Microsoft Word Tips, Tricks, Templates & Checklists http://www.wordtipsandtricks.com Microsoft Word Tips and Free weekly downloads Wed, 11 Aug 2010 10:21:00 +0000 http://wordpress.org/?v=2.9.2 en hourly 1 Content Creation & Using Cards To Index, Organize and Plan Websites http://www.wordtipsandtricks.com/2010/08/11/information-architecture-using-cards-to-index-organize-and-structure-user-focused-websites/ http://www.wordtipsandtricks.com/2010/08/11/information-architecture-using-cards-to-index-organize-and-structure-user-focused-websites/#comments Wed, 11 Aug 2010 10:21:00 +0000 iawalsh http://www.wordtipsandtricks.com/2010/08/11/information-architecture-using-cards-to-index-organize-and-structure-user-focused-websites/
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    • ]]>     This short article gives some insight into how Information Architecture is used when developing websites. So, for those of who want to retain your writing skills and move into web-facing career, maybe Information Architecture is worth exploring.

    One of the alternative careers I’ve considered as a Technical Writer is Information Architecture. Information Architecture is worth considering if you’re attracted to organization of data, for example, indexing, rather than writing. I get a bit tired to typing at times and enjoy other tech comms activities such as analysis, diagramming, and documentation planning.

    info-architecture

    Using Cards To Index, Organize and Structure User-Focused Websites

    In order for any site to be successful, you need to  arrange the information so that users can make find the relevant  content quickly. While most websites are content-driven, many designers underestimate how difficult it is to arrange a site structure that is easily understood by both novice and experienced users.

    Why is this?

    Maybe it’s because we are trained from childhood to retrieve data in certain ways, for example in library systems we use chronological order and subject categories; or alphabetical listings in phone books, and later we use this method when using other media such as the Internet.

    The Role of Information Architecture

    Prior to any graphic design or coding taking place, an Information Architect will gather, sort and organize the content.

    Card sorting is one way to organize groups of information:

    • Create cards for all the topics on the site. For example, if it’s a sport portal, create cards for Football, Basketball etc
    • Sub-divide these categories into Leagues, Players, Stats, venues etc that are most appropriate.
    • Label them as you work and cross-reference any cards that overlap.
    • Define the optimal organization structure based on the data you have gathered.
    • Test the structure by performing mock tasks i.e. how do I find information about Michael Jordan, when he played softball.

    Prepare Flowcharts
    Next, prepare flowcharts that outline the overall site structure, showing all pages, respective navigation paths between sections and content labels. The advantage of using a flowchart is that all parties in the development process can see the site’s information architecture structure and make suggestions to remedy, alter or delete sections as needs be.

    Unless information is flowcharted there is likely to be misunderstandings between departments when the site is released.

    “I’d thought that it would do this…”

    “I’d thought that it would be more energetic…”

    “I’d thought that it would be, y’know, different…”

    Breakdown Each Page
    Then for each main section prepare an itemized list of its contents.

    Include text, images, sounds, video clips, audio clips, applets and all downloadable items.

    List all links and their destination pages.

    Divide the links which appear on all pages, i.e. Contact Us, from those that will only appear on specific pages. If this list is being prepared in Excel or Word it is useful to color-code the lists for quicker reference.

    By breaking down each page you will reduce any misunderstanding about its content objects and its functions. For example, designing pages within a Shopping Cart require considerable attention to detail as each separate page needs to be prepared correctly. Any omission of data may cause the user to leave the shopping section and search for it elsewhere.

    Design for Breadth
    Studies into HCI and Usability have shown that users get disorientated once they go past the third level of depth on a site. Therefore your site plans should enable users to find any data within three clicks. If you can’t achieve this with the current design then go back to the flowchart and begin again — the rewards will be worth the efforts.

    Prior to any graphic design takes place, it is necessary to gather, sort and organize the content. The more time spent on this the greater the ability for users to retrieve your data.

