Change line spacing between sentences to improve readability March 27, 2007
Posted by iawalsh in : How do I ?, Style , add a commentOne of the quickest ways to improve the layout of your documents is to use line spacing.
We’ve all seen documents where the material was so densely written that you could hardly read the words? Just a huge block of words. To improve how your text looks, you can increase the line spacing between the sentences. This breathes some life into your page by giving it extra space.
to do this:
1. Select the text that you want to change:
2. On the Formatting toolbar, click Line Spacing.
3. Click the arrow next to Line Spacing, and then the size you want, for example, 2.0.
This makes your text much easier to read and encourages the reader to approach your material.
Writing Effective Short Descriptions January 25, 2007
Posted by iawalsh in : Misc, How do I ?, Writing, Style, Templates , 1 comment so far
Short descriptions should explain what the subject matter helps the reader to accomplish, the purpose of using it, or the benefits it offers to the reader.
Do not simply repeat the title of the page or document. Avoid stating the obvious, such as “You can use the Paste option to paste text”.
Try to add more information about why the task is beneficial. Include information that helps the reader understand when to perform this task and in what circumstances it is necessary to do so.
Example of an ineffective description:
Creating a proposal template: You can create a proposal template with the proposal wizard. This short description does not tell why using the wizard is important or beneficial. It simply states the obvious and generates no interest in the reader. Will they try it? Not likely.
Example of an effective description:
Creating an RFP Proposal template: By using the proposal template, you can speed up the documentation process, use the pre-defined styles and formatting to ensure that your proposal gets submitted on time.
This description outlines some of the benefits the proposal wizard offers the reader. It is more likely to stimulate their interest.
Example of an ineffective description:
Pasting Text: You can use the Paste option to paste text into your document. This description does not tell users the benefit or purpose of pasting text.
Example of an effective description:
Pasting Text: Use the Paste option to paste text, objects, or images into your document. Use the Paste Special option to retain formatting, for example, if you want to copy content from a website and bring over both the text and images.
The effective description is better because it describes the different types of pasting and the reasons you’d use Paste Special instead of the standard paste option. After reading this, the reader feels more informed and better placed to make a decision.
Change the spacing between characters December 7, 2006
Posted by iawalsh in : Misc, How do I ?, Formatting, Style, Templates, Cool Tricks , add a comment
Change the spacing between characters
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Select the text you want to change.
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On the Format menu, click Font, and then click the Character Spacing tab.
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Do one of the following:
Expand or condense space evenly between all the selected characters
Click Expanded or Condensed in the Spacing box, and then specify how much space you want in the By box.
Kern characters that are above a particular point size Select the Kerning for fonts check box, and then enter the point size in the Points and above box.
Tip: Selecting Expanded or Condensed alters the spacing between all selected letters by the same amount. However, Kerning adjust the spacing between two characters to create the appearance of even spacing, or to fit text to a given space.
Changing the background to blue with white text December 7, 2006
Posted by iawalsh in : Misc, How do I ?, Formatting, Style, Templates, Cool Tricks, Tips , add a comment
From the Tools menu, choose Options.
In the General tab, select the Blue Background, white text checkbox.
How to Stretch Text December 4, 2006
Posted by iawalsh in : Misc, How do I ?, Formatting, Style, Templates, Cool Tricks , add a comment
- Select the text you want to change.
- Click Format, Font, and then the Character Spacing tab.
- In the Scale box, enter the percentage you want to stretch the text.
Stretching is also refereed to as scaling.
About Line Numbers November 23, 2006
Posted by iawalsh in : How do I ?, Formatting, Writing, Style, Templates, Cool Tricks, Tips , add a comment
About line numbers
Microsoft Word can automatically count the lines in a document and display the appropriate number beside each line of text. This is useful if you need to refer to specific lines in a document, such as a script or legal contract.
By default, Word numbers every line in a document. However, you can choose which line numbers to display. For example, include line numbers in all or part of the document. Or include line numbers at intervals, such as every tenth line (10, 20, 30, and so on).
Adding line numbers
To add line numbers to an entire document:
- On the File menu, click Page Setup, and then click the Layout tab.
- In the Apply to box, click Whole document.
- Click Line Numbers.
- Select the Add line numbering check box, and then select the options you want.
To add line numbers to a selection of text:
- Select the text you want to number.
- On the File menu, click Page Setup, and then click the Layout tab.
- In the Apply to box, click Selected text.
- Click Line Numbers.
- Select the Add line numbering check box, and then select the options you want.
To skip line numbers for specific paragraphs
- Select the paragraphs for which you want to skip line numbers.
