - This selects the appearance of the autonumber: 1, 2, 3; A, B, C; i, ii, iii etc.

Figure 1-33. Customizing the Outline Numbered List

Start At - This selection allows you to select what the level one starting number will be. If select 1, all of the number levels will begin with 1. Figure 1-33 shows the starting number is 2. You can see in the Preview window that all subsequent levels begin with 2.

Number Position and Text Position - This sets the justification and indents for the autonumber.

Font - This allows you to change the name of the font (Helvetica, Times New Roman, etc.), the Font Style (light, medium, bold, extra bold, etc.), the Size (12 point, 14 point, etc.), font Color and Underline. There are other effects such as Strikethrough, Superscript, Subscript, Shadow and others. It is important to remember that the selection you make here should match the font styles modified in Figure 1-31.


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Preview - This window displays how the various autonumber levels will appear after you have finished customizing them.

Link Level to Style - This is very important! If you are selecting numbers to be used for outlining paragraphs, this level must be linked to Heading 1.

Follow Number With - This setting allows you to set the space following the autonumber, such as a single space or a tab space (preset in the paragraph properties).

Apply Changes to - It is recommended that the changes be applied to the Whole List. This will eliminate the need to set properties for autonumbers at each level.

OK - This applies the changes to the component style.

At this point, the template should be saved with a specific name so that it can be used in more than one document. Go to the File selection on the main toolbar and click on Save As… See Figure 1-34 and Figure 1-35 Below.

Figure 1-34. Select [Save As...] on File Menu

Figure 1-35. 'Save As' Menu

Your new template will be save on the C-drive of your computer. See Figure 1-27 on page 23 to view the actual location.


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2. Creating a Technical Document in Microsoft Word 2000 It is now time to start creating your technical document in Microsoft Word 2000. Go to File on the main toolbar and click on New… or use the keyboard shortcut Ctrl + N. When the New menu opens, go to the General tab and select the icon for the template you just created – Composing Manuals in Word. See Figure 2-1. Notice the blue title bar at the top of the page, that Word, by default, gives the new document the name Document1.

Figure 2-1. Opening Template in New Document Menu

The document should contain the proper headers and footers and appropriate components needed. Go to Style part of the Format Tool Bar and select Heading 1. Heading 1 is the top level number of the document.

Figure 2-2. Format Toolbar with Styles

Heading 1 is linked to the page numbers, figure numbers and table numbers and must be used if automatic Tables of Contents and Indices are to be created for the document.

Heading 1

Pop-up menu on the Format Toolbarincludes all the STYLES available for thisparticular template. The various styles canbe seen by moving the Slide Bar up ordown. The style that is selected in themenu appears in the window on the FormatToolbar an can be modified by going toFormat on the main toolbar and selectingStyle from the drop down menu there.


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CAUTION: Although the styles for headings, page numbers, figure and table numbers were set while creating the template, they can be changed as needed and saved in both the current document and the template being used for the document. As a precaution, if you save a document after you modified style components, Word will then ask you if you want the same changes applied to the template. Click yes.

2.1. Using Keyboard Shortcuts to Navigate the Microsoft Word Files As you start composing your document, it may become somewhat easier to make use of keyboard shortcuts and toolbar icons. This is strictly a user’s preference and is, by no means, the only way to work in Word. I strongly recommend that as many of the keyboard shortcuts as possible be used. These shortcuts are simple and save a lot of time composing documents. A few of the keyboard shortcuts you might use are:

Shift + Enter – This is one of my all-time favorites. Pressing Shift + Enter forces Word to make what is called a hard return or forced carriage return. Put simply, if you’re typing in a paragraph and want to stop in the middle of a sentence and drop down to the next line, you must use a hard return. This shortcut will keep the line spacing together. If you do not use the hard return, and hit Enter, Word will think you’re through with the paragraph and apply the default extra spacing that is normally placed between paragraphs. This is extremely useful when adding callouts to a graphic or a picture.

Ctrl+C – Control Copy: This copies selected text and images.

Ctrl+V – Control Paste: This pastes selected text and images into the new document.

Ctrl_X – Control Cut: This command cuts or deletes selected text and images.

Ctrl+Z – Control Undo: This is another of my personal favorites. Using Ctrl+Z will undo the previous command and let you start over in the event you screw up and make a mistake somewhere (of course, everyone knows that Word power-users never make mistakes…Right!!). Microsoft Word has given this command unlimited undos. If you hold the Control key down and press the ‘Z’ key, it will remove a step backwards as long as you keep hitting the key. Naturally, this only goes back to the first step in the document.

Ctrl+Y – Control Redo: Redo the last action.

Ctrl+A – Select All: Pressing Ctrl+A will select everything in the document making them available for the other Control key commands. If you select Ctrl+A, it will select everything on previous and advance pages – so be careful when you use it. If you have a Text Box or a Frame selected, the Ctrl+A will select only the items in the text box or frame.

Figure 2-3. Ctrl + A Selects Everything In Document

Ctrl+B – Toggles characters to and from Bold.

Ctrl+I – Toggles characters to and from Italic.

Ctrl_U – Toggles characters with and without underlines.

Ctrl+Q – Removes paragraph formatting.

Ctrl_Shift+< - Decreases font size.

Ctrl+Shift+> - Increases font size.


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Ctrl+Hyphen - Creates a non breaking hyphen.

Ctrl+Spacebar - Removes character formatting.

2.2. Composing the Document in Microsoft Word On the first page of the Word document, go to the Format Tool Bar and open the Styles menu list (See Figure 2-2) and select Heading 1. Ensure that the number that was displayed matches the Chapter Numbers that are shown with the page numbers in the footer. If you have everything ready, 1. will appear on the first line and 1 will appear as the page number in the footer.

NOTE: If anything other than [ 1. ] appears in the front of Heading 1, then something is not set correctly in the Customized Outline Numbered List in the Styles menu. See Figure 1-33 on page 26. Heading 1 is a default level 1 autonumber. Heading 2 is a default level 2, Heading 3 is a default level 3 and so on. The level numbers for these components are established by Word. The numerical values for the number can be changed using the Number style: and the Start at: windows on the Customized Outline Numbered List.

Prefixes such as Chapter or Section can be added to appear before or after the default level number. These terms can be typed in front of or behind the Number format: window on the Customized Outline Numbered List and will appear automatically every time that particular component is used.

If the chapter is one that contains the Table of Contents, you do not need to use Heading 1 component. The page numbers do not need to include chapter numbers and the Number style: numbers can be changed to reflect lower case letters, such as i, ii, iii, etc.

If Heading 1 is being used, type in the title for the chapter and then hit Enter. Select Para and begin typing.

