Produce Business

Documents
A reference and resource document
 TABLE OF CONTENTS

Topic 1 – Identify functions and features of documents and software applications........3

Types of business documents...................................................................................3
Features of software applications..............................................................................3
Topic 2 - Design business documents...........................................................................5
Document design.......................................................................................................5
Document content.....................................................................................................6
Features to ensure document consistency................................................................7
Topic 3 - Produce business documents........................................................................8
Utilise software functions...........................................................................................8
Outlines.................................................................................................................. 8
Master Documents.................................................................................................8
Table of Contents...................................................................................................9
Index...................................................................................................................... 9
Bookmarks.............................................................................................................9
Import/Export text.................................................................................................10
Advanced MailMerge...........................................................................................11
Advanced Tables.................................................................................................12
Advanced Columns..............................................................................................14
Advanced Formatting...........................................................................................14
Forms................................................................................................................... 15
Headers and Footers...........................................................................................15
Footnotes/Endnotes.............................................................................................16
Graphics............................................................................................................... 16
Gutter and Mirror margins....................................................................................17
Hyperlinks............................................................................................................ 17
Wizards................................................................................................................ 17
Consistency in documents.......................................................................................18
Styles................................................................................................................... 18
Templates............................................................................................................ 18
Macros................................................................................................................. 19
AutoText entries...................................................................................................20
AutoCorrect entries..............................................................................................20
AutoFormat.......................................................................................................... 20
Using the Organizer.............................................................................................20
Topic 4 – Preview and print business documents........................................................22
Preview documents.................................................................................................22
SpellCheck and GrammarCheck..........................................................................22
Design Checker...................................................................................................22
Print business documents........................................................................................22
Outside printing....................................................................................................23
Pack and Go........................................................................................................ 23

Swaggies Pty Ltd is a simulated company used for training purposes only
2
Topic 1 - Identify functions and features of documents
and software applications
Types of business documents
The types of documents necessary to effectively operate a business will include a
basic range that is uniform across the board. The variations will occur in the actual
content, design and layout of these documents. In addition other more complex
documents will be required to effectively achieve the goals of the organisation. These
include:
 Multiple page letters and memos
 Long documents with multiple sections and headers/footers
 MailMerge
 Forms
 Reports
 Newsletters
 Financial Statements
 Notice of Meeting
 Meeting Agenda & Minutes
 Forms
 Brochures
 Newsletters
 Proposals, Submissions and Tender documents
 Surveys & Questionnaires
 Advertisements (Company promotion, staff recruitment, product
information)
 Marketing communications
 Email
 Web pages

Although a basic outline exists for these documents the final design and layout will be
determined by the individual business and its goals and objectives.

The final document in all cases should be an effective communication tool that
promotes the business and achieves the outcome required. For example, do the
business cards of the organisation promote its purpose, or do they merely give the
name of the representative?

Features of software applications

In a workplace environment it is essential that consistency is maintained in document
production. It is the way we can ensure effective document design and layout. Both
Word 2000 and Publisher 2000 offer many features and functions that allow you to
achieve this outcome. Some of these features are:
 Styles
 Templates
 Macros
 Merge Data
 Headers/Footers
 AutoText
 AutoCorrect
 AutoFormat

Swaggies Pty Ltd is a simulated company used for training purposes only
3
  Sections
 WordArt
 Graphics
 Backgrounds
 Clip Gallery
 Tables
 Columns

From your previous studies you will be familiar with the basic use of these and other
software features. If you feel your skills in these areas may be lacking, or even a little
hazy, you should review the relevant topics before progressing any further.

In this module you will extend your skills in all of the above, as well as learn to use
additional features and functions, which include:
 Table of Contents
 Index
 Import/Export Text
 Link and Embed Objects
 Linked Text Boxes
 Hyperlinks
 Formulae
 Sort Criteria
 Fields in Forms
 Outlines
 Master Documents
 Wizards
 Design Gallery Objects
 Watermarks
 Footnotes/Endnotes
 Advanced Columns, Tables and Formatting
 Graphics Manager

Swaggies Pty Ltd is a simulated company used for training purposes only
4
Topic 2 - Design business documents
Document design
Most business documents follow a standard design for layout. Business letters, for
example, can be fully-blocked, blocked or semi-blocked style, with various punctuation
formats. You should refer to the relevant chapter in The Business Communication
Handbook for details on the layout of various business documents. Formats and
Layouts for Business1 is also an excellent reference here. A section of this text has
been provided in the Reading Material section of this Guide and you should refer to it
now for further information on this topic.