    Finally, when performing user analysis record how users perform tasks and make modifications to the site structure based on this feedback.

    Remember websites are built to please users, not graphic designers.

    Use the feedback to record the steps users take to perform tasks. Create flow diagrams showing the relationship between each content object and their surrounding elements based on the test subjects performance.

    PS – If you want me to cover this in more depth, please say so in the Comments below.

    About the Author: Ivan Walsh is a technical writer with a weakness for documentation plan guides. His also runs a video marketing blog at www.videocameraschool.com

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    ]]>     http://www.wordtipsandtricks.com/2010/08/11/information-architecture-using-cards-to-index-organize-and-structure-user-focused-websites/feed/ 1     How to Reduce Huge Microsoft Word Documents http://www.wordtipsandtricks.com/2010/08/10/how-to-reduce-the-size-of-massive-microsoft-word-documents/ http://www.wordtipsandtricks.com/2010/08/10/how-to-reduce-the-size-of-massive-microsoft-word-documents/#comments Tue, 10 Aug 2010 10:41:00 +0000 iawalsh http://www.wordtipsandtricks.com/2010/08/10/how-to-reduce-the-size-of-massive-microsoft-word-documents/
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    • ]]>     Last week we showed you how Bullet Lists can crash MS Word documents, especially if you cut and paste from several different documents. We outlined some techniques to reduce the file size, mostly by creating pre-formatted bullet lists and re-creating bullet lists the correct way.


    How to fix Corrupt & Damaged MS Word files

    But what happens if you’re given a document that’s already oversize and looks like it will damage your Word settings?

    How to Fix Corrupt & Damaged MS Word Business Documents

    Here’s what to do.

    1. Open the document in Microsoft Word.
    2. Cut and paste every graphic from the document into an image-editing tool, such as Snagit. Create a naming convention, (e.g. Page1-A.gif, Page1-B.gif etc) and name each graphic using the same naming convention.

      WARNING: DON’T SAVE THE FILE YET!

    3. In Word, select File, Save As HTML.

      Name the file with an HTML extension, e.g. Proposal.html and then Exit Word.

    4. Re-open Word.
    5. Select File, Open and open the Proposal.html file.
    6. Now, save the file using File, Save As. In other words save Proposal.html with a .doc extension, e.g. Proposal.doc.

      TIP: This process of converting the Microsoft Word file into HTML and back into Word, removes unnecessary (usually corrupt) code in the file and will significantly reduce the file size.

    7. Insert the images back into the document.

    I’ve seen Word files larger than 20 MB reduced to less than 3MB in less by using this technique.

    Might be worth a try!

    The reason you don’t save the file at Step 2 is because this would trigger Word into action (e.g. I WILL now save this file etc) and as it.

    Did this work for you?

    Post by Ivan Walsh. Follow me on Twitter.

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    ]]>     http://www.wordtipsandtricks.com/2010/08/10/how-to-reduce-the-size-of-massive-microsoft-word-documents/feed/ 2     How to Stop Your SOP Procedure Templates From Crashing http://www.wordtipsandtricks.com/2010/08/01/how-to-stop-microsoft-word-files-from-crashing-part-1/ http://www.wordtipsandtricks.com/2010/08/01/how-to-stop-microsoft-word-files-from-crashing-part-1/#comments Mon, 02 Aug 2010 04:46:00 +0000 iawalsh http://www.wordtipsandtricks.com/2010/08/01/how-to-stop-microsoft-word-files-from-crashing-part-1/
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    • ]]>     Post by Ivan Walsh. Follow me on Twitter.

    Is there anything worse than writing Standard Operating Procedures  all afternoon and then… Word crashes! If your Microsoft Word files suddenly become huge and start crashing, here’s one way to fix it. I’ve creating some very large SOPs in Microsoft Word and learnt a few ways to control these documents.

    microsoft-word-style-menu-clear-all

    MS Word. Click top red arrow to expand/show the Style Menu.

