Tips for Excel, PowerPoint, Word, and
FrameMaker Users of All Skill Levels
Bernard Aschwanden
www.publishingsmarter.com
fo...
Rule 1: Know your audience
14:52@publishsmarter
2
 In this session
 Learn tips for use with
 Excel
 PowerPoint
 Word
...
Housekeeping and note taking
14:52@publishsmarter
3
 Not all slides or topics are
equally weighted
 Use some, discard ot...
About your speaker
14:52@publishsmarter
4
 Publishing Smarter:
President
 Content strategist,
publishing technologies
ex...
Services
14:52@publishsmarter
5
 We help clients:
 Create great content
 Manage content as an asset
 Deliver content t...
Standard disclaimer
14:52@publishsmarter
6
 In the interest of brevity I
will make some blanket
statements to keep it
sim...
Making the numbers make sense
14:52@publishsmarter
Excel
7
Getting started with spreadsheets,
numbers, and simple math
@publishsmarter 14:52
8
Basic calculations
The interface
14:52@publishsmarter
9
 Sheets contain
 Rows
 Columns
 Cells
 Cells contain
 Content
 Calculations
 ...
Size and format
14:52
 Size by hovering between column or row headings
 Click and drag the double headed arrow left or r...
Getting started with spreadsheets,
numbers, and simple math
Not the ideal workflow
@publishsmarter 14:52
11
Basic calculat...
Add simple math if needed
14:52@publishsmarter
12
 Start with an
equal sign
 =10+10
 NOT just
10+10
 =(2+3)*4
 =2+3*4...
Update your spreadsheet
14:52@publishsmarter
13
 Initially, type all these numbers
Add basic math
14:52@publishsmarter
14
 If edit time is ½ of draft time, use =10/2, =15/2, etc.
Moving beyond 1+1=2 and 2+2=4 into
complex calculations
Much better workflow
@publishsmarter 14:52
15
Formulas
Simple math isn’t enough
14:52@publishsmarter
16
 Ranges of
numbers
 Calculations
 =SUM
 =MAX
 =MIN
 =AVERAGE
Calculate based on cells (such as D4)
14:52@publishsmarter
17
 Edit is ½ draft time so use =Cell/2 or =Cell*.5
Once the numbers exist, make the
content look good as formatted grids,
charts, and graphs
@publishsmarter 14:52
18
Format ...
Set titles in place
14:52@publishsmarter
19
 Highlight more than one cell, click Merge & Center
 Apply to A1:B1, and als...
Format cells
14:52@publishsmarter
20
 Additional format options (border/shade)
Rename sheets
14:52@publishsmarter
21
 Double click Sheet1, rename it Estimates
Select content for a chart
14:52@publishsmarter
22
 Select the range to chart (A1:B6)
Insert a basic chart
14:52@publishsmarter
23
 Select Insert > Charts or use simple defaults
Appearance of defaults
14:52@publishsmarter
24
 Based on your choices
Can be further configured
14:52@publishsmarter
25
Buyers Installation Configuration User
Buyers, 25 Installation
, 50
Conf...
Samples of more involved content
that may be required (one day)
@publishsmarter 14:52
26
Complex spreadsheets
Duplicate sheets
14:52@publishsmarter
27
 Right click Estimates and make a copy
 Delete sheets if not needed
 Rearrange...
Calculate complex info
14:52@publishsmarter
28
 Initial estimates are created
 Values are estimates, based on last proje...
Track actuals as well as possible
14:52@publishsmarter
29
 May not know true numbers, but gather data
 Populate with as ...
Calculate differences
14:52@publishsmarter
30
 =Estimates!B3-Actuals!B3 gives us a value in B3
 Use conditional formats ...
A few more things that Excel can do
to help build reports
@publishsmarter 14:52
31
Additional function
Combine information into reports
14:52@publishsmarter
32
 Using formulas you can make report building easier
Build sentences using CONCATENATE
14:52@publishsmarter
33
 Join several text strings into one text string
 =CONCATENATE(...
Complex combinations can be used
14:52@publishsmarter
34
 =CONCATENATE("Our expected delivery date was
", TEXT('Metrics M...
And the result is...
14:52@publishsmarter
35
Presenting information in compelling
ways
14:52@publishsmarter
PowerPoint
36
Getting started with slides
Create, add, edit, present
@publishsmarter 14:52
37
Basic slideshows
The interface
14:52@publishsmarter
38
 Slideshows
contain
 Slides
 Notes
 Slides
contain
 Titles
 Content
 Lists
 ...
