USING THE TEMPLATES FOR WORD 2003

Transcription

1 USING THE TEMPLATES FOR WORD INTRODUCTION TO THE MUNICIPAL EMERGENCY PLAN TEMPLATE WHEN YOU FIRST OPEN THE DOCUMENT DOCUMENT PROTECTION AND NAVIGATING THE DOCUMENT FORM FIELD SHADING Turning Form Field Shading On or Off TEXT PROMPTS TABLE EXAMPLES COMPLETING THE TEMPLATE ENTERING INFORMATION IN TEXT FIELDS WITH BRACKETS AROUND NORMAL TEXT ENTERING INFORMATION IN TABLES ENTERING TEXT AND IMAGES IN FREE EDITING SECTIONS DELETING PROMPTS AND TABLE EXAMPLES UPDATING THE TABLE OF CONTENTS UPDATING THE YEAR IN THE FOOTER CHECKLIST FOR ANNUAL UPDATES PROTECTING YOUR DOCUMENT FOR DISTRIBUTION INSTRUCTIONS FOR SPECIFIC DOCUMENTS USING FORMS DOCUMENTS PART 3 RESOURCES AND CAPABILITIES Organizing the Tables Required Information Formatting New Tables TABLE OF EDITING OPTIONS... 20

2 1 INTRODUCTION TO THE MUNICIPAL EMERGENCY PLAN TEMPLATE The Municipal Emergency Plan Template contains three main documents, several appendices, and numerous forms. These documents have been set up as templates which contain standardized emergency management information and directions for Manitoba municipalities, and fill-in-the-blank textboxes, tables, or free editing spaces that allow you to customize the documents to fit your municipal situation. This fill-in-the-blanks format will ensure that documents are consistent within your region, allowing for ease of use by exchange coordinators, protect you from accidentally deleting formatting, and increase the speed and ease at which you can complete the written component of your emergency plan. To assist you in completing or updating your documents, a table is included at the end of this document that lists all the areas where you can add information that is specific to your municipality. Municipal Emergency Plan Using the Templates For Word

3 2 WHEN YOU FIRST OPEN THE DOCUMENT 2.1 DOCUMENT PROTECTION AND NAVIGATING THE DOCUMENT All of the documents in the template have been protected so that only certain sections can be edited. Because of this protection, you will not be able to click on anything but the areas that are set up for editing; however, you can still scroll through the document using your scroll bars or mouse scroll wheel. Once you complete a document, you will need to unprotect the document and then re-protect it as read only. This setting allows you to click anywhere in the document, but prevents you from changing the document s contents. Instructions on how to do this are provided in 4 Protecting Your Document For Distribution. You can also move forward through the text field portions of the documents by hitting the Tab, (forward arrow), or (up arrow) keys and move backward through the text fields by hitting the Shift+Tab, (backward arrow), or (down arrow) keys. 2.2 FORM FIELD SHADING When you open the document you will see grey boxes in some of the places where your specific municipal information can be entered. This grey colouring, called Form Field Shading, highlights the locations where you can enter information in text boxes, will not appear when you print, and can be turned off using the Forms Toolbar. Municipal Emergency Plan Using the Templates For Word

4 Figure 1 Example of Form Field Shading Turning Form Field Shading On or Off 1. Open the Forms Toolbar by clicking on the View tab Toolbars Forms. Figure 2 - Opening the Forms Toolbar 2. The Forms Toolbar will open. 3. Click on the Form Fielding Shading button on the Forms Toolbar to turn shading on or off. Form Field Shading button Figure 3 - Forms Toolbar Municipal Emergency Plan Using the Templates For Word

5 2.3 TEXT PROMPTS The template contains prompts that tell you what kind of information should be put in different sections of the documents. There are three kinds of prompts: 1. Text fields with brackets [ ] around italicized text These fields contain information only and do not require you to enter any text. They typically precede a table and explain how to fill out the table. 2. Text fields with brackets [ ] around normal text These fields require you to enter text. The text in the brackets will direct you as to the information that should be entered in the text field. 3. Normal text with brackets [ ] (no shading) These prompts require you to enter information, but do not limit you to just text. The prompts are located in areas with free editing (areas that allow you to do any normal Word function) and look like text fields, but do not have any Form Field Shading as they are not actually text fields. 2.4 TABLE EXAMPLES Part 2 Operational Emergency Plan includes table examples. These examples are marked in red and contain example information to help you understand how to complete the table. Municipal Emergency Plan Using the Templates For Word

