Tips for Using the caBIGâ„¢ User Guide Template

Tips for Using the caBIG™ User Guide Template This short guide will help you to produce consistent deliverables using the caBIG™ user guide template. It explains how the template is set up and how you can manage document content while minimizing problems with Word. Contents in this document Essential Word Settings for Working with the Template ............................................................... 1 Setting Global Template Properties ................................................................................................ 2 Understanding How the Template Sections are Set Up.................................................................. 3 caBIG Template Style Reference.................................................................................................... 5 Resource Site for Word Help........................................................................................................ 10 Essential Word Settings for Working with the Template Before you start working with the caBIG user guide template, turn on the settings in Table 1. Table 1. Essential Word settings Setting Show/Hide Description Turns on paragraph symbols (which control formatting), end-of-cell markers in tables, section breaks, and any hidden features such as Index markers. This view can look cluttered, but it is recommended because it prevents you from accidentally deleting markers or section breaks. If you need to temporarily turn if off to view your output, use one of the methods in the third column to toggle it on or off. How to activate it Click the Standard toolbar button with the Paragraph symbol icon; or Press CTRL + SHIFT + * (asterisk). T Note: To ensure that the Show/Hide setting shows all symbols and hidden text, follow these steps: 1. Select Tools > Options > View tab. 2. In the Formatting Marks group, ensure that All is checked. Field Shading Turns on field shading so that you always see the fields in the document. Fields are variables that represent dynamic information in the document such as document properties, cross-references, and page numbers. 1. Select Tools > Options > View tab. 2. In the Show group at the top of the tab, set Field Shading to Always. Tips for Using the caBIG™ User Guide Template Setting Global Template Properties About Built-in Properties Word documents have built-in properties such as Title, Subject, and Author. You can set a value for a property and then insert that value into your document as a field. Like a programming variable, you can change the property value and globally update the equivalent fields. To view the document properties for the caBIG template, select the following menu command: File > Properties. In the Properties window, the Summary tab displays the primary properties. Note that the caBIG template has a placeholder value for the Title property: {Title Property (File > Properties)}. This value appears in the even-page header. You can replace this value with your document title, then update the document to show the new title in the header. To try adding a property field to your document, follow these steps: 1. In the Properties window (File > Properties), add your name as the Author, then click OK. 2. Place the cursor in the spot where you want to insert your name. 3. Select the following menu command: Insert > Field. The Field window opens. 4. From the Categories drop-down list on the upper right, select Document Information. A set of DocProperty fields now shows in the Field names list on the lower left. 5. Select Author from the list. 6. Click OK. Your name now appears at the cursor location. About Custom Properties You can also create custom document properties. The caBIG template includes a custom ApplicationName property with the generic value {Application Name}. To insert your application name into the document, follow these steps: 1. Place the cursor in the spot where you want to insert your application name. 2. Open the Properties window (File > Properties). 3. Click the Custom tab. 4. In the Properties list (bottom of the window), select the ApplicationName property. The property value appears in the Value box. 5. Select and replace the value with your application name. 6. Click OK to close the window. 7. Select the following menu command: Insert > Field. The Field window opens. 8. From the Field names list on the lower left, select DocProperty. A set of DocProperty fields now shows in the Property list in the center of the window. 9. Select the first field: ApplicationName. 10. Click OK. Your application name now appears at the cursor location. 