Outline view
14:52@publishsmarter
39
 Use this to create your highest level slides quickly
 Don’t worry about format yet...
An initial outline may be flat
14:52@publishsmarter
40
 Quick high-level overview of what is to follow
Further development of outlines
14:52@publishsmarter
41
 Rework content to new slides (auto add/remove)
 Tab or Shift+Ta...
Add notes
14:52@publishsmarter
42
 Slides can have notes; add comments for yourself,
the presenter, or even the audience
Add images, charts, tables, and more
14:52@publishsmarter
43
 Use the Insert menu to add additional components
 If scree...
Using predefined formats to drive the
appearance of the slides
@publishsmarter 14:52
44
Templates
Different views
14:52@publishsmarter
45
 Many views exist, each for different functions
 If needed, switch Slide/Outline...
Each slide is based on a master
14:52@publishsmarter
46
 The master can be changed as needed
 Select Home and click the ...
Change the entire slide design
14:52@publishsmarter
47
 Default designs are under Design > Themes
Within themes, apply styles
14:52@publishsmarter
48
 Colors
 Fonts
 Effects
Making it look like your own
materials; branded and professional
@publishsmarter 14:52
49
Style customization
Customize master slides
14:52@publishsmarter
50
 To start, View > Slide
Master
 Many options to configure
 Slides are o...
Run slideshows
14:52@publishsmarter
51
 Add these features only AFTER building content
 Use Animations to configure how ...
Tips and tricks to get started
(do NOT assume File > New is right)
14:52@publishsmarter
FM/Word: Create a template
52
Create a template in Word
14:52@publishsmarter
53
 Don’t use an existing file
as a starting point
 Avoid File > New and
...
Find templates in Word
14:52@publishsmarter
54
 User templates are usually in C:, but then...
 UsersusernameAppDataRoami...
Create a template in FrameMaker
14:52@publishsmarter
55
 Any file can be a template
 After you set up everything use Fil...
Find templates in FrameMaker
14:52@publishsmarter
56
 All templates are usually in C:, but then...
 Program FilesAdobeAd...
Considerations when making pages
carry specific format and layout
controls
@publishsmarter 14:52
57
Page layout
Do this early
14:52@publishsmarter
58
 Page layout should be one of the first things you do
 Drives columns
 Drive tabl...
When laying out Word pages
14:52@publishsmarter
59
 Remember that Word is not a desktop publishing
tool
 Work within the...
FrameMaker master page tips
14:52@publishsmarter
60
 If using rotated pages, duplicate an existing, rotate it,
then count...
FrameMaker reference page tips
14:52@publishsmarter
61
 Automated page layout based on para or elements
 Add content to ...
Okay, enough text only slides
14:52@publishsmarter
62
 Let us now move on to slides that are better
 Less text
 More im...
Re-organize them, sort them, hide
them, or just delete them
@publishsmarter 14:52
63
FM/Word: Configure styles/tags
What you see in Word
14:52@publishsmarter
64
Style sets, colors, and fonts
14:52@publishsmarter
65
1
2
3
4
5
Recommend styles in order
14:52@publishsmarter
66
1
3
2
Restrict the list in Word
14:52@publishsmarter
67
1
2
3
4
What you see in FrameMaker
14:52@publishsmarter
68
Set up what’s next in Word
14:52@publishsmarter
69
1
Keep together, breaks, hyphenation
14:52@publishsmarter
70
2
1
3
FrameMaker, next, breaks, keep together
14:52@publishsmarter
71
1
FrameMaker, hyphenation
14:52@publishsmarter
72
1
Best practices to consider (not all will
apply in all cases)
@publishsmarter 14:52
73
FM/Word: Naming styles or
tags
Remember how tools organize these
14:52@publishsmarter
74
 FrameMaker categorizes into Para/Chara, as well as
Table tags
...
Plan naming
14:52@publishsmarter
75
 ID the best mechanism early on
 Use built in names (for Word)
 Build your own (Wor...
What they should (and should not) be
used for, and how to configure a few
important components
@publishsmarter 14:52
76
FM...
Where not to use them
14:52@publishsmarter
77
 When designing page layout
 People do this in Word ALL THE TIME
 It is a...