6 3 COMPLETING THE TEMPLATE 3.1 ENTERING INFORMATION IN TEXT FIELDS WITH BRACKETS AROUND NORMAL TEXT 1. Click on or key to the text field where you want to enter information. 2. Highlight the text that you want to erase. If you keyed to the field, all of the text will automatically be highlighted. 3. Start typing. Any highlighted text will be replaced by your new text. 4. If there is a bullet point symbol ( -,, etc.) before the text field and you want to have additional bulleted lines, hit Enter at the end of your line and a new bulleted line will appear. Note: You cannot put a space in between the bulleted lines (and maintain the automatic bullet formatting). Just hit Enter once and begin typing. 3.2 ENTERING INFORMATION IN TABLES 1. Click in the cell where you want to enter information. 2. Start typing. 3. If there is a bullet point symbol ( -,, etc.) in the cell and you want to have additional bullets, hit Enter at the end of your line and a new bulleted line will appear in the cell. Note: You cannot put a space in between the bulleted lines (and maintain the automatic bullet formatting). Just hit Enter once and begin typing. If you do need a space between bulleted lines, you will need to apply the bullet formatting to the lines after the space using the appropriate Word tools. Add an extra line to the table 1. Click in the bottom right cell of the table and hit Tab. 2. A new row will appear at the bottom of the table. Delete a line from the table 1. Click in the row you want removed from the table. 2. Click on the Table tab Delete Rows. Municipal Emergency Plan Using the Templates For Word

7 Figure 4 - Deleting a Row 3.3 ENTERING TEXT AND IMAGES IN FREE EDITING SECTIONS These sections are open for you to add any text/images/diagrams/flowcharts/etc. that will help you complete the information requirements of the section. For consistency, free editing sections where you are supposed to enter information are marked by brackets; however, you cannot tab from text field to text field, as in the other sections of the templates. Entering text 1. Highlight the text that you want to erase or click or key to the place where you would like to insert new text. 2. Start typing. Any highlighted text will be replaced by your new text. Entering pictures/diagrams/images 1. Highlight the text that you want to erase. 2. Click on the Insert tab Picture From File, if the image is saved as a file on your computer. Municipal Emergency Plan Using the Templates For Word

8 Figure 5 - Adding a Picture from File 3. Find the correct file in your directories. 4. Click on the file. 5. Click Insert. OR 5. Copy the image and paste it into the document using the paste button, hitting Ctrl+V, or right-clicking and choosing Paste. 6. Your picture will be inserted or pasted into the document. 3.4 DELETING PROMPTS AND TABLE EXAMPLES Once you no longer need the instructions in the text fields with brackets around italicized text, delete the text in the field. Remember, you can always go back to the original document you received to review the instructions. Once you no longer need the table examples (marked in red), delete the tables: 1. Click on the table. 2. Click on the Table tab Delete Table. Municipal Emergency Plan Using the Templates For Word

9 Figure 6 - Deleting a Table 3. The table will be deleted. 3.5 UPDATING THE TABLE OF CONTENTS You will need to update the Table of Contents once you have completed the template: 1. Right-click anywhere in the Table of Contents. 2. Click on Update Field. Figure 7 - Update Field 3. Click Update Entire Table. Figure 8 - Update Entire Table Municipal Emergency Plan Using the Templates For Word

10 4. Click OK. 5. The table of contents will adjust any headings or page numbers that have changed since the last update to the table of contents. Note: If you have manually adjusted the table of contents and you wish to keep your formatting, choose Update page numbers only. Ensure that your headings are correct before you choose this option, as the headings will not be updated. 3.6 UPDATING THE YEAR IN THE FOOTER You will need to update the year in the footer after you have made your annual updates. However, before you can make changes to the footer, you will need to unprotect the document: 1. Click on the Tools tab Unprotect Document. Figure 9 - Opening Unprotect Document 2. An Unprotect Document box will pop up and prompt you to enter a password. Figure 10 - Unprotecting Document with Password 3. Enter the default password: MEC 4. Click OK. 5. Your document is now unprotected. Note: The Protect Document panel will now be open at the right side of your screen. Now that you have unprotected the document, you can edit the footer: Municipal Emergency Plan Using the Templates For Word

11 1. Click on the View tab Header and Footer. Figure 11 - Opening Header and Footer 2. Scroll to the footer at the bottom of any page. 3. Highlight the year (or the [insert year] text the first time). 4. Type in the correct year. 5. Double-click anywhere outside of the footer OR click Close on the Header and Footer Toolbar. Figure 12 - Header and Footer Toolbar Finally, you ll have to re-protect the document: 1. Click on Yes, Start Enforcing Protection in the Protect Document panel at the right side of your screen. Municipal Emergency Plan Using the Templates For Word

12 Figure 13 - Start Enforcement in Protect Document Panel Figure 14 - Enforcing Document Protection 2. Enter and reenter a password for the document. Note: Password is case-sensitive. Figure 15 - Entering Document Protection Password Municipal Emergency Plan Using the Templates For Word

13 3. Click OK. 4. Your document is now protected. 3.7 CHECKLIST FOR ANNUAL UPDATES Content Updated Table of Contents Updated Footers Updated Municipal Emergency Plan Using the Templates For Word

14 4 PROTECTING YOUR DOCUMENT FOR DISTRIBUTION When you have completed your document, you may decide that you would like to prevent anyone from modifying your completed emergency plan. Before you can set the document as read only (document can not be edited), you will need to unprotect the document: 1. Click on the Tools tab Unprotect Document. Figure 16 - Opening Unprotect Document 2. An Unprotect Document box will pop up and prompt you to enter a password. Figure 17 - Unprotecting Document with Password 3. Enter the default password: MEC 4. Click OK. 5. Your document is now unprotected. Note: The Protect Document panel will now be open at the right side of your screen. Now that you have unprotected the document, you can re-protect your document as read only: 1. Click on the down arrow beside the box that says Filling in Forms under 2. Editing restrictions in the Protect Document panel at the right side of your screen. Municipal Emergency Plan Using the Templates For Word