    And it’s not just business writers, in the world of technical publishing, Microsoft Word also gets a bad rap. Many feel that it’s unstable and crashing. It can also bloat in size until your operating system grinds to a halt.

    the Problem with Bullet Lists & Large MS Word files

    The first offender is Bullet Lists. If there is one thing that’s guaranteed to crash Microsoft Word, it’s bullet lists.

    Here’s what tends to happen.

    When you click a Bullet List from the Word toolbar, Word points this Bullet List to the Normal.dot file. In other words, it uses the default settings in Normal.dot and then applies these. Fine.

    No problem! That’s what it’s supposed to do.

    But….

    If you cut and paste a Bulleted List from one business report into your working file, then Microsoft Word has a problem.

    Which Bullet List is the Master Bullet List?

    It can’t tell because suddenly you have two bullet lists in your document.

    And…

    If you add a third bullet style, maybe with nice styling or cool fonts, it has a nervous breakdown. Microsoft Word can’t tell which is which and begins to struggle.

    How to stop Word Crashing & Losing your Business Proposal

    Here’s what to do:

    1. Open Word and create a separate Style for each type of bullet lists you need. For example create a Bullet Regular, Bullet List Indent, Bullet Square and so on.
    2. When you need to use a bullet list, select the appropriate style from the Styles drop-down menu.
      This is the Home tab in Microsoft Word 2007.
    3. If you want to import a bullet list from another document,
      Copy the text into a blank document.
    4. Select it, and in the Style menu, select Clear All.
      NB: This removes all formatting.
    5. Paste it into the working document.
    6. Apply the correct style.

    I know this seems like more work but it’s not. Just paste into a blank document, remove the formatting and then paste it in. Your files will stop crashing and will be easier to manage.

    You can get a set of User Guide templates with pre-formatted style here.

    In the next article, we’ll look at other ways to reduce large Microsoft Word files.

    Let me know if you’ve any problem with this. Our Smart Business Tips page on Facebook is here.

    About the Author: Ivan Walsh shares Business Planning Tips at Klariti. He also runs a Video Marketing Blog for videographers and video makers.

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    ]]>     http://www.wordtipsandtricks.com/2010/08/01/how-to-stop-microsoft-word-files-from-crashing-part-1/feed/ 0     Content Strategy: Using Cards To Index, Organize and Structure Websites http://www.wordtipsandtricks.com/2010/07/09/content-strategy-using-cards-to-index-organize-and-structure-websites/ http://www.wordtipsandtricks.com/2010/07/09/content-strategy-using-cards-to-index-organize-and-structure-websites/#comments Fri, 09 Jul 2010 11:50:25 +0000 iawalsh http://www.wordtipsandtricks.com/2010/07/09/content-strategy-using-cards-to-index-organize-and-structure-websites/
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    • ]]>     One of the alternative careers I’ve considered as a Technical Writer is Information Architecture. Information Architecture is worth considering if you’re attracted to organization of data, for example, indexing, rather than writing. I get a bit tired to typing at times and enjoy other tech comms activities such as analysis, diagramming, and documentation planning. This short article gives some insight into how Information Architecture is used when developing websites. So, for those of who want to retain your writing skills and move into web-facing career, maybe Information Architecture is worth exploring.

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    ]]>     http://www.wordtipsandtricks.com/2010/07/09/content-strategy-using-cards-to-index-organize-and-structure-websites/feed/ 0     How to View YouTube Mobile on Your iPhone http://www.wordtipsandtricks.com/2010/07/08/how-to-view-youtube-mobile-on-your-iphone/ http://www.wordtipsandtricks.com/2010/07/08/how-to-view-youtube-mobile-on-your-iphone/#comments Fri, 09 Jul 2010 00:27:56 +0000 iawalsh http://www.wordtipsandtricks.com/2010/07/08/how-to-view-youtube-mobile-on-your-iphone/
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    • ]]>     YouTube Mobile can be accessed by visiting m.youtube.com on your phone.

