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Water System Survey Template Instructions - Page 1 of 23

I:\FS\TS Unit Forms-Handouts-Manuals\Survey Forms\Review Committee\Drafts - New\Survey Template Instructions.doc - Rev. 10/07/09

Instructions for Using the Water System Survey Form Template (Instructions are for MS Word 2003, but Word 2000 will work as well with some restrictions noted in the instructions)

***Save Changes Often***

The water system survey forms are provided in 2 packets – one packet for Community and NTNC systems and one packet for State Regulated (Non-EPA) and Transient water systems. The forms are included in packets so that the water system name, ID number, and survey date appear as a header at the top of every page and the page numbering is done automatically. The form packets are also designed to allow you to add or subtract as many pages to accommodate systems with more than 6 wells or to include more than just one page of schematics, maps, or pictures. The main process for using the form involves the following steps, discussed in further detail in these instructions:

• Downloading the template; • Setting up the pages you are going to need by deleting, inserting, or changing

headings (e.g. for multiple schematics pages, you may want to change the heading from Water System Schematic, to something like Reservoir Pictures, Intake Schematic, Treatment Schematic, etc as appropriate for the various pages containing schematics, drawings or pictures). This is just like assembling the hand written forms into a packet for the particular system you are surveying;

• Inserting pictures and schematics; • Saving and “Protecting the Document” for entering data in the form fields

(works for MS Word 2003, otherwise, leave in “Unprotected mode”; and • Saving the document as a PDF file (optional).

1) Save a copy of the template from the Forms/Tools/Fact Sheets website (http://oregon.gov/DHS/ph/dwp/tools.shtml#HealthDepartment) as shown below:

C-NTNC Survey Template Rev 10-7-09 (autofill doc) TNC-NP Survey Template Rev 10-7-09 (autofill doc)



2) If not already highlighted, highlight the file name (drag the curser over the name – no not include the .doc):

3) Type in the new name (SS-yyyy-mm-##### Water System Name is a naming convention used by State staff, where SS signifies “System Survey” and yyy-mm is the year and month of the survey and ##### is the water system ID ) as shown below:



4) Open the survey document and go to View => Header and Footer to input the name of the water system, water system ID, and date of the survey as shown below: 5) Enter the name of the water system, water system ID, and date of the survey as shown below (the water system name, ID, and survey date only needs to be entered on the first page). Do not change the page numbers:



6) Close the Header and Footer toolbox as shown below:



Removing Pages from the Survey To remove a page – move the cursor until you see a box appear in the upper left hand side of the table as shown below, then click on the box to highlight the table: With the table highlighted, go to Edit => Cut to remove the table. The pages after this will shift and you may need to insert a new line or delete a line to get things to line up.



Inserting Pages into the Survey To insert another page (e.g. to insert another schematic page, or well info page) requires that you:

1) Insert a new blank page using a “page break” 2) Copy a blank table (e.g. schematic table or well info table); and 3) Paste the copied table into the new blank page (e.g. to give you two schematic

pages or two well info pages). 1) To insert a new blank page, click at the bottom of the page to insert a “page break”. Go to Insert => Break….

Select “Page break” and click “OK” as shown below:



2) Move the cursor in a blank table that you want to copy until you see the box appear (similar to removing a page) and click on the box to highlight the table.

3) Then go to Edit => Copy as shown below:



4) Go to the top of the blank page and hit Enter to insert a new paragraph (this keeps the tables separated) 5) Then go to Edit => Paste to paste the duplicate table into the new sheet:

If possible, always try to keep a line above and below each table by clicking just above the table and hitting the “Enter” key. For a line below the table, click just below the table and hit “Enter”. This will help keep the tables and pages separate. Note that some pages, like the Disinfection page, do not have the space needed to keep a line before or after a table.



If two tables merge (as shown in the example below where the Source Information table has been merged with the well information table), move the cursor to the left of the top row in the bottom table until a right arrow appears – then go select Table => Split Table as shown below:

The Well Information page is called the “bottom table” and the “Well Information” heading is located in the top cell of the bottom table.

