1.0 Instructions for using your UQ templates

Transcription

1 1.0 Instructions for using your UQ templates 1.1 Opening a template Save your template attachment (without opening it) to a local or network location don t open it from . Double-click the template in the folder location. This will open a new document based on the template, named Document 1 or similar. You are now working in a fresh document you are not working in the template itself. You can save this as a.docx as it will always link back to the template which holds the macro/s Enable Macros When you open the template, you will see a yellow warning bar below the ribbon. Click Enable Content to allow macros to run. 1.2 Saving your file (Ctrl S) It is best practice to immediately save your newly created Word document in a relevant location. It is also advisable to regularly save the file while working on it. Word has an autosave feature which will recover a file if the program shuts down unexpectedly. Do not rely solely on this as files are sometimes corrupted during recovery and cannot be used. It becomes a beneficial habit to press Ctrl S as you work. 1.3 Linking back to macros Documents you create using a template with macros need to point back to the source template for the functionality to work properly. It s important to keep the file name and location the same so that documents created from it will always link back automatically. If you are working on a document that has been sent to you by a staff member from another office, in order for you to use the custom macro/s and automated functions you will need to relink the file to the template on your local office network. If you need to work on documents using a remote computer/laptop that is not connected to the network then it is advised that you save a copy of the template file (.dotm) locally and relink it (as per the above) for you to be able to use the macro functions built in to the template. To relink a document to a template, follow the instructions below whilst in the document: 1. Go to the File menu 2. Options 3. Add-ins 4. Manage: Templates 5. Go 6. Document template 7. Attach 8. Select the template file, Open Doc ref [Guideline Owner] Version: DRAFT Effective Date: DD/MM/YYYY Page 1 of 7

2 9. OK. 1.4 Show/Hide The Show/Hide button can be found on the Home Tab. This feature will show all formatting marks such as spaces, paragraph marks, page breaks and section breaks. It is necessary to activate the Show/Hide feature to check for section breaks. It is also recommended to work in this mode so you can see the workings of your document. 1.5 General Styles and Formatting This Word template is based on Microsoft Word styles. Almost every type of formatting needed in your document has been made into a named style and appears in the Styles window on the Home tab. By clicking on the style you will format the current paragraph. The Normal style is the default paragraph style in all new Word documents. Some people use the Normal style and manually format each paragraph to suit their needs. The styles in the customised Word templates are pre-set. You format a selected paragraph by clicking the relevant style in Styles window. This method saves time. For example, it makes auto numbering easy and ensures that relevant headings are included in the table of contents (if applicable). The most commonly used styles are shown below: 2.0 Heading Heading Heading Heading Heading 5 The most commonly used style is Body Text. It has been formatted differently to the Normal text style, which is a basic single-line-spaced style. It is important to select Body Text for the bulk of the content as it has pre-set before and after spacing and expanded line spacing to create consistent paragraph spacing. Enter down and type on the very next line an automatic paragraph. List Bullet style is set up to continue indenting and switching between styles of bullets Tab at the start of a bullet to get to the next bullet indent and style Shift Tab to move back to the previous bullet and style There are five bullet levels This is the final bullet at 3cm. 1. List Number style is set up to continue indenting and switching between styles of numbering a. Tab at the start of a number to get to the next number indent and style i. Shift Tab to move back to the previous number and style Page 2 of 7

