Consolidated Appeals Process (CAP)

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2 Consolidated Appeals Process (CAP) The CAP is much more than an appeal for money. It is an inclusive and coordinated programme cycle of: strategic planning leading to a Common Humanitarian Action Plan (CHAP); resource mobilisation; coordinated programme implementation; joint monitoring and evaluation; revision, if necessary; and reporting on results. The CHAP is a strategic plan for humanitarian response in a given country or region and includes the following elements: a common analysis of the context in which humanitarian action takes place; an assessment of needs; best, worst, and most likely scenarios; stakeholder analysis, i.e. who does what and where; a clear statement of longer-term objectives and goals; prioritised response plans; and a framework for monitoring the strategy and revising it if necessary. The CHAP is the foundation for developing a Consolidated Appeal or, when crises break or natural disasters occur, a Flash Appeal. The CHAP can also serve as a reference for organisations deciding not to appeal for funds through a common framework. Under the leadership of the Humanitarian Coordinator, the CHAP is developed at field level by the Inter-Agency Standing Committee (IASC) Country Team. This team mirrors the IASC structure at headquarters and includes UN agencies, and standing invitees, i.e. the International Organization for Migration, the Red Cross Movement, and NGOs that belong to ICVA, Interaction, or SCHR. Non-IASC members, such as national NGOs, can be included, and other key stakeholders in humanitarian action, in particular host governments and donors, should be consulted. The Humanitarian Coordinator is responsible for the annual preparation of the consolidated appeal document. The document is launched globally each November to enhance advocacy and resource mobilisation. An update, known as the Mid-Year Review, is presented to donors in June of each year. Donors provide resources to appealing agencies directly in response to project proposals. The Financial Tracking Service (FTS), managed by the United Nations Office for the Coordination of Humanitarian Affairs (OCHA), is a database of donor contributions and can be found on In sum, the CAP is about how the aid community collaborates to provide civilians in need the best protection and assistance available, on time.

3 TABLE OF CONTENTS A. STARTING PHASE... 2 B. SAVE THE DOCUMENT... 2 TIP1: Print Layout... 2 TIP2: Show/Hide Button... 2 TIP3: Page and Section Breaks... 3 TIP4: Header and Footer... 3 C. PAGE FORMATTING... 4 D. PAGES FROM PORTRAIT TO LANDSCAPE... 4 E. SET THE FONT... 5 F. BULLETS AND NUMBERING... 6 G. TABULATION... 6 H. PARAGRAPH... 7 TIP 5: US$ together with the amount in the same line... 8 I. BORDERS AND SHADING... 8 TIP 6: How to create a line... 9 J. SETTING TEXT STYLE... 9 K. HEADER AND FOOTER L. BREAK TYPES M. PAGE NUMBERS N. FOOTNOTE iii

4 O. COVER PAGE...18 P. TABLES Q. PROJECT SUMMARIES R. FINANCIAL SUMMARIES TIP 7: How to move lines inside a Table TIP 8: How to insert a Tab inside a Table TIP 9: The repeat button S. BOXES T. PICTURES U. IRFANVIEW V. TABLE OF CONTENTS TIP 9: A title invisible in the document but visible in the Table of Contents W PDF FILE ANNEX I. KEYBOARD SHORTCUTS iv

5 HOW TO FORMAT CONSOLIDATED OR FLASH APPEALS 1 File Save As Page Setup Portrait to Landscape Bullets and Numbering 2 Format Font Tabs Style Paragraph Borders and Shading 3 View Header and Footer Break Page Numbers Footnotes 4 Insert File Cover Page Tables Project Summaries Financial Summaries Picture IRFANVIEW Index and Tables Table of Contents 5 File Print Create a Document in PDF Format 1