If you are able to use the organisation's facilities to produce standard documents you
will need to put a great deal of time and effort into the initial design of these
documents. When creating standard document layouts your first thought might be to
create templates for each document type. Well done! This is the obvious answer to
automating the creation of letterheads, "With Compliments" slips etc. Now take this
thought a step further. What should these templates contain? In many cases the
actual content may be the same (company name, address, etc.) but the layout will be
different. Consider using word processing features that allow standard AutoText to be
used in various templates. This can be achieved by using Macros and Styles. Using
Macros to insert the details of an organisation in various templates eliminates the need
to update every template individually should any details change (e.g. phone number).
You simply alter the relevant Macro and each template containing that Macro will now
display the updated data each time it is used! But what about the variations in font and
size of text in different templates? Instead you might consider creating a Macro that
will find and replace specific text in all documents if the need arises.

If you feel your artistic and design skills leave a little to be desired, why not use the
Wizard facilities available in Publisher to prepare the basic layout. You will still need to
use your expertise to add Macros, AutoText etc, but it may remove some of the stress
of achieving effective layout for basic documents such as business cards.

The process of opening templates to create documents can be a tedious one. To

streamline their use further why not create a macro that actually opens the template
ready for document creation. For example, to open the letterhead template, create the
necessary Macro and assign keyboard combination Alt+L. Now, whenever staff are
required to use the letterhead template they simply key in Alt+L and they are ready to
go. This can prevent the errors that often occur when operators are not familiar with
template procedures and they create new templates rather than documents.

Remember that there are many features built in to software applications that can be
accessed to make tasks simpler. Use them whenever possible – that is what they are
designed for!

Document content
Your previous studies will have included gaining skills in the preparation of basic
document content. To refresh your knowledge in this area you should refer to
Chapters 8 through 18 in The Business Communication Handbook which cover

1
Coleman Shannon, Formats & Layout for Business, Software Publications 2000

Learner’s Guide Page 5

planning documents and the procedures for writing specific types of documents such
as reports, memos and surveys.

In most cases it is not possible for one person to control the communication process of
the organisation. The possible exception is the written form where it is an option to
exert some control over the content and style of communication. This control can be
achieved to a degree by the use of standard document layout and text content. By
using the AutoText feature it is possible to ensure that standard paragraphs or phrases
become part of the business documents of the organisation, thus reducing the
possibility of misunderstanding that might occur if the wording of documents is left to
each individual employee. It is also essential that the content of these AutoText
entries be considered carefully. You should take into account features such as varied
cultural and educational backgrounds of the audience. These variations can effect the
way the receiver interprets the communication.

It is essential that the document content always be clear, concise, correct and
coherent. To achieve these points, you should carefully plan your document.

"For some writers, the following four steps are useful for starting and for ensuring that
the result is appropriate, readable, coherent and complete:

1. Identify your purpose, your objective in writing this document.

2. Consider the needs of your reader.
3. Decide what points and key ideas you need to include.
4. Decide how best to order these points."2

When planning a complex document you should first sort the material to be included.
It is then necessary to determine the order in which the information will appear. It is
necessary that your writing style achieves the aims set out above. You will find that
your skills in this area will develop and improve with experience. At all times you
should ensure that the content be written in plain English. Avoid unnecessary
technical jargon and flowery language. Keep it simple and remove any chance of
ambiguity or misunderstanding. At this point you should further investigate the writing
style defined as Plain English and become familiar with its features. This topic is well
covered in Chapter 9 of The Business Communication Handbook.

You will be aware that business letters all contain standard components and these can
be automated using AutoText entries to reduce document creation time. You should
now take this application further and use the AutoText feature to prepare standard text
entries for documents that are used on a regular basis. For example, standard
responses to sales enquiries could be automated in this way, as could requests for the
provision of catalogues and brochures.