    From Alex Chitu, “Google’s services have a big advantage: a lot of mobile phones include applications for services like YouTube, Google Maps, Gmail, Google Search. Unfortunately, the native applications are rarely updated, so users miss the new features added to Google’s services.

    A good example is the YouTube application for iPhone, developed by Apple, which still uses 5-star ratings, doesn’t support captions, annotations or search suggestions and offers a single sharing option: email. Google’s YouTube application for Android is not much better, even if it’s updated faster.”

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    ]]>     http://www.wordtipsandtricks.com/2010/07/08/how-to-view-youtube-mobile-on-your-iphone/feed/ 0     How To Write Case Study Analysis For Marketing Plans http://www.wordtipsandtricks.com/2010/07/04/how-to-write-case-study-analysis-for-marketing-plans/ http://www.wordtipsandtricks.com/2010/07/04/how-to-write-case-study-analysis-for-marketing-plans/#comments Sun, 04 Jul 2010 08:28:55 +0000 iawalsh http://www.wordtipsandtricks.com/2010/07/04/how-to-write-case-study-analysis-for-marketing-plans/
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    • ]]>     To prepare your case study analysis, you need to understand the four parts that hold the case study together. Once you have grasped how to structure your case study, you are then in a better position to refine this document and make the sections flow more smoothly from one topic to the next. Your case study should be built around the Situation, Problem, Solution, and Evaluation.

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    ]]>     http://www.wordtipsandtricks.com/2010/07/04/how-to-write-case-study-analysis-for-marketing-plans/feed/ 0     Is Apple The World’s Most Popular Cult? http://www.wordtipsandtricks.com/2010/07/04/is-apple-the-worlds-most-popular-cult/ http://www.wordtipsandtricks.com/2010/07/04/is-apple-the-worlds-most-popular-cult/#comments Sun, 04 Jul 2010 08:26:27 +0000 iawalsh http://www.wordtipsandtricks.com/2010/07/04/is-apple-the-worlds-most-popular-cult/
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    • ]]>     What’s the first thing that comes to mind when I say Cult? I was offered a job with Apple many years ago and turned it down. They struck me as a bit odd. Think different campaigns were somehow a tiny bit sinister. I couldn’t put my finger on it didn’t buy into it. Later I realized that most successful companies in the Valley are cult-like to some degree. It’s an Us versus Them mentality. Not my cup of tea.

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    ]]>     http://www.wordtipsandtricks.com/2010/07/04/is-apple-the-worlds-most-popular-cult/feed/ 0     26 Ways to Handle Customer Complaints http://www.wordtipsandtricks.com/2010/07/04/26-ways-to-handle-customer-complaints/ http://www.wordtipsandtricks.com/2010/07/04/26-ways-to-handle-customer-complaints/#comments Sun, 04 Jul 2010 08:25:47 +0000 iawalsh http://www.wordtipsandtricks.com/2010/07/04/26-ways-to-handle-customer-complaints/
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    • ]]>     The more you sell, the more complaints. Nothing personal. Oscar Wilde said, ‘the only thing worse than being talked about, is not being talked about.’ It’s the same on the web. If you plan to run a business, you better get ready to deal with the complaints.
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    ]]>     http://www.wordtipsandtricks.com/2010/07/04/26-ways-to-handle-customer-complaints/feed/ 0     Google Webmaster Tips: Get Your Site Verified & Increase Your PageRank http://www.wordtipsandtricks.com/2010/07/04/google-webmaster-tips-get-your-site-verified-increase-your-pagerank/ http://www.wordtipsandtricks.com/2010/07/04/google-webmaster-tips-get-your-site-verified-increase-your-pagerank/#comments Sun, 04 Jul 2010 08:24:49 +0000 iawalsh http://www.wordtipsandtricks.com/2010/07/04/google-webmaster-tips-get-your-site-verified-increase-your-pagerank/
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    • ]]>     Google Webmaster Tools is one of the hidden secrets on Google. Use this to add your site directly to its index, verify that Google sees your site (and sub-domains), and also fix the errors it has identified. Split testing has shown me that sites indexed this way perform better than sites that rely on xml sitemaps. FYI you can also add sitemaps here.