6 A. STARTING PHASE GUIDELINES HOW TO FORMAT CONSOLIDATED OR FLASH APPEALS PRINT A HARD COPY OF THE MAIN DOCUMENT WHY? It is good to have the original to help you to see where the main titles are and also to see the content because sometimes you may accidentally delete certain words. B. SAVE THE DOCUMENT Sometimes, due to computer problems, you may loose your document. To avoid this, create several versions. WHEN? As often times as you can HOW? Click on File - Save As Save the document with the Title_Year_Country and the date, as follows. CAP_2004_Geneva_Draft 2 May 04.doc TIP1: Print Layout BEFORE STARTING YOUR FORMATTING, SOME SMALL TIPS Click on View Print Layout: WHY? To allow you to see your document page by page and not as one continuing page. TIP2: Show/Hide Button Click on Tools Customize then click on Show All then maintain your click on the icon and drag and drop it on to your tool bar, close your window and finally click on the Show/Hide on the tool bar. WHY? This icon helps you to see all of the spaces, returns, headings, tabulations and page and section breaks in the document. 2

7 TIP3: Page and Section Breaks Click on Edit Find. When the window is open click on Replace with: and on More put your cursor under Find what: then click on Special Section Break click on Replace with: NOTHING -the space should be empty- then click on replace all and close the window. WHY: when you have only Page Breaks there is no problem numbering your pages but when you have Section Break somewhere in the document it s impossible to paginate properly, because right after a Section break MS word understands that you are restarting a new document. When you begin formatting a document, it s always better to delete all the Section Breaks and to add them when needed, for example when you go from a Portrait to a Landscape format (see page 3) TIP4: Header and Footer Click on View Header and Footer and delete everything that is written inside. WHY: You will insert in the Header the name of the country. HOW to create the Header Title: Type inside the Header Space the name of the country in All Caps Font - Arial 10 centred hit return and insert a line by Clicking on Format then on Borders and Shading (Explanation of Borders and Shading on page 7). Click on Borders and finally click on bottom line The line will appear. (Concerning the Footer see page 8 and 9). Use this button to move from Header to Footer SAVE YOUR DOCUMENT 3

8 C. PAGE FORMATTING GUIDELINES HOW TO FORMAT CONSOLIDATED OR FLASH APPEALS Page formatting allows you to control features that will affect the entire page, such as print paper size, orientation, margins etc. Click on File Page Setup. Under Apply to: choose Whole document. Create your Margins in cm Top: 2cm Bottom: 2 cm Left: 3 cm Right: 2cm and your Paper Size A4 Width: 21 cm Height: 29.7 cm: as showed in the following boxes D. PAGES FROM PORTRAIT TO LANDSCAPE Put your cursor at the end of the last paragraph of your page. Hit return and then click on Insert Break Next page then OK and now you are in the next page. Go to the top of your page and click on File Page Setup - Paper Size where it says orientation click Landscape, and Apply to: choose This section. Click on OK and you will see your page turned to landscape. Return to a portrait format and do exactly the same process. WHY: It is important to click on Apply to: This section because if you say This point forward it will format until the end of the document. If you hit Whole document it will create a landscape document from the beginning to the end. Most appeal documents need only a few pages in landscape format. WHEN: The landscape format is needed when you have big tables with a lot of columns or maps in landscape format EXAMPLE TEXT EXAMP TE EXAMPLE TEXT EXAMPLE TEXT EXAMPLE TEXT Section Break (Next Page)

9 E. SET THE FONT GUIDELINES HOW TO FORMAT CONSOLIDATED OR FLASH APPEALS Click on Edit Select all (or Ctrl A) to highlight the document. Click on Format Font Font Style and Font Size as showed below. Click OK. All the Effects should be blank CAP Formatting Standards are: Body Text: Tables: Footnote: Heading 1: Heading 2: Heading 3: Font Arial 10 Paragraph justified (Used for all your paragraph) Font Arial 9 Paragraph customized (Used inside your financial tables) Font Arial Narrow 9 Paragraph justified Font Arial 12 Bold All Caps Paragraph spacing after 12pt Left (Used for 1. Executive Summary 2. The Year in Review and Annexes etc.) Font Arial 11 Bold Small Caps - Paragraph spacing after 6pt Left (Used for 2.1 Changes in the Humanitarian Situation 2.2 title 3.1 title etc.) Font Arial 10 Bold Regular centred (Used for the title of your Financial Tables) HELLO, "SAVE AS" AGAIN! 5