You should also plan to make use of the many features of Word and Publisher that can
assist in the preparation of business documents. These include:
 MailMerge form letters, labels etc for automated distribution of
documents
 MailMerge Catalogue, Directories and Lists for creation of product
catalogue, membership directory, parts list etc
 Embed and Link documents for automatic insertion of information
 Styles to ensure consistency in document format
 Table of Contents and Index for listing topic location
 Exporting and Importing data
2
Dwyer Judith, The Business Communication Handbook, 3 rd Edition

Learner’s Guide Page 6

  Keyboard (onscreen) merge
 Master and sub-files for document integration
 Web page creation for online access by customers/clients
 Online forms and catalogues for integration in web page
 WordArt
 Word drawing tools
 Watermarks
 Insert graphics from scanner or digital camera
 Outline and Map Documents for management of long documents

How do you decide whether to use Word or Publisher to prepare your documents?
Your decision should be based on which application will produce the most effective
result. It is likely that you will choose to combine the applications, perhaps creating the
graphics and layout in Publisher, then inputting the necessary text from Word.

Features to ensure document consistency

Of the numerous features available in Word and Publisher many are designed
specifically to ensure consistency in document production. These features include:
 Styles
 Templates
 Macros
 AutoText
 AutoCorrect
 AutoFormat

Learner’s Guide Page 7

Topic 3 - Produce business documents
Utilise software functions
Both Word 2000 and Publisher 2000 contain many features that will assist you in the
creation of complex documents. Some of these are outlined in the following section.
You should refer to the relevant topic in the textbook and ensure that you work through
all related activities to gain the skills necessary.

Outlines
In Word, an outline allows you to organise a document by displaying its basic parts in
a structured way. It reduces what may be an extremely lengthy document into
headings for easier viewing and allows you to move and reorganise sections
containing large amounts of text. This feature is accessed by View/Outline, which
displays the Outline toolbar on screen.

The outline feature uses Word's built-in heading styles (Heading 1, Heading 2 and so
on). If you have assigned other names to paragraph styles you want to incorporate in
outline view you will need to assign outline levels to those styles. The process
required is:

1. Choose Format/Style
2. Select the style from the list and choose Modify/Format/Paragraph
3. Click Indents and Spacing tab and choose an Outline level
4. Click OK twice, then Apply.

If you created a document without using Outline you can still use this feature simply by
switching to Outline view. This option is attached to every document – you simply
need to access it.

Master Documents
Many documents created in the workplace can be long and cumbersome. They may
consist of a number of files created by different users, with the final document needing
to show page numbers, headers and footers, table of contents and index and
consistent formatting. Word's master document feature is the solution to the
problems which may occur. It is made up of a number of separate files referred to as
subdocuments, and these are managed by the master document which contains links
to the separate files. You are able to open and edit these files while still in the master
document or as an independent task outside the master document. The master
document will keep track of the total document for page numbers etc, enabling you to
work in the smaller individual files (which are usually easier to manage and navigate)
while still maintaining the larger complex document.

Table of Contents
A Table of Contents (TOC) appears at the beginning of a document and lists selected
topics/sections contained in the document, along with their relevant page number.
Table of Contents appears in the Word document in the form of a field. It can be
generated based on Word's built-in heading styles, assigning TOC levels to the styles
currently in the document or by using field codes to mark those entries you want to
include in the TOC.

Learner’s Guide Page 8

The steps involved in creating a Table of Contents are:

1. Apply styles or mark entries

2. Define the format required
3. Generate Table of Contents

If you need to make any changes to the Table of Contents these should be done in the
actual document, not in the generated Table of Contents. You then need to refresh
the TOC. This is done by selecting the TOC, press F9 (or right-click on TOC and
choose Update Field from the shortcut menu). You then choose to Update Page
Numbers only (used if you have moved headings in the document) or Update Entire
Table (if you have added, deleted or altered headings in the document).

Index
An Index provides reference for locating topics within a document and is usually
located at the end of the document. These topics are usually listed alphabetically with
the page number shown along side. An Index can be created in Word using two
methods, the AutoMark feature and by Marking index entries. If you choose the
AutoMark feature you will need to create a concordance file. This is an index file with
two columns – the first column lists the text in the document that you want to include in
the Index and the second column contains the index entries you want to generate from
the corresponding entry in the first column. The concordance file is used to
automatically search the document and mark all matching entries for the Index.

The three steps to create an Index are:

1. Mark all Index entries
2. Define the type of Index required
3. Generate the Index

You can also add Index cross-references which refer you to another part of the
document or to another document where there is more information on the topic.

Bookmarks
A bookmark is a certain point in your document or a selection of text assigned a name
for reference purposes. This feature allows you to return to the same location again
and again by selecting the bookmark when you use Word's Go To feature (Ctrl+G or
F5). It is very useful as a navigation aid in long documents. You can use it to mark
the last entry point prior to closing a document so that you can return to that location
when you next open it.