In this example, the desired result is that the “Source Information” table is now on a separate page from the “Well Information” table



Inserting a Picture 1) To insert a picture into the schematic page, click above the large box as shown below:

2) Go to Insert => Picture => From File as shown below:



3) Use the “Look in” drop down box to navigate to the directory that has the pictures, click on the picture, and click “Insert” as shown below:

4) Most likely, the picture will be larger than you want and in the wrong location. Right click on the picture and select “Format Picture” as shown below:



5) Click: “Layout”, “In front of text”, and then “O K” as shown below:

6) A border can be added using the “Colors and Lines” screen by right clicking on the picture and selecting “Format Picture” as done in step 4) above and shown below:



7) Left click on the picture and, while holding down on the left mouse button, drag the picture close to where you want it as shown below:

8) The picture can be resized by clicking on it once and then moving the cursor to the corner or the side of the picture until you see the double arrow – click and hold the left mouse button and drag the cursor in towards the center of the picture.

Move and resize the picture as needed by repeating steps 7 and 8 until the picture is where you want it on the page.



Inserting a Drawing 1) To insert a drawing into the schematics page, click inside the large box and use the drawing toolbars (typically found at the bottom of the screen). The most helpful are the Autoshapes => basic shapes and lines.

2) In Word 2003, you will get a drawing box “Create your drawing here.” I try to avoid using this and draw the pictures outside of this box by moving the cursor (indicated by a plus sign) somewhere else as shown below:



3) You can then resize the object similar to resizing pictures. You can also move it by clicking and holding down on the picture with the left mouse button, while dragging it to a different location.

4) You can also copy objects by clicking on it once and going to Edit => Copy and then Edit => Paste.



5) The freeform line feature allows you to draw continuous line shapes to represent flows and the text box feature allows you to place text anywhere on the schematic.

Text box function



Saving the Survey and Protecting the Document 1) To save the changes you have made to the survey and begin entering data in the form fields, go to File => Save as shown below:

2) The survey will be in an “unprotected” state at first, which allows you to edit the table fields, write over form fields, and change the survey formatting (recommended method – see #11 on page 20 for more info). To enter data using the document as a form where you can tab through the fields in order, protect the document by going to Tools => Protect Document as shown below:



3) Allow only filling in forms and click “Yes, Start Enforcing Protection” as shown below:

4) Click “OK” without entering a password:



5) Close the Protect Document dialogue box by clicking on the “x” as shown below:

6) You can now enter data in the form fields as shown below:

7) You can then unprotect the document to insert more pictures or diagrams, but in Word 2000, you cannot protect the document without losing data in the form fields. In Word 2003, you can protect the document again without losing data, but try it before you enter lots of information until you are confident that the data will be retained. If you have to make changes in Word 2000, unprotect the document and then save all changes without protecting the document again (data entry in the form fields will be cumbersome, but possible).

***



8) Unprotect document to make more changes if needed (warning – see #7 above) by going to Tools => Unprotect Document as shown below:

9) Then click “Yes”:



10) Then click “OK” without entering a password:

11) It is recommended that you leave the document “unprotected” for archiving (storing on a computer drive, shared directory, or CD). To check blank check boxes in an unprotected document, double left click on the check box and select “checked” and then “OK” as shown below:



Saving the Survey as a PDF If you have PDFCreator installed (a freeware program that can be downloaded from http://www-pdfcreator.com/?hop=dsalmon), you can save this as a PDF document by going to Print => and selecting the PDFCreator “printer”. Follow the instructions when prompted to create and save the PDF copy of the survey (this will retain the original word document – it just creates a copy of it in a PDF format). 1) Go to File = Print, then use the printer name drop down menu to pick the PDFCreator “Printer” and click “OK” as shown below:

2) Rename the Title (or use the default date-based name) and click “Save” as shown below:



3) Save the file in the directory of your choice and click “Save”:

4) The PDF document will open when it is done being created. You can see that it saves even color photographs and all the info entered in the form fields:

survey template instructions · water system survey template instructions - page 3 of 23 i:\fs\ts...

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