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Directives MS Word TrainingSeptember 2014

TABLE OF CONTETS

MS Word Default Page Setup.................................................................................1MS Word Autocorrect..............................................................................................4Headers, Footers, and Page Numbers....................................................................7

Add Breaks.........................................................................................................7Unlink Header....................................................................................................9Unlink Footer......................................................................................................9Restart Page Numbers.......................................................................................9Turn Off First Page.............................................................................................10

Bookmarks...............................................................................................................11Add a Bookmark.................................................................................................11Display Bookmarks Brackets.............................................................................12Delete a Bookmark.............................................................................................13

Hyperlinks................................................................................................................14Hyperlink within the Document (Bookmark).......................................................15Hyperlink to a Web Page...................................................................................15E-mail.................................................................................................................16

Table of Contents Formatting .................................................................................17Section 508 Compliance..........................................................................................20

MS WORD DEFAULT PAGE SETUP

1. Several of the MS Word default settings (font, tabbing, etc.) do not match GSA formatting.

2. The easiest way to avoid Microsoft formatting problems is to re-set the defaults to GSA Formatting.

3. Open MS Word to a blank file. With the “Home” tab selected at the top, right click on the “Normal” Style, selecting “Modify.”

Home tab Normal Style

4. This Modify Style interface should appear:


5. Select the “Format” box on the lower right. Under Format select “Font.” Set the font to Arial, Size 12. Select OK when finished.

6. Select the “Format” box on the lower right. Under Format select “Paragraph.” Change the settings to the following:

Select OK when finished.

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7. Select the “Format” box on the lower right. Under Format select “Tabs.” Set the tab stop to the following positions: 0.25, 0.5, 0.75, 1, 1.25, 1.5, 1.75, and 2. After entering each tab stop value, you will need to click the “Set” button. When finished, select OK.

8. To make these changes to all future documents you create, you will need to turn on the “New documents based on this template” option at the bottom of the screen. When finished, select OK.

9. If you followed all of these steps, all new documents will have these new settings as a default.

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MS WORD AUTOCORRECT

1. MS Word likes to modify document formatting for you. This is nice of the software. However, Microsoft formatting is not the same as GSA formatting.

2. The easiest way to avoid Microsoft formatting problems is to turn off some of the AutoCorrect features.

3. To change your AutoCorrect features, click on the “Office Button” (upper left for MS Word 7). For MS Word 2010, click File, Options, Proofing, AutoCorrect.

At the bottom of the Office Button window, select “Word Options.” Select “Proofing” from the right side of the Word Options screen. Then, select AutoCorrect Options. This dialog box should appear:

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a. Select the AutoFormat tab at the top. Turn off the Apply section buttons (the four options at the top). The AutoFormat tab should look like this:

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b. Select the AutoFormat As You Type tab to make changes to this tab. The five options in the center of the tab, under “Apply as you type” should be turned off. The AutoFormat As you Type tab should look like this:

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Headers, Footers, and Page Numbers

The key to header, footers, and page numbers is section breaks! Each section of the document can have its own header, footer, and page number. Or, they can be the same from section to section.

1. To add a section break, select Page Layout tab.

2. Select Breaks, Next Page. Breaks allow the header and footer to be different. After selecting breaks, next page, a new page will appear in the document.

3. Go to the Insert tab.

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4. From the Header option, select Edit Header. The cursor should now be in the header. To edit a Footer, you would select Edit Footer from the Footer option.

5. The Header and Footer toolbar will also appear.

6. The Header and Footer toolbar allows you to format the header, footer, and page number.

7. For headers, footers, and page numbers to be different, the document MUST have section. Sections should be set prior to editing headers, footers, and page numbers.

8. The first page of any section can have a different header and footer. This feature allows page one of a directive to have a different header from all of the other pages (the directive identification number and date are in a different location) and page one of the transmittal does not have a page number. All other sections of the directive do have a page one.

8. To have the first page of the transmittal different than the other pages (i.e., no page number), select “Different First Page” while in either the Header or the Footer.

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10.The header of each section should be “linked to previous.” The footer of each section should NOT be “linked to previous.”

This is what the task bar will look like when the header/footer is linked to the previous section.

This is what the task bar will look like when the header/footer is NOT linked to the previous section.

11. Page numbers. Page numbers are set from the Header/Footer Tools tab.

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12.Selecting Page Number, Format Page Numbers will display the Page Number Format dialog.