When you come to the next chapter or sub-chapter heading, go to the Format Toolbar and select the appropriate numbered Heading. When the heading is selected in the toolbar, Word will place it in the document with the proper outline numbering.

CAUTION: If you select the wrong Heading, just highlight it and go back to the Format Toolbar and select the correct heading. Word will take care of placing the correct outline numbers in place.

The same thing applies if you using one of the Styles in the Format Toolbar and you hit enter and the same style is repeated instead of a different style you need to use, simply return to the toolbar and select the correct style and Word will make the change.

2.2.1. Page Numbers Page numbers must be created for the Microsoft Word document. Go to View on the main toolbar and select Header and Footer. The Header and Footer Toolbar opens and the contents of the headers and footers is turned on, if any, and the rest of the document content is grayed out. See Section 1.1.2.1.1 Page Numbers on page 9 for detailed instructions on page numbers and how to create them.

2.2.2. Tables Microsoft Word has the tools to create tables to fit almost any technical document. Word has also simplified the creation of tables and provides a wide assortment of auto-formatted tables. The table components can be accessed using various buttons added to the toolbars or by using the Table selection on the main toolbar. The first selection on the drop-down menu is Draw Table. This feature gives you the option to draw a table manually.

Go to Table and click on Insert……► Table. The Insert Table menu appears. See Figure 2-4.

The first selection on the Insert Table is Table size. Here, you can select the number of columns and rows needed


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for the table. The next section is AutoFit behavior. Selections in this section allow you to compose the table with: Fixed column widths, AutoFit to contents, and AutoFit to window. The next selection is the AutoFormat button. Selecting this button opens the Table AutoFormat menu. See Figure 2-5.

Figure 2-4. Insert Table Menus

Figure 2-5. Table AutoFormat Menu

The Table AutoFormat menu gives you the choice of several pre-drawn tables in different format combinations. Each format is depicted in the Preview window. After choosing a selected table, you can then apply the following formats: Borders, Shading, Fonts, Color and Autofit. You can also apply special formatting to heading rows, first column, last row and last column. Click OK when finished. The Insert Table returns. If the document you’re preparing has more than one table and want them all to look alike (similar to what you might find in a company’s annual report), check the box in the lower left to Set as default for all new tables. The tables from this point on will all have the same look. Whether or not you are using a default table format, you can still change the way the information is displayed in the rows, columns and individual cells. Return to the main toolbar and select Table. You will see the drop-down table menu appear. This time you will have available all of the tools that was grayed out when you first created the basic table. See Figure 2-6.

A few of the tools available are: Draw Table: Manually size table.


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Insert Table:

• Columns to the Left • Columns to the Right • Rows Above • Rows Below • Cells

Delete columns, rows and cells

Select columns, rows and cells

Merge multiple cells to one

Split Cells

Split Table

Table Auto Format

AutoFit

• AutoFit to Contents • AutoFit to Window • Fixed Column Width • Distribute Rows Evenly • Distribute Columns Evenly

Heading Rows Repeat

Convert

• Text to Table • Table to Text

Sort (A to Z) (Z to A)

Hide Guidelines

Table Properties

Figure 2-6. Table Drop Down Menu with Selections Active

Figure 2-7. Insert Caption Menu

To insert the name and number for the table, go to Insert on the main tool bar and select Caption. The Caption


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menu window appears. See Figure 2-7.

Under Options, go to Label and use the down arrow and select Table. The appropriate Table Number will appear inside the Caption window at the top of the menu. Type in the table name after the table number and click on OK. The caption will be placed in the text of the document. If there is no label for Table, one can be created by clicking the New Label button to the right of label window. Clicking on the Numbering tab will open another menu that allows you to set table and figure number captions so they are linked to Heading 1. This is where automatic chapter prefixes are added to the table numbers. See Figure 2-7. Table captions should be created before you paste the table in the document so they reside above the table. Next, click the Center button on the Format Toolbar to center the caption above the table. The combination of components making up tables is virtually endless and this section only touches a few. Microsoft Word has provided the user with numerous tools to create tables that will fit any layout.

Microsoft Excel can also be used to create tables. On the main tool bar under Insert select Object. See Figure 2-8

Figure 2-8. Open Object on Insert + Option Menu

If necessary, create a Microsoft Graph Chart that you want to use to copy data from the Excel chart into.

1. In Word, double click on the chart. The menus and toolbars change to show the Microsoft Graph menus and buttons.

2. In Microsoft Graph, switch to datasheet. Use Word Help – Import a Microsoft Excel worksheet into Microsoft Graph.

3. If you want the imported data to appear in any cell other than the upper-left cell, select the cell.

4. On the Edit menu, click on Import File.

5. In the Look in… box, click the drive, folder or internet location that contains the file.

6. Ensure the Files of Type box displays Microsoft Excel files and double-click the Excel file you want to import.

7. If you selected a Microsoft Excel Workbook created with version 5.0 or later, select the page you want to import. You can only import one page.

8. To import the data on the worksheet, under Import, click on Entire Sheet. You can also import a portion of the data by clicking on Range and following the on-screen directions.

Tables created in other Microsoft Word documents can also be imported into your document. In the RTF/MS Word file, place the cursor at the upper left corner of the table, press down the left mouse button and drag towards the


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lower right corner. This will select the table. Use Ctrl+C to copy the table and in the Word document, use Ctrl+V to paste it where you want it.

CAUTION: As you start building the Word document, you may want to add buttons to the toolbars to make the transition easier and to make more tools available. Go to the main toolbar and click on View. A menu will drop down. Select Toolbars and click on the arrow on the right. Another menu will open up. Go down and select Customize. The Customize menu opens. Under Commands find the feature you need, place the cursor on top of its icon and drag the icon to a toolbar with available space. When you’re finished go to bottom of the menu to the Save in: window. Click on the down arrow and find the template you’re using and select it. Click on Close to save your selection.

If the table was created in Interleaf/QuickSilver, then it should be completely editable if:

1. The file is saved as an ASCII file in Interleaf/QuickSilver.

2. Export the saved ASCII file as a RTF/MS Word.

3. Paste converted RTF/MS Word file into the Word document. If the Word document accepts the table as a Word file, all of the data is editable. If the table pasted into the Word document is treated, by Word, as a picture-object, the data is not editable.

2.2.3. Graphics Microsoft Word has one major drawback. The program does not like vector graphics. Unlike tables, technical illustrations such as isometric drawings, schematics, block diagrams and flow charts are very difficult to place in a Word document and still maintain editing capabilities. The main thing to remember is, how was the drawing created. Large publication software packages like Interleaf/QuickSilver and Corel Draw have very powerful technical illustration packages included with the software that permits the user to create simple to very complex technical drawings.