10 F. BULLETS AND NUMBERING GUIDELINES HOW TO FORMAT CONSOLIDATED OR FLASH APPEALS WHY: Bullets are used to set-off and emphasize sections of text. Select the text you want to add bullets to. From Format menu select Bullets and Numbering to display the Bullets and Numbering dialog box The Bulleted option tab should be displayed, if not, select it. Select the Bullet style showed below HOW to choose the Bullet: Click on one of the bullets appearing in the window then click on Customize your window Bulleted List will appear then click on Bullet and choose exactly the same as showed with my green arrow your Bullet position should always be Indent at: 0 cm and your Text position Indent at: 1 cm G. TABULATION This feature allows you to set tabs in different alignments quickly and easily. To set or change tabs using the Ruler: Select the paragraph(s) into which you wish to place the new tab stops. Make sure that the Ruler is displayed (if not click on the View drop down menu and display the Ruler). Displayed at the extreme left hand side of the Ruler is the Tab type symbol. Click on this Tab symbol and choose the one needed (see table below Tab Type Symbol). To apply the selected Tab, simply click on the Ruler at the location that you wish to apply the Tab stop(s) Example Left Tab: Tab Type Symbol Function Used to insert a left aligned tab stop Used to insert a centered tab stop Used to insert a right aligned tab stop Used to insert a decimal tab stop (in which case numbers will line up on a decimal point 6

11 To set or change tabs using the drop down menus: Select the paragraph(s) for which you want to set tabs, or place the insertion point at the location where you want to start using the tabs. From the Format menu, choose the Tabs command to display the Tabs dialog box. If you want to re-set all the tabs, select the Clear All button to remove any existing tabs. If you want to adjust a specific Tab, type its position in the Tab Stop Position text box and choose the Clear button To insert a new tab, type its position in the Tab Stop Position text box, or select a position from the list. Select Left, Centre etc... from the Alignment section to specify how the tab will be aligned. In the Leader section, select 1 1 will give you no dot leader, (that s the one that is used for CAP documents) 2 will give you a dotted line, 3 will give you a dashed line, 4 will give you a solid line a. Leader 1 (that s the one that is used for CAP documents) b....leader 2 c Leader 3 d. Leader 4 You can set as many tabs as you want using the above method. To confirm the Tabs and return to the document, select OK or press Enter. H. PARAGRAPH How to indent a paragraph: Select the paragraphs you wish to indent. From the Format menu, select the Paragraph command to display the Paragraph dialog box. If not already displayed, select the Indents and Spacing tab. You need to follow the instructions for alignment and spacing showed on the CAP Formatting Standards (page 4) for each Heading, Body Text, Table and Footnote It's time to Save again 7

12 TIP 5: US$ together with the amount in the same line. If at the end of your phrase you have US$ then at the next line 250 million you need to force the return. Put your cursor just before the U of US$ and then click on your key board Shift and Enter and you will see the following arrow and you will also notice that your paragraph will remain justified. I. BORDERS AND SHADING The Borders and Shading feature can draw lines and boxes to enclose: Paragraphs Graphics Table cells Borders are often used to add emphasis and structure to document items such as selected text, tables and even whole pages. By simply selecting an object, the Border and Shading feature can draw lines and boxes to enclose the object. You can also use a Text Box (explanation how to create a Text Box on page 15) to enclose the object and define the borders and shading of the Text Box in the same way. How to add a border to an object: Select the object, i.e. character, word, selected text, paragraph, graphic or table that you want to enclose in a border and then from the Format menu, click on Borders and Shading. The Borders and Shading dialog box appears. Select the Borders tab within the dialog box. You can customize the border you wish to use, using the following settings: Option Setting Style Color Width Preview Description Allows you to define what sort of border you wish to use, choose from Box, Shadow, 3-D or Custom. If you are applying a border to a table, you will also have the option to All (it s all the lines) and Grid (it s only the outside lines) Allows you to define the sort of line that will be used for the border Allows you to define the color used for the border. Allows you to define the thickness of the border Allows you to preview the effect of the various formatting combinations you have used to create your border How to remove a border from an object Select the object, i.e. paragraph, graphic or table, from which you want to remove the border and from the Format menu, choose Borders and Shading. The Borders and Shading dialog box appears with the Borders folder displayed. 8