3 A. If you need to manually restart the list numbering, place the cursor over the number, right-click and select Restart at 1. I. This is the final number at 3cm. a. List Alpha style is set up to continue indenting and switching between styles of numbering i. Tab at the start of a number to get to the next number indent and style 1. Shift Tab to move back to the previous number and style 2.2 Tables A. If you need to manually restart the list numbering, place the cursor over the number, right-click and select Restart at 1. Insert tables from the Insert tab or format a table by selecting one of the Custom table designs specific to your company and template/s. Word has a tick box to activate banded rows, banded columns, last column, total row etc. We have nominated colours for shading or lines to be used in these instances if it was not specified. Table 1 Table 1 (Header Row & Banded Rows options selected) Table Heading Table Heading Table Heading Table Heading Table Text Table Text Table Text Table Text 1. Table Number 2. Table Number 3. Table Number 4. Table Number Table Bullets Table Bullets Table Bullets Table Bullets Table 2 Table 2 (First Column & Banded Columns options selected) Table Heading Table Text Table Text Table Text Table Heading Table Text Table Text Table Text Table Heading Table Text Table Text Table Text 2.3 Fields for input Text Fields Within the templates are fields for typing text. They are shaded grey or yellow but once content is entered they will revert to no shading. You only need to click the field once and then begin typing. Placeholder fields are not in containers and are placed in content areas to provide a starting point for typing text. They will contain default text used to give direction on the content required. Click once and begin typing, the field will disappear and you will be typing text in the paragraph style the field was on Repeater fields Some fields will repeat text automatically elsewhere in the document or in the header or footer. These types of fields are in a container and text must stay within the container to repeat in the designated places. The title of this document repeats info into the footer. Tip: To manually adjust the balance of words on a line, you can use a non-breaking space character to connect words together and force them onto the next line. Recommended for document titles where it is not ideal to press Enter and create a hard line break that is sometimes replicated in the footer. Press Ctrl Shift Spacebar to replace a regular space. Page 3 of 7

4 2.3.3 StyleRef fields The header of this template will repeat the info that is typed into the chapter page. You should not change the styles on the chapter pages as this will disconnect the repeating information, just type into the designated areas Example text containers This template contains an instructional contain which previews all available styles. Click inside the contains and then select the tab and press Delete. 2.4 Custom features This template contains custom features accessible on the Quick Access Toolbar (QAT). It can be above or below the ribbon. Above: Below: Insert Picture This is simply a shortcut to the Insert Picture function found on the Insert Tab Style Panel This panel will preview whatever style is applied to the current paragraph. You can also expand the styles menu from this button. This is great if you notice a paragraph is normal for example and you want to change it to body text Quick Parts The template contains custom building blocks (e.g. tables & captions) which are accessible via the Quick Parts menu ( Insert Tab Quick Parts ). A shortcut has been placed on the QAT (screen grab above). A brief description of each of the building blocks are below. Page 4 of 7

5 Figure Placeholder Figure Caption Table caption This will drop in an image placeholder with an auto numbering caption. page. This places a caption field on the selected paragraph. This will drop in an auto-numbering table caption. Table captions must be inserted from the Quick Parts menu to maintain correct numbering. In the Table Design tab you can choose to activate different options; header row, first column, banded rows/columns etc. If you have already formatted the content of your table and only want to change the table styling (e.g. borders and shading), select the table style from the Table Design tab whilst in the table Insert A4 Landscape Page This function has been automated in a macro which performs many steps to insert two section breaks and change the page layout to landscape. It will automatically change the header and footer for the page without disrupting the rest of the document. If you need to delete the inserted landscape section, select the section break above and below the area and press Delete. It is important you delete both section breaks to ensure part of the document does not retain the landscape orientation. You will need to turn on the show/hide function to see the section breaks. 2.5 Copying and pasting When copying and pasting text into the template from another document, you are also copying styles and formatting that you may not want in your current document. To paste without styles: Paste Options > Keep text only. This setting will paste only the text and will discard any formatting, section breaks or tables. The text can be styled with a style appropriate to your document. For advanced users who want to paste text and retain bullets, numbering, pictures etc please see the advanced paste option section. Ensure the information you wish to copy and paste does not contain section breaks. You will not want section breaks to be pasted into the new document as they contain information such as headers and footers, page setup and page orientation. If you copy a section break across, the new document will adopt those settings. Read the sub sections below to accurately check for section breaks and ensure you are pasting in content safely with the advanced paste options Checking for section breaks To accurately check for a section break, move your cursor to the start of the area you want to import. Look in the bottom left corner of the Word program and note the Section number. (Note: this might not be displayed by default, right click the bottom left bar where the page numbers are shown and tick Section ). Then place your cursor at the end of the selection and check the Section number again. If the number changes, it means there is a section break within the text you wish to copy across. If they are not clearly Page 5 of 7