2 Tips for Using the caBIG™ User Guide Template Understanding How the Template Sections are Set Up Page Layout The caBIG user template is set up with odd-even page formatting. Following a standard book format, even pages are on the left, odd pages are on the right, and new chapters begin on odd (right) pages. If a chapter ends on an odd page, Word automatically inserts a blank page at the end of a chapter. There are a couple of problems with this default behavior: • The inserted page is only visible in Print Preview mode, so you won’t see it while working in normal editing views (Normal or Print Layout). If you look carefully, however, you’ll see that the page count skips a number wherever each blank page occurs. The blank pages do not show the identifying document headers and footers. • Note: For the above reasons, we recommend that if a chapter ends on an odd page, you insert a hard page break by pressing CTRL + ENTER. This forces an even page and shows the identifying headers and footers. See the sample chapters in the template. Document Sections Word uses document sections that can be used to specify page formatting. Sections are denoted by section breaks. By default, when you insert a section break, Word links the new section with the previous section. In the caBIG template, the pre-set sections are not linked unless their formatting is the same. For example, all chapter sections are linked because they use the same formatting. The caBIG template includes the sections described in Table 2. Table 2. caBIG template sections Section Front Matter Description and Defined Formatting Includes cover page, copyright and license information, and tables listing development team members and support information. Headers and footers are blank. TOC Starts on an odd page. Shows a blank header blank on the first page (uses Different First Page property in page setup; uses Normal style instead of Header style to prevent bottom rule in Header style from showing). Shows a left-aligned book title in the second-page header (if any). Shows a right-aligned section title in the third-page header (if any). Shows alternating page numbering in footers, formatted in small Roman numerals (i, ii, iii); the first page starts at i, and numbering continues consecutively to the end of the Illustrations section. 3 Tips for Using the caBIG™ User Guide Template Section Illustrations Description and Defined Formatting Identical to TOC section with small Roman page numbering picking up from the end of the TOC section. Starts on an odd page. Shows a blank header blank on the first page (uses Different First Page property in page setup; uses Normal style instead of Header style to prevent bottom rule in Header style from showing). Shows a left-aligned book title in the second-page header (if any). Shows a right-aligned section title in the third-page header (if any). Shows alternating page numbering in footers, formatted in Arabic numbers (1, 2, 3); page numbering starts at 1 and continues consecutively to the end of the book. About This Guide Chapter Identical to About This Guide section except that it shows the right-aligned chapter title in the third-page header (if any). Identical to About This Guide section except that it shows the right-aligned appendix title in the third-page header (if any). Identical to About This Guide section except that it shows Index as the rightaligned title in the third-page header (if any). Appendix Index 4 Tips for Using the caBIG™ User Guide Template caBIG Template Style Reference About Styles A style is a predefined collection of formatting attributes. When using the caBIG template, always use styles for both character and paragraph formatting. The caBIG template includes a comprehensive set of styles to ensure consistency in the appearance of your deliverable. The caBIG template has two primary style types: paragraph and character. • A paragraph style applies formatting to an entire paragraph. In the style list, the style name is followed by a paragraph symbol. If you want to apply a paragraph style to just one paragraph, all you have to do is click inside that paragraph and then apply the style. If you want to apply a paragraph style to multiple paragraphs, select those paragraphs first, then apply the style. A character style applies formatting to selected text. This type of style is represented in the list by a lowercase, underlined letter a. • Applying Styles You can apply styles using various methods, but the most common are • • The Styles and Formatting Task Pane (Format > Styles and Formatting) The always-visible Style list on the left side of the Formatting toolbar. This list shows the name of the style applied at the cursor location. If the cursor is inside a word that has character formatting applied, the list box will show the character style name instead of the underlying paragraph style. Note: Avoid using the Formatting toolbar to apply formatting. This includes Bold, Italics, and list numbering. Instead, use the equivalent styles in the template: Bold, Emphasis, List Bullet, List Number (numeric), and List Number 2 (alphabetic). Using the Formatting toolbar applies overrides to formatting. This practice may be OK for short, everyday business documents, but it is not recommended for long, technical documents requiring consistency and frequent global updating. Overrides make troubleshooting formatting more difficult, and they clutter the style library with unnecessary, ad hoc styles. You will know if you have used the Formatting toolbar, because Word will add new styles to the collection with names such as Body Text + Italics and List Number + Bold. To remove overrides from a paragraph, first select the paragraph, then use the following shortcut keys to get rid of the overrides: press CTRL + K to remove extraneous paragraph formatting, and press CTRL + SPACE to remove extraneous character formatting. This strips out any non-styled formatting. 