13 Select None from the Preset thumbnail border types. To remove the border, choose OK, or press Enter TIP 6: How to create a line TO CREATE A LINE LIKE THIS TYPE THIS AND PRESS ENTER --- (Three HYPENS) (Three UNDERSCORES) === (Three EQUAL SIGNS) ### (Three POUND SIGHNS) *** (Three ASTERISKS) J. SETTING TEXT STYLE WHY: Creating your own styles is another major aspect of formatting documents. Styles are very important, especially for larger documents such as Appeals. The use of Styles speeds up the formatting of texts and ensures the homogeneity of documents. Each paragraph has its own style, which defines the layout (justification, line spacing) and font characteristics (font, font size/bold/). Follow the instructions below: Body Text: Font Arial 10 Paragraph justified (Used for all paragraphs) Tables: Use Body Text Style and manually make the following changes; Font Arial 9 Paragraph customized text Paragraph left numbers paragraph right (Used inside financial tables) Footnote: Heading 1: Heading 2: Heading 3: Font Arial Narrow 9 Paragraph justified Font Arial 12 Bold All Caps Paragraph spacing after 12pt Left (Used for 1. Executive Summary 2. The Year in Review and Annexes etc.) Font Arial 11 Bold Small Caps - Paragraph spacing after 6pt Left (Used for 2.1 Changes in the Humanitarian Situation 2.2 title 3.1 title etc.) Font Arial 10 Bold Regular centered (Used for the title of Financial Tables) HOW TO CREATE A HEADING: Highlight the title then Click on Format Styles then click on Style. Start with Body Text then continue with Heading 1 Heading 2 Heading 3 Footnote. Click on Modify. The dialog box Modify Style will appear. Click on Format Font modify OK Paragraph modify OK etc. 9

14 Example: How to create Heading 1: 1. Highlight the title of your text 1. Executive Summary Over the last year, Angolans have continued their long and difficult journey towards national reconciliation and a lasting peace that will firmly place the country on the path to recovery, reconstruction and development. 1. Click on Format Style 2. Click on Heading 1 3. Click on Modify a) b) c) 10

15 Modify the Font Font Style Size -Effect Modify the Paragraph a) Font Arial 12 Bold All caps b) Alignment Left Spacing After: 12pt Modify Tabs See below under description all your c) Tab stop position 1.5cm modifications if is correct click As soon as you click on you will see the Heading 1 as follow: 1. EXECUTIVE SUMMARY Over the last year, Angolans have continued their long and difficult journey towards national reconciliation and a lasting peace that will firmly place the country on the path to recovery, reconstruction and development. 11

16 K. HEADER AND FOOTER GUIDELINES HOW TO FORMAT CONSOLIDATED OR FLASH APPEALS Headers and Footers allow you to insert information at the top or bottom of every page. This information normally consists of chapter headings, page numbers etc. You can see header and footer information on your screen when in Page Layout View and Print Preview, but not in Normal view. You also need to have TIP 2 activated (see page 1). How to create a Header or Footer: From the View menu, select the Header and Footer command. Outlines of the Header and Footer text entry boxes appear at the top and bottom of the page. Select the Header or Footer from the toolbar. You can change between them by clicking on the Switch between Header and Footer button Insert the text for the Header. The name of the country Font Arial 10 Bold - All caps. Hit return and add a line and hit return again. For the Footer Click on Font Arial 9 Bold. Hit 2 returns. For the Page Number go to the explanation of how to insert Number Pages (see on next page) When you have entered your Header and Footer text, click on the Close button on the Header and Footer toolbar. Tool Function Toggles between allowing you to edit the header and footer Shows the previous section header/footer Shows the next section header/footer. Section header/footers should be the same as the previous section, or new. Insert page numbers into the header or footer. Formats the page numbers in the current section L. BREAK TYPES WHEN to use Page breaks all over the document. WHEN to use Section breaks after your 4 first pages of cover, after the Table of Contents and when you change from Portrait to Landscape or at the end of the Acronyms and Abbreviations section of the document. How to insert a page break or a section break Click on Insert Break then Click on Page Break OR on Section break Next page 12