2.2.3.1. Technical Drawings, Block Diagrams and Flow Charts Microsoft Word is equipped with numerous pre-drawn shapes and objects to help the writer support their work with graphics. These shapes and objects, while abundant, are very rudimentary in nature. Microsoft Word does not have a user-friendly component in which to combine vector drawing objects and typed callouts together. Complex technical illustrations, for best results in Word, should be converted to a raster-based picture object such as a .jpg - (JFIF Compliant), .tiff – (Tagged Image File Format), or .bmp – (Windows or OS/2 Bitmap)

The picture objects (.jpg, .tiff or ..bmp) are easily imported into Word. There they can be resized and positioned anyplace in the document. For best results, all callouts or other text should be added to blank illustrations in the form of text boxes. If the callouts are included in the raster-based picture object, they are converted to bitmaps and are no longer text fonts. This method tends to make the callouts fuzzy or distorted.

Graphics that use text boxes for the callouts should also be placed in a text box and grouped together so they are more manageable. Document text can then be wrapped around the graphics. Another alternative would be to place the graphics and callouts in a frame. Frames work well but are slightly harder to control, as far as placement, than are text boxes. You should have a thorough understanding of how frames work before using them. You should definitely use the method you are most comfortable with.

There are other software packages that produce graphics that can imported into Microsoft Word:

Interleaf/QuickSilver Graphics - Interleaf’s drawing package makes full use of isometric projection and has a scalable isometric grid that drawings can be created on. Isometric tools include circles and ellipses created from arcs, boxes and rectangles, beziér curves, and polygons. The technical drawings are created in frames which keeps the art separated from plain text. The art frames can also import drawings from CAD software with extensions such as .dxf, .dwg, .iges, .hpgl as well as .ai from Adobe Illustrator, and .pdf from Adobe Acrobat. Interleaf has a


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powerful text editor that allows text to be created in frames. This text can be used as callouts for technical illustrations, flow charts, schematics and block diagrams. The text can be created in a unit known as a Microdocument Object. Microdocument objects make full use of the different text components used outside the drawing frames. Microdocument text can be converted to outline form (vector graphics) and then be positioned in isometric for placement on technical illustrations such as parts or packaging. Again, there is a 50 – 50 chance that pages with technical illustrations, schematics and block diagrams will not convert as they were in Interleaf. There may be lines out of place, lines and other components completely missing or lines being the wrong line weight. Arrows used for callouts in Interleaf may come over in a completely different place than the original. The conversion process may also separate the arrow heads into a filled object and a outline object and placing them in groups with other arrows and impossible to correct. When this happens, it is best to just delete the arrows and create new ones using the drawing objects available in MS Word. Arrows and callout lines can be created very easily in MS Word. Their line thickness, fill and style of arrowheads can be edited quickly to match the desired look of the drawing.

Adobe Illustrator and Adobe Photoshop – Adobe Illustrator version 10.0 and CS both have excellent vector drawing tools. Illustrator can produce very clean technical illustrations and even combine drawing elements with photos. Illustrator’s text editor is better than most on the market and offers very powerful tools to set the leading (space between the lines) and kerning (space between the letters). It is also very easy to change the text color or to convert it to an outline text (not to be confused with creating outlines or vector text). Once the graphic is completed it should be saved as an encapsulated post script (.eps) file and the opened in Adobe Photoshop version 7.0 or CS. Do not export the Adobe Illustrator file to a .jpg or .tiff. Instead, save the Illustrator file as an encapsulated postscript (.eps) file and open it in Adobe Photoshop. Photoshop can then save the graphic in the desired format (.jpg or .tiff). Doing it this way ensures that the text in the graphic remains very sharp regardless of the size it is used at. Microsoft Word will accept these file formats from Photoshop with little, if any, deviation from the original file.

Corel Draw - Like Interleaf and Adobe Illustrator, Corel Draw can create very high quality technical graphics to support technical publications. The single-most problem in using them is converting their graphics to a format that can be easily absorbed by Microsoft Word.

Microsoft VISIO - Microsoft VISIO is a graphic software program designed to create technical illustrations, flow charts, block diagrams, schematics and organizational charts. VISIO’s tools are fairly easy to use and with a little practice will generate most of the graphics needs your Word documents. The best part of the graphic tools are the connect lines. In VISIO, you don’t have to worry about getting them straight. You simply connect one end of the line to the box or symbol where it originates and the other end to the point where it terminates. VISIO will make all the corners automatically. VISIO uses stencils located on various pallets next to the work area. Icons on the stencils are selected and dragged into the work area. At that point they can be resized and/or manipulated as necessary to create the graphic. VISIO’s text editor supplies the text callouts for the diagrams as well as color for backgrounds and objects..

When the drawing is finished, it can be saved in a variety of formats: VISIO drawing (.vsd), and photo formats like .jpg and .tiff. I have tried all the formats and prefer using the .tif format. To get the graphic into Word, save it as a .tif file and select Insert \ Picture ► From File and paste the graphic in the Word document. The original (VISIO) file should be saved in a directory where it can be retrieved and revised whenever necessary.

2.2.3.2. Pictures Pictures should transition very easily from picture editing software such as Adobe Photoshop 7.0 or CS and Jasc Paint Shop Pro 7.0 or 8.0. to Microsoft Word. Once they are converted and placed into the Word document, they can be and resized as necessary. Cropping should be done in the fore mentioned photo editors. These editors are also needed to make other adjustments such as brightness and contrast, color balance and touching up any small blemishes that may show up. These editors can also export the photos into different formats that may work better


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with MS Word than the converted ASCII photo.

Microsoft Word prefers the following photo formats: Windows Metafile (.wmf), JPEG – JFIF Compliant (.jpg or .jpeg), Windows or OS/2 Bitmaps (.bmp) and Tagged Image Format File (.tif or .tiff).

Computer Aided Design (CAD) Drawings – CAD drawings created in programs such as AutoCad, Unigraphcs or Pro-Engineer (Pro-E) do not produce drawings that transfer well into Microsoft Word. These drawings are highly vector based and their typical exports, .dxf, .dwg, .iges, .hpgl are not readily compatible with Word. If these type drawings are to be used, they should be opened in programs like Photoshop or Paint Shop Pro and then converted into formats that will easily export to Word like .jpg, .tiff or .bmp.