Add a proper table caption in Word
14:52@publishsmarter
78
1
2
3
4
Table tip for FrameMaker
14:52@publishsmarter
79
 Configure your table “perfectly”, then click in it
 Open the Table Des...
The right way to add images
@publishsmarter 14:52
80
FM/Word: Working with images
Manage images in a folder
14:52@publishsmarter
81
 Keep your images together in a folder (or folders)
 Import them by li...
Insert images by reference in Word
14:52@publishsmarter
82
1
3
2
Image tip for FrameMaker
14:52@publishsmarter
83
 Import by reference
 Put them in a unique paragraph tag (for larger
im...
Yes. It matters if it is above and
below for reasons beyond just the
styleguide.
@publishsmarter 14:52
84
FM/Word: Caption...
Place captions above image/table
14:52@publishsmarter
85
Good
Evil
If linking ABOVE, then you show all content
14:52@publishsmarter
86
If linking BELOW, content is cut off
14:52@publishsmarter
87
Building a table of contents or other
lists, as well as indexes (indices)
@publishsmarter 14:52
88
FM/Word: Generated cont...
Beyond the table of contents in Word
14:52@publishsmarter
89
1
2
3
4
Creating summaries of paragraph types
14:52@publishsmarter
90
4
2
1
3
5
Generated lists in FrameMaker
14:52@publishsmarter
91
42
1
3
Once generated list is built (first time)
14:52@publishsmarter
92
 Configure reference page code (i.e. drop pg #s)
 Rebu...
Alphabetical content
14:52@publishsmarter
93
2
1
3
List of references
14:52@publishsmarter
94
42
1
3
Add details about the file to make
locating content easier in the future
@publishsmarter 14:52
95
FM/Word: Use metadata
Metadata in Word
14:52@publishsmarter
96
 For any given document or template check metadata
(how depends on the version o...
Basic Word level metadata
14:52@publishsmarter
97
1
2
3
Advanced Word level metadata
14:52@publishsmarter
98
This metadata is available in PDF
14:52@publishsmarter
99
 File >
Properties >
Description
 Tools that
search PDFs or
li...
Metadata in FrameMaker
14:52@publishsmarter
100
 For any given document
(or configure a template)
 File > File Info
 Yo...
This metadata is available in PDF
14:52@publishsmarter
101
 File >
Properties >
Description
 Tools that
search PDFs or
l...
Summing up the discussion,
and options to continue it.
@publishsmarter 14:52
102
Conclusion and contact
About this session
14:52@publishsmarter
103
 In this session
 Learn tips for use with
 Excel
 PowerPoint
 Word
 Fram...
Final request
14:52@publishsmarter
104
 Please suggest these slides to others
 If there are any problems with them, plea...
Follow up contact information
14:52@publishsmarter
105
905 833 8448 (Eastern Time)
bernard@publishingsmarter.com
www.linke...
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Tech comm cheat sheet

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By using features most people don't even think about you can take a set of tools (for example, FrameMaker, Excel, and PowerPoint) and create a set of materials that let you track some initial metrics, build up reports, and track content in ways that the tool vendors never dreamed off. There are a dozen easy shortcuts (or more) that you can use with any toolset, even free ones like Google Docs to simplify the work you do every day. Want to quickly build a list of every graphic you have across 10 folders? Need to know which of your procedural steps are WAY too long but don't want to manually go hunting? If you often find yourself thinking "it's got to be easier" then this is the session for you. The goal is to get you out the door with at least 4 new tricks to make your job easier.

Those who attend will be better positioned to use their tools to make life (at least in the world of documentation) easier. It's not pretty, it's not all that future friendly, or XML-based, or taking the newest tips in HTML5 to heart. But it's useful. And useable. These are the tips that the experts in the field use to bypass so much of the manual time and effort that steals away your day.

A dozen (or more) tips and tricks to get you humming as you get handed the next daunting task. No one wants to do the manual and labour intensive work that often goes into content analysis, or report building, or file management. Sure, you can spend 10's of thousands of dollars on a system to do the work for you, but really... You think you'll get approved for that budget item? Just think about the discussion. "You want HOW much money to build a list of all our graphics? Don't we have a co-op student who can do that?"

Forget about it. Use these tips to make the daily grind relate to coffee, not to the work that you do at the office.