17 M. PAGE NUMBERS GUIDELINES HOW TO FORMAT CONSOLIDATED OR FLASH APPEALS This is an extremely useful feature which allows page numbers to be inserted automatically, rather than manually. To number pages in a document Place the insertion point on the page where you want numbering to begin. Choose the Page Number command from the Insert menu to display the Page Numbers dialog box. Select the Format button to display the Page Number Format dialog box Choose from the different Roman Numbers format (e.g. I, ii, iii, iv, etc.) Roman numbers are used on page iii (Table of Contents) and on page iv (map) used on page iii Table of Contents, page iv the map. Arabic Numbers (e.g. 1, 2, 3 etc.) start on page 1, the Executive Summary. Click on Start at: and choose a number. Please note that you will have to repeat this step everywhere in the document where there is a Section Break. Click on Continue from previous section when you change from Portrait to Landscape and OK The following dialog box will appear and then choose Alignment Centred and check Show number on first page OK. URGENT! FILE SAVE AS 13

18 Example: Page 1 add a Page Break and Paste the cover picture Page 2 add a Page Break Page 3 add a Page Break and paste the cover picture again (inside cover) Page 4 write the text and add a Section Break 14

19 Page 5 put the cursor on top of the page Click on View Header and Footer Click on Same as Previous for both to change from Header to Footer Click on Switch to Footer add 3 returns and Click on Insert Page Number iii (Why page iii? Because we start counting the pages from the inside cover see example on page 18) with the informations showed below add a line (see page 8 Borders and Shading) the returns and the number page should be Font Size Arial 9 Bold Italic the cursor will be placed again on page 5, type the title TABLE OF CONTENTS add 4 or 5 returns and Insert a Page Break 15

20 Page 6 Insert a Page Break and add the Map in the same page Page 7 the same process as page 5 the only difference is that the number should start with 1 instead of iii 16

21 N. FOOTNOTE Footnotes and Endnotes are used in documents to explain, comment on, or provide references for text in a document. You can include both Footnotes and Endnotes in the same document. CAP documents only use Footnotes. How to insert a Footnote: On the Insert menu, click Footnote. Click on Options Under Place at click Bottom of page Under Number format click on 1,2,3, Under Start at scroll to 1 Under Numbering, select the option Continuous. Click OK. Word 2000 inserts the note number and places the insertion point next to the note number. Type the note text. Scroll to your place in the document and continue typing. 17

22 O. COVER PAGE GUIDELINES HOW TO FORMAT CONSOLIDATED OR FLASH APPEALS To ensure consistency with all CAP documents Geneva will normally forward a template design for the cover to each focal point in the field. Leave the space empty and insert it as soon as the JPG file is sent to you. Your task will be to insert the picture from your file on the first page of your document and also on the inside cover (3 rd page). See below how the beginning of your document should appear: Explanation: Cover Page White Page Inside Cover Page Contact Information (standard) Table of Contents (page iii) Map (page iv) Executive Summary (page 1) You need to know that the right page of your document should always start with an odd number see below Table of Contents page iii, the Executive Summary page 1, it s exactly the same process as a reading book. COVER GENEVA WHITE PAGE INSIDE COVER GENEVA CONTACT INFORMATIONS FOR ADDITIONAL COPIES, PLEASE CONTACT: UN OFFICE FOR THE COORDINATION OF HUMANITARIAN AFFAIRS PALAIS DES NATIONS 8-14 AVENUE DE LA PAIX CH GENEVA, SWITZERLAND 2005 Consolidated Appeals Process (CAP) 2005 Consolidated Appeals Process (CAP) TEL.: (41 22) FAX: (41 22) CAP@RELIEFWEB.INT THIS DOCUMENT CAN ALSO BE FOUND ON No page number No page number No page number No page number MAP EXECUTIVE SUMMARY ETC Page number iii Page number iv Page number 1 Page number 2 FILE SAVE AS 18

23 THE STANDARD PAGES ON A CONSOLIDATED OR FLASH APPEAL ARE THE FOLLOWING: COVER GENEVA WHITE PAGE INSIDE COVER GENEVA CONTACT INFORMATIONS FOR ADDITIONAL COPIES, PLEASE CONTACT: UN OFFICE FOR THE COORDINATION OF HUMANITARIAN AFFAIRS PALAIS DES NATIONS 8-14 AVENUE DE LA PAIX CH GENEVA, SWITZERLAND 2005 Consolidated Appeals Process (CAP) 2005 Consolidated Appeals Process (CAP) TEL.: (41 22) FAX: (41 22) CAP@RELIEFWEB.INT THIS DOCUMENT CAN ALSO BE FOUND ON No page number No page number No page number No page number MAP EXECUTIVE SUMMARY ETC Page number iii Page number iv Page number 1 Page number 2 ANNEX? DONOR RESPONSE ANNEX? IFRC ANNEX? ACRONYMS AND ABBREVIATIONS AND THE LAST PAGE OF YOUR DOCUMENT Page number Page number Page number For the last page of your document create a table with 2 rows and 3 columns you type the following text then highlight the table and delete the lines (see page 8) 19

