CSG-Mtg2

StandardizedDocumentation : 

StandardizedDocumentation CSG MeetingFebruary, 2000 Lynne M. Bailey

Converting and Creating Manuals Using MSWord : 

Converting and Creating Manuals Using MSWord Part 1: Word Docs Why Use Word Standardization Documents in the Works Template Elements Style Formatting TOC Menu Shortcuts & Macros Graphic Images Sample Pages Viewing Styles Automations Generic Content Customize Word Docs

Why Use Word? : 

Why Use Word? Word, word, everywhere word … MS Office is standard for many corporations MS reader is available for both PC and Mac platforms More people familiar with Word Older documents primarily exist in QuarkXPress format Difficult to use for many Not available for many Expensive

Standardization : 

Standardization Common format Quality deliverable Brand identity Don’t have to re-invent the wheel Global changes easier to make when document is formatted properly Uses STYLES Currently using PC fonts Garamond and Frutiger

Documents Created and In the Works : 

Documents Created and In the Works QPS Manager QPS Administrator QuarkCopyDesk User QuarkXPress-DXT (QPS) User Macintosh Basics Word template for how-to’s Word template for manuals Template and macros for automations saved to text

Word Template Elements : 

Word Template Elements Sections Title page Table of Contents Document text Headers & footers Can vary by sections Styles Can be shared with other documents using Word’s Style Organizer Go to: Title Page Table of Contents Style Format & Organizer

Style Format Editor and Organizer : 

Style Format Editor and Organizer

TOC Menu : 

TOC Menu

Keyboard Shortcuts and Macros : 

Keyboard Shortcuts and Macros Style shortcuts Alt + t = body text Alt + b = bullet list Alt + n = numbered list Alt + 1 = heading 1 Alt + 2 = heading 2 Alt + 3 = heading 3 Alt + c =  Macro: Restart numbering (Alt +r)

Graphic Images in Word : 

Graphic Images in Word Many options for placement In line with text uses image as another character in the text Easiest to use when placed in own paragraph Can also wrap text and edit wrap points

Title Page : 

Title Page

Company Name & Logo Added : 

Company Name & Logo Added

Table of Contents Section : 

Table of Contents Section

Sample Pages : 

Sample Pages

Normal View : 

Normal View

How-to Pages : 

How-to Pages Similar to manual template Uses same styles and footer

Automation Text Documentation : 

Automation Text Documentation Open with Word Run macro Auto2Table (must be part of normal.dot) Paste into template Run another macro AutoTableStyles (saved in template) Edit

Automation Saved to Text : 

Automation Saved to Text

Automation Text in Word Template : 

Automation Text in Word Template

Generic! : 

Generic! Striving for generic material Customize company name and logo on title page and in footers Field codes to update page references and © year If documentation is altered, then table of contents needs to be updated (F9) or re-run (Insert>Index and tables)

Further Customization : 

Further Customization Provide additional documentation How-to pages Replace pictures with new ones from current installation where appropriate Use to address specific user requests and unique processes (i.e., creating a new docu-ment in QCD from a template or importing text from Word) Workflow documents Can often be adapted from previous clients Most of these are currently in QuarkXPress

Presentations for QPS Training Classes : 

Presentations for QPS Training Classes Part 2: PowerPoint Docs Presentations Why Use PowerPoint? Current Documents Customize for Specific Installations QPS QCD Slides QPS QXP Slides

Why PowerPoint? : 

Why PowerPoint? Easily editable Software usually available Viewers for Mac and PC available Good reference during training class Cross-platform, can switch between QPS application and presentation

Current Documents : 

Current Documents Created for AARP Editorial for use with QuarkCopyDesk Story editors Copy editors Research editors Art/Design for use with QPS-QuarkXPress Created for ALM Combination including both applications Copies stored in Client Directory on Main Server

Customize for Specific Training : 

Customize for Specific Training Many slides can be used, as is, when training with other organizations Customize company name Customize workflow information and use slides that pertain specifically to the company Customize exercises to fit users and their workflow Go to: QPS QCD Slides QPS QXP Slides

Slide 26: 

Harness the Power of Your Content ```