Using real world examples, and mixing in a bit of fun story-telling, and through creative demonstrations, the overall delivery will leave you with a sense of purpose when it comes to working with the tools and using them to their full potential.

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Tech comm cheat sheet

  1. 1. Tips for Excel, PowerPoint, Word, and FrameMaker Users of All Skill Levels Bernard Aschwanden www.publishingsmarter.com for a print version, please email bernard@publishingsmarter.com Technical Communications Cheat Sheet 14:52 1 @publishsmarter
  2. 2. Rule 1: Know your audience 14:52@publishsmarter 2  In this session  Learn tips for use with  Excel  PowerPoint  Word  FrameMaker  Even power users can learn a few tips  Count your “aha” moments. Most people learn at least 4 cool tips!  Who here self-identifies as:  Excel novice user  Excel expert user  PPT novice user  PPT expert user  Word novice user  Word expert user  FrameMaker novice user  FrameMaker expert user
  3. 3. Housekeeping and note taking 14:52@publishsmarter 3  Not all slides or topics are equally weighted  Use some, discard others  Slides speed varies (reference)  Questions? Ask along the way!  I’d love to claim errors/typos is on purpose… they isn’t, ain’t, and weren’t never; however, I’ll fix ‘em as I can…
  4. 4. About your speaker 14:52@publishsmarter 4  Publishing Smarter: President  Content strategist, publishing technologies expert, author, and geek- enough  Certified Technical Trainer  DITA  Content management  Topic-based writing  Society for Technical Communications  Vice President  STC Associate Fellow
  5. 5. Services 14:52@publishsmarter 5  We help clients:  Create great content  Manage content as an asset  Deliver content the right way  Socialize the message  Listen to the consumer  Improve experiences by helping  Create great content  Manage content as an asset  Deliver content the right way  …  By helping clients:
  6. 6. Standard disclaimer 14:52@publishsmarter 6  In the interest of brevity I will make some blanket statements to keep it simple  It’s not all 100% “the truth”, but I’ll stay close  Purists may complain  And they are wrong!  (except when they are right)
  7. 7. Making the numbers make sense 14:52@publishsmarter Excel 7
  8. 8. Getting started with spreadsheets, numbers, and simple math @publishsmarter 14:52 8 Basic calculations
  9. 9. The interface 14:52@publishsmarter 9  Sheets contain  Rows  Columns  Cells  Cells contain  Content  Calculations  Formulas  Format
  10. 10. Size and format 14:52  Size by hovering between column or row headings  Click and drag the double headed arrow left or right  Double click to “autofit”  Right click for more options  Use the menus if required
  11. 11. Getting started with spreadsheets, numbers, and simple math Not the ideal workflow @publishsmarter 14:52 11 Basic calculation
  12. 12. Add simple math if needed 14:52@publishsmarter 12  Start with an equal sign  =10+10  NOT just 10+10  =(2+3)*4  =2+3*4  Order of operations
  13. 13. Update your spreadsheet 14:52@publishsmarter 13  Initially, type all these numbers
  14. 14. Add basic math 14:52@publishsmarter 14  If edit time is ½ of draft time, use =10/2, =15/2, etc.