2.2.3.3. Text Callouts Callouts, Callout Lines and Arrows - Callouts and callout lines can be placed over the pictures. I recommend that callouts, placed in text boxes, be formatted to remove the white fill and the outline of the text box. To do this, click Format on the main toolbar and Text Box on the drop-down menu. This opens up the Format Text Box window. See Figure 2-9, below. Under the Colors and Lines tab, select the Color window under the Fill section of the menu and click on the down arrow by the window. Select No Fill. Move down to the Line section and click on the down arrow. Select No Line and go to the bottom of screen and click on OK. These steps will remove the fill color and the outline from the inside of the text box. This same task can be performed by selecting the text box and clicking, with the right mouse button, on the dotted frame.

Figure 2-9. Format Text Box

Figure 2-10. Photos with Different Uses of Callouts

Callouts using filled text frameand white arrows.

Cave EntranceBehind

Waterfall

Callouts using transparent text frames with white text and white arrows

Hurricane Eye


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Other tabs will let you specifically set the size of the textbox, the layout of the textbox and internal margins of the text box. Figure 2-10 illustrates the use of filled textboxes and transparent text boxes. There are advantages to both. It depends entirely on the photo as to whether filled or transparent text boxes and black or white callout arrows should be used.

Figure Numbers and Titles – It is strongly recommended that Figure Numbers and Captions and Table Numbers and Captions used in the Interleaf document be deleted if they are inside the frame with the photo or graphic. Interleaf’s Figure Numbers and Table Numbers are made up of autoreference numbers that are linked to the body text. These autoreferences cannot be used in MS Word. Figure Numbers and Table Numbers must be created using MS Word’s formatting rules in order to be available for cross-references and numbered items in tables of contents. To create a Figure Number or a Table Number in MS Word, go to Insert on the main toolbar and click on Caption. The caption window opens. Depending on which type of caption is desired, the prefix such as Figure 2-5. or Table 10-2. (as pictured in Figure 2-11 below) is already in the window. The rest of the caption name should be typed in and then hit OK.

If the particular type of caption (Figure, Title, etc.) doesn’t appear in the Label window, click on the New Label to the right of the Label Window. This selection will allow you to create a new label. Click on the Numbering tab and you have the choice to add a chapter prefix, i.e. 10-. The prefix numbers are linked to Heading 1 and will reflect the number of the chapter you’re in. You also have the choice to choose the style of the number, i.e. 1, 2, 3 - A, B, C or i, ii, iii.

Figure 2-11. Insert Caption Prepares Names and Numbers for Figures and Tables

As you progress with the document, you may find that a different title would be more appropriate for the caption of a figure or table. To change the caption contents, simply go to the caption, insert the cursor and make any changes needed. These changes are automatically updated in the cross-reference files which means you only have to make the change once and Word does the rest.

2.2.4. Bullets and Numbered Lists There will be times that Bullets and Numbered Lists will be needed to add emphasis to the paragraphs in the technical document you are creating. Bullets call attention to specific points and Numbered Lists provide a step – by – step order to complete a particular task.

Bullets: A simple bullet ( • ) can be added by selecting the Bulleted List from the formatting toolbar. Click on the icon and word will convert the paragraph to a bulleted list. See Figure 2-12 below.

BulletsNumbered List


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Figure 2-12. Numbered List and Bullet Buttons

If you need something different, go to Format on the main toolbar and select Bullets and Numbering from the drop down menu. The Bullets and Numbering menu opens. See Figure 2-13. Select the Bulleted tab. From the pictured items select a bullet style and then click on the Customize tab in the lower right corner of the menu. See Figure 2-14.

Figure 2-13. Format Bullets and Numbering Menu

Figure 2-14. Customize Bulleted List Menu

The Customize Bulleted List menu opens. From here you can choose a bullet character for the lists or you can click on the Font tab and select a bullet from such fonts as Wingdings, Symbols, etc. If you choose the Bullet tab, a pictured list of bullet symbols opens and you can choose one from there. The Bullet position and Text position windows allow you to set the indents for the bulleted list. The Preview window displays you settings.

Numbered Lists: To create numbered lists, click on the Numbered Lists and Bullets icon on the formatting toolbar. See Figure 2-12. Word will then change the paragraph to a numbered list. If this method is used to create a numbered list, keep in mind it cannot have the numbers restarted. Go to Format on the main toolbar and select Bullets and Numbering from the drop down menu. Select the Numbered tab from the menu.


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Figure 2-15. Numbered Tab on the Bullets and Numbering Menu

Select a numbering style and click on the Customize button on the lower right side of the menu. The Customize Numbered List Menu appears. The first window under Number format allows you change the font for the number. Number style allows you to choose 1, 2, 3,…A, B, C,…i, ii, iii, etc. The Start at window allows you to choose what number will be used to start the numbered list. The Number position and Text position allow you to set the alignment and indenting positions for the numbers. The alignment is how far the number is indented and the text position is how far the text is indented beyond the position of the number. The Preview window displays you settings. Click OK when you’re finished. See Figure 2-16 on the next page.

Figure 2-16. Customized Numbered List Menu

Restart Numbering: Inserting a second numbered list into the document will automatically continue the number stream from where the first numbered list ended. To re-start the numbers, go to Format on the main toolbar and select Bullets and Numbering. The Bullets and Numbering menu will appear. In the lower left portion of the menu, there is a section named List Numbering. There are two radio buttons in this section, Restart numbering and Continue previous list. Select the Restart numbering button and Word re-starts the number stream. Should the list restart when you wanted to keep the numbers going, select the Continue previous list and Word will start the list where the previous list ended. See Figure 2-17.


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Figure 2-17. Restart Numbered Lists

2.2.5. Page Breaks and Section Breaks Microsoft Word uses Page Breaks and Section Breaks to separate the pages of documents and to keep text and graphics from back flowing into previous pages. In other words, when you are creating a document and you get to the end of page or place in the document where you want the following text to start a new page, you must add a Page Break.

2.2.5.1. Page Breaks Page Breaks are invisible in documents that are being created in the Print Layout view. Word will automatically add a page break when the text reaches the bottom of a page and will automatically carry the text over to the next page. This is OK, but there may be instances where a sentence is interrupted or broken at the end of a page and a fragment is continued over to the next page. You may also want higher numbered paragraphs to always start on an odd-numbered page leaving the preceding page with little text. To prevent this from happening, go to the main toolbar and click on Insert and from the drop-down menu, select Break. See Figure 2-18.


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Figure 2-18. Break Menu

Under Break types you will find three choices:

Page Break – Stops text from being entered on a page and shifts to the top of the following page. Word will add these breaks automatically if you continue typing and the text flows over to the next page. Page Breaks are not visible in the Print Layout view. To see the breaks, go to View on the main toolbar and select Outline in the first section of the drop-down menu. You will need to turn on all of editing marks by clicking the ¶ symbol on the main toolbar. The page and section breaks should now be visible.

