Making a Structured Word Documentkihd.gmu.edu/assets/docs/kihd/AIMVA/2010/Word_2007_manual.pdf · AIM-VA Manual: Spring 2010 Page 1 . Structured Word Document Manual . TO AVOID HAVING

AIM-VA Manual: Spring 2010

Page 1

Structured Word Document Manual

TO AVOID HAVING TO REDO THINGS, PLEASE COME TO KATELYN OR CINDY AHEAD OF TIME BEFORE MAKING DECISIONS ABOUT A DOCUMENT. *It is always a good idea to save often to avoid complications. Step 1: Save document as a Word Document If you just click save, it will automatically save the document as an RTF file! This will corrupt the document and all work will be lost. So you must first: 1. Click “The Microsoft Office Logo” on the top left of the window 2. Click “Save as” from the drop down menu

3. Be sure the “Save as type is set to “Word 97-2003 Document” (*doc) Leave the document in the folder it was in. 4. Press Save 5. A question will appear asking if you are sure that you want to save it because it will now be in WORD format....press yes. *It may be a good idea to make a COPY (do not cut) of the document into your staff folder in case of complications.


Page 2 Step 2: Make all margins 1 inch 1. Click on the “Page Layout” tab on the menu 2. Click “Margins” and then select Normal in the drop down menu


Page 3 Step 3: Make the Page size 11 X 17 for the whole document. 1. Click on the “Page Layout” tab on the menu 2. Click “Size” and then from the drop down menu click on “11x17”


Page 4 Step 4: Set tabs All tables must be set to a default of .25” To set tabs: 1. Click “Page Layout” on the file menu at the top of Word 2. Click on the small arrow beneath “Spacing”

3. Select “Tabs…”


Page 5 3. In the Default tab stops box, type 0.25 4. Click Ok

Step 5: Take pictures out of textboxes. Steps 5 – 10 how to get different images out of different forms of textboxes. All pictures must be in line with text. If pictures are not formatted in line with text, screen readers will not recognize the picture and will not read the alt text associated with it. Pictures come into word documents in a text box, formatted as “square”, or group with words. To see if a picture is in a text box: 1. Click on the picture 2. Press the left arrow key on the keyboard 3. If the picture has the following border around it, (as shown in the picture below) it is inside of a textbox.

To take the picture out of the textbox:


Page 6 1. Left click on the picture, which will bring up a box with options 2. Select “Copy” 3. Find the place in the text where the picture is discussed and click on that place on the page. Make sure that you don’t choose the middle of a sentence or a spot where the picture will be too large to fit. 4. Left click and select “Paste” 5. This will paste the picture into the text 6. Delete the picture that you copied 7. If the picture is not mentioned in the text, paste it into the document in the same location that it appears in the original text. Make sure that you don’t choose the middle of a sentence or where there isn’t room on the page for the picture. TIP: Often times, only part of the picture will show up. If this happens, click on the picture and select “normal” from the home tab as shown below. This should make the whole picture appear.

(The picture after “normal” is selected)


Page 7 To see if a picture is formatted as square 1. Select the picture by clicking on it 2. If the picture has dots around it, (as the picture below does) it is formatted as square.

TIP: Sometimes a picture looks like this, but is grouped with text. The following example explains how to fix this. To re-format a picture from “square” to “in line with text”: 1. Right click on the picture 2. Select “text wrapping” from the menu that appears

3. Select “in line with text” as shown above.


Page 8 To see if a picture is grouped with text: 1. Click on the picture 2. Dots will show up around the picture and around the text as shown below.

To disconnect a caption from a picture: 1. Right click on the picture 2. Select “grouping” from the menu that appears 3. Select “ungroup” from the menu that appears as shown below


Page 9 TIP: If your picture is shown cut in half, it may be in two columns. You can check this by going to the Page Layout tab, and selecting one column.


Page 10 To make sure the picture is in line with text: 1. Click on the picture 2. There will be small circles around the picture (as shown below), and when you press the right arrow, a cursor will appear. This is correct.

TIP: If your picture gets cut off, click on the picture and select “normal” from the styles and formatting drop down as shown in Step 7.


Page 11 Step 6: Clear Formatting To clear formatting: 1. Press and hold the control key, and press “a” on the keyboard to select the entire document 2. Click on the “Home” tab in the toolbar at the top of Word 3. Click on the small arrow as shown.

4. Click “clear formatting”


Page 12 Step7: Make everything Microsoft Sans Serif size 12 1. You need to modify your normal to Microsoft Sans Serif size 12. 2. Click on “Home” and then right-click on “Normal”, and select modify.

4. When the following screen comes up, change the formatting to Microsoft Sans Serif, and the size to 12.


Page 13 TIP: Be sure that “Normal” is set to this! Do NOT just change your text as shown below.

5. Now hold down control, and press “a”. This will highlight all of the text. 6. Now press “normal” 7. Now all of the text should be Microsoft Sans Serif size 12. TIP: If you notice that something did not change to this format, it is most likely in a textbox. Step 8: Replace all breaks In the original word document, there are several unnecessary breaks. To delete these: 1. Click on “Replace” from the main menu.