24 P. TABLES How to create a table using the table drop down menu Place the insertion point where you want the table to start and then from the Table menu, choose the Insert Table command to display the Insert Table dialog box In the Number of Columns text box, enter the number of columns you want in the table. In the Number of Rows text box, enter the number of rows you require. Click on the OK button or press Enter, and the table is inserted in the document NOTE: The quickest way to create a table is to use the Insert Table icon on the Standard toolbar. Click on the icon and drag the mouse over the grid to select the number of rows and columns you require. You can also open the following toolbar: How: Click on View Toolbars Tables and Borders Draw table Eraser Line style and weight Border color Outside border Shading color Insert table Merge or split cells Alignment Distribute rows and columns Table AutoFormat Change text direction AutoSum Sort ascending or descending 20

25 How to insert a Microsoft Excel worksheet into a Word document FOR YOUR INFORMATION, TRY TO AVOID INSERTING EXCEL TABLES INTO A WORD DOCUMENT EXCEPT FOR SIMPLE TABLES OR GRAPHICS AND CHARTS. Open the worksheet in Excel Select the cells to be copied Click the Copy toolbar button Switch to the Word document Click the insertion point where you want the worksheet to be Click Edit, Paste Special, and select Microsoft Excel Worksheet Object (Note: If you click the Paste option, the worksheet will be inserted as a regular Microsoft Word table.) 21

26 Q. PROJECT SUMMARIES The following line is placed exactly at 5 cm from the left margin GUIDELINES HOW TO FORMAT CONSOLIDATED OR FLASH APPEALS Appealing Agency(ies): Project Title: Project Code: Sector: Objective: Beneficiaries: Implementing Partner(s): Project Duration: Total Project Budget: Funds Requested: Name(s) of appealing organisation(s) in bold and capital letters, followed by acronym in parenthesis ( ) i.e. WORLD HEALTH ORGANISATION (WHO) Be concise. Capture the essence of the project Number assigned by OCHA s FTS Choose ONE sector from the list on the next page. What does the project aim to achieve? This should relate directly to one of the sector objectives. TOTAL: Children: Women: Other group (specify): Disaggregate TOTAL as much as possible. List partners i.e. Ministry of Health, Oxfam From when to when does the project run? i.e. January 2005 December 2005 US$ Optional if different from Funds Requested. US$ Bottom-line amount appealed for in the CA. R. FINANCIAL SUMMARIES For the tables use Arial Font 9pt Staff costs Implementing costs Operating costs Administrative costs Sub-total Minus available resources TOTAL FINANCIAL SUMMARY Budget Items The following line is placed exactly at 13 cm from the left margin US$ TIP 7: How to move lines inside a Table Put your cursor in front of the line. You will see the following sign. Click the left button of your mouse and the Alt button of your keyboard and then start moving the line were you want. TIP 8: How to insert a Tab inside a Table Use the buttons of your keyboard Ctrl and then Tab. 22

27 TIP 9: The repeat button Where to find this button: Click on Tools Customize and you will see the following window. Drag the icon on to your tool bar. You can repeat the same manipulations in various places simply by using the following button Example: you need to bold various places, or insert the same bullets to different places. Highlight the paragraph that needs the bullets. Insert the bullets then go to the next paragraph and highlight and click on. The repeat button repeats your last manipulation. 23

28 S. BOXES You can insert Boxes but it s much better to insert Tables (1 Column 1 Row). Boxes are normally very large (in terms of megabytes), making it difficult to send electronically. Try to avoid if possible. How to create a Text Box: From the View menu, select Toolbars and choose Drawing or right click on existing Toolbar and choose Drawing from the drop down list. Select the Text Box command from the Insert menu. Click on the Text Box button on the Drawing toolbar. The pointer will change to a cross-hair shape Position the cross-hair pointer using the mouse and depress the left mouse button. Drag the mouse down and right until the Text Box in the size you require, then let go of the mouse button. The Text Box will appear in the document, and you can now type in text or import a graphic into the Text Box. Dont forget to save as you go 24