Page Breaks should be used to separate text from one page to the next when you are at a point other than the end of page. A good example would be if you’re using outline numbers for paragraphs and you want the highest level number to always begin on an odd page, you would add a break immediately after typing the text for the previous numbered item.

CAUTION: When copying paragraphs from one document to another, there may a time where a particular paragraph jumps to the next page and won’t let you paste it with other paragraphs that were copied first. If this happens, go to Format on the main toolbar and click on Paragraph. In the drop-down menu. You then want to select the second tab, Line and Page Breaks. See Figure 2-19. In the section titled Pagination, uncheck the box named: Page break before. Click OK. This will remove any breaks associated with the paragraph you are copying and allow it to be placed next to the paragraphs on the preceding page.

Figure 2-19. Format Paragraph - Line and Page Breaks Menu

Column Break – When entering text into a document that is setup for using two or more columns, a Column Break can be inserted to stop text in one column and continue it in the next. This is especially useful if you are going to insert a graphic or table that is wider than one column. Remember, if this is what you’re going to do, you must go to Format\Columns on the main toolbar switch to a single column format to add the graphic or table and then return and select the multiple column format being used before. See Section 1.1.2.2 on page 11.

Text wrapping break – This command is used to turn off text wrapping around a picture and return to normal paragraph spacing.


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2.2.5.2. Section Breaks Section Breaks are used when a single document has more than one section. By using section breaks, you can change the layout in headers and footers, change page numbers and change paragraph numbers. When a Master Document is created and other Sub-documents are added to it, Word automatically puts a Section Break between the sub-documents in order to maintain different autonumber streams. See Figure 2-4 on page 31 .

There are four types of Section Breaks used by Word:

Next page – This break is like a page break, it stops action on one page and continues on the next page.

Continuous – This break is used between sub-documents within a master document.

Even page – This break stops action on a page and continues it on the next even-numbered page.

Odd page - This break stops action on a page and continues it on the next odd-numbered page 2-32.

NOTE: Microsoft Word adds a Section Break into a document automatically if you change formatting in any way such changing the number of columns. Since page numbers are section property and not document property this can cause problems in the page numbers not displaying properly. See Section 1.1.2.1.1 on page 9 for more information on page numbers.

2.3. Master Documents, Sub Documents and Tables of Contents 2.3.1. Table of Contents and Table of Figures In order to create a Table of Contents in the manual, you must first apply Microsoft Word’s built in heading styles (Heading 1 thru Heading 9) to all the chapters and sections you want to appear in the Table of Contents. See Figure 1-33 on page 28. If you create new components for the Format Toolbar, even though they are linked to the master headings, they will not appear in the Table of contents. The same goes for Figures. Only figures that are specifically linked to the built-in headings will show up in a List of figures.

2.3.1.1. Creating a Master Document Open up the first chapter in your document. Under View on the main toolbar, select Outline. You must be in the Outline mode to make a Master Document. See Figure 2-20, on the next page.

Figure 2-20. Creating a Master Document

After the Master Document has been created, Word will store all Sub Documents on the last page of the Master

In Outline view, turn ON“SHOW-ALL” ProofreadingMarks.

1

2

3

Create Master Document

Create Sub Document


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Document.

Figure 2-21. Sub Document Stored as a Hyperlink

NOTE: The Sub Documents will be stored on the last page of the Master Document as Hyperlinks. If you need to work on a sub document, you can click on the hyperlink and Word open the document. To save any changes, you must select Save from the File menu on the main toolbar. A word of caution, this will not save changes to the actual document. To do this you must then select Save As from the File and type in the document name and location of the actual document you’re saving. See Figure 2-22 below. You will receive a “fail-safe” Warning from Word asking you if really want to replace the existing file. Click Yes.

Figure 2-22. Saving Changes to sub Documents

2.3.1.2. Adding A Table of Contents Like Sub Documents, Tables of Contents must be added while working in the Outline view. See Figure 2-23 below. Place the cursor in the document at the point where you want the Table of Contents to appear. Next, go to Insert on the main toolbar and select Index and Tables. The Index and Tables menu pops up. See Figure 2-24. Select the Table of Contents tab set the features for the table.

D:\C Crain\Converting Interleaf to MS Word\ILEAF to WORD\Converting Interleaf to Word – Sec02.doc


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Figure 2-23. Place Cursor at Position for Table of Contents

Figure 2-24. Table of Contents Tab/Table of Figures Tab on Index and Tables Menu

Under the Table of Contents tab you can design the look of the table you want to use. The following options are available:

Print Preview – Illustrates how the Table of Contents will appear in a printed document.

Web Preview – Illustrates how the Table of Contents will be displayed when posted on the Internet.

Show page numbers – Adds page numbers to the Table of Contents.

Right align page numbers – Allows you to align the page numbers with the right margin. This will be displayed in the Print Preview window.

Tab leader – If a tab leader, such as dots or dashes, is desired, this window allows that selection to be made.

General

Cursor

Select Type of List here


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Formats – This allows you to pick from pre-designed formats for the table: From template; Classic; Distinctive; Fancy; Modern; Formal; Simple. The From template is the most commonly used because it bases the tables on outline styles, such as Heading 1, to create the document.{ XE "Table of Contents" \i }

Show levels - This allows you to choose the levels of headings that the Table of Contents will show.

Options – This tab allows to set the components of the Table of Contents based on the types of headings you choose to use.

Modify – This is the same set of commands used to create component styles used for headings, paragraphs, etc. This is where you select the font styles and size, indents, tabs, etc.

When finished, select OK to accept your selections or Cancel to discard the formatting set up by using the preceding steps and start over. See Figure 2-24 on page 44.

2.3.1.3. Adding A Table of Figures The next tab is Table of Figures and has similar choices and allows you to customize the list. At the bottom of the Table of Figures tab is a window that says Caption label: Use the arrow on the right to open a drop-down menu. This menu contains the same components as the Insert > Caption menu. It allows you create a List of Figures and a List of Tables. This feature is important if you have a large technical document that incorporates both illustrations and tables to support the text.

As with the Table of Contents, place the cursor (again, ONLY in the Outline View) to the place in the document where these tables are to appear – usually following the Table of Contents. Select OK at the bottom of the menu to insert each of the tables. See Figure 2-24 on page 44.

NOTE: You will have to repeat this procedure to create both a List of Figures and a List of Tables.

2.3.1.4. Index Microsoft Word will allow you to set up an Index for the document. Each item in the Index will have to have a tag placed for it. On the Index and Tables menu, See Figure 2-25. Select the Index tab and the Index menu pops up. The Index tab has similar features as do the Tables of Contents and List of Figures menus.

Print Preview – Illustrates how the Index will appear in a printed document.