For GSA directives, each section is to have its own page number (i.e., starting over with 1). To do this, while in the footer section of the document, be sure the “continue from previous section is not turned on.

13.Each first page of a section will have a page number displayed except for the first page of the transmittal page. To turn off the first page, while in the footer section of the document, turn on “Different First Page.”

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BookmarksBookmarks allow the reader to jump from one section of a document to another.

1. Add a Bookmark. From the Insert tab, select Bookmark from the Links group.

2. The Bookmark dialog box will appear.

Type the Bookmark name and then click Add.

Bookmark names must begin with a letter and can contain numbers. They cannot contain spaces. However, they can have an underscore character to separate words -- for example: “First_Heading.”

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3. Display Bookmarks. To display the name and location of Bookmarks, click File, Options, and then Advanced. Scroll down to you see the “Show document Content” section. Here, turn on “Show bookmarks.”

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When show bookmarks is selected, the bookmarks will appear like this in the document:

Each bookmark will be surrounded by brackets.

4. Delete a Bookmark. To delete a bookmark, go to the Insert tab, Links group, and click Bookmark. Select the name of the bookmark you want to delete and then click Delete.

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Hyperlinks

Hyperlinks allow the reader of the document to jump to another location within the document or to an existing Web page. Hyperlinks can also be used to start an e-mail message.

1. Hyperlink within a document (bookmark). To add a link to another location within the document, highlight the text you want to have as the link. Then, on the Insert tab, Links group, click Hyperlink. Or, you can highlight the text, right click, and select Hyperlink.

The Insert Hyperlink dialog box will appear.

On the left side of the Hyperlink dialog box, you want to select “Place in This Document.” Then select the Bookmark you want to link to. It is best to have all of the bookmarks created prior to this step.

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2. Hyperlink to an existing Web page. When you type a Web page address (www.gsa.gov/forms), MS Word automatically creates a hyperlink for you. When this link is selected, the default browser is opened to the link.

Any text can be converted to a hyperlink to a Web page. For example, the text can be to the GSA Directives Library. To do this, highlight the text you want linked and then right click and select Hyperlink. The Insert Hyperlink dialog box will appear.

Type the Web address in the Address field of the dialog box and then select OK. The selected text will now include a hyperlink to the Web address.

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http://www.gsa.gov/direcitves

http://www.gsa.gov/forms


3. E-mail Addresses. When a valid e-mail address is typed, MS Word automatically creates a hyperlink. When the reader clicks the e-mail address, their default e-mail software will open to a draft e-mail message. To edit an e-mails hyperlink options, right clicking on the e-mail address and select Edit Hyperlink.

The Text to display is what will appear on the document. The subject will be the subject line of the e-mail message.

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Table of Contents Formatting

A table of contents can be added for large Directives and when they make navigating the document easier.

The table of contents page should have section headings, a “.” leader line, and the corresponding page number. Each section heading should have a bookmark so that each page number can be hyperlinked to the bookmark.

There are several ways of setting up the table of contents. One way is to follow these steps:

1. Throughout the document, add bookmarks to the sections that will be included in the table of contents.

2. Type the section headings in the table of contents.3. Add tab stops for the page numbers, and4. Then add hyperlinks to each page number, linking to the appropriate bookmark.

After typing the Section headings, highlight the table of contents text and open the Paragraph dialog box.

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To open the Paragraph dialog box, go the Page Layout tab and click on the lower right of the Paragraph area of the Page Layout Tab.

The Paragraph dialog will appear.

Click on the Tabs button.

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The Tabs dialog will appear.

Add a 6.25” tab and then set the Leader option to Number 2. Click OK.

Now, when you tab after the section headings, your courser will move to the far right of the page and the “period” leader line will be added. The tab stop will allow you to neatly align the page numbers. The “period” leader will allow you to do future edits to the section headings without having to edit the periods.

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Section 508 Compliance

All files posted to InSite or the Web must be Section 508 compliant. It is the responsibility of the Subject Matter Expert writing the directive to ensure the directive is Section 508 compliant.

1. Avoid tables when possible. When tables cannot be avoided, alternative text must be added. To add alternative text to a table, with the table selected, right click and select Table Properties. The Table Properties dialog should appear. Here, you can enter the title of the table and a description of the table.

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2. When an image is included in the document, alternative text will also need to be added. To add the alternative text to an image, select the image, right click and select format picture. The Format Picture dialog will appear. Here you can enter a title and description of the image.

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