Import/Export text
Linking and Embedding Objects
Word and Publisher allow you to create a document or publication that incorporates
data created in other applications (e.g. spreadsheets, graphics and charts). The
information included in this way is referred to as an object and it becomes part of the
document/publication when it is saved.

To insert an object into a document/publication choose Insert/Object.

Learner’s Guide Page 9

This results in objects being embedded in the document/publication which means that
they are linked to the application/file in which they were created. Double-clicking on
the object will open this application and allow you to edit the object. The object will be
updated and changes effected when you exit the application and return to
Word/Publisher.

Linking differs from embedding in that the inserted data remains linked to the original
file from which it came. By default in Publisher, the linked object will be updated each
time the document/publication is opened. It can also be updated manually by
choosing Edit/Links.

Deleting the linked data in Publisher does not break the link that has been created.
Instead you must choose the Manual Update option so that the object is not updated
automatically when the publication is opened. To restore the linked object, return to
Automatic Update option.

Linked data can be inserted in a publication using the clipboard (Edit/Paste Special) or
the menu option Insert/Object.

Linking and inserting files

Files created in Word can be inserted in other Word documents using the Insert/File
command. These files can simply be inserted as is, or be linked and therefore
automatically updated by choosing the Insert as Link option from the Insert button.
Files created in Excel Spreadsheet can also be inserted by using the Insert Microsoft
Excel Spreadsheet button. Sections of a database can also be inserted by using the
Insert Database button on the Database toolbar.

Advanced MailMerge
MailMerge can be effected in either Word or Publisher. From your previous studies
you will know that a MailMerge requires two files: the main document and the data
source and that you can use this feature to create form letters, mailing labels and
envelopes, and any other document requiring customised data. Because of its more
advanced production capabilities, Publisher allows you to create merged documents
based on wizards such as newsletters, postcards, brochures etc.

Numbering records
Applying numbering to the records in a data source will allow you to locate a particular
record, delete a record, print specific records and maintain the original order after
sorting. The process involves adding a column at the beginning of the table and
applying the numbering feature to all rows except the header row.

Finding records
In a large data source it is often useful to be able to search for a particular record by
specifying the contents of a field. This process uses the Find Record button on the
MailMerge toolbar.

Sorting records
Sorting the contents of the data source by a particular field can be useful in grouping
like data together, eg postcodes, geographical areas. This is achieved by clicking in
the relevant field column and choosing the relevant sorting order.

Learner’s Guide Page 10

Query options
This feature allows you to sort and filter your documents when they are merged. Filter
Records is available through the Merge dialogue box and allows you to choose only
those records complying with the specified conditions. This could be used, for
example, to create merged documents only for those records relating to NSW
addresses. You can use more than one field if required. Sort Records option allows
you to reorganise merged documents by specific fields and in preferred order.

IF…THEN and IF…THEN…ELSE commands

The IF…THEN command allows you to evaluate an expression using a field. For
example, if the donation is more than $5, insert the text "Please note that your
donation is tax deductible". In other words, if the value of the field donation is equal to
or greater than $5, insert the text – if not, leave the text out.

Comparisons
The following comparisons can be used with Word 2000:

Comparison When Used

Equal to The contents of the data field must match the entry in the Compare box
Not equal to The contents of the data field must not be the same as the entry in the
Compare to box
Less than The contents of the data field must be less than the entry in the Compare
to box
Greater than The contents of the data field must be greater than the entry in the
Compare to box
Less than or equal The contents of the data field must be greater than or equal to the entry
in the Compare to box
Greater than or The contents of the data field must be greater than or equal to the entry
equal in the Compare to box
Is blank The selected data field must be empty
Is not blank The selected data field must contain an entry

To take this further, you can add the IF…THEN…ELSE command which effectively
means that if the expression is true, then insert the first statement, otherwise (else)
insert the second statement.

Using linked files

You can insert other Word files in a main document. These inserted files are then
linked to the main document and any changes made to the linked file will update
automatically in the main document when is it next opened. The file will be
represented in the main document as INCLUDETEXT (filename).

A MS Access database can be linked to a main document by selecting the relevant

table as the data source. Any changes made to the Access table will be displayed in
the main document.

A MS Excel spreadsheet can also be used as a data source in a MailMerge.

