Microsoft Word 2010 for Medical and Technical Writers

Peter Aitken PhD

Description

Learn how to use Microsoft Word for long, complex documents.Microsoft Word is by far the most widely used word processing program. All over the world, it is used to create everything from half-page memos, meeting agendas, and letters to scientific journal articles, grant applications, and 1000 page technical documents. It's a powerful and flexible program to be sure, but being a jack-of-all-trades it is unavoidably master of none.Word can be particularly problematic for writers who create long, complex documents. Styles, templates, tables of contents, headers and footers, tables, automatic numbering-these are just some of the areas where Word can bring grief to the unwary writer. In their long experience with such documents, the authors have developed techniques to avoid, minimize, or work around most of these problems. They shared their expertise in the first edition of this book, which was very well received. Now, the book has been completely revised to cover the latest version of the program, Word 2010.

Sujets

• Lettres et linguistique
• Technical writing
• Microsoft Word

Informations

• Publié par: Piedmont Medical Writers LLC
• Date de parution: 13 mars 2013
• Nombre de lectures: 0
• EAN13: 9781890586256
• Langue: English
• Poids de l'ouvrage: 2 Mo

Extrait

Microsoft Word 2010 for Medical and Technical Writers
Second Edition
Peter G. Aitken, PhD and Maxine M. Okazaki, PhD



Piedmont Medical Writers
Chapel Hill, North Carolina

Microsoft Word 2010 for Medical and Technical Writers, 2nd Edition
Copyright © 2013 Piedmont Medical Writers, LLC All rights reserved.
No part of this book may be used or reproduced in any manner whatsoever without express written permission of the publisher, with the exception of brief quotations embedded in critical articles or reviews.

ISBN 978-1-890586-24-9
eISBN 978-1-890586-25-6
Library of Congress Cataloging-in-Publication Data
Aitken, Peter G.
Microsoft Word 2010 for medical and technical writers / Peter G. Aitken, PhD and Maxine M. Okazaki, PhD. – Second edition.
pages cm
Includes bibliographical references.
ISBN 978-1-890586-24-9 (pbk.) – ISBN 978-1-890586-25-6 (ebook)
1. Medical writing–Data processing. 2. Technical writing–Data processing. 3. Authorship–Computer programs. 4. Microsoft Word. I. Okazaki, Maxine M., 1955- II. Title.
R119.A38 2013
808.06’6610285–dc23
2013003303
Web site: www.tech-word.com
Book design and production services: TIPS Technical Publishing, Inc.
Composition: Jordan Moses
Editing: Ashley Russell and Turner Henderson
eBook conversion: Nicole Ramirez


Contents at a Glance
Introduction
Chapter 1: Setting Word Options to Avoid Problems
Chapter 2: Working with Styles and Formatting
Chapter 3: Understanding Page Breaks,Document Sections, and Headers/Footers
Chapter 4: Working with Fields and TOCs
Chapter 5: Using Cross-references and Automatic Numbering
Chapter 6: Working with Tables
Chapter 7: Understanding and Using Templates
Chapter 8: Additional Topics
Chapter 9: Techniques—the Good, the Bad, and the Ugly
Index




