Things I Wish Proposal Writers Knew About Word
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1 Things I Wish Proposal Writers Knew About Word Dick Eassom, CF APMP Fellow 3 November 2017.
2 Intro This is for those of us who have to take multiple Word documents, with graphics and tables, and integrate them into a professional, compelling, winning proposal! Don t you wish that if your writers (and other contributors) knew a bit more about Word, then your job would be much easier? This presentation contains tips for writers to get the best results (plus a few for you to consider!) Getting your writers to follow these guidelines will save you hours of stressful integration during end game! 2
3 Don t paste that into my proposal! Writers obviously need to reuse material from old proposals, technical documents, PowerPoint presentations, and even websites Content copied and then pasted into Word can: paste styles and formatting that do not comply with your proposal template be non-compliant due to font size or face occasionally corrupt existing styles in your document This can cause problems during end game for you! 3
4 Don t paste that into my proposal! (cont.) What can writers do to help you? Always Paste Special > Keep Text Only How? Right click > Paste Options: Home > Paste > Paste Options: Ctrl+Alt+V 4
5 Don t paste that into my proposal! (cont.) The optimum solution: get writers to set default paste Go to Home > Paste > Set Default Paste 5
6 How to paste that table into my proposal! If you don t want to lose the structure of a table: Copy tables separately from the regular text Paste, but click the Paste Options button and choose Merge Formatting: Clear all (text) formatting Apply the table style provided 6
7 Sink your floating tables How many times have you seen this? There is no default setting for how tables are created (or inserted), but floating tables sometimes get in your documents Go to Table Tools > Layout > Table > Properties Set Text wrapping to None 7
8 Taming autocorrect Autocorrect can be a friend or foe to writers You can add common exceptions: go to File > Options > Proofing > AutoCorrect Options Delete legitimate Replace text as you type entries Click Exceptions Add Initial Caps options relevant to your business 8
9 Check your spelling, grammar, and style First person, active voice, present tense It s not always easy for writers to write this way, so this time, Word CAN help! How? Go to File > Options > Proofing Set Writing Style to Grammar & Style Click Settings 9
10 Check your spelling, grammar, and style (cont.) Comma required before last item the Oxford comma Punctuation between quotes inside Spaces required between sentences 1 Passive sentences checked Use of first person unchecked 10
11 Only one space, please Back in the day, typewriters and computer printers only had fixed-width (aka monospaced) fonts: The Quick Brown Fox in Courier And we were taught to put two spaces after a period to make the ends of sentences more noticeable. And then along came the laser printer, and proportionallyspaced (aka proportional) fonts were available: The Quick Brown Fox in Times New Roman And we no longer need to put two spaces after a period. Ever. 11
12 Only one space, please (cont.) What can writers do to help you? Get Word to show them when they more than 1 space after a period How? Set Spaces required between sentences to 1 And if they forget, press Ctrl+H, type two spaces in Find what, one space in Replace with, and then click Replace All until there are no more left! 2 spaces 1 space 12
13 No autoformatting, please! Word tries to help as you type: Type 1. and press any key, and Word thinks you want a numbered list: Type * and press and key, and Word thinks you want a bulleted list But this interferes with our List Number (X) and List Bullet (X) styles in our proposal template 13
14 No autoformatting, please! (cont.) What can writers do to help you? Disable AutoFormat options How? Go to File > Options > Proofing Click AutoCorrect Options Select AutoFormat As You Type tab Uncheck all Apply as you type and Automatically as you type options 14
15 Don t type over my fields & content controls! Fields automatically generate text, based on their code Typical examples are page numbers, caption numbers, and cross references: Content Controls allow selectable text, such as a date, or act as content placeholders: Writers can accidentally delete or overwrite either of these tools 15
16 Don t type over my fields (cont.) What can writers do to help you? Permanently display when text is generated by a field code How? Go to File > Options > Advanced Scroll to Show document content Set Field shading to Always (Content Controls are always visible) 16
17 Don t DIY: use the styles I provided The easiest solution to getting writers to help you! Word s default styles, courtesy of normal.dotx: Styles from a custom-designed template: all the writer needs! See my APMP Bid & Proposal Con presentation and APMP Perspective articles: give me your business card and I ll 17
18 That s not how you do an indent! Ever had this one? This can happen: When text is pasted in from a PDF that has been OCR d When the writer has no idea how to indent text, or create a hanging indent As usual, there are multiple ways for writers to create indents Ideally, you ll have a Body Text Indent style in your template, but you can t deal with every scenario 18
19 This is how you do an indent! (cont.) Use the shortcut keys: Ctrl+M increase left indent by one tab stop Ctrl+Shift+M decrease left indent by one tab stop Ctrl+T increase hanging indent by one tab stop Ctrl+Shift+T decrease hanging indent by one tab stop Use the ruler: Check View > Ruler if it is not displayed Drag to change the First Line Indent Drag to change the Hanging Indent Drag to change the Left Indent 19
20 Templates & documents: what s the diff? Some define a template as a Word document pre-populated with headings and default text A Word template can be that too, but it is used to create new Word documents The new document contains: The same page layout as the template (margins, headers, footers, columns, etc.) The same styles as the template The new document does not contain: Any Quick Parts, aka building blocks, in the template Any macros in the template 20
21 Templates & documents (cont.) All documents remember their template: Go to File, click Properties, and then click Advanced Properties: The Document Properties dialog shows the template name that the document was created from: You can use this document template relationship to restore styles to their original definition, even if the writer has modified them 21
22 Templates & documents (cont.) First, make sure you have the Developer tab displayed: Go to File > Options > Customize Ribbon, and check Developer in the right box: Now go to Developer > Document Template: If this is the wrong template, click Attach and browse to the correct template Check Automatically update document styles to fix styles 22
23 Templates & documents (cont.) You can help your writers by distributing the.dotx template You can either distribute the template to each user, or set up a workgroup shared location Local template Workgroup template Proposal document connected to workgroup template Proposal document connected to local template User may or not be on network Network server/nas User on network 23
24 Templates & documents (cont.) Personal template: save to %appdata%/microsoft/templates. Go to File > Options > Save and enter path into Default personal templates location: Workgroup: go to File > Options > Advanced > File Locations and enter path in Workgroup templates: 24
25 Things I wish they knew about words! Some of my pet hates: including, but not limited to, to include in order to five (5) including including to five (use numerals above ten) Some of these habits are hard to unlearn, but the benefits of improved readability, extra space for content, and less editing time, are obvious 25
26 Don t overinitialcapitalize! Not every noun is important! And we re writing in English, not German! Does Project Manager really need those initial caps? Over initial capitalization makes text harder to read, and takes up more space And capitalization can really change a sentence. For example: I love to eat candy I love to eat capitalization 26
27 Bonus round: who s into hyphenation? Word has excellent hyphenation tools: go to Layout > Page Setup > Hyphenation To make them easier go get to, add to your QAT Go to File > Options > Quick Access Toolbar Select Choose commands from > Layout Tab Scroll down to Hyphenation Manual Click Add >> to add to your QAT 27
28 Bonus round: who s into hyphenation? (cont.) Unfortunately, Hyphenation Manual doesn t have a real icon: But to use it, select the word you want to hyphenate, the click the Hyphenation Manual icon Word displays the Hyphenation Manual dialog with the selected word and shows where you can correctly hyphenate it Select the hyphenation point you want and then click Yes Hyphenation can improve readability and save space when using narrow columns 28
29 You can find Wordman at twitter.com/iamwordman x
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