29 T. PICTURES How to insert a picture: Click on Insert Picture From File. Browse to find the picture you need. You will see the picture in your document. If you want to change the size click under your picture then click on the right of your mouse and click again under Format Picture. You can start manipulating the picture by choosing the colours of your lines, the size, the layout etc. 25

30 U. IRFANVIEW Irfanview is an excellent tool, which allows you to take a large selection of images and convert them into another file type, resize them all, apply the same effect to each image or crop a particular area. Although this may not sound like a particularly desirable feature initially, it's very useful for tasks such as simultaneously resizing dozens of images for ing, adding the same text to each photo or saving to one of 17 different file types. Irfan View 3.90 License: Freeware This is an image viewer and converter. You can download it from First use: Open IrfanView by clicking its icon on the Windows Start Menu Start Programs IrfanView or double clicking the icon on your desktop. To open a picture: Click on the File menu, then the Open option to get a file for use in the viewer. 26

31 GUIDELINES HOW TO FORMAT CONSOLIDATED OR FLASH APPEALS A dialog box will allow you to select the file you want. Click the Preview active box in the Open dialog to see small versions of images before opening them. Use the Look in box to locate the file you want, or type a file name into File Name. A file of type lets you limit your choice, showing only the type of file you want (JPG, for instance.) If you check Preview active, a single click on an image filename will display a small version. Another click brings the file into the viewer. You can also double click the filename. After opening, you will see the selected picture. If you open a large image, you can use scrollbars to see all parts of the image. Scrolling is possible with the arrow keys and with the page up/down, home/end keys. Scrolling is also possible with the right mouse button: press the right mouse button and move the mouse around. Size of a picture If you decide to insert pictures in an MS Word document, it is advised to resize your picture inside IrfanView instead of the MS Word document. The resized file you create in IrfanView will reduce drastically the size of your final MS Word document. (See sample) A sample picture taken from a digital camera and viewed in IrfanView Original picture Resized picture 27

32 The difference between the original (2,236 KB) and the resized (72 KB) picture is consistent. Imagine if you have 10 pictures in your document. To resize a picture, do the following: Image Resize/Resample (or Ctrl+R) In the Resize/Resample image popup, click on the radio button "Set new size as percentage of original" (make sure that the option "Preserve aspect ratio" is checked") and try different percentages (20%, 30%, 40%, etc. Click Edit-Undo between each test, so that you always start with the original size) until you find a good compromise between the quality and the size of the picture. To help you a little bit more, the size of the picture viewed in IrfanView will be more or less the same size in your MS Word document. Once you are satisfied with the size of the picture, Click on the OK button File Save As (save it with another name, so that you will still have your original picture in case of problems). Crop a picture If you find a very good picture, but are only interested in some part of it, use the crop function in IrfanView: Use the left mouse button to outline the area (selection), Click on the Edit menu, Then Crop. The area outside the outline will be cut away, only the inside will be left. If you are happy with the result, don't forget to save it under a different name using File Save As. 28

33 V. TABLE OF CONTENTS GUIDELINES HOW TO FORMAT CONSOLIDATED OR FLASH APPEALS To make sure that Word is registering your document's sections in a way that allows you to automatically build a table of contents, select each heading in your document and make sure that the correct option is selected in the heading menu (i.e., "Heading 1" "Heading 2" and Heading 3, see the CAP Standard Headings on page 5). Once you are sure your document is set up correctly, follow these steps: Click on the location in your document where you would like your table of contents to appear (page iii). Select Insert Index and Tables from the menu bar. Make sure the Table of Contents tab is selected. If it isn't, select it. From the Formats menu select the Formal style Select the other menus as showed below Click OK. Your table of contents should appear in the location you chose. After your table is set up, you can still edit your document, even if it changes the page numbers of your sections. When you have finished making changes, all you need to do to update your table of contents is delete the old version and follow the steps listed above to replace it with a updated table of contents. Activate Use dots Use Formal On Show levels click 3. This number represents the number of Headings you have inside your document. 29