Table of Contents
CONTENTS AT A GLANCE
INTRODUCTION
ABOUT THE AUTHORS
CHAPTER 1: SETTING WORD OPTIONS TO AVOID PROBLEMS
Word Options —Why They Matter
Accessing Word’s Options
AutoCorrect Options
AutoCorrect
AutoFormat as You Type
AutoFormat Options
Display Related Options
Field Shading
Picture Placeholders
Style Area Width
Draft Font
Formatting Marks
Editing Options
Auto Create Drawing Canvas
Use Smart Paragraph Selection
Prompt to update Style
Keep Track of Formatting
Cut, Copy, and Paste Options
Pasting between Documents
Insert/Paste Pictures As
Print Options
Update Fields (Display Category)
Update Links (Display Category)
Allow Fields Containing Tracked Changes to Update Before Printing
Template Options
Compatibility Options
CHAPTER 2: WORKING WITH STYLES AND FORMATTING
About Styles in Word
Understanding Style Relationships
Quick Styles and Themes
Types of Styles
Defining Styles
Creating Your Own Base Style
Creating a Style Based on Text
Modifying a Style
Style Tips
Tabs
Style Options
Styles and Paragraph Marks
CHAPTER 3: UNDERSTANDING PAGE BREAKS, DOCUMENT SECTIONS, AND HEADERS/FOOTERS
Page Breaks
Document Sections
Types of Section Breaks
Section Numbers
Formatting Document Sections
Using the Page Setup Dialog Box
Page Margins
Paper Size, Orientation, and Source
Page Borders
Vertical Alignment
Columns
Page Numbers
Headers and Footers
Creating/Editing a Header
The Header & Footer Tools Tab
Sections and Linked Headers
Different First Page and Odd/Even Page Headers
Header Placement
Footnotes and Endnotes
Changing Note Options
Footnote/Endnote Styles
The Note Separator
Troubleshooting Page Breaks, Document Sections, and Headers/Footers
CHAPTER 4: WORKING WITH FIELDS AND TOCS
Field Fundamentals
Inserting a Field
Updating Fields
Updating Document Fields in Headers and Footers
Viewing Fields
Locking Fields
Using Fields for Document and User Information
Viewing and Setting Document Properties
Defining Custom Document Properties
Using Document Properties in Your Document
Creating a Table of Contents
Creating a TOC
Creating a TOC Based on Outline Levels
Creating a TOC Based on Manual Entries
TOC Inclusion Options
Other TOC Options
TOC Formatting
TOC Hyperlinks
Updating a TOC
Advanced TOC Tasks
Creating Multiple TOCs
Multiple TOCs with Different Heading Levels
Multiple TOCs with Table Identifiers
Multiple TOCs with Bookmarked Sections
Displaying Page Numbers for Only Some TOC Levels
Using Your Own Styles for a TOC
Creating a TOC for Figures, Tables, or Equations
TOC Troubleshooting
CHAPTER 5: USING CROSS-REFERENCES AND AUTOMATIC NUMBERING
Cross-reference Basics
Types of Cross-references
About Bookmarks
Inserting a Cross-reference
Automatic Numbering
Simple and Easy Numbered Lists
Custom Styles for Simple Numbered Lists
Numbered Heading Levels
Custom Outline Numbered List Styles
Numbering Chapters
Including Chapter Numbers in Captions and with Page Numbers
Customizing Outline Numbered Headings and Lists
Using the SEQ Field
CHAPTER 6: WORKING WITH TABLES
Table Fundamentals
Creating a Table
Draw a Table Grid
Draw a Freehand Table
Use the Insert Table Dialog Box
Navigating in Tables
Tables and Formatting Marks
Selecting Table Elements
Adding/Deleting Table Rows and Columns
Column Width and Row Height
Setting Column Width
Setting Row Height
Table Options
Table Position and Size
Merging and Splitting Cells
Merging and Splitting Tables
Formatting Tables
Formatting Table Text
Using Table Styles
Using Word’s Defined Table Styles
Creating and Modifying Table Styles
Text Alignment in Tables
Cell Margins
Table Captions
Working with Multipage Tables
Repeating Column Headers on Each Page
Repeating the Table Caption on Each Page
Repeating the Table Caption with “Continued”
Tables and Page Breaks
Pasting Tables into Word
Copying from another Word Document
Copying from Excel
Copying From PDF Files
Troubleshooting Tables
CHAPTER 7: UNDERSTANDING AND USING TEMPLATES
Template Basics
Document Templates and Global Templates (Add-ins)
Automatic Loading of Add-ins
Document Templates versus Documents
Working with Templates
Creating a New Template from a Document
Saving Templates—Where?
Creating a New Template from an Existing Template
Creating a New Template from Scratch
Modifying an Existing Template
Attaching a Template to a Document
The Organizer
CHAPTER 8: ADDITIONAL TOPICS
Customizing Word
Customizing the Quick Access Toolbar
Customizing the Tabs and Keyboard Shortcuts
Adding a New Tab or Group
Renaming Tabs and Groups
Hiding or Removing a Tab or Group
Customizing a Tab
Exporting and Importing a Custom Ribbon
Resetting the Ribbon
Working with Track Changes
Controlling Markup Display
Customizing Markup Appearance
Working with Multiple Authors
Reviewing Tracked Changes
Using Special Characters and Symbols
Special Characters
Inserting Symbols
Linking to External Data
Linking to an Entire Word or Other Text-Based Document
Inserting an Entire External File as a Linked Object
Inserting Part of an External File as a Linked Object
Understanding Paste Special
Inserting Data from Excel
Paste as a Table
Paste as a Picture
Pasting Charts
Inserting and Positioning Graphics
Positioning a Picture
Sizing a Picture
Cropping a Picture
CHAPTER 9: TECHNIQUES—THE GOOD, THE BAD, AND THE UGLY
Dos and Don’ts
Being Smart About Backups
Minimizing Problems
Some Handy Keystrokes
Word 2003 Emulation
Ordering Information
INDEX


Introduction
Microsoft Word is by far the most widely used word processing program. All over the world, it is used to create everything from half-page memos, meeting agendas, and letters to scientific journal articles, grant applications, and 1,000-page technical documents. It’s a powerful and flexible program to be sure, but being a jack-of-all-trades, it is unavoidably master of none.
Word can be particularly problematic for medical and technical writers because the creation of long, complex documents puts unusual demands on the program. In our many years of experience using Word to create a wide variety of long and complex documents, we have run into many, if not most, of the problems that can crop up, and we have developed techniques to avoid, minimize, or work around most of these problems. Among our colleagues, we have become the “go-to” people for solving Word problems. “You should write a book” a grateful coworker quipped one day. So we did, a few years ago, and were met with gratifying enthusiasm from people in the medical and technical writing fields. Now, we have revised the book to cover the latest version of the program, Word 2010.
We want to emphasize that the problems we speak of are not for the most part flaws or bugs in Word (although some are). Rather they are features of Word that have unintended or undesired consequences or that work in unintuitive ways. Medical and technical writers, more than almost any other writers, need to have complete control over every aspect of their documents. Whether it’s a clinical study report as part of a submission to the Food and Drug Administration, an