- On the Format menu, click Paragraph, and then click the Line and Page Breaks tab.
- Select the Suppress line numbers check box.
7 Steps to Clear Technical Writing November 23, 2006
Posted by iawalsh in : How do I ?, Writing, Style, Templates, Recommended, Tips , add a comment
When you write a technical document, consider the following points:
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Glossary – make a glossary, even for a half dozen words.
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Definitions – create a list of definitions and acronyms. Always explain what the acronym means when it’s first encountered.
Use bold for the definition or acronym to make it easy to find it again. -
Analogy - provide a comparison or analogy.
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Graphics - Provide graphics to illustrate the object in question, how it is assembled, or how it is used by operatives.
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Replace general, abstract, and needlessly objective words with more concrete, specific, and simpler words.
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Break long sentences into shorter sentences.
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Use terminology consistently.
These points are not meant to be all-inclusive. However, if you are new to tech writing, this should put you on the right road.
How To Write An Annual Report November 22, 2006
Posted by iawalsh in : How do I ?, Writing, Style, Templates, Recommended , add a commentA successful annual report contains the following key elements:
1. Visual appeal
What is the look and feel of your annual report? Is it attractive, interesting and unusual, or boring and unimaginative? The clever use of design, graphics, artwork and typography can make the difference between a winner and an also-ran.
2. Good readable text
Don’t be tempted to choose a fancy typeface that will be difficult to read. Remember your aim is to disseminate your information - it will not happen if the document is set aside because the words are illegible.
3. User-friendly
The document must look AND BE easy to read. Write it in plain English (or the language of your choice) and take care that the lay-out has plenty of “white” space to give the eyes a rest.
4. Length of document
Do not make it too long. In today’s information age with instant information on the web, the last thing people want to do is to wade through endless pages before they reach the relevant information. On the other hand, the document must not be so concise that it does not cover the important sections.
5. Credibility
Credibility, once lost, is just about impossible to get back. Take care to back up your statements with facts and refrain from wild and untruthful statements - even if you think nobody will know better.
6. Planning
Your planning should not only focus on what you want to say in the annual report, but include the production cycle of the writing, printing and distribution of the report as well.
7. Paper quality
When selecting the paper for the report, keep your end-user in mind. Do not save money by using paper of an inferior quality on a project of this importance. Nowadays, recycled paper is very in vogue, but it must enhance your message, not detract from it.
8. Images/Photographs/Graphics/Maps/Illustrations
Your images must compliment your text. Full-colour photographs are the norm. Use a B/W photograph only when you can be assured that it will have the right impact. Although graphic images, maps and other illustrations usually enhance your site, too many can have the opposite result. As with most things in life, too much is not good.
9. Budget
Budget - control it, don’t let it control you. Know your options and get quotations before you agree to anything. Above all - set a realistic budget.
10. Feedback
You’ve written the annual report, it has been printed and posted. Now you can sit back and relax - or can you? How do you know whether the report achieved its objectives. Is there room for improvement? Feedback on your annual report is almost as important as the report itself, because it will lead to possible reviews, amendments and improvements.
How to Write Emails That Get Results November 20, 2006
Posted by iawalsh in : How do I ?, Writing, Style, Templates, Recommended, Tips , add a commentI receive close to 60 emails a day. Some are one-liners, which require a simple answer. Others are more detailed and require some thought and analysis before answering, while the last group can be very lengthy emails that ramble from one item to the next and to the next and…Time counts in business. Finding ways to streamline or automate your daily tasks lets you focus on more pressing matters.
In the following tutorial, I’d like to offer some tips on how to write more effective emails and also—what you may find more interesting—how to respond to them so that you receive less emails and those you do receive from your colleagues become more structured. Needless to say, these suggestions are aimed at business people and not your daily chit-chat with friends.
How To Start Your Email
Depending on the type of email you’re writing:
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if it’s the first time you’re writing to someone, introduce yourself and state the nature of your business. Use simple everyday English, but stick to the point. Don’t apologize or ingratiate yourself for writing an email if it has a business purpose. Also don’t ramble or try to become ‘best buddies’ with this person.
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if you’re replying to a response they’ve made, thank them for making the effort. A simple acknowledgement is always appreciated.
How to State your objectives
Every email has a goal. Many emails are requests. They’re asking the reader to do something. Attend a meeting, write a report, provide feedback, submit documentation and so on.
You can make life easier for the reader by highlighting what you’re expecting them to do.