6 visible, use your cursor to manually arrow down the page until the Section number changes. The section break will be close by and looks like this: Sometimes the section break is positioned at the end of a line of text or table row and cannot be seen in Show/Hide mode either. Another way to find the section break is to go to: 1. View 2. Outline 3. Section breaks will be very obvious now and show across the whole page. 4. Close Outline View when finished Advanced paste options When you are ready to copy and paste using the advanced method, select the data and either rightclick and Copy or press Ctrl C. Place your cursor in the new document and choose from the Paste Options dropdown icon. Use Destination Styles (Preferred option if not available, see Merge Formatting) This option matches the pasted data to the template styles where style names are the same. It will appear to have adopted the font type, size and colour set for the text. It is recommended that you reinforce the styles on the pasted data by selecting the content and using the Reset Paragraph command ( Ctrl Q ) see below for instructions. You will need to manually apply approved styles to content that had custom names and were not automatically converted during the paste. Look at the current style window to confirm it is one of the approved styles. Merge Formatting This option will paste the content to match the current paragraph style. It will apply emphasis such as bold if original content was a heading. Keep Source Formatting This option preserves the look of the original text. Only use if pasting within the same document. Merge List / Don t Merge These options only show when the data is a numbered list or data is pasted near an existing list. You have the option to either merge or not Content formatting Once you have pasted in content you will need to reformat to a certain extent. As time goes on using the new templates there will be barely any need for reformatting after pasting. For the interim, here are some tips for making the process quick and easy Zoom Out (Ctrl Scroll down) / Zoom In (Ctrl Scroll up) Use the zoom out command to view whole pages at a time and use the multiple paragraph select option below. Remember to zoom back in to 100% before saving. Page 6 of 7

7 Multiple paragraph select Move your cursor out to the left margin until you see the arrow point to the right, now you can select multiple connecting lines at once. If you want to select lines/paragraphs that are not connected to each other, make your first selection, then press and hold Ctrl to selectively click other paragraphs. Once done, choose the paragraph style you want to apply Reset paragraph (Ctrl Q) Use Ctrl Q to refresh a paragraph style after pasting. This command reapplies the style in the current document. When text is pasted in, it might appear to have changed to the template style but after the Reset Paragraph command is applied it will force things such as before and after spacing, indents and line spacing. If the text does not reset to the style definition it may require to be stripped back to take out any additional formatting another user has made. See Reset Character and Clear Formatting below. You can select the entire pasted selection and use the Ctrl Q command Strip Formatting (Ctrl Spacebar) This command keeps the current paragraph style but will strip back any character formatting applied to the paragraph. Character formatting includes, bold, italic, underline and font colour not part of the actual paragraph style Clear Formatting Sometimes text accumulates various character styles on top of the paragraph style. When this occurs, it is not possible to reformat the text with a single click of another paragraph style (or using Ctrl Q ) the text appears to ignore formatting commands. The Clear Formatting command under the Styles Window dropdown strips the text back to the Normal style, after which you can apply the paragraph style required Reapply style If you have just applied a style and want to reapply it to another area, you can use the Redo command Ctrl Y and the last action will be applied again until you make a different action Zero before paragraph setting When working with multiple columns you may need to manually tweak where the information aligns at the top of a column. The heading styles contain automatic spacing before which can make them sit lower than body text. To manually make the text align change the spacing setting to 0pt before in the Paragraph group under the Page Layout Tab. Page 7 of 7