  15. 15. Moving beyond 1+1=2 and 2+2=4 into complex calculations Much better workflow @publishsmarter 14:52 15 Formulas
  16. 16. Simple math isn’t enough 14:52@publishsmarter 16  Ranges of numbers  Calculations  =SUM  =MAX  =MIN  =AVERAGE
  17. 17. Calculate based on cells (such as D4) 14:52@publishsmarter 17  Edit is ½ draft time so use =Cell/2 or =Cell*.5
  18. 18. Once the numbers exist, make the content look good as formatted grids, charts, and graphs @publishsmarter 14:52 18 Format content
  19. 19. Set titles in place 14:52@publishsmarter 19  Highlight more than one cell, click Merge & Center  Apply to A1:B1, and also to C1:G1
  20. 20. Format cells 14:52@publishsmarter 20  Additional format options (border/shade)
  21. 21. Rename sheets 14:52@publishsmarter 21  Double click Sheet1, rename it Estimates
  22. 22. Select content for a chart 14:52@publishsmarter 22  Select the range to chart (A1:B6)
  23. 23. Insert a basic chart 14:52@publishsmarter 23  Select Insert > Charts or use simple defaults
  24. 24. Appearance of defaults 14:52@publishsmarter 24  Based on your choices
  25. 25. Can be further configured 14:52@publishsmarter 25 Buyers Installation Configuration User Buyers, 25 Installation , 50 Configurati on, 75 User, 125 Materials Info Pgs Buyers Installation Configuration User Buyers, 25 Installation, 50 Configurati on, 75 User, 125 Page Count Buyers Installation Configuration User 0 20 40 60 80 100 120 140 Buyers Installation Configuration User Page count
  26. 26. Samples of more involved content that may be required (one day) @publishsmarter 14:52 26 Complex spreadsheets
  27. 27. Duplicate sheets 14:52@publishsmarter 27  Right click Estimates and make a copy  Delete sheets if not needed  Rearrange by drag/drop  Consider the following sheets  Estimates  Actuals  Differences
  28. 28. Calculate complex info 14:52@publishsmarter 28  Initial estimates are created  Values are estimates, based on last project(s)
  29. 29. Track actuals as well as possible 14:52@publishsmarter 29  May not know true numbers, but gather data  Populate with as much accuracy as possible
  30. 30. Calculate differences 14:52@publishsmarter 30  =Estimates!B3-Actuals!B3 gives us a value in B3  Use conditional formats to ID change, show as charts
  31. 31. A few more things that Excel can do to help build reports @publishsmarter 14:52 31 Additional function
  32. 32. Combine information into reports 14:52@publishsmarter 32  Using formulas you can make report building easier
  33. 33. Build sentences using CONCATENATE 14:52@publishsmarter 33  Join several text strings into one text string  =CONCATENATE(“Some text string: ", CellLocation)  Could be =CONCATENATE(“Total cost: $", B10) Reads as: Total cost: $5000  Could be =CONCATENATE(“Start date: ", B10) Reads as: Start date: May 19, 2014  =CONCATENATE("Our ", Role!B2, " is ", Role!A2, ".")
  34. 34. Complex combinations can be used 14:52@publishsmarter 34  =CONCATENATE("Our expected delivery date was ", TEXT('Metrics Main Estimates'!S46,"mmm dd, yyyy"), " and the actual delivery date was ", TEXT('Metrics Actual'!S46,"mmm dd, yyyy"), ", a difference of ", Differences!S46, " days.")
  35. 35. And the result is... 14:52@publishsmarter 35
  36. 36. Presenting information in compelling ways 14:52@publishsmarter PowerPoint 36
  37. 37. Getting started with slides Create, add, edit, present @publishsmarter 14:52 37 Basic slideshows
  38. 38. The interface 14:52@publishsmarter 38  Slideshows contain  Slides  Notes  Slides contain  Titles  Content  Lists  Tables  Figures  Artwork
  39. 39. Outline view 14:52@publishsmarter 39  Use this to create your highest level slides quickly  Don’t worry about format yet, create quick high level slide content only  Additional fleshing out, reorg, can be done later
  40. 40. An initial outline may be flat 14:52@publishsmarter 40  Quick high-level overview of what is to follow
  41. 41. Further development of outlines 14:52@publishsmarter 41  Rework content to new slides (auto add/remove)  Tab or Shift+Tab to promote/demote content
  42. 42. Add notes 14:52@publishsmarter 42  Slides can have notes; add comments for yourself, the presenter, or even the audience
  43. 43. Add images, charts, tables, and more 14:52@publishsmarter 43  Use the Insert menu to add additional components  If screen shots are needed (in any docs)  Display the screen required and configure it  Press Alt+PrtScr to copy it to the clipboard  Edit if required, or just paste as needed  For graphics, use the Drawing Tools > options  For charts use Chart Tools > options
  44. 44. Using predefined formats to drive the appearance of the slides @publishsmarter 14:52 44 Templates
  45. 45. Different views 14:52@publishsmarter 45  Many views exist, each for different functions  If needed, switch Slide/Outline, or more under View
  46. 46. Each slide is based on a master 14:52@publishsmarter 46  The master can be changed as needed  Select Home and click the Layout button
  47. 47. Change the entire slide design 14:52@publishsmarter 47  Default designs are under Design > Themes
  48. 48. Within themes, apply styles 14:52@publishsmarter 48  Colors  Fonts  Effects
  49. 49. Making it look like your own materials; branded and professional @publishsmarter 14:52 49 Style customization
  50. 50. Customize master slides 14:52@publishsmarter 50  To start, View > Slide Master  Many options to configure  Slides are often based on slide #1  Review Slide Master toolbar for options  Add new slides as needed, give logical names  When done View > Close Master View
  51. 51. Run slideshows 14:52@publishsmarter 51  Add these features only AFTER building content  Use Animations to configure how slides (or content) advance  Keep animations clean and simple  Select Slide Show tab for options (including launch)  Consider using Rehearse Timings to manage duration  PS: While in a slideshow, press F1 to view shortcuts
  52. 52. Tips and tricks to get started (do NOT assume File > New is right) 14:52@publishsmarter FM/Word: Create a template 52
  53. 53. Create a template in Word 14:52@publishsmarter 53  Don’t use an existing file as a starting point  Avoid File > New and clicking just anything 1. Select File (or the Office button) > New 2. Click My Templates 3. Select Blank Document 4. Click Template 5. Click OK. 2 3 4
  54. 54. Find templates in Word 14:52@publishsmarter 54  User templates are usually in C:, but then...  UsersusernameAppDataRoamingMicrosoftTemplates  UsersusernameDocumentsCustom Office Templates (2013)
  55. 55. Create a template in FrameMaker 14:52@publishsmarter 55  Any file can be a template  After you set up everything use File > Save As and save to the template folder.