34 As soon as you click on OK your Table of Contents will appear as below. TIP 9: A title invisible in the document but visible in the Table of Contents If in your document you have a Map, a Picture, or a Graph that already has the title inserted on the image, and you would like the title to appear in your Table of contents, there is an easy way to do this. For example, see the following map titled Impact of cyclone Gafilo, which is already printed on the picture image. To make sure this title appears in the table of contents, add a Heading outside the Picture by typing Impact of cyclone Gafilo. Highlight what you just typed. Apply the appropriate Heading and highlight again the same title and give a font colour white. You will not see your title inside the document but you will see it in your Table of Contents. Impact of cyclone Gafilo Impact of cyclone Gafilo Impact of cyclone Gafilo (Type your title) (Highlight the part of your title, and apply the appropriate Heading) (Highlight the title again then insert a white font) Impact of cyclone Gafilo SAVE 30

35 Your title will not appear outside of the map, but the title will appear in your Table of Contents. 31

36 W. PDF FILE When your document is ready to be printed your last step should be to create a PDF File. You need to have the software called Adobe Acrobat (standard). How to do it: Click on start programs Adobe Acrobat Acrobat Distiller. Then you will see the following window appearing: for the Job Options choose PressOptimized. Close the window. 32

37 Click on File Print Acrobat Distiller OK. and wait until the window Save PDF File As appears. Under Save in: search your working drive and save your PDF by clicking on Save And finally you will see the PDF created and already saved in your drive. 33

38 ANNEX I. KEYBOARD SHORTCUTS This list shows only the most common keyboard shortcuts. To print a list of all the shortcuts in Word, follow these steps: Select Tools Macro Macros from the menu bar. From the Macros In drop-down menu, select Word Commands. Select ListCommands from the macro listing. Click the Run button. Choose Current Menu and Keyboard Settings from the popup window and click OK. Word will automatically open a new document containing a table of keystrokes. Print the document. Keyboard shortcuts can save time and the effort of switching from the keyboard to the mouse to execute simple commands. Print this list of Word keyboard shortcuts and keep it by your computer for a quick reference. Note: A plus sign indicates that the keys need to be pressed at the same time. ACTION KEYSTROKE DOCUMENT ACTIONS Open a file CTRL+O New file CTRL+N Close a file CTRL+W Save As F12 Save CTRL+S or SHIFT+F12 Print Preview CTRL+F2 Print CTRL+P Spelling and grammar F7 Help F1 Find CTRL+F Replace CTRL+H Go To CTRL+G ACTION KEYSTROKE TABLES Go to next cell Tab Go to previous cell SHIFT+Tab Go to beginning of column ALT+PageUp Highlight to beginning of ALT+SHIFT+PageUp column Go to end of column ALT+PageDown Highlight to end of column ALT+SHIFT+PageDown Go to beginning of row ALT+Home Highlight to beginning of row ALT+SHIFT+Home Go to end of row ALT+End Highlight to end of row ALT+SHIFT+End Column break CTRL+SHIFT+Enter ACTION KEYSTROKE CURSOR MOVEMENT Select all entire document CTRL+A Select from cursor to SHIFT+Home beginning of line Select from cursor to end of SHIFT+END line Go to beginning of line HOME Go to end of line END Go to beginning of document CTRL+Home Go to end of document CTRL+End ACTION KEYSTROKE TEXT STYLE Font face CTRL+SHIFT+F Font size CTRL+SHIFT+P Bold CTRL+B Italics CTRL+I Underline CTRL+U All caps CTRL+SHIFT+A Change case SHIFT+F3 ACTION KEYSTROKE FORMATTING Cut CTRL+X Copy CTRL+C Paste CTRL+V Undo CTRL+Z Redo CTRL+Y Left alignment CTRL+L Center alignment CTRL+E Right alignment CTRL+R Justified CTRL+J Delete previous word CTRL+Backspace Apply bulleted list CTRL+SHIFT+L Indent CTRL+M Page break CTRL+Enter ACTION KEYSTROKE MISCELLANEOUS Date field ALT+SHIFT+D Go to footnotes ALT+CTRL+F Show/Hide CTRL+SHIFT+8 Thesaurus SHIFT+F7 34