Designer - MS Word 2010 Tips and Tricks

Transcription

1 Designer - MS Word 2010 Tips and Tricks AFE 9041 March 2016 Ref.: Designer - MS Word 2010 Tips and Tricks

2 Table of Contents 1. Overview Before You Start Page Layout Paragraph Marks Text Design Fonts Paragraphs Creating Tabs Numbering Tables Defining Table Borders Creating a Banded (Zebra) Table Shapes Shape Definitions Adding Text to a Shape Text Wrapping Pictures Placing a Picture in a Shape Anchor Header / Footer Fields Page Breaks Footnotes HTML Output Pictures in HTML Shapes General Segments Editing Tips Designer - MS Word 2010 Tips and Tricks page 2 of 25 2

3 1. Overview This document describes tips and tricks that will help you when designing and editing Docomotion Forms in Word Before You Start Before you start editing, you should ask yourself the following questions: Are there differently styled pages (for example is first page different, odd and even pages? Different sections in the document? Are there footnotes? Are page margins according to request What is the required font and font size? What is the required line spacing? Are there redundant tabs in the template I am editing? Designer - MS Word 2010 Tips and Tricks page 3 of 25

4 2. Page Layout In the Page Layout tab, click the Page Setup arrow Page setup The page Setup window opens; in this window you can define page margins, orientation (Portrait / Landscape), page size and setup. This window also defines whether the first page has different Header / Footer. Check for a different first page Page size Orientation Margins Figure 1: Page Setup Designer - MS Word 2010 Tips and Tricks page 4 of 25

5 3. Paragraph Marks Paragraph marks enable you to see text flow and breakup as well as object locations. (ENTER appears as, spaces as dots and anchors for object locations). Paragraph Mark Figure 2: Paragraph Marks These marks do not appear in print. They are a transparent layer that can be turned on/off by clicking the Paragraph Marks button in the Home tab. It is recommended that you work with Paragraph Marks on in order to manage the form and understand different influences. Designer - MS Word 2010 Tips and Tricks page 5 of 25

6 4. Text Design 4.1. Fonts The Home tab enables controlling the font type, size and color. Figure 3: Font Format Font Format After clicking the Font format arrow, the Font window opens enabling you to set the font type, size and color. Figure 4: Font 4.2. Paragraphs The Home tab also enables controlling the paragraph layout. Figure 5: Paragraph Format Paragraph Format After clicking the Paragraph format arrow, the Paragraph window opens enabling you to set the font type, size and color. Designer - MS Word 2010 Tips and Tricks page 6 of 25

7 Check to keep lines together Indentations Line spacing Figure 6: Paragraph Designer - MS Word 2010 Tips and Tricks page 7 of 25

8 5. Creating Tabs You can create word spacing using tabs: To place a tab, click the top ruler in the required location then click the Tab keyboard key. The Tab mark appears on the ruler; you can move the Tab by moving the Tab mark on the ruler. To delete a Tab drag the marker down. For a single space it is recommended to use the Main Tab. Designer - MS Word 2010 Tips and Tricks page 8 of 25

9 6. Numbering To add numbering or bullets: select the text you want to number, or locate the cursor where you want to start numbering and select one of the numbering options (bullet, number, multilevel). Figure 7: Numbering In each of the options you can choose a numbering style or the symbol to be used. In multilevel numbering you can move down a level by clicking the Tab keyboard key or up a level by clicking Shift + Tab Designer - MS Word 2010 Tips and Tricks page 9 of 25

10 7. Tables To add a table, click Insert>Table, the click Insert Table Figure 8: Insert Table In the Insert Table window that opens define the table. It is recommended to create the table with the largest number of columns possible. After creating the table, right-click the table to open the Table Properties window and reset the table as follows. Designer - MS Word 2010 Tips and Tricks page 10 of 25

11 It is important to RESET the table to zero. For the text to be at a distance from the cell borders, define cell margins using the Cell Properties option NOT AT TABLE LEVEL. If you are using the Preferred width option, make sure the table size fits the page size and use Measured in Centimeters/Inches (not Percent) Defining Table Borders To remove border lines or change their color, in Table Properties click Borders and Shading, Border tab. Figure 9: Table Borders To change the background color of a cell / row / column, click the Shading tab. Designer - MS Word 2010 Tips and Tricks page 11 of 25

12 Figure 10: Table Shading 7.2. Creating a Banded (Zebra) Table To create a table with a banded background (row with background color, row without), for example: Header row Odd banded rows Even banded rows - Do not create a new Table style! Create the table as described above and select the table. In Table Tools>Design>Table Styles, right-click the style closest to what you require and choose Modify Table Style; The Modify Style window opens. Designer - MS Word 2010 Tips and Tricks page 12 of 25

13 Select the section on which to apply changes: Header row Odd banded rows Even banded rows To change borders or shading Do not change font color here. Change font colors in the table. It is important that font colors are not defined as Automatic. Designer - MS Word 2010 Tips and Tricks page 13 of 25

14 8. Shapes To add a shape: Insert > Shapes: Only supported shapes are the shapes marked in Figure 11. Figure 11: Supported Shapes Select the shape to draw it. To draw the shape symmetrically, hold down the SHIFT key. Designer - MS Word 2010 Tips and Tricks page 14 of 25

15 8.1. Shape Definitions To format a shape: Select the shape and right-click and choose Format Shape to display the Format Shape window. In Fill tab: choose No fill In Line Color tab: choose No color In Textbox tab: set definitions to zero and define text location if required Designer - MS Word 2010 Tips and Tricks page 15 of 25