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    ]]>     http://www.wordtipsandtricks.com/2010/07/04/google-webmaster-tips-get-your-site-verified-increase-your-pagerank/feed/ 0     Checklist: How To Value Your Website or Blog http://www.wordtipsandtricks.com/2010/07/04/checklist-how-to-value-your-website-or-blog/ http://www.wordtipsandtricks.com/2010/07/04/checklist-how-to-value-your-website-or-blog/#comments Sun, 04 Jul 2010 08:20:58 +0000 iawalsh http://www.wordtipsandtricks.com/2010/07/04/checklist-how-to-value-your-website-or-blog/
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    • ]]>     Create a handover checklist. Itemize what you need to do (and dates) and what they need to do (and dates). See this as a small project that needs to be coordinated. Create a list of tasks, allocate them and assign dates. Share this with the new site owner.For example:

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    ]]>     http://www.wordtipsandtricks.com/2010/07/04/checklist-how-to-value-your-website-or-blog/feed/ 0     Getting Things Done: How To Make Friday Your Busiest Day http://www.wordtipsandtricks.com/2010/07/04/getting-things-done-how-to-make-friday-your-busiest-day/ http://www.wordtipsandtricks.com/2010/07/04/getting-things-done-how-to-make-friday-your-busiest-day/#comments Sun, 04 Jul 2010 08:17:35 +0000 iawalsh http://www.wordtipsandtricks.com/2010/07/04/getting-things-done-how-to-make-friday-your-busiest-day/
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    • ]]>     Friday is my busiest day. Most folks power down and go into weekend mode. Not here! Ask yourself, ‘why do I go down a gear on Friday?’, ‘How does this benefit my career?’ Ok, let’s be honest. We do this because others do it. Right? This is a high-risk way to manage your career. You’re letting others determine how you behave. And it damages your career in many, many ways. Here’s an alternative approach.

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    • ]]>     Most people think it’s difficult start a career as a business consultant. I used to think the same in my early 20s when I started in IT.

    In retrospect, I should have made more efforts to establish myself as a consultant earlier; the benefits certainly outweigh the downsides. As luck would have it, I was forced into a consultancy role when I lost my 9-5 job.

    Time to learn to hustling and bring in business. Harvard Business Review refers to it as The Hustle Strategy.

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    ]]>     http://www.wordtipsandtricks.com/2010/07/04/12-step-plan-to-get-started-as-a-small-business-consultant/feed/ 0     How To Write Content For Your Blog Every Day of the Year http://www.wordtipsandtricks.com/2010/07/04/how-to-write-content-for-your-blog-every-day-of-the-year/ http://www.wordtipsandtricks.com/2010/07/04/how-to-write-content-for-your-blog-every-day-of-the-year/#comments Sun, 04 Jul 2010 08:13:23 +0000 iawalsh http://www.wordtipsandtricks.com/2010/07/04/how-to-write-content-for-your-blog-every-day-of-the-year/
  • Checklist: How To Value Your Website or Blog Create a handover checklist. Itemize what you need to do...
  • Inside SEO: Why the About Us Page is the Second Most Important Page on Your Blog You find a blog you really like. You want to...
  • How to add a Flickr Slideshow to your Wordpress Blog You can add a Flickr Slideshow to your Wordpress Blog...
    • ]]>     In this short video I explain how to create content and to remove the barriers that stop most people from creating content on a daily basis. It’s not difficult but you do need to have a system that lets you maximize your opportunities to create content and reduces the barriers that stop you from doing this. For example, you can create more content for your blog – and generate more business – if you work in batches.

