This document gives tips on how to create
documents in MS Word that will be equally appealing when printed as hard copy
or saved as a web page.
- Remove "#" from all file names; i.e.,
|
FDIC DIRECTIVE 3 |
< |
RIGHT |
|
FDIC DIRECTIVE #3 |
< |
WRONG |
The
pound sign (#) has special meaning in a Universal Resource Locator (URL) and
will cause links to files with the pound sign in their name to fail.
- Click the paragraph mark ( ¶ ) icon in the tool bar.
This
reveals where <Space>, <Tab> and <Enter>
have been used to force formatting. Forcing the formatting to fit a printed
page will make the document confusing when viewed in the browser. (See below)
- Avoid using <Enter> for any purpose other than to signify the
end of a paragraph.
The
page size floats (is resizable) in the browser and the page will have much more
appeal if text floats to the paragraph level.
User
<Shift><Enter> to force a new line but maintain the current
paragraph.
Use <Ctrl><Enter> to force a new page rather than a series
of empty paragraphs.
One
common use of <Enter> that is acceptable is to place a blank line
between paragraphs. It is even better to use Format / Paragraph
/ Before and place the number of points (10 or 12) to skip before
the start of each paragraph. If you use many paragraphs and some need space
before and others don't, it will be simpler to use zero points before each
paragraph and simply place an empty paragraph where the blank line is needed.
Either method works well for files that will be saved as web pages.
Another
common use is to page down to the bottom of the final page to place file name
identification. This is acceptable since there is no real alternative that will
get the file name at the bottom of the last page. If the file name can be put
at the bottom of the first page, then put it in the "First Page
Footer", see below.
Typical
sections for a large document are:
·
Title
·
Table of Contents
·
Document Body
·
Exhibit / Appendix 1,
2, ...
·
Index (optional)
Click
Format in the panel above and the radio button labeled Start at:
in the panel below:
Click
OK and the previous panel is back on top but now the Cancel
button is renamed Close:
Click
the "Close" button. Do not click OK.
A
Table of Contents (TOC) will automatically be available when divisions are so
designated. The TOC will be hyperlinked to the respective sections and when the
document is saved as a web page, these links will allow users to rapidly
navigate the document.
- Use tables (
or Table / Insert / Table)
to achieve precise positioning.
Tabs used in MS
WORD will collapse when saved as a web page while tables maintain their layout
in either form.
Headers,
footers and page numbers that are needed for hard copy are confusing when
viewed in the browser. When a MS Word document is saved as a web page, page
headers and footers are eliminated.
It
is common to want different headers and footers on the first page than you want
on continuation pages. To do this, use File / Page Setup
or the icon (
) on the Header Footer toolbar shown above.
Under
the Layout tab, you can select to have different first page headers and footers
as shown above.
- Merge exhibits or appendices into the main document, putting each
into its own section.
To
create a place for the exhibit, use Insert / Break / Next
Page to insert the new section. You may want to set the starting page
number to one as described previously.
For
other MS Word documents, enter Insert / File to put a file
that has been maintained separately into the main file.
For
MS Excel files, highlight the cells used in the exhibit, press <Ctrl><C>
or Edit / Copy to place the information on the clipboard.
Next select the location in the MS Word document were the text belongs and
press <Ctrl><V> or Edit Paste to copy
the information from the clipboard into the file. The information will be
inserted in the form of a table in the MS Word document.
This
will allow for the creation of a Table of Contents that covers the body of the
document as well as all of its exhibits or appendices.
- When document creation / editing is complete, create a Table of
Contents for the document.
If
a place for the TOC does not already exist, go to the top of the document, <Ctrl><Home>,
insert a new section as described previously.
Type the heading, "Table of Contents" and follow with two empty
paragraphs.
Now
create (or update the previously created) table of contents with Insert
/ Index and Tables ... / Table of Contents. This brings up
the panel:
Set
the "Show levels:" field to correspond to the types of paragraph styles that you have used in the document. You can
create your table of contents with page numbers for hardcopy printing. When the
document is save as a web page, the page numbers are omitted.
- Save the document as a web page to the intranet "docs"
directory.
When
editing is complete and the table of contents has been created or updated, save
the document as a Word Document (File / Save) to the
appropriate location on the P: drive. If you use a version of MS Office earlier
than MS Office 2000, notify Sarah Kostroun that the file needs to be saved to
the intranet location. If you use MS Office 2000, you can save the file
yourself as follows:
Use
File / Save as Web Page ... and select the appropriate directory on the
intranet computer.
Unless
you are saving a new document, you should find the file already in the location
where it is to be saved. Do not change the file name since the links to the
file from the intranet site will not find the new name.
Before
you save the document, be sure to check the ‘Page title” entry. It is very
important that you change it to be the same as the entry in the document index
shown on the Intranet. When document searches are performed, the results list
this ‘Page title’.
Bring
the document up in the browser to be sure the changes appear as expected. Depending
upon the settings in your browser, you may need to refresh the page before the
updated document appears. To do this, right click the document in the browser
and then select "Refresh" from the context menu.