5 Tips for Using the caBIG™ User Guide Template List of caBIG Template Styles Table 3 describes each of the styles used in the caBIG User Guide template. Styles are listed by name in alphabetical order. The columns in the table provide the following information: • • • Style gives the style name. For the most part, built-in Word styles have spaces in the name, and custom styles have no spaces in the name. Type denotes whether a style is a character style or paragraph style. Description explains the purpose of the style. Table 3. Styles in the caBIG template Style AuthorNoteBlue and AuthorNoteBlueBold Type Character Description Used to color selected text blue or bold blue. This style is used in sample text for document authors. To remove, select paragraph and press CTRL + SPACE. Used to color selected text red or bold red. This style is used in sample text for document authors. To remove, select paragraph and press CTRL + SPACE. Used to apply block quote formatting. Text is italicized and indented from both the left and right margins. Used to format regular, narrative text. Text has a builtin bottom margin and prevents you from having to manually add spacing between paragraphs. Used to align a non-numbered paragraph that follows a numbered or bulleted list item (List Number or List Bullet). For example, the non-numbered paragraph might explain the result of the preceding step (“The Font window opens”) or it might explain the purpose of the step (“This step was necessary because…”). Used to align a non-numbered paragraph after a second-level numbered or bulleted list item (List Number 2 or List Bullet 2). For example, the nonnumbered paragraph might explain the result of the preceding step (“The Font window opens”) or it might explain the purpose of the step (“This step was necessary because…”). Used to apply Body Text formatting but without a bottom margin. You might use this for a stem sentence that introduces a list, thereby keeping the sentence and the list grouped together. Since section headings usually have a built-in top margin, you could also use this style as the last paragraph in a section, since the heading margin will create the needed separation. AuthorNoteRed and AuthorNoteRedBold Character Block Text Paragraph Body Text Paragraph Body Text Indent Paragraph Body Text Indent 2 Paragraph BodyTextNoSpace Paragraph 6 Tips for Using the caBIG™ User Guide Template Style BodyTextKWN and BodyTextIndentKWN Type Paragraph Description Variations of Body Text and Body Text Indent with a Keep with Next property applied. Use these when you want to prevent a Body Text or Body Text Indent paragraph and the following paragraph from becoming separated. This prevents you from applying a Keep With Next override. Used to apply bold characters to selected text. To prevent Word from adding ad hoc styles with ridiculous names such as Body Text + Bold, always use this style instead of the Bold button on the Formatting toolbar. Used to format callouts in screen captures. Used for captions (e.g., Figure X. Figure Text) below screen captures. This style gets applied automatically when you insert a caption (Insert > Reference > Caption). Used for captions appearing beneath screen captures in a numbered list (procedure) or bulleted list. Since the insertion of a caption applies the Caption style, you’ll need to manually apply this style when you need an indented caption. Used to apply the Courier font to selected text. Use this when a snippet of code appears as inline text, or when you want to format a short code example. Used for line numbering in extended code samples. Insert a two-column table, remove all of the visible borders, and apply this style to the left column. Used for extended code samples. Insert a two-column table, remove all of the visible borders, and apply these styles to the right column, depending on the level of indentation that you need. These styles are set up with hanging indents, so if a line of code wraps to a second line, the second line will indent and you can tell that it belongs to the same line. Use forced line breaks (Shift + Enter) to control where lines end but keep them in the same paragraph. Used to represent the characters that a user types in a text entry field. Select the text to be entered, then apply this style. Used to number paragraphs with superscripted numbers. This style is used for company names in the table that shows the names of development team members (front section). Bold Character Callout Caption Paragraph Paragraph CaptionIndent Paragraph CodeChar Character Code Line Number Paragraph CodePara1 through CodePara9 Paragraph CodeTextEntryPara Character CompanyNamePara Paragraph 7 Tips for Using the caBIG™ User Guide Template Style CopyrightText Type Paragraph Description Used on the copyright page (following the cover page). The sample copyright page is formatted with this style and