    From: http://ping.fm/PNtqz

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    Posted via email from Small Business Strategies

    Related posts:

    1. Checklist: How To Value Your Website or Blog Create a handover checklist. Itemize what you need to do...
    2. Inside SEO: Why the About Us Page is the Second Most Important Page on Your Blog You find a blog you really like. You want to...
    3. How to add a Flickr Slideshow to your Wordpress Blog You can add a Flickr Slideshow to your Wordpress Blog...

    ]]>     http://www.wordtipsandtricks.com/2010/07/04/how-to-write-content-for-your-blog-every-day-of-the-year/feed/ 0     GTD: 37 Tips to Increase Your Business Writing Productivity http://www.wordtipsandtricks.com/2010/07/04/gtd-37-tips-to-increase-your-business-writing-productivity/ http://www.wordtipsandtricks.com/2010/07/04/gtd-37-tips-to-increase-your-business-writing-productivity/#comments Sun, 04 Jul 2010 08:11:11 +0000 iawalsh http://www.wordtipsandtricks.com/2010/07/04/gtd-37-tips-to-increase-your-business-writing-productivity/
  • S.P.E.E.D. Writing: 37 Tips to Boost Your Business Writing Productivity via businessplantemplatesstore.com Posted via web from Technical Writing Tips...
  • Getting Started: 37 Business Proposal Writing Tips Post by Ivan Walsh. Follow me on Twitter. This...
  • 7 Mistakes to Avoid When Writing Your First Business Proposal What’s the main mistake that business writers make when...
    • ]]>     This article on business writing reminds us that our sales, marketing, business, and proposal development does not stand alone. It is process of a larger process that involves planning, research, writing, editing, proofing, submission and acceptance.

    This list gives 37 ways to improve your next proposal. Scroll through it and tell me what I missed.

    Show that your response is logical and organized
    Make the information easy to find. Cross reference against the Request For Proposal
    Include a table of contents for proposals over 10 pages in length
    Ensure that your Proposal is in compliance with the RFP
    Arrange material in order of priority to the reader (see Audience Analysis guidelines)

    From: http://ping.fm/CBNCA

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    Posted via email from Small Business Strategies

    Related posts:

    1. S.P.E.E.D. Writing: 37 Tips to Boost Your Business Writing Productivity via businessplantemplatesstore.com Posted via web from Technical Writing Tips...
    2. Getting Started: 37 Business Proposal Writing Tips Post by Ivan Walsh. Follow me on Twitter. This...
    3. 7 Mistakes to Avoid When Writing Your First Business Proposal What’s the main mistake that business writers make when...

    ]]>     http://www.wordtipsandtricks.com/2010/07/04/gtd-37-tips-to-increase-your-business-writing-productivity/feed/ 0     How to Make Six Figures, Part 2 http://www.wordtipsandtricks.com/2010/07/04/how-to-make-six-figures-part-2/ http://www.wordtipsandtricks.com/2010/07/04/how-to-make-six-figures-part-2/#comments Sun, 04 Jul 2010 08:05:30 +0000 iawalsh http://www.wordtipsandtricks.com/2010/07/04/how-to-make-six-figures-part-2/
  • Three Ways Business Can Scale With Social Networking Technologies Why can’t businesses scale with social technologies? If you work...
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    • ]]>     What do soloists who make six figures have in common? To find out, we asked this week’s guest, Mike Koenigs. Mike is best known as the guy who created the Web 2.0 syndication service, Traffic Geyser that distributes over a million videos per week and generates top ranking, web traffic and leads in minutes by sending video content to over 70 video sites, social bookmarking, social media, blog and podcasting directories.

    From: http://ping.fm/iZb1W

    via Ping.fm

    Posted via email from Small Business Strategies

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    1. Three Ways Business Can Scale With Social Networking Technologies Why can’t businesses scale with social technologies? If you work...
    2. For Better Market Research Get Real Clicks not Fake Answers For real information, watching what people do is way better...
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