Working with document formatting for rapid reuse
Video: Working with document formatting for rapid reuseKim Romano is updating a lengthy Employee Manual and needs to reformat the document so that it can be printed in fewer pages, without sacrificing readability. This is only one of many complex documents that Kim will need to format to fit into a smaller number of pages. Let me show you how Kim can use the Paragraph and Font formatting tools in Word 2010 to quickly reformat the document and then save her choices as the default for all new documents. As you will notice, this document is spacious.
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Word 2010: Real-World Projects explores Microsoft's powerful word processing application through real-world situations involving the tasks performed daily by administrators, executives, and everyone in between. Author Gini Courter shows how to update an employee manual using the improved Document Map to navigate and make global replacements. Many users know how to reuse content via templates, but Gini shows how to save Quick Styles and text effects, so formatting can be leveraged in future documents. Gini also demonstrates how to use screen clippings, create one-click snapshots of the desktop without the use of screen capture software, and add the graphics to a tip sheet. She also reviews Word’s new in-document picture editing, which no longer requires users to leave the application, saving valuable time. Exercise files accompany the course.
- Taking and sharing screen clippings
- Reformatting documents using Quick Styles
- Adjusting pictures and adding effects
- Examining a document in the Backstage view
- Navigating within the Document Map
Working with document formatting for rapid reuse
Kim Romano is updating a lengthy Employee Manual and needs to reformat the document so that it can be printed in fewer pages, without sacrificing readability. This is only one of many complex documents that Kim will need to format to fit into a smaller number of pages. Let me show you how Kim can use the Paragraph and Font formatting tools in Word 2010 to quickly reformat the document and then save her choices as the default for all new documents. As you will notice, this document is spacious.
It is double-spaced, lots of room, easy-to- read, but as a result, it prints in 53 pages. In Word 2010, Themes include not only Style Sets and Colors and Fonts, but also six built-in Paragraph Spacing choices. The first is No Paragraph Space. It would print in many fewer pages, but it would be very, very difficult to read. With No Paragraph Spacing, any place that you didn't press Enter on the keyboard, there won't be a space.
Our second choice is Compact. And as I point to each choice in this gallery, I get some information about the choice. No extra spaces before, 4 points after, Single Spacing. Again, quite compact, but probably too tight for ease of reading. Tight, on the other hand, provides a little more space afterwards, almost a full line, and the Line Spacing for the entire document shifts from 1 point to 1.15, which is far more readable than 1 point.
Let's just switch back so you can see that difference again. Notice how the Compact Paragraph Spacing, which is Single Spacing, just looks much tighter than Tight at 1.15. Open Paragraph Spacing leaves more room between the paragraphs. It's the same as tight, in terms of spacing within a paragraph, but between paragraphs, you get more space. I am not clear that increases readability that much when you look at it on screen. Relaxed, lots of space.
1.5 Line Spacing, 6 points after each paragraph, sort of a rolling style. And finally, the style that this document was created in, Double Spacing, with 8 points after each paragraph, clearly, very, very roomy, almost to the point that it's more difficult to read. So Kim can choose any of these Spacing Styles. Tight is nice, open, just slightly more space, or she can create her own Spacing Style that's a combination of Tight and Open.
Let's go to Custom Paragraph Spacing, and the Manage Styles dialog box opens. You will notice that the spacing choice here is set at Double. Let's change that to Single spacing. And then set for 6 points Before and 6 points After. Take a look at that and see how we like it. Notice that there is room prior to each paragraph, 6 points, and following each paragraph, 6 points. It still seems a little tight.
It would be nice if our line spacing was a little bit broader, a little bit wider. So we can make that change. We could start, for example, with Open, the 1.15 spacing style, a little more room, and then modify by choosing Custom Paragraph Spacing, and change the points After from the 10 points, which is quite roomy, to 6 points, a little tighter. So we will get wider spacing within a paragraph, slightly less spacing between paragraphs. Let's take a look at that and see if it's readable.
So Kim has created a new Paragraph Spacing Style of her own, a custom spacing style. She doesn't have a way to simply save this custom spacing style on its own, to give it a name like Compact, or Tight, or Open. She can, however, change the default for all documents in the future and use this as the default Paragraph Spacing Style. To do that, all Kim need to do is Set as Default, and all of the choices that are reflected in this document, the Style Set that is chosen, the Colors, the Fonts, and the Paragraph Spacing, will all be saved.
So before I choose Set as Default, I might want to go back and check my colors, my fonts, and make sure I like those as well. But when I am all set and decide this is a great way to format every single document of any size going forward, I can choose Set as Default and capture those choices for use in future documents. With Word 2010, it's easy to reformat documents, and by saving the choices that you make as defaults, you leverage the formatting that you create in one document and reuse them in all future documents.
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