Learner’s Guide Page 11

Labels and envelopes
MailMerge can be used to create both mailing labels and envelopes using a data
source file. In Word the Mailing Label or Envelope is chosen as the main document (in
Publisher you can use the Labels Wizard), and the variable details are entered using
the fields from the data source.

In Word non-merge labels and envelopes can also be created using the
Tools/Envelopes and Labels option. This allows you to print a single label or a sheet
of the same labels. In the case of Envelopes, the return address can be printed on the
envelope if required.

In Publisher you can choose File/Page Setup/Labels to print non-merge labels and the
Envelopes Wizard to print envelopes.

Advanced Tables
You already have the basic Word skills to create/draw tables, format and align
columns and rows and add borders and shading. These skills will now be enhanced to
allow the creation of more intricate tables. You may choose to use the Draw Table
feature to create a table containing a variety of layouts for rows and columns, or you
may use the Insert Table feature and then merge and split cells where necessary to
achieve the same effect.

Additional skills that allows advanced formatting of tables are:

 Altering text direction (eg vertical headings)
 Distribute columns/rows evenly
 Tabs in Tables
 Merging and Splitting Cells
 Nested Tables (a table within a table)
 Sort information
 Add columns
 Mathematical calculations in tables
 Alignment of tables
 Automatic formatting of tables

Mathematical calculations in tables

Word allows you to insert formulae into a table to perform mathematical calculations.
This feature can be used for simple tasks but for more complicated calculations it
would be better to perform the task in Excel Spreadsheet by using the Insert Microsoft
Excel Spreadsheet button on the toolbar.

You are able to use the following mathematical operators and functions in a table:
 + Add
 - Subtract
 * Multiply
 / Divide
 Average
 Minimum
 Maximum
 Other advanced functions as listed in Formula dialogue box

Bookmarks can also be used in calculations. They allow you to enter formulae
quickly and accurately.

Learner’s Guide Page 12

Formulae are inserted as field codes and they can therefore be updated if alterations
are made to figures. Update methods are:
 Click within a field code or select table and press F9
 Click within field code, or select table, click right mouse button and
select Update Field.

You should always ensure that field codes are shaded so they can be easily located.
(Choose Tools/Options/View, select Always from Field shading selection box, click
OK.)

You are able to "toggle" between displaying field code and actual figures in a table:
 By clicking within field code, or selecting code or table, and pressing
Shift F9
 By clicking within field code, or selecting, clicking right mouse button
and selecting Toggle Field Codes
 By choosing Tools/Options/View/Field codes

Advanced Columns
In Word newspaper columns can be used to produce a layout that is easy to read
and follow. This feature can be applied to a complete document or selected sections.
You can create columns at the beginning of the required section, by selecting existing
text and converting it to columns using the Format/Columns dialogue box, or using
linked text boxes.

Word has a number of features to assist in the creation of columns, including:

 Insert/delete column break
 Paragraph spacing
 Unequal columns
 Variation of column numbers for different sections of documents
 Balancing columns
 Adjusting column width
 Insertion of line between columns
 Automatic hyphenation
 Manual hyphenation and alteration of hyphenation zone
 Alter text box shape

An obvious use of this feature would be the production of newsletters. If the layout for
such documents is to be consistent, the use of a template would also be of benefit.

Publisher contains a number of Wizard applications that will also print in newspaper
column format. In many cases it will be easier to utilise this feature and create a
publication then copy it across to a Word document if necessary. You can also use
the Pull Quote feature to display selected text in a frame set apart from the main body
of text.

Advanced Formatting
You already have basic skills in formatting text and applying some of the many
features Word and Publisher offer in this area. Some of the main points you should
consider in the production of more complex documents are:
 Varied fonts

Learner’s Guide Page 13

  Type size
 Expanded/Condensed Text
 Effects
 White space in documents (provides contrast for easier reading)
 Line styles
 Borders and Shading effects
 WordArt and BorderArt
 Pull Quotes
 Backgrounds
 Watermarks

Forms
The Forms feature of Word allows you to create forms for invoices, orders and
information sheets. The form is created in and saved as a template, allowing you to
use it over and over. The actual template is protected though so only variable data
can be entered. You enter form fields into the form by choosing the required field style
from the Forms toolbar (eg check box, dropdown list). Once you have entered the field
style you can alter the field options by double-clicking on the field and making
necessary amendments. A form can be locked so that only those fields inserted in the
document can be used. The layout and the format are locked to activate the fields so
the document cannot be changed. This protection is accessed by Protect Form button
on Forms toolbar. If you need to edit the template, yo will first need to turn off the
Protect Form option, then re-activate the protection once the editing is complete.

