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Electronic Eraser or
Productivity Tool.
Following on from last month’s newsletter, this month we will briefly discuss the way in which we can use the basic performance facilities of your chosen word processing package.
We see this very well loved application being used as either an electronic eraser, simply used to provide error-free typescript, or as a powerful tool to create complex documents with a minimum of input and significantly reduced number of errors creeping into the final product, and at all levels in between.
Elementary Tools Often Ignored.
Even the most primitive word processor has an array of tools to simplify the creation of signature-ready documents with the minimum of effort. Examples of these capabilities are covered here.
Paragraph numbering
Paragraph numbering and paragraph indenting are similar. Each successive paragraph will be allotted the next number above, or the same symbol as, the previous paragraph. If you need to add or remove a paragraph, or change the level of indent after proof reading, the system will renumber all paragraphs after the change without operator intervention.
With most word processing packages, this will also work for indented numbering sets, using just numbers or numbers and characters. So:
1 Para 1
A) Para 1.A)
i) Para 1.A).i)
a) Para 1.A).i).a) etc
can become:
1 Para 1
A) Para 1.A)
B) Para 1.B)
i) Para 1.B)i) etc
just by changing the tabulation.
Page numbering
Page numbering works in a similar manner. If you use manually typed page numbers and the layout of your document is changed, you will have to delete or move the page numbers.
Most word processors will also allow you to number pages within chapters, so you can automate even numbering like “Chapter 1 - Pg 4" or 1.4.
Easy correction
All modern word processors have a spelling checker. It is only the operators who do not use the facility, or who use the wrong language, who produce documents with incorrectly spelled words. Even if the word is wrong, the spelling should not be.
More powerful word processors also have the power to rEPLACE tHIS automatically with Replace This. They will also correct “THe” with “The” and “hte” with “the” as you type.
Many also allow you to turn on a grammar checker to test the construction of your sentences against the theoretical norm.
Templates
Even the most basic user should be able to prepare a simple template, or pro forma document. This may be your letterhead, your fax form or a leave application, for instance. Type up the material which must be included in every iteration of the particular document and leave space for what you must type in each time.
In the fax form, for instance, the From:, To:, Fax number:, Subject: and Date: areas will probably be needed on every fax. Your company name, return fax number, address and phone number can all be added. Just secure the master by making it “Read Only” and you have a very useful template.
Of course, the word processing professionals can do a lot more with templates than a run of the mill operator, so if you feel your word processor could be made smarter and save your staff time and you money, speak to someone who knows exactly how to extract the most from your package.
Storage and retrieval
With a little bit of planning and some programming skills, or using a piece of purpose-written software, it is also possible to systematise the process of saving, opening and creating documents. A new Save button on your toolbar may display a dialog box with space to define the type of document, a client code, a date for review or other relevant information. Complete these empty spaces and the system will save the new file in the appropriate location with the necessary information attached to the file. Opening a file with your new Open button will display a similar dialog box, and completing the fields of information and clicking OK will provide a list of files which meet that criteria.
Some applications will also allow you to list all files which contain certain words, either in the name or in the text within the file. Magic.
Presentation
With popular word processors like Word, WordPro and WordPerfect, it is possible, with a little training and perseverance, to produce results which do not look as if they have come from a word processor. You may swear they look as if they have been typeset. Such is the power of the modern computer, printer and the related software that you can produce print in all sorts of sizes and shapes and place them in both natural and un-natural places and formats on the page.
If you have to produce a newsletter, be it for e-mail or printed distribution, check out just what your word processor can do. In the case of this newsletter, one typed document is presented in both Internet format and in a hard copy, tri-fold format.
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Thank you.
Stewart Rankin Pty Ltd – ACN 007 972 901 & DL & LD Greenhough trading as
TRIPOS IT
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Staff
David Estcourt Hughes - Consultant
David Greenhough - Consultant
David Kenyon - Support
Dean Jarman - Novell CNE
Bruce Eckersley - Process evaluation specialist
Alison Campbell - Microsoft application specialist
SPECIFIC THINGS YOU MIGHT DO
Lets assume you use Word XP.
Tools/Options opens up a huge array options you can set.
For instance, the view tab enables you to change the way your workspace looks. You can have your paragraphs identified with the ¶ symbol and spaces with a dot. Have a look around and make some changes. But a word of advice. Change just one thing at a time and see what happens. If you don’t like it, change it back.
The file locations tab allows you to vary where Word will save and open files, so if your files are kept somewhere other than My Documents, you can set a value in this area so you don’t have to navigate your way through a maze of folders to find the file location.
To change the spelling dictionary to English, Australian, open the start menu. Point to Programs|Microsoft Office Tools and then Microsoft Office XP Language Settings. Click the Enabled Languages tab. In the Default version of Microsoft Office box, select English (Australian) and then click OK.
These are just a taste of the ways in which you can “personalise” your copy of Word XP. |