2. Type “^b” in the “Find what” area. Leave the “Replace with” area blank. Press “Replace All”

Step 9: Page Breaks


Page 14 Many times, the word document does not have hard page breaks. This means that things in the book that should be on two separate pages may appear on one page in the document. We do NOT want this. To fix this we must go in and insert a page break where the page ends in the book. Even if it appears to be on separate pages, a page break must still be inserted. To insert page breaks 1. Make sure that your curser is where you want the break to happen. 2. Click the “Insert” menu at the top of word 3. Select “Page Break”

*This must be repeated for every page! (You may find it easier to do steps 9 - 12 while doing page breaks.) Step 10: Indents When the formatting was cleared in Step 6, all paragraphs that had been indented, are now in line. To fix this, you need the book in front of you to see where the paragraphs are indented. Every time there is an indent in the book, press the “tab” key on your keyboard to indent in the document. Step 11: bold, italics, underline, and highlight When you cleared the formatting (Step 6) everything that was bold, italics, or underlined was changed to regular text. To fix these problems: To bold words: 1. Highlight word that should be bold

2. Press “B” button on the toolbar located to the right of font size or hold down control button on the keyboard and press “b” on the key board. 3. You must do this to every word in the book that is bold.


Page 15 To italicize words: 1. Highlight the word that should be italics

2. Press “I” button on the toolbar located to the right of the bold button. Or hold down the control button on the keyboard and press “I” on the keyboard.

3. You must do this to every word in the book that is italicized. To underlined words: 1. highlight the word the should be underlined.

2. Press “u” on the toolbar located to the right of the Italics button. Or hold down the control button on the keyboard and press “u” on the keyboard.

3. You must do this to every word in the book that is underlined. To highlight: 1. highlight the word that should be highlighted.

2. Press the arrow next to the “ab” button to choose what color you would like it to highlight. Press on the color.

TIP: Do not color words that are colored in the book unless it is relevant. Be sure to check with Katelyn or Cindy to decide if something is relevant before doing this. Step 12: Add footnotes Footnotes do not appear in every book, so this step may not always apply. Footnotes are things in the text, which are referred to at the bottom of the page. Things found on the sides of pages that ask questions or give definitions are NOT footnotes. See Katelyn or Cindy if you come upon these. Footnotes should be placed into the document at the place where the footnote is discussed. To add footnotes 1. Highlight the footnote from the bottom of the page 2. Right click and press “cut” from the menu 3. Right click and press “paste” where it belongs in the text 4. Add “Footnote.” And “End footnote” to the beginning and end of the footnote. 5. Add a parenthesis before and after the footnote. 6. The finished footnote should look like the example below.


Page 16 Example: The investigation went on for longer than they had expected. (Footnote: Investigation: To observe or study by close examination and systematic inquiry.) Step 13: Add alt text All pictures must have alt text associated with them. Alt text should Be brief and succinct Accurately communicate the purpose of the picture Not repeat the alt text of an image near it on the page unless the picture is the same Not give away answers if there are questions corresponding with the picture

To add alt text to a picture: 1. Double click on the picture 2. Click on the small arrow at the bottom right corner of the “size” box. 3. Select the “Alt text” tab 4. Type your alt text into the box labeled “Alternate text:” 5. Your text should say “This is a picture of…..End picture”. Please see the example below.


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Step 14: Add Page Numbers In the top left corner of every page, you must manually type out “Page #”. (Ex: Page 17) Be sure that this is typed into the actual text, and not the header. Be sure there is a space between the page number and the text. Step 15: Optional hyphens Hyphens are automatically put into the document. These can not be seen, but when the document is being read by daisy, it has an effect on the reading. All optional hyphens must be removed. To remove optional hyphens: 1. Hold down the “Ctrl” button on the keyboard and then press the “F” button. 2. Select “find” on the menu that appears. 3. Click on the “more” button.


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4. Click “special” 5. Select “optional hyphen”

6. Click on the “Replace” tab on the top of the menu that appears 7. Put nothing in the “Replace with” area (this will replace them with nothing) 8. Click “Replace all” button 9. Word will replace all the hyphens


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10. After it has replaced the hyphens, you may close this box. Step 16: Add headings The word document must be organized with headings in order to be read properly by the screen reader. The styles for headings 1-5 are standard and are listed below. They must be modified before you add headings. The pictures below show Heading 1 being modified. This must be done to every heading. Heading 1: Microsoft Sans Serif size 14 bold, all caps Heading 2: Microsoft Sans Serif size 12 bold, all caps Heading 3: Microsoft Sans Serif size 12 bold, small caps Heading 4: Microsoft Sans Serif size 12 bold Heading 5: Microsoft Sans Serif size 12 bold, italics


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To add headings 1. Highlight the word(s) that you would like to be in the heading 2. Click on which heading you want it to be Step 17: Spelling and Grammar Check The computer will find things in the document that need to be corrected. To find and replace these corrections: 1. Select “Review” near the top of Word 2. Select “Spelling and Grammar….”


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3. Press “ignore” or “change” depending on if the correction is necessary. Step 18: Add front and back sections Each section must have the front and back sections in them. The front always contains the table of contents, and usually other helpful information. The back usually has a resource guide which can consist of several things depending on the book (atlas, literary terms, etc.) The back also includes the glossary and index. To add these to each section, you simply cut and paste them from one document into the other. The front section is put before the first page of your section, and the back is put after the last page in your section.

Making a Structured Word Documentkihd.gmu.edu/assets/docs/kihd/AIMVA/2010/Word_2007_manual.pdf · AIM-VA Manual: Spring 2010 Page 1 . Structured Word Document Manual . TO AVOID HAVING

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