Calculations in forms
Word will perform mathematical calculations in a Form. This feature is accessed using
the Text Form Field button and options entered using the Text Form Field Options
dialogue box. When you enter the required formula in the Expressions box, only the
result of the calculation will appear on the document when the field is inserted.

Headers and Footers

Headers and Footers allow you to enter text, AutoText, field codes (eg page numbers,
date/time), graphics etc at the top (header) or the bottom (footer) of the
document/publication. In Word these entries can be repeated for every page or can be
applied to selected sections only; they can be different for odd and even pages; they
can vary from one section to another; and they can be suppressed on first page or
selected sections. You can also link headers/footers so that the same header/footer is
used for each section. You can vary the appearance of the contents of
headers/footers by adjusting font and text style, adding borders/lines, colour etc.

To vary the header and/or footer in various parts of a document you must divide the
document into sections. Each section can then be formatted independently of the
others, allowing for changes in page size, orientation, margins, vertical alignment. You
can format a section by placing your cursor within the section and choosing File/Page
Setup/Layout tab, or by double clicking on a section break. These formatting
properties are stored in the section break located at the end of each section. If the
break is deleted, so are all the formatting properties, with these reverting back to those
contained in the previous section.

Learner’s Guide Page 14

Footnotes/Endnotes
Footnotes and Endnotes explain or provide references for text appearing in the main
document. In Word footnotes are displayed at the bottom of the relevant page (above
the footer but under the body text of the page) while endnotes appear at the end of the
document. They are automatically numbered (footnotes with arabic numerals and
endnotes with small roman numerals) and a reference mark appears in the text of the
document indicating the presence of a footnote/endnote.

You can use shortcut keys for footnotes/endnotes:

Alt Ctrl F will insert a footnote
Alt Ctrl D will insert an endnote

Footnotes/endnotes can be deleted by simply deleting the reference notation in the

main document. Deletion causes all remaining footnotes/endnotes to be renumbered
accordingly.

Graphics
Word 2000 has the capabilities to perform numerous tasks using graphics, text,
pictures and charts. In addition you can import information created in other file
applications into Word documents.

Word and Publisher contain basic drawing functions (circle, rectangle, line, box,
AutoShapes) which allow you to create graphics to suit your application. You can use
the many editing and formatting features to ensure your final design is effective.
These features include:
 Move/Nudge objects
 Alter Line/Fill of objects
 Create text boxes
 Send to Back, Bring to Front
 Group/Ungroup
 Drop Caps
 AutoShapes
 Shadow, 3-D Effects
 Add text to shapes
 WordArt
 Captions
 Snap to Grid
 Add a callout or label
 Rotate drawing objects
 Wrap text around graphics

In addition Publisher contains additional features which allow you to further enhance
your graphics:
 Layering Objects
 Flipping and Rotating Objects
 Align Objects

Graphics Manager
This feature in Publisher allows you to link graphics/pictures from a publication to the
actual graphic file so that if the graphic is altered at all it can be easily updated in
Publisher.

Learner’s Guide Page 15

Gutter and Mirror margins
A gutter margin increases the left margin indent to allow for document binding. If the
mirror margin option is selected, this increased indent varies from left to right margin
on each alternate page, thus allowing for double-sided printing of the document to be
bound.

Hyperlinks
Hyperlinks are specially marked text that automatically relocates you to a specific
address on the Web, a specific file on your hard drive or network or a specific location
in a document. In long documents combining hyperlinks with bookmarks can be of
great assistance when the document is to be read online.

Wizards
A Wizard is a programme that leads you through a series of simple questions to help
you do something easily. Publisher contains a number of Wizard applications
designed to assist you in the speedy preparation of publications. There are two types
of Wizards:
 Publications by Wizard OR Publications by Design
 Design Gallery Object

Publications by Wizard or Design

The catalog shows previews of all Publisher's templates organised into categories t
assist you in locating one that serves a specific purpose or has a certain style. These
previews are grouped into two tabs:
 Publications by Wizard organises templates by type of publication:
newsletters, brochures, etc.
 Publications by Design groups together different types of publications
that share a similar appearance to allow you to choose templates for
creating a matched set of related publications: flyer, banner and
website all announcing the same event.