16 Adding Text to a Shape To a rectangle and rectangle with rounded corners only it is possible to add text: Right-click the shape and choose Add text. It is important that font colors are not defined as Automatic (Automatic in this case is white!)! Designer - MS Word 2010 Tips and Tricks page 16 of 25

17 Text Wrapping It is recommended to use the In front of text Layout Text Wrapping option (right-click the shape and choose More Layout Options) To keep the shape in place in a form Define the following: To the right of Page below Page To enable the shape to be influenced by movements in the form Define the following: To the right of Column below Paragraph The In line Layout Text Wrapping option should rarely be used. Designer - MS Word 2010 Tips and Tricks page 17 of 25

18 9. Pictures To insert a picture to a form, choose Insert > Picture. Pictures are always inserted in line with text. To enable the picture to move freely, you should change the text wrapping to in front of text. You can then right-click the mouse and move the picture to the required location. To keep the picture in place in a form (right-click the shape and choose More Layout Options) Define the following: To the right of Page below Page To enable the shape to be influenced by movements in the form (right-click the shape and choose More Layout Options) Define the following: To the right of Column below Paragraph 9.1. Placing a Picture in a Shape If you want fixed pictures to change in a container, create a transparent, zeroed shape and place the pictures inside the shape. Designer - MS Word 2010 Tips and Tricks page 18 of 25

19 10. Anchor The anchor determines the location of shapes and pictures relative to the specific ENTER that influences the object (applicable in all text wrapping except IN LINE). When the object is selected and paragraph markings are ON it appears as follows: Anchor Mark ENTER to which the anchor is connected (The anchor usually appears on the same line as the ENTER to which it is connected) It is possible to lock the anchor in position. Right-click the object and choose More Layout Options) In the Position tab check Lock anchor The anchor will look like this and will be locked in position. Designer - MS Word 2010 Tips and Tricks page 19 of 25 19

20 11. Header / Footer Headers and footers are areas in the top, bottom, and side margins of each page in a document (unless defined otherwise). Double-click the top part of the form (above the first ENTER) or the lower part of the form; the Design tab appears on the Ribbon, and the header or footer section are now accessible. To return to the body of the form, double-click the body or click Close header and Footer in the Ribbon. Headers and Footers have several configuration options: Regular: the same header and footer appears on all pages First Page Different: the first page of a section is different from the other pages. Different odd and even pages: odd and even pages have differernt headers / footers. If you want to use a different Headers / Footers it is recommended that you do this when creating the document Page Layout> Page Setup> Layout, to avoid manual changer later. Designer - MS Word 2010 Tips and Tricks page 20 of 25

21 12. Fields Use fields when you want to insert automatic fields such as current date or page numbering into a form. Choose Insert > Quick Parts > Field Figure 12: Adding Fields We then need to select the type of field from the list and the format. Examples: To produce the following: Page 21 of 25 To add a date 3/1/2016 Designer - MS Word 2010 Tips and Tricks page 21 of 25

22 13. Page Breaks If you want a paragraph or object to start on a new page, you can manually create a page break: choose Insert > Page Break. Figure 13: Page Breaks When paragraph marks are ON, you can see the page break in the form as follows: Designer - MS Word 2010 Tips and Tricks page 22 of 25

23 14. Footnotes In order to add footnotes where you want them, choose References > Insert Footnote Footnote Format A small number appears (footnote number) and the cursor jumps to the bottom of the page enabling you to enter the footnote. You can change the numbering style (1 / a / *) and location of the footnotes. To configure the footnote, click the Footnote format arrow to display the Footnote and Endnote window It is recommended that you do this when creating the document. Designer - MS Word 2010 Tips and Tricks page 23 of 25

24 15. HTML Output HTML output is page less and built in a cellular tabular structure, therefore it requires suitable editing for an optimal output. There are no headers / footers (no pages). The best way is to work inside tables. Table width should not exceed editing area (page size minus margins). It is therefore very important to set table definitions to zero. There is no double space in HTML so use tabs instead Pictures in HTML Supported only when the picture is defined: To the right of Column, below Paragraph. Pictures can also be defined as IN LINE. The picture needs to be aligned in the direction of the table Shapes It is advisable NOT to use shapes in HTML output. It is preferable to use a picture of the shape rather than the shape itself. Supported shaped can only be configured as To the right of Column, below Paragraph. It is also possible to add a shape IN LINE but text cannot be added to this shape. Shape overlapping should be avoided. Designer - MS Word 2010 Tips and Tricks page 24 of 25

25 16. General Segments When creating segments, you should create them in the form body and not in the header or footer. It is recommended not to add redundant ENTERs as they will appear in the segment Editing Tips To align text in different directions (for example aligning part of the text to the right and part to the left) the best way is to add the text to a 2 cell borderless table, and configure each cell with the required alignment. To create a row with large fixed spaces between the words it is preferable to use a borderless table, instead of using tabs. Changing the location of the text or aligning several rows one under the other is easier this way. If you want table columns to be of the same size, select the columns and choose Table Tools>Layout>cell size>distribute Columns. In order to enter two objects in parallel, for example picture and table: Place one object on the ENTER, and add the other to a transparent shape anchored to the ENTER. Picture in line Shape with Table on ENTER When placing a dynamic table into a shape, it is important to define the table as Resize shape to fit text: Right-click the shape the shape Format Shape> Text Box in Autofit, check Resize shape to fit text. Designer - MS Word 2010 Tips and Tricks page 25 of 25