Right align page numbers – If checked, the index item will tab over the page numbers to the right hand column margin and fill the space with a leader such dots, dashes, etc. Most indices do not use this style.

Formats – This allows you to pick from pre-designed formats for the table: From template; Classic; Distinctive; Fancy; Modern; Formal; Simple. The From template is the most commonly used because it bases the tables on component styles used to create the document.{ XE "Table of Contents" \i }

Type – This selection allows to choose how the index items will appear. Whether you select Indented or Run-in, the style will appear in the Print Preview Window.

Columns - Self explanatory. The number of columns used on the index pages.

There are three tabs on the lower right side of the menu: Mark Entry; AutoMark and Modify:

Mark Entry - This screen allows you to select each item that will appear in the index. See Figure 2-26.

AutoMark - This screen builds the index automatically based on the formatting used to create the document similar to the Table of contents.


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Figure 2-25. Create Index Menu

Figure 2-26. Mark Index Entries

Indices must be added while working in the Outline view. Once the items are tagged and the Index is created, place the cursor at the place in the document you want the index to appear. On the Index and Tables menu, select OK and word will create the indices.

Appearance of the indexed items are available in two different styles. Indented index items are displayed in outline formats like the Table of contents and can use filled tab line to separate the indexed items from the page numbers (i.e. documents……..31). Run-in index items are displayed with no tabbed spacing between the indexed item and the page number (i.e. documents, 31)

The indices will also appear as hyperlinked documents and cannot be easily changed in appearance after they are created. To select the appearance of the index, go to the Formats selection window on the Index and Tables menu. For example, if you want a single letter separating the various sections of the index, select the Classic view.


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3. Appendix A: Miscellaneous Tips and Tricks The purpose of this section is to describe several of the additional Drawing Tools and AutoShape Tools available to add depth to your technical manuals. Remember, as mentioned in paragraph 2.2.3. on page 33, Microsoft Word does not do graphics well. This program was written for a large majority of people who use it for letters, small reports, simple brochures and newsletters. The graphics tools available in Microsoft Word can turn out an extremely nice looking report or newsletter. The drawing tools, however, are for very simple illustrations and in no way suited to construct large technical illustrations or complex schematic diagrams. Complex drawings and schematic diagrams must be imported using the graphics filters available.

3.1. Using or Disabling AutoCorrect Microsoft Word is programmed for the beginner but has capabilities that can be activated as the person becomes more familiar with the program. One such feature is AutoCorrect. AutoCorrect is set up with defaults that will automatically capitalize the first letter of a sentence or the first letter of the days of the week. When writing technical manuals, there may be instances where you’re indicating computer coding or other scientific terminology and don’t want the software to make these changes for you. To set up the AutoCorrect feature, go to Tools on the main toolbar and select AutoCorrect... from the drop-down menu. See Figure 3-1.

Figure 3-1. Select AutoCorrect From the Tools Menu


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Once you select AutoCorrect, a menu opens with four tabs that allow you to customize Word to fit the style of writing you need. See Figure 3-2. Click OK on each window when finished.

Figure 3-2. AutoCorrect Menu Selections

In this style guide, I’ve elected not to explain each and every selection in the AutoCorrect menu because of the sheer number of choices. If you’re uncertain about a feature, check the box and try it. If the feature doesn’t suit your needs, uncheck the selection box and click on OK. It’s that simple.


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3.2. Drawing Toolbar Microsoft Word has numerous pre-drawn shapes that when combined with other tools such solid line weights, dash style and colors can produce many custom effects. The major problem is finding out how to access the different drawing tools. Begin by going to View on the main toolbar and selecting Toolbars . A menu appears to the side listing the toolbars available. See Figure 3-3.

Figure 3-3. Selecting the Drawing Toolbar

Holding down the left mouse button, slide the cursor to the right and then down to Drawing and release. This will position the Drawing Toolbar at the bottom of Word’s desktop screen.

1. Repeat the same step only this time go down to Customize… The Customize menu appears.

2. Go to the Commands tab.

3. On the left side of the Commands Tab, under Categories, you will see a list of the various toolbars available in Microsoft Word.

Drawing


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4. Select Drawing. After making this selection, on the right side of the menu under Commands you will see a list of all the commands available for the Drawing Toolbar. See Figure 3-4.

Figure 3-4. The Customize Toolbar Menu

5. In the Commands window, select the various drawing commands that you want for your documents and drag them to the Drawing toolbar. If you reach a point where you can’t put anymore icons in the Drawing Toolbar, you can drag these commands to other toolbars where space exists.

6. If you’re looking for icons that may not show up on the Drawing selection, under Categories, go on down to All Commands. This selection displays all the icons contained in Word. Scroll through this selection slowly and pick out all the toolbar icons you need and drag them to a toolbar.

7. When you’re finished, go to the bottom of the menu screen select the template you want to save the changes in. The default is Normal.dot Now, if you’re nice and don’t curse Microsoft Word and those who created it or pound on the keyboard, the commands will be available when you need them. I’m trying to make light of one of the aggravations of Word 2000, where it’s creators tried to make toolbar icons that are used the most appear on the toolbars most of the time. This area still needs work. If you create a document-specific template, you may have to add the drawings icons again and save it under that particular template name.

3.2.1. Using Drawing Grids Microsoft Word has simplified the process of finding the different drawing icons by placing them in either of two buttons located on the Drawing Toolbar. The buttons are: Draw and AutoShapes. By clicking on either one of these buttons, a menu will pop up displaying various categories of additional drawing icons available. However, strictly a matter of personal preference, I like to have the most widely used icons set as specific buttons on the drawing toolbar. As you master Microsoft Word’s drawing tools, you can make that decision yourself.

When you click on Draw, on the pop-up menu you will find Grid - . Click on this selection to open up the properties for Grid. See Figure 3-5.


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The first selection on the Drawing Grid menu is Snap to. Check boxes for Snap objects to grid and Snap objects to other objects will be displayed. Checking the box for Snap objects to grid locks you drawing

object to the nearest grid coordinates. The movement around a drawing will be limited by this feature.

Snap objects to other objects locks the drawing object to other objects and they will move as the drawing object is moved. The next selection is Grid settings. This selection allows you set the distances between the horizontal lines and the vertical lines on the grid.

Figure 3-5. Drawing Grid Menu

The final selection is Grid origin. This selection allows you to place the grid in a specific area on the page or align it with the margins set up in Page Setup under File on the main toolbar.