You should explore the Catalog's categories to locate a preview whose layout closely
resembles your goal. Some categories in the Catalog group their templates into a list
of subcategories so that locating a particular template group is easier. You then run
the Wizard to select the various options available, such as paper size, colours. The
resulting layout is then ready for you to enter your specific data.

Design Gallery Objects

These have been created for use in logos, pull quotes, advertisements, calendars etc.
You simply select the type of object required, insert it in your publication then enter
your own data.

Consistency in documents
There are a number of features in both Word 2000 and Publisher 2000 that will assist
you in maintaining consistency in document production. These are listed below and it
is essential that you refer to the relevant sections of the textbooks and complete all
related activities to gain the necessary skills.

Learner’s Guide Page 16

Styles
A style is a collection of formatting character and paragraph settings that can be
saved and recalled for use at any time. There are pre-defined styles set up in Word
2000 ready to use or modify, or you can design your own and save it in the current
document or template.

There are two types of styles – character and paragraph. A character style affects
selected text, while a paragraph style applies its features to a whole paragraph. In
addition, if your experience tells you that there is a definite pattern to the order in which
you use styles, you can use the follow-on style feature. That is, if you know that Intro
style always follows on after Heading 2 style, you can tell Word to automatically apply
this follow-on style as follows:

1. Format/Style
2. Click on New (to create new style with follow-on) or Modify (to amend an
existing style to include this feature)
3. Complete the dialogue box, clicking on Style for following paragraph down-
arrow to specify the style that is to follow the new or modified style
4. Click OK
5. Click Apply to apply to new style or Close

Styles can be copied from one document to another, from a document to template and
vice versa, and from template to template. Styles can also be renamed or deleted. In
this case a template or document that has been previously used those styles is not
affected by the changes, unless the template has the Automatically update document
styles check box selected in Tools/Templates and Add-Ins.

Templates
A template is a pattern or blueprint for a document, providing preset layout and
features. They are used to replicate a standard document that is regularly used, such
as a memo, newsletter or fax header. Word provides a range of templates for you to
use or modify, or you can design your own, while Publisher leaves the whole process
to you.

Word templates can contain features such as styles, formats, page setup and
headers/footers, while Publisher allows you to specify styles, background items, empty
text and picture frames, formats and columns. Remember that templates are stored
on your system in accordance with the File Location option set up and you can modify
this to amend the destination of template files.

Using styles and templates in conjunction with each other allows for consistency in
document production and decreases the time taken to complete tasks.

A template can be attached to a document and styles updated automatically by

choosing Tools/Templates and Add-Ins. Click on Attach button, from Templates folder
select the template you are attaching, then click Open. Check in Automatically update
document styles check box, then OK.

Fields can be used within a template (Ctrl F9, End) to allow easy navigation of the
document by using F11 key. You can also automate a template by using "fillin" fields –
this provides prompt boxes for required information rather than using the F11 key.

Learner’s Guide Page 17

Macros
A macro is a set of commands and instructions that is recorded and can be used over
and over when the relevant command is entered. Using macros to perform repetitive
tasks saves time and ensures consistency. Examples of uses for macros are routine
editing and formatting tasks; combining several tasks so they can be accessed using a
single keyboard shortcut; setting preferences; automate complicated set of tasks; and
avoiding having to go through one or more dialogue boxes to perform a task.

Macros can be created by either using the macro recorder or the Visual Basic Editor.
The macro recorder is accessed using Tools/Macros/Record New Macro and is the
simpler method, operating in a manner similar to a cassette recorder. It does have
limitations though as you cannot use the mouse to alter insertion point – you must use
the keyboard. You can use the mouse to make selections from menus, toolbars etc
though.

Before attempting to records a macro you should carefully plan the steps required to
effect the task required, ensuring the steps involved are orderly and not document-
specific if you want to use the macro in a large range of documents.

Word allows you to assign the macro to a toolbar, menu command or shortcut keys.
By default the macro is attached to the Normal template which makes it available to
every Word document, but you can assign it to specific templates if required.

Once you have created your macro you should ensure it works effectively by testing
the operation using various conditions. If any problems occur you can edit the macro
where necessary.

Macros can be attached to templates as well as documents. They allow you to

automate the tasks associated with completing documents created using a template.
The completion of online forms can also be made much simpler by creating a macro to
run automatically when the insertion point enters or exits a form field.