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Use headings to state your objectives
Instead of writing long convoluted slabs of text, divide your material into short paragraphs each with its own heading. Not only with this help the reader grasp the key points, it will also help to revise your own emails.
Write short 3-5 words headings. Use simple english. Avoid puns, wordplay or jargon.
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Explain your objectives in detail
Underneath each heading outline what needs to be achieved. When dealing with complicated matters, clarify for the reader who’s responsible for which task. Ensure that the reader understands what’s being asked of them. Again, use a civil tone.
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LIst tasks and goals
In detailed correspondence, you can further clarify matters by listing the items that need most attention. If necessary, list them in order of priority. By doing this the reader can scan the email – most of us don’t read word by word - and zoom in on the key points. Using lists is a great way to highlight and prioritize requirements.
Tip: If you take the effort to do this, the reader will eventually start to copy this structured writing style. Most people haven’t been trained to write. But they know good writing when they see it – it feels right - and will start to imitate it. In the long run, you’ll receive shorter, more accurate communications. And if you’re working in a team, almost by osmosis, you’re productivity will improve.
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Set expectations and provide timelines
This is where most people fall down. After taking the effort to introduce the subject, highlight the main issues, list them by priority, they overlook one critical step.
Tell the reader why they need to respond.
Tell the reader when they need to respond.
By telling the reader why they need to respond, you’re highlighting the value of their role while also motivating them to make the extra effort.
By telling the reader when they need to respond, you’re reminding them that other activates may not be able to progress until they have replied. You can reinforce this point by highlighting the ramifications of such inaction on their part. Again, be careful how you phrase it. But don’t assume they know the importance of an email unless you tell them.
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Summarize and signoff
Don’t repeat yourself for the sake of it. If you’ve used headings and lists, the reader will understand what’s required of them. Thank them and move on.
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Provide Contact Details
This sounds obvious but not everyone provides contact details in their email. There is no excuse for this type of laziness. Learn to create a signature file. If you use Microsoft Outlook, go to Tools, Options, and click the Mail Format tab. In the Compose in this message format list, click the message format that you want to use the signature with. Add your job title, email address, and phone numbers.
You don’t have to use emails for all business communications. Pick up the phone and talk to people. Use emails where appropriate but consider other channels too. Talking is often more productive, especially if you need a simple yes/no answer.
As mentioned in difference places above, tone is important in all business correspondence. Tone is the voice you use when writing. It can be warm, friendly, blasé, curt, blunt or patronizing. It all depends on the emotional attitude you take with your reader.
In the business world, it pays dividends to develop a writing style that encourages others (especially those you will never meet face to face) to proactively communicate with you. Developing a successful writing style takes practice. We’ll talk more about tone in the coming weeks. For now, start using heading and the occasional list in your emails – you’ll see the difference very soon.
Using Paint to take Great Screenshots November 20, 2006
Posted by iawalsh in : How do I ?, Formatting, Writing, Style, Microsoft Office News, Cool Tricks, Tips , add a comment
There are many great products for taking screenshots out there. Snagit is the one I’d recommend most.
However, if you’re on a tight budget, you may have to make do with Paint, which comes pre-installed with Windows.
Paint is a very under-rated product and comes with more features that you’d probably expect. If you learn to use it properly, it will probably save you having to buy a specialist product.
So, what I’m going to do is show you how to take nice, clean screenshots with Paint.
How to take a standard screenshot
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Open the page, image or website that you want to take the screenshot of.
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Press the PrtSc key on your keyboard.
On my laptop, this is above the letter F10. On my desktop, it’s between the keys and the number pad. This takes a screenshot (like a photograph) of the entire desktop.
Later we will look at how to screenshot floating windows, where you have many items floating above each other on the screen at the same time, such as pop-up windows. -
Open Paint. Use Ctrl + V to paste in the screenshot.
Let’s say that you only want the logo and not the entire page. To do this, use the Select tool.
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Select the area you want to extract from the image, i.e. the logo.
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Press Ctrl + C to copy the logo to the Clipboard.
You now have a large image with a hole in it where you’re logo used to be. What we want to do next is remove this image, copy the logo back into Paint, and do some tidying up. -
Press Ctrl + A (to select the work area in Paint) and press Delete. This wipes the screen clean.
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Press Ctrl + V to paste the logo back into Paint.
The next step is to tidy up the image. -
Use the Select tool again and drag a thin box along the edge of the logo.
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Press Delete to remove the area you selected with the box.
You can repeat this step to tidy up the image. -
Use the Select tool to select the image.
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Press Ctrl + C to copy the image and then paste it into Word or whatever program wants to use it.