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Technical Communications Page Content Procedures - Sample Guide

Updated on March 17, 2015

Page Content

Components of a page include:

  • Headers/Footers
  • Graphics
  • Draft Watermark
  • Tables

Sample Page

Headers/Footers

Headers, located at the top of the page, and footers, located at the bottom of the page are used to identify the document and the reader’s location within the document.

Headers

Headers are used to indicate the document’s owner as well as the document name.

Contents

Headers contain the company name (MJB Manufacturing), its logo, and the title of the document (e.g., Standards Document).

Footers

Footers convey data that includes, the document purpose, the part number for the document, and the page number.

Document Purpose

This indicates the purpose of the document (i.e., Standards, Reference, Procedures, etc.).

Part Numbers

The document part number was obtained from the TC Supervisor, using the Master Files List, and is used for reference purposes. This part number will also be the filename for the electronic version of the document.

Page Numbers

Indicates the current page number. TOC pages are numbered with Roman numerals. Main body pages are shown with normal Arabic numerals.

Graphics

Graphics are defined as illustrations, clipart, pictures, drawings, or digital forms.

Source(s)

Graphics can be created using Word, for example, or created externally and inserted into the document.

Format

The following list contains graphic format guidelines:

  • Screen captures should be performed using Snag-it, for example. Crop any unnecessary edges prior to adding it to the document.
  • Use Visio, for example, for org charts, flows, etc.
  • Every graphic must contain a part number within the graphic itself, or you must add one to it after the graphic is inserted into the document.
  • Every graphic must have a box border.
  • Right-justify the graphic. It can be enlarged, if required to the width of the page, although normally it should be no wider than the Normal Paragraph setting.

To Add a Graphic

NOTE: Insert graphics created outside of Word. TIP - globally compress all graphics within a document after they are inserted. Refer to the instructions below.

To compress all graphics within a document:

  1. Click on the graphic.
  2. Select Format from the Picture Tools menu.
  3. Select Compress Pictures from the Format menu.
  4. De-Select Apply only to this picture.
  5. Click OK.


Creating a graphic in WORD

  1. Obtain a part number for the graphic.
  2. Use the drawing tool to create a graphic area.
  3. Box border the area.
  4. Draw the graphic.
  5. Obtain a part number for the graphic.
  6. Add it to the graphic.
  7. Save the graphic.
  8. Position the cursor at the spot where the graphic should be located.
  9. Insert the graphic.

using EXTERNAL GRAPHICs

  1. Obtain a part number for the graphic.
  2. Add it to the graphic.
  3. Save the graphic.
  4. Position the cursor at the spot where graphic should be located.
  5. Insert the graphic.

Draft Watermark

All unpublished versions of documents should have a Draft watermark on each page. This watermark should be removed from the document prior to it being stored as a master file or published. Refer to the following example:

Watermark

To Add a Watermark to your Document:

  1. From the main menu, select Design.
  2. Click on the Watermark icon.
  3. Select the Watermark you want to use.
  4. Select Remove Watermark to disable this feature in your document.

Tables

Tables are customized based on their contents. You can specify the number of columns, and rows used in the table.

Table Tags

Tag
Description
Cell
Used for normal cell text. Font sized may be decreased to a minimum of 6pt, if necessary.
Cell Head
Used for column headings in tables.
Cell Bullet
Used for lists within tables.

Table Guidelines

The following list contains guidelines for creating tables.

  • Number of columns is optional.
  • Number of rows is optional.
  • Each table should have a heading row tagged with Cell Head.
  • Heading Row should be tagged as Heading Row Repeat.
  • Contents should be sorted whenever appropriate.

Heading rows should be shaded at 10%.

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