Formatting A Document

Introduction:

There are ten important rules to remembered while formatting a document in a word

They are
1. 2. 3. 4. 5. 6. 7. 8. 9. Rule 1: Use Styles Rule 2: Don't confuse Headers and Headings Rule 3: Don't just format a piece of text Rule 4: Use the minimum of Styles Rule 5: Add descriptions to images Rule 6: Do you really need that Table? Rule 7: Do you really need that Text Box? Rule 8: Don't use tabs and spaces to position text Rule 9: Don't use the Enter key twice between paragraphs

10.Rule 10: Don't use the Enter key to force a new page

By using these Styles. When you use Styles.The Most Important Rule All the Styles you need are set up in Word already. you have the added benefit that when you want to change the font. size or emphasis of a Heading. . Table of Contents Styles and List Styles are all available in the "Normal" template. Normal for your body text.Formatting A Document Rule 1: Use Styles . search for Styles. press F1 or go to the Help menu. You can reach the "Styles and Formatting dialog in Microsoft Word 2003 from the "Format" menu choose "Styles" or "Styles and Formatting". For help in earlier or later versions of Word.your changes are then applied automatically to every occurrence of that Style in the document. When Help opens. Many Heading Styles including Heading 1 for main headings. a Word document can be easily converted into well formatted AltFormats. you only need to change the Style once . Index Styles.

you need a "Heading" Style.The image below shows part of a Word document showing both a Header and a Heading: the Heading is part of the . If you use a Header Style in the body of a document. Chapter and Paragraph headings. This is a piece of text that is repeated at the top of every page.Formatting A Document Rule 2: Don't confuse Headers and Headings A "Header" Style is used for the document header. alternative format creation software will not import it! You can apply Headings and Headers using the Styles and Formatting dialog box in Microsoft Word 2003. For Document. it is not a Heading! A "header" is also known as a "running header".

. while the Header is in a box of its own. Rule 3: Don't just format a piece of text .format the whole Style If you think you need a sub-heading. don't just embolden and change the font size when you're using Normal Style.Formatting A Document body text. apply one of the lesser heading Styles.

and the other is Normal Style text which has had the font size changed and Bold applied. and resist the temptation to fill your document with fancy fonts. underline and italics are fine for emphasiswithin a paragraph and can also be converted into the AltFormats to emphasise the text. Keep to a single topic per paragraph. In addition. It won't help your readers to understand. visually engaging and fully accessible document by simply using the Heading Styles built into Microsoft Word. The image below shows part of a Word document shows two identical-looking lines of text. elegant and readable. You can create an attractive.Formatting A Document That said. They look the same. Concentrate on content rather than looks. don't mistake pictures of text as real text! Microsoft Word 2003's WordArt feature does not translate into AltFormats. . and the other as bold text. even if it looks colourful on the printed page. orientation changes and colours. Rule 4: Use the minimum of Styles Keep your document plain. However one has the Heading 1 Style applied. size changes. but only the one with a Heading Style applied will be recognised by AltFormat Conversion software as a Heading. and it will be lost on AltFormat readers. bold.

the majority of your table may not be visible when creating Large Print with a font size of 22 point. In addition. think to yourself . diagrams. half the carrying capacity of the print page. otherwise that information will be lost to AltFormat readers. but a very complex table. make sure that you add alternative text descriptions using the "Format Picture" dialogue box in Microsoft Word 2003. For instance. when creating Braille. For extra accessibility. can the information in the table be rendered into text instead? . diagrams. at most. plots and graphs. the Braille page has. or one with a lot of columns. Rule 6: Do you really need that Table? Is a table really the only way to represent information? Table's can be great visually.is the table is too complex? Can the table be split or simplified in some way? Alternatively. Also ensure that all images. can be impossible to render into AltFormats. plots and graphs. and so tables with lots of columns in Microsoft Word will take up more than one line when converted into Braille.Formatting A Document Rule 5: Add descriptions to images If you use images. If using a table is necessary. diagrams. plots and graphs can be rendered as tactile graphics for Braille readers. you can also add a descriptive line immediately underneath any images.

Formatting A Document Rule 7: Do you really need that Text Box? People often use text boxes to position text on the page. you're actually creating an image. . you can use Styles instead. You can add indents using the "Paragraph" dialog box in Microsoft Word 2003. This will look just as good and is a fantastic alternative to using text boxes since it won't cause problems when creating subsequent AltFormats. For instance. please refer toRule 5 of these guideline. In addition. Rule 8: Don't use tabs and spaces to position text on the page Rather than using the tab key to set indents. However. you can also do this using indents on regular text in your document. Using this option will preserve any indents made when creating AltFormats from your materials. the "Normal" Style has an option called "Normal Indent" which indents the text to a predefined margin. For information on making images accessible. if you're using a Text Box to mix graphics and text. which won't do strange things to the layout of your AltFormats.

Instead of pressing Enter twice to create a space between paragraphs. select "Format: Style" and click the "Modify" button. you can choose Format. . You can then use the "Paragraph" dialog box to set the indents for your new Style. and then modify any special attributes you want. and click the "New Style" button in Microsoft Word 2003 (please press F1 for assistance in previous and later versions of Microsoft Word). change the "After" box to 12 (or whatever spacing you want). It is recommended that you base your new style on the "Normal" style. Next. In the Modify Style dialog box.Formatting A Document If you would like to create a new Style with larger indents. Rule 9: Don't press the Enter key twice at the end of each paragraph Pressing the Enter key more than once can hamper the layout of your materials when converted into AltFormats. . you can increase the paragraph spacing in the Style you are currently using. select "Format" and then "Paragraph" to modify the paragraph indentations. select "Format: Paragraph". in the "Spacing" section. select to "New Style" from the "Styles and Formatting" dialog box. such as indentations. Here's how to do this using Microsoft Word 2003 (please press F1 for assistance using earlier or later versions of Microsoft Word): For each Style you are using. To do this in Microsoft Word 2003. Then. and will make creating Altformat versions of the text much easier. Styles and Formatting. This will eliminate the need to press the Enter key more than once between paragraphs.

You only need one at the end of each paragraph. when starting a new section of your document. you should delete the line breaks and change your style as described above. If you can see a column of more than one (as shown in the image below). which is perfectly fine. However. Rule 10: Don't use the Enter key to force a new page When typing long documents. . To avoid this. you can press the Line Break button to show you where all the extra line-breaks are. You can add a page break simply in Microsoft Word 2003 by pressing Control+Enter. the way to begin the next part of your text on a new page is to enter a hard Page Break. Forcing a page break by pressing the Enter key multiple times will create formatting problems when you convert your text into AltFormats. you may wish add a page break to start the section on a new page. you will naturally find that your text covers more than one page.Formatting A Document In Microsoft Word 2003.

Sign up to vote on this title
UsefulNot useful