By checking the box next to Display gridlines on screen is very straight forward. It turns on the drawing grid on the page you’re working on. The main grid lines can be set for both horizontal and vertical. For example, if you wanted a grid set for one inch with grid lines every 1/8th inch, you would first check the Display gridlines on screen box and then check the box next to Vertical every: Then use the up and down arrows to set 1” for both the horizontal and vertical selections. Back under Grid settings you would set both the horizontal and vertical selections to 0.125” and this will space the grid lines equally at 1/8th of an inch. Click OK when finished.

3.2.2. Drawing Selections Click on the Draw selection and a menu containing drawing tools pops up. See Figure 3-6. The selections are as follows:

Group, Ungroup and Regroup: The Group selection allows you to group many single units together to make a complex unit where all of the components can be moved or positioned as one. This selection also allows you to group a drawing object with a textbox or a callout shape that can also be move as a single object. Ungroup allows you the option to un-join a group of drawing objects in order to make additions or deletions. After the changes are made, select all the components (either one at a time by holding down the Shift as each selection is made, or by using the Selection Arrow located next to Draw to draw perimeter the objects to select them all at once) and then select Regroup to join them back as a single unit.

Order: This selection gives you six choices on the placement of drawing objects. This selection should only be

Check this box if you want the Drawing Grid to be displayed on your desktop as you work.


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used if there are one or more drawing objects that could over lap each other. The selections are: Bring to Front, Send to Back, Bring Forward, Send Backward, Bring in Front of Text and Send Behind Text.

These features allow you be creative and position drawing objects and/or photograph images in a way where portions of one overlaps the other or when a headline text is on top of a drawing or is hidden behind it. See Figure 3-6.

Figure 3-6. Drawing Menu with Order Selections Shown

Nudge, Align or Distribute: These two selections are for positioning the drawing object or images. With Nudge, you can move a drawing object or image Up, Down, Left or Right one grid space at a time. Using the Align or Distribute tools, you can align the drawing or image to the Left, Right or Center of the grid or to the Top, Middle or Bottom of the grid. You can also equally distribute drawing objects or images Horizontally or Vertically within the grid boundaries.

Figure 3-7. Nudge and Align or Distribute Menus


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Rotate or Flip: This menu gives you the option to use the Free Rotate tool (which is also on the Drawing Toolbar), Rotate Left, or Rotate Right. These selections rotate the selected graphic around the vertical axis. Flip Horizontal, and Flip Vertical rotate the selected graphic around the horizontal axis. These individual tools can also be placed on a toolbar for easier access.

Figure 3-8. Rotate or Flip Menu

AutoShapes: This toolbar selection is self explanatory. I’m not going to go into any detail on the various AutoShape selections, just refer to Figure 3-9 and Figure 3-10 .

Figure 3-9. AutoShapes Main Menu


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Figure 3-10. AutoShapes Menu Selections

More AutoShapes: This is the final selection on the AutoShapes menu. This selection is a link to additional AutoShape designs stored in a common file on the computer’s hard drive or a link to a website. The selections on the menus in Figure 3-10 are self explanatory and they too, can be added to a toolbar when you use the Customize toolbar menu under Toolbars in the View menu on the main toolbar.

To change one Autoshape to another, select the one you want to change, open the Draw toolbar and click on Change Autoshape. From the menus to the right, select the Autoshape you want to change the existing one to and select it.

The Drawing Toolbar selections that I personally use are shown in Figure 3-9 on the following page. Putting these selections on a toolbar is strictly a personal preference and should only be followed if you’re comfortable using toolbar selections.


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Figure 3-11. Personal Drawing Toolbar Selections

Tips and Tricks: When using the Drawing Toolbar buttons, there are special features that can also be applied to the drawing items. Selecting the Rectangle or the Ellipse button and holding down the Shift key at the same time will result in drawing a Square and a Circle respectively. If want to draw a square or circle, you can also guess by not using the Shift key by simply dragging the cursor and visually create the desired object or turn on the Grid on the Drawing Toolbar and visually create the square or circle using the grid coordinates. Using the Arrow button and then double clicking on the arrow opens up the Format AutoShape menu with selections on the bottom of the menu exclusively for arrows. Here, you can change the Begin Style (adding an arrowhead at the beginning or not), End Style (adding an arrowhead at the end of the line or not) and End Size (if an arrowhead is selected, this choice give you different option as to size and shape of the arrowhead).

3.3. Colors, Patterns and Textures Whether you’re creating a complex technical manual or a monthly newsletter the addition of colors and/or patterns and textures add a visual boost to the end result. Microsoft Word has included tools to change the color of text and headlines, add colors, patterns and textures to backgrounds and selected elements. These tools aren’t as good as you will find in Adobe Illustrator or other graphics-based software programs, but they’re easy to access and use.

3.3.1. Colors Used With Text The Text Color Button, , is located on a toolbar somewhere on your desktop that allows color to be added to text and headlines. Select the text you want to colorize and click the down arrow ( ) next to the icon.

Figure 3-12. Text Color Button Selections

The first menu that appears contains an assortment of 40 commonly used color selections. The default or Automatic color is black. Click on More Colors at the bottom of the menu and the Colors menu appears. The Standard tab contains a pre-selected pallet of colors and grays that can be accessed by clicking on one of them. The Custom tab contains an adjustable “rainbow” of colors with a movable cursor that will allow you choose a special color. The scales at the bottom tell the percentages of the primary colors used for your selection and the intensity in which they will appear.

CAUTION: The color selections are RGB (Red, Green and Blue) and the combination of colors are designed to display well on your monitor. Color monitors vary considerably and the color seen on it may not be the same color as you print out on a color printer. Printer colors are composed of Process Colors, which are the three primary colors Cyan (blue), Magenta (red), Yellow plus (K) Black. These are often referred to CMYK. These colors will also vary from printer to printer and from the different types of printers such as Color Laser Printers and Ink-Jet Printers.


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3.3.2. Fill colors and Textures Fill Colors and Textures are usually reserved for backgrounds and larger design elements. The Fill Color Button,

, is located on a toolbar somewhere on your desktop and allows color to be added to backgrounds and design elements. Select the background design element you want to colorize and click the down arrow ( ) next to the icon.

Figure 3-13. Background Fill Color Selections

The first menu that appears contains an assortment of 40 commonly used color selections. The default or Automatic color is black. Click on More Fill Colors at the bottom of the menu and the Colors menu appears. The Standard tab contains a pre-selected pallet of colors and grays that can be accessed by clicking on one of them. The Custom tab contains an adjustable “rainbow” of colors with a movable cursor that will allow you choose a special color. The scales at the bottom tell the percentages of the primary colors used for your selection and the intensity in which they will appear.