AutoText entries
AutoText allows you to store frequently used text and graphics and insert them into a
document using a series of keystrokes. This feature could be used to insert logos,
address details, complimentary close details for business letters etc. By using
AutoText you are assured of consistency in formatting and content, as well as reducing
the time required to complete tasks effectively.

AutoCorrect entries
AutoCorrect is a feature of Word that, when turned on, automatically corrects
common typing, capitalisation and spelling errors as you type. It also allows you to
enter shortcuts for frequently used words, and replaces these shortcuts with the full
text in the document. For example, the system has been set up to replace the typed
W with Word and the typed Pub with Publisher in this document. There are default
AutoCorrect entries set up in Word but you can also add your own shortcuts and
common spelling errors.

AutoCorrect can also be used to applying formatting options to ensure consistency in

documents. For example, you could create an AutoCorrect entry for the company
name including formatting options that are required as standard in all documentation.

Learner’s Guide Page 18

AutoFormat
Word has a list of tasks that it will perform automatically under the AutoFormat
feature. You can choose for this to happen automatically (AutoFormat as You Type)
or manually (AutoFormat on Command). By default, AutoFormat as You Type is
enabled. You still have the option of turning individual formatting features on and off in
the AutoCorrect/AutoFormat as You Type dialogue box. These features include:
 Headings
 Automatic bulleted and numbered lists
 Borders
 Tables

Using the Organizer

To avoid re-creating a style or an AutoText entry in different templates or documents,
you can use the Organizer feature of Word to copy them. The process is as follows:

1. Click on Format/Style
2. Click on Organizer. The Organizer dialogue box appears showing active document
or template on left and Normal template on right
3. Select relevant tab (eg Style, AutoText, Macro)
4. Click on Close File button on either side to close currently displayed document or
template, then click on Open File button to select a new document or template
5. Click on an item in either list, click Copy.
6. Click on Close.

You can also use the Organizer to delete and rename Styles and AutoText entries.

Learner’s Guide Page 19

Topic 4 – Preview and print business documents
Preview documents
Prior to printing your final documents you should ensure that the finished product will
meet the requirements of the organisation. It is essential that you check for spelling
and grammar errors, as well as ensuring effective layout has been achieved. Some
of the features available to assist you in these processes are shown below and you
should refer to the relevant sections of the textbooks and complete all related
activities.

SpellCheck and GrammarCheck

You will already be familiar with these features, having used them in your previous
document production studies. It is important that you make use of them when
checking your documents.

Whenever you use any of the automated tasks in Word and Publisher it is imperative
that you test their operation before releasing the related documents for general use.
You should test run all applications for every applicable document, ensuring that if
there are alternate methods of accessing these applications (e.g. keyboard and
toolbar), tests are carried out for each method. You can also use Publisher's Design
Checker function to scan your document for potential problems and highlight the
findings. You can then decide whether to make any changes to your document
based on this advice.

Design Checker
This feature in Publisher is used to check a publication for any obvious design faults,
such as disproportional pictures, empty frames, overuse of fonts, text overflow etc.
Publisher will check the publication for any problems, or you are able to choose those
functions you want Publisher to check simply by selecting options from the dialogue
box:
1. Open your publication
2. Choose Tools/Design Checker
3. Click on Options. Select either Check selected features or Check all
publications
4. Click OK.

Print business documents

Most business organisations will use prepared letterheads for the preparation of their
business letters, rather than requiring the operator to key in all letterhead details for
each individual document. This may take the form of pre-printed letterhead or pre-
set text and graphics that can be reproduced online. When deciding which method
should be adopted, things such as the cost of pre-printed letterheads against printing
them inhouse should be taken into account, as well as the technical capacity of the
organisation.

Outside printing
You may choose to prepare the documents ready for printing by an external printer
service. In this case you should first obtain quotations from several suppliers to

Learner’s Guide Page 20

obtain the most beneficial deal for your organisation. You will need to ensure that
your submissions are in a format that is compatible with the system operated by the
printer service. This will include selecting the correct options for colour when
creating your documents.

Pack and Go
If your printer service uses Publisher you can use that application's Pack and Go
Wizard to prepare your documents for external printing. This feature prepares your
files ready for the printing service by storing them on a disk (or disks, if necessary) in
a compressed form, ready for use by the printing service. However, if your printer
service does not use Publisher, you must create a PostScript print file (one that can
be printed directly on a PostScript compatible printer) of your document. It is often
possible to deliver your prepared documents to the printer service using an online
service.

Learner’s Guide Page 21