the AuthorNoteBlue and AuthorNoteRed character styles. To remove the color, select the paragraphs and press CTRL + SPACE. Used on the cover page to format the line “This is a U.S. Government work” followed by the saved date field. Tab settings are defined in the style. Used in the Change History table title on the cover page. Used to position the cover page graphic. Used to display the subtitle (deliverable type) on the cover page. Used to display the book title on the cover page. Used to apply italics to selected text. Automatically applied to visited links. Used to format footer content. Used in the main body of the document to position a graphic that spans the entire width of the page margins. Pressing ENTER after applying this style automatically applies the Caption style to the next paragraph. Used to position a graphic so that it aligns with the Body Text margin in the main body of the document. Pressing ENTER after applying this style automatically applies the Caption style to the next paragraph. Used to position a graphic so that it aligns within a numbered or bulleted list. Pressing ENTER after applying this style automatically applies the CaptionIndent style to the next paragraph. Used to format header content. Used to format a chapter title. This style has built-in numbering preceded by the word Chapter. Used to format the respective heading levels. Used to format an appendix title. The style has built-in numbering preceded by the word Appendix. CoverDateSaved Paragraph CoverDocChangeHistory Paragraph CoverGraphicRight CoverSubtitle Paragraph Paragraph CoverTitle Emphasis FollowedHyperlink Footer GraphicAnchorMain Paragraph Character Character Paragraph Paragraph GraphicAnchorMainIndent Paragraph GraphicAnchorStep Paragraph Header Heading 1, Chapter Paragraph Paragraph Heading 2 through 5 Heading 9, Appendix Paragraph Paragraph 8 Tips for Using the caBIG™ User Guide Template Style Hyperlink Type Character Description Used to format hyperlinks. Word usually applies this style as soon as it recognizes a link, so you won’t need to apply it in most cases. Used to position images inserted inline (such as button images) so that they do not throw off the line spacing. Example: Click the Widget button . Used for three levels of index entries. Used to format the alphabetical headings in the index (A, B, C, etc.). Used to represent keyboard shortcuts. Example: Press ENTER). Used for three levels of bullets with, respectively, a black circle, a hollow circle, and an em dash. Used for numbered lists in procedures (steps). Used for alphabetical steps that are subordinated under a numbered step. Applies Word’s base style: default font with no bottom margin applied. Most of the time, the built-in bottom margin in many styles make using this style unnecessary. Use Normal only to add extra empty paragraphs at the end of a section (before adding an Odd Page section break). Used to add a note that lines up with a numbered or bulleted list item. Can also be used for tips and cautions. 1. Apply the style. 2. Type the word Note, followed by a colon. 3. Press TAB. 4. Type the note content. 5. Bold the word Note. IconPosition Character Index 1, 2, 3 Index Heading Paragraph Paragraph Keypress Character List Bullet 1, 2, 3 Paragraph List Number List Number 2 Paragraph Paragraph Normal Paragraph NoteInList Paragraph NoteMainbody Paragraph Used to add a note in the main body of the document. 1. Apply the style. 2. Type the word Note, followed by a colon. 3. Press TAB. 4. Type the note content. 5. Bold the word Note. 9 Tips for Using the caBIG™ User Guide Template Style SpacerPara Type Paragraph Description Used to add extra line spacing when you need to tweak the layout but don’t quite need a full 12-pt line space. Used to add superscript and subscript formatting to selected text. Used to create a bulleted list inside a table. Used for applying bold, italicized text in table header rows and positioning them left, center, or right. SuperScript, Subscript Character TableBullet TableHeader, TableHeaderCenter, and TableHeaderRight TableListNumber TableText TableTextIndent Title Paragraph Paragraph Paragraph Paragraph Paragraph Paragraph Used to create a numbered list inside a table. Used for most text in tables. Indents the TableText style text by .15 in. Used for non-numbered section titles (for example, About This Guide, Illustrations, and Index). Special style for the Copyright page title to prevent the title from appearing in the TOC. Special style for the TOC title to prevent the title from appearing in the TOC. Used to format the three paragraph levels in the TOC. Used for generic lower-level topics or procedures that you don’t want to appear in the TOC. Used for warning paragraphs in procedures. 1. Apply the style. 2. Type the word Warning, followed by a colon. 3. Press TAB. 4. Type the note content. 5. Bold the word Warning. TitleCopyright Paragraph TitleTOC Paragraph TOC 1, 2, 3 TopicHeading Paragraph Paragraph WarningIndent Paragraph Resource Site for Word Help The Word MVP site provides the most comprehensive and authoritative advice for Word users. See http://word.mvps.org/index.html. 10