CAUTION: The color selections are RGB (Red, Green and Blue) and the combination of colors are designed to display well on your monitor. Color monitors vary considerably and the color seen on it may not be the same color as you print out on a color printer. Printer colors are composed of Process Colors, which are the three primary colors Cyan (blue), Magenta (red), Yellow plus (K) Black. These are often referred to CMYK. These colors will also vary from printer to printer and from the different types of printers such as Color Laser Printers and Ink-Jet Printers.

In Addition to fill colors, this menu also adds Patterns and Textures. Click on Fill Effects and Fill Effects menu appears. There are four tabs, Gradient, Texture, Pattern and Picture to choose from.

Gradient Tab: The Gradient Tab contains two selections, Colors and Shading Styles. The Colors choices allows you to set text in percentages less than 100%. For example, you may want red in design, but not pure red. This selection allows you to pick a tint value for your color such as 80%. This allows you to add an assortment of colors to the pallet.

Figure 3-14. Fill Effects Gradient Tab


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Texture Tab: The Texture Tab allows you to choose from a large number pre-set textures from stone types and clouds to fabrics in a variety of colors. You can also select special textures from clip art files stored on your computer.

Figure 3-15. Fill Effects Textures Tab

Pattern Tab: The Pattern Tab contains a large selection of patterns that can be used for backgrounds or design elements. You can easily change the color of the patterns and the background they’re used on. Below the checkerboard of patterns are two buttons, Foreground and Background. The Foreground button changes the color of the pattern itself and when you click on it, the color pallet opens showing the colors available. The Background button changes the color behind the patterns. When you click on this button the color pallet is again displayed. This gives you the ability to mix and match patterns and background colors to fit the layout.

Figure 3-16. Fill Effects Pattern Tab with Color Examples

Picture Tab: The Picture Tab allows you to insert a picture file into the background or design element. Click on the Select Picture button and the Select Picture Menu opens giving you the choice to select a picture file stored elsewhere on your computer or network.


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Figure 3-17. Fill Effects - Adding Pictures

3.3.3. Line Colors and Textures You can select Line Colors by clicking on the line segment and using its button on one of the toolbars, , to open its menu. The Line Color menu opens with the standard color pallet and has selections to use additional colors and shades similar to the ones in Figure 3-13. You can also turn lines into Textures.

Figure 3-18. Line Colors and Fills

The Colors and the Patterned Lines menus work exactly like the menus shown in Figure 3-13 and Figure 3-16. Be creative, mix and match these different colors and patterns to create your own unique document.


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3.4. Text Microsoft Word is capable of creating interesting and useful special effects using type fonts. In addition to body text, The text can be sized, kerned (adjusting the space between letters) and rotated. The text can be set standard colors, custom colors, placed behind objects, in front of objects, used with plain or patterned backgrounds and set as white copy on a black (or other color) background.

3.4.1. Kerning Text As a general rule, text larger than 18 point should be kerned tighter or have the space between the letters reduced. This is done to make the letters optically pleasing and to avoid larger letters from having uneven spacing between them. Go to Format on the main toolbar and select Font. When the Font menu open, select the Character Spacing tab.

Figure 3-19. Kerning for Type Fonts

The examples above show the difference between plain text and kerned text. Notice the spacing between the letters in the example of the normal spacing. This spacing becomes more obvious the larger the type font is set. Kerned type reduces the spacing between the letters and makes them pleasing or easier to read as the fonts become larger.

18

18 Point18 PointArial 18 pt. Type Normal Aerial 18pt. Type Kerned Tight


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3.4.2. Rotating Text Rotating Text is a feature that is often desired when adding callouts or other labels to graphics that you create to support the text you’re writing. Rotating text in Word is very easy to do, if you can find the correct procedure that happens to be buried deep inside Word’s extensive Help library. The following steps will help to simplify the process.

1. Create a text box. Type a couple of words in the text box. Use the cursor and highlight the text.

2. Go to Format on the main toolbar and select Text Direction from the drop down menu.

Figure 3-20. Rotating Text in Microsoft Word Menu

3. The Text Direction – Text Box menu appears. See Figure 3-20 . Under the Orientation portion of the menu, on the left side, select the direction you wish the text to display in. The Preview window on the right side shows the selection you’ve made. Click OK when finished.

When you’ve finished making your selections, you will probably have to use the handles on the Text Box to adjust its proportions to accommodate the rotated text. See Figure 3-21 for an example. Place the cursor on the middle handle on the bottom of the text box and drag downward until the text adjusts to the way you want it. Next, place the cursor on the middle handle on the right side and drag it toward the center of the text box (in this case, to the left) to remove any unneeded space.

Select Text to Rotate


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Figure 3-21. Resizing Text Box After Type Rotation

NOTE: Resizing the text box is a straight forward operation. If you drag the handles too far in any direction, the look of the type will change accordingly.

3.4.3. Text Leading (Spacing Between Lines) In days past, type was set by hand inside wooden carriages and then locked in place for printing. The term Upper Case comes from the old printing cabinet placed above the composition table and contained only capital letters and the term Lower Case was from the cabinet placed below the composition table and contained only small letters. The name for these type characters was Cold Type. The measure for a character was set in points with 72 points to the inch. The point size for a font (a font is a complete alphabet for a particular style such as Times Roman) was measured from the top of highest ascender of a letter to the bottom of the longest descender on a letter. When the letters were placed in the printing chases, the lines were separated with spacers measured in one point increments. These spacers were called leaders (pronounced; led errs) and this spacing is known as leading. The height of leading is measured from the bottom of the first line to the bottom of the second line. For example, if you measure the distance of a line of Times Roman 12 point type from the bottom of the first line to the bottom of the second line and the total measurement is 15 points, the difference would be 3 points or the lines would have a 3-point leading. This would be Times Roman, 12 point, leaded 3 or Times Roman 12 on 15. If the measurement between the lines is 12, there is no extra leading applied and the type would be Times Roman ,set solid or Times Roman 12 on 12.

To Change the Leading: select the copy you want to adjust, and go to Format on the main toolbar and select Paragraph from the drop down menu. Go to the Indents and Spacing tab and then to Spacing in the middle of the menu. You will see two selections; Before and After with preset arrows. To set the leading as described above, use the Before selection and add leading. You can use a preset number using the arrows or you can type in a number and a fraction (like 4.5). Word will round off any decimals to the nearest tenth of an inch – so setting 4.25 points will result in 4.3 points. Setting the value at 0 will set the lines solid. I recommend that you experiment with this feature to become familiar with its functions. See Figure 3-22.


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Figure 3-22. Format Paragraph Window

Use the Spacing selections to set the space between lines (leading). The number values represent the distance from the bottom of the top line to the bottom of the next line. These values are measured in points (1/72”). When using this menu for leading, the After value should be set to 0.