  56. 56. Find templates in FrameMaker 14:52@publishsmarter 56  All templates are usually in C:, but then...  Program FilesAdobeAdobeFrameMaker12Templates  Want to configure “File > New > Document > Explore”?  AdobeAdobeFrameMaker12fminitmaker  Open either tmpltbrw (unstruct) or tmpltbrw_s (struct)  Explore Body Pages for markers (in Create and Show Sample)  View Master Pages for configuration  View Reference Page for layout instructions
  57. 57. Considerations when making pages carry specific format and layout controls @publishsmarter 14:52 57 Page layout
  58. 58. Do this early 14:52@publishsmarter 58  Page layout should be one of the first things you do  Drives columns  Drive tables  Drives image size  Sketch a whiteboard/paper page for each layout  Cover  TOC, Index  Chapter first  Rotated pages  Left/right
  59. 59. When laying out Word pages 14:52@publishsmarter 59  Remember that Word is not a desktop publishing tool  Work within the limits  Keep the layout clean and simple  Explore the Page Layout tab fully
  60. 60. FrameMaker master page tips 14:52@publishsmarter 60  If using rotated pages, duplicate an existing, rotate it, then counter rotate/resize the primary text frame  Ensures header/footer still looks “right” when printed/PDF  Use variables to drive header/footer content  Use xrefs to drive header/footer if needed (caution when importing to all files in a book though…)  For watermark content, create a new text frame, then use a variable and a custom paragraph format
  61. 61. FrameMaker reference page tips 14:52@publishsmarter 61  Automated page layout based on para or elements  Add content to frames for above/below (Para Designer, Advanced)  Set up generated pages for TOC/IX etc
  62. 62. Okay, enough text only slides 14:52@publishsmarter 62  Let us now move on to slides that are better  Less text  More images  Guided environment
  63. 63. Re-organize them, sort them, hide them, or just delete them @publishsmarter 14:52 63 FM/Word: Configure styles/tags
  64. 64. What you see in Word 14:52@publishsmarter 64
  65. 65. Style sets, colors, and fonts 14:52@publishsmarter 65 1 2 3 4 5
  66. 66. Recommend styles in order 14:52@publishsmarter 66 1 3 2
  67. 67. Restrict the list in Word 14:52@publishsmarter 67 1 2 3 4
  68. 68. What you see in FrameMaker 14:52@publishsmarter 68
  69. 69. Set up what’s next in Word 14:52@publishsmarter 69 1
  70. 70. Keep together, breaks, hyphenation 14:52@publishsmarter 70 2 1 3
  71. 71. FrameMaker, next, breaks, keep together 14:52@publishsmarter 71 1
  72. 72. FrameMaker, hyphenation 14:52@publishsmarter 72 1
  73. 73. Best practices to consider (not all will apply in all cases) @publishsmarter 14:52 73 FM/Word: Naming styles or tags
  74. 74. Remember how tools organize these 14:52@publishsmarter 74  FrameMaker categorizes into Para/Chara, as well as Table tags  Word mixes Para/Chara in one, Table in another (which doesn’t just name them, but shows each)
  75. 75. Plan naming 14:52@publishsmarter 75  ID the best mechanism early on  Use built in names (for Word)  Build your own (Word or FrameMaker)  Decide how to name if “build your own”  H1_Heading1, H2_Heading2, H3_Heading3, BT_BodyText  Heading1, Heading2, Heading3, Body, Footnote, Note, Tip  H1, H2, H3, P, FN, N, T  Decide on grouping  Body, Bullet, CellBody, CellBullet, CellTip, Tip  Body, BodyCell, Bullet, BulletCell, Tip, TipCell  And, again, remove unneeded
  76. 76. What they should (and should not) be used for, and how to configure a few important components @publishsmarter 14:52 76 FM/Word: Working with tables
