GRAPHIC DESIGN INSTITUTE

3
Volume

Corporate Graphics and Communications

Administrative Style Sheet Guide

C O R P O R AT E G R A P H I C S A N D C O M M U N I C AT I O N S

Administrative Style Sheet Guide

Graphic Desi n Institute !"#$% &ain Street ' Suite !(( Spo)ane* +A %,%(# Phone "(#-%%%-(!,. ' /a0 "(#-%%%-(!,1

Table of Contents
Seven Keys to Creating a Professional Manual........................................................................................1 How to Customize This Manual..........................................................................1 Section Breaks re Key......................................................................................! "out Pictures an# Ca$tions..............................................................................! How to Change the Hea#ers an# %ooters..........................................................& How to Create a 'um"ere# Paragra$h..............................................................& How to Save Time in the %uture.........................................................................& More Tem$late Ti$s............................................................................................& (n#e)...................................................................................................................*

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Seven #eys to Creatin$ a %rofessional !anual

Like the Chapter Title Style above and the Chapter Subtitle youre reading, preset styles in Microsoft Word are just a few clicks away

Cha'ter

T
I C N # E .

o save time in the 2uture* print a copy o2 this document- Clic) Print on the File menu* and press ENTER to receive all ei ht pa es o2 e0amples and instructions- +ith the printed document in hand* position yoursel2 in normal vie3 to see the style names ne0t to each para raph- Scroll throu h the document* and 3rite the style names ne0t to the para raphs 4press CTR56H7&E to reposition yoursel2 at the 8e innin o2 the document92or the lead para raph* li)e the e0ample a8ove* select the (o) to then Customi*e This !anual letter T* and type a ne3 letterTo &reate a dro' &a'

>alua8le in2ormation Test your )no3led e ?ey8oard e0ercise +or)8oo) revie3

The :icon )ey; at le2t 3as produced 8y usin the Headin 1 style 2or the 3ords :icon )ey; and the 5ist <ullet % style 2or the te0t 8elo3=3hich uses a +in din s sym8ol 2or the 8ullet character- To chan e the 8ullet sym8ol* clic) Bullets and Numbering on the F rmat menu- Clic) M di!"* and then clic) the Bullet 8uttonSelect a ne3 sym8ol* and then clic) O# t3iceAbout the +%i&ture, I&ons

The :picture; icons are +in din s type2ace sym8ols 2ormatted in 3hite 3ith a shaded 8ac) round- To insert a ne3 sym8ol* select the character and then clic)

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S"mb l 2rom the Insert menu- Select a ne3 sym8ol* clic) Insert* and then clic) Cl se- To create ne3 icons* 2ormat a one@character para raph as the Icon ! style-

Usin$ the 0rea/

command * you can insert a pa e* column* or section 8rea)-

In this manual* section 8rea)s are the secret to success- Dou8le@clic) the section 8rea) a8ove to activate the Page Setu$ menu- Clic) the Margins ta8- As you can see* this section 4pa e9 has mar ins o2 !-"% inches top and 8ottom* "-## le2t* and -1# ri ht=3ith headers and 2ooters o2 -,. inches- Special section mar ins ma)e it possi8le 2or this manual to use 2ramed Styles=such as the Icon ! style=3hich 3ill move 3ith the te0t-

<rea)s in a +ord document appear as :la8eled*; dotted dou8le@lines

To insert a se&tion brea/*

clic) Brea% on the Insert menu- Select one

option* and then clic) O#-

About %i&tures and Ca'tions

Assumin that you see your para raph mar)s* youAll notice a para raph mar) attached to the lo3er@ri ht corner o2 the picture- Clic) the picture* and notice too* the name o2 the style=not surprisin ly* the Picture style- Pictures attached to para raph styles ma)e it possi8le 2or pictures to act li)e para raphs-

/IGURE "!-! uses this caption te0t- In +ord* the Caption style can 8e automatically num8ered and la8eled- Clic) Ca$ti
on the Insert menu to access and control the caption settin s* Press the /! )ey to search 2or additional in2ormation and Help on captions-

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This is (eadin$ 45 6i/e all styles in this mar$in1 it &an flo) )ith the te3t5

Try this2

To &han$e the 'i&ture*

2irst clic) it to select it- Point to Pi&ture on the Insert menu* and then clic) Fr m File- Clear the Fl at 'er Te(t chec) 8o0- Select a ne3 picture* and then clic) Insert- To chan e the color o2 the picture* dou8le@clic) the raphic to activate the dra3in layer=3here you can roup or un roup picture o8Bects* and re@color or delete o8Bects- Clic) an o8Bect* and then clic) Dra)ing Ob*e&t on the F rmat menu- Select a ne3 shade* and then clic) Cl se- To delete an o8Bect* select it* and then press DE5ETE- Clic) Cl se Pi&tureclic) the picture- Hold the SHI/T )ey do3n and re@siCe the picture 8y movin the picture :handles; 3ith your mouseTo &ro' the 'i&ture1

7ramed te3t1 li/e this headin$ 1 &an be &ut1 &o'ied and 'asted li/e re$ular 'ara$ra 'h te3t5

Clic) in the 2ramed te0t 8elo3* and choose B d" Te(t 2rom the St"le list on the F rmatting tool8ar- The headline should no3 appear as the para raph 8elo3 this para raph- To chan e the para raph 8ac) to Headin %* clic) the Und tool8ar 8utton* or clic) Heading + 2rom the St"le listTo cut and paste 2ramed te0t* clic) on the 8oundin 8order o2 the 2rame to reveal the 2rame handles- Press CTR56D to cut the 2rame 2rom the pa e- Place your cursor 8e2ore the 2irst letter o2 the para raph that you 3ant the 2rame to appear ne0t toPress CTR56> to paste the 2rame ne0t to the para raph(o) to Generate a Table of Contents

To create a Ta8le o2 Contents* clic) 3here you 3ant to insert the Ta8le o2 Contents7n the Insert menu* clic) Re!eren&e* and then clic) Inde( and Tables- Clic) the Table ! C ntents ta8- Select any 2ormattin pre2erences* and then clic) O#- The Ta8le o2 Contents 3ill 8e automatically created 3ith 3ords contained in Headin s ! throu h #Note

The T7C is enerated 2rom te0t 2ormatted 3ith Headin styles used throu hout the document(o) to Create an Inde3

To create inde0 entries 2or the +ord automatic inde0in 2eature* select the te0t to 8e inde0ed* point to Re!eren&e on the Insert menu* and then clic) Inde( and TablesClic) the Inde( ta8- 4/or more in2ormation* clic) Mi&r s !t , rd Hel$ on the Hel$ menu* type inde( into the Euestion space* and then clic) the Sear&- 8utton/inally* select the :Create an Inde0; Help topic-9

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(o) to Chan$e the (eaders and 7ooters

9ritten e3er&ise
pa es !"! @ !"# in your 3or)8oo )-

In print layout vie3* dou8le@clic) the header or 2ooter to activate it* or clic) Header and F ter on the .ie) menu- Fou can chan e or delete the te0t Bust as you 3ould re ular document te0t- To speci2y placement and 3hether the header or 2ooter should 8e di22erent on odd and even pa es* or di22erent 2or the 2irst pa e only* clic) Page Setu$ on the File menu* and then clic) the /a" ut ta8-

(o) to Create a Numbered %ara$ra'h

To create a num8ered para raphG
!"-

In the F nt list on the F rmatting tool8ar* clic) the /ist Number styleH or Clic) the Numbering 8utton on the F rmatting tool8ar-

I2 you choose to 2ormat more than one para raph* +ord 3ill automatically num8er the para raphs-

(o) to Save Time in the 7uture

+hen you save the manual template 3ith your chan es* it 3ill 8e easier to create documents in the 2uture- To customiCe this manualG
To lin/ a 'i&ture to
your template* lin) the picture 3hen you insert it 8y clic)in on the 5in) to /ile 8o0-

-5

Insert your company in2ormation in place o2 the sample te0t on the cover pa e* as 3ell as the inside@cover pa e- I2 you plan to use styles such as the :Icon ?ey; or Icon ! style* set them no3 4see instructions* pa e !9Clic) Sa'e As on the File menu- In the dialo 8o0* clic) D &ument Tem$late in the Sa'e File as T"$e 8o0- 4The 2ile name e0tension should chan e 2rom -doc to -dot-9

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(o) to Create a Do&ument

To create a manual 2rom your ne3ly saved template* clic) Ne) on the File menu to re@open your template as a document- I2 you 2ollo3ed the steps a8ove* your company in2ormation should appear in place- No3* you are ready to type your manual-

!ore Tem'late Ti's

There are three 3ays to vie3 the various style names o2 the template sample te0tG

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In normal vie3* clic) O$ti ns on the T ls menu- Clic) the .ie) ta8- In the St"le Area ,idt- 8o0* dial a num8er* and then clic) O#H

In any vie3* clic) a para raph and vie3 the style name on the F rmatting tool8arH or 7n the F rmat menu* clic) St"les and F rmatting to display the St"les and F rmatting pane-

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Inde3
"ackgroun#.........................................1 "or#er + "ullet 1 ca$tion ! color + #rawing + #ro$ ca$..............................................1 footer & frame + gra$hic + grou$ + hea#er & hel$ + link & margins! normal view.........................................1 num"er & $icture !, +, & $rint 1 re-size + section "reak.......................................! sha#ing ! style 1, !, +, &, * sym"ol 1, ! Ta"le of Contents................................+ tem$late..............................................& ungrou$...............................................+ .ing#ings...........................................1