15 Figure 18 - Editing Restrictions in Protect Document Panel Figure 19 - Changing Protection to Read Only 2. Change the selected option to No changes (Read only). 3. Click on Yes, Start Enforcing Protection. 4. Your document is now protected as read only. 5. Save the document with a different filename for distribution. Municipal Emergency Plan Using the Templates For Word

16 5 INSTRUCTIONS FOR SPECIFIC DOCUMENTS 5.1 USING FORMS DOCUMENTS Your template package includes a variety of forms that you can simply fill in and print. These forms will be among the documents labeled FORM [name of form]. Note: Not all documents with this type of name are fill-in-the-blank forms. Some are forms that are meant to be printed and completed on paper. To ensure the instructions text is available in the forms every time you open a form document, use one of the following options: 1. Do not save the document just complete the form, print it, and close the document OR 2. Complete the form and save the document under a different file name so your original remains unchanged. 5.2 PART 3 RESOURCES AND CAPABILITIES Organizing the Tables Part 3 Resources and Capabilities contains a number of tables to assist you in completing your contact lists. The order of these tables, as you received them, is a suggestion for organizing your information. You may re-order them as you need to Required Information You may delete the tables in Part 3 Resources and Capabilities and substitute your own contact lists if you would prefer. However, certain information must be included somewhere in Part 3, as it is referenced in Part 2 Operational Emergency Plan. Refer to the following table for a list of all references to Part 3. Municipal Emergency Plan Using the Templates For Word

17 Document Section Reference Statement Part 2 Operational Emergency Plan Internal Communication See Part 3 Resources and Capabilities for specific numbers and available communication resources Public Communication Using Emergency Power (Back-Up) 2.4 Staffing the EOC See Part 3 Resources and Capabilities for specific numbers, addresses, and procedures to update web pages. See Part 3 Resources and Capabilities for the contact information of individuals trained to use generators. See Part 3 Resources and Capabilities for names and phone numbers of EOC staff Formatting New Tables If you wish to format new tables with the same formatting as the tables included in the template, you will need to change the heading border of the table: 1. Highlight (select) the first row of the table. 2. Click on the Format tab Borders and Shading. Figure 20 - Opening Borders and Shading Municipal Emergency Plan Using the Templates For Word

18 3. Borders and Shading will open. Figure 21 - Borders and Shading 4. Click on the bottom border in the Preview section to remove the current border. Figure 22 - Removing the Current Heading Border Municipal Emergency Plan Using the Templates For Word

19 5. Click on the down-arrow under Width and change it to 1 ½ pt. Figure 23 Changing the Border Width 6. Click on the area where the bottom border was in the Preview section to add the new border. 7. Click OK. 8. You will now have a wider heading border that matches the other tables in the document. Municipal Emergency Plan Using the Templates For Word

20 6 TABLE OF EDITING OPTIONS Editing Option Document Section Text Box Table Free Editing Part 1 Organization and Management Title Page Table of Contents By-Law 2.5 Duties and Responsibilities (Job Descriptions) Part 2 Operational Emergency Plan Title Page Table of Contents 1.3 Notifying the MEC and CAO of an Emergency 1.4 Decision to Activate the EOC / Emergency Plan 1.6 Public Alerting 2.1 Opening the EOC Internal Communication Public Communication Assembling Equipment, Supplies, and Materials Using Emergency Power (Back-up) Securing the EOC 2.4 Staffing the EOC 3.1 Daily Schedule Municipal Emergency Plan Using the Templates For Word

21 Editing Option Document Section Text Box Table Free Editing 3.2 Communicating with the Site 3.3 Attending the Site Statistics Record Keeping Procedures Disaster Financial Assistance 4.1 Identifying Media Relations Positions at Site and EOC 4.4 Media Release Schedule Part 3 Resources and Capabilities Appendix A Hazard Analysis Table of Contents 1.1 Emergency Fan-Out Changing Web Page Content 2.5 Radio Frequencies / Talk Groups 2.6 Other Communications Systems 7 - General All other sections, other than Manitoba Emergency Measures Organization (EMO) All, except title line Municipal Emergency Plan Using the Templates For Word

22 Editing Option Document Section Text Box Table Free Editing Appendix B Memorandums of Understanding Appendix C Evacuation, Reception, and Re-Entry Appendix D Public Information Messages All, except title line Table of Contents 1.1 Authority to Order Evacuation 1.4 Evacuation Routes and Transportation Mode of Transportation Assembly Areas 1.6 Special Provisions Pets 2.1 Potential Reception Centre Locations 2.4 Accommodations 2.5 Food and Social Services 2.6 Special Needs 2.7 Traffic Control and Direction 3.6 Re-Entry Checklist All, except title line Municipal Emergency Plan Using the Templates For Word