  77. 77. Where not to use them 14:52@publishsmarter 77  When designing page layout  People do this in Word ALL THE TIME  It is a bad idea  For procedures  If/Then or Step/Action (or at least drop a lot of borders) as this leads people to build complex multiple step nested sub procedures (brutal to follow)  Makes a procedure more work than it has to be  This is still design, just with a new name  Tables for layout are bad  No content reflow  No online adaptation  More work for any change
  78. 78. Add a proper table caption in Word 14:52@publishsmarter 78 1 2 3 4
  79. 79. Table tip for FrameMaker 14:52@publishsmarter 79  Configure your table “perfectly”, then click in it  Open the Table Designer  Click Update All to take a snapshot of the table with all the current settings  This includes column widths, column/row count, paragraph tags in the cells  Insert the table and note that properties are retained
  80. 80. The right way to add images @publishsmarter 14:52 80 FM/Word: Working with images
  81. 81. Manage images in a folder 14:52@publishsmarter 81  Keep your images together in a folder (or folders)  Import them by linking to the source file  Update the source, update your docs
  82. 82. Insert images by reference in Word 14:52@publishsmarter 82 1 3 2
  83. 83. Image tip for FrameMaker 14:52@publishsmarter 83  Import by reference  Put them in a unique paragraph tag (for larger images)  Use Esc, m, p to shrink wrap  Use a set of paragraph tags to set up combinations  ImageCaption  ImageFrame  Captions come first (next slide please…)
  84. 84. Yes. It matters if it is above and below for reasons beyond just the styleguide. @publishsmarter 14:52 84 FM/Word: Caption placement
  85. 85. Place captions above image/table 14:52@publishsmarter 85 Good Evil
  86. 86. If linking ABOVE, then you show all content 14:52@publishsmarter 86
  87. 87. If linking BELOW, content is cut off 14:52@publishsmarter 87
  88. 88. Building a table of contents or other lists, as well as indexes (indices) @publishsmarter 14:52 88 FM/Word: Generated content
  89. 89. Beyond the table of contents in Word 14:52@publishsmarter 89 1 2 3 4
  90. 90. Creating summaries of paragraph types 14:52@publishsmarter 90 4 2 1 3 5
  91. 91. Generated lists in FrameMaker 14:52@publishsmarter 91 42 1 3
  92. 92. Once generated list is built (first time) 14:52@publishsmarter 92  Configure reference page code (i.e. drop pg #s)  Rebuild  Format as needed  Make it a part of a template (if there is value)
  93. 93. Alphabetical content 14:52@publishsmarter 93 2 1 3
  94. 94. List of references 14:52@publishsmarter 94 42 1 3
  95. 95. Add details about the file to make locating content easier in the future @publishsmarter 14:52 95 FM/Word: Use metadata
  96. 96. Metadata in Word 14:52@publishsmarter 96  For any given document or template check metadata (how depends on the version of MS Office)  You can pre-populate this in your own templates but it is in all output so warn writers
  97. 97. Basic Word level metadata 14:52@publishsmarter 97 1 2 3
  98. 98. Advanced Word level metadata 14:52@publishsmarter 98
  99. 99. This metadata is available in PDF 14:52@publishsmarter 99  File > Properties > Description  Tools that search PDFs or libraries of PDFs can also scan metadata
  100. 100. Metadata in FrameMaker 14:52@publishsmarter 100  For any given document (or configure a template)  File > File Info  You can pre-populate this in your own templates but it is in all output built
  101. 101. This metadata is available in PDF 14:52@publishsmarter 101  File > Properties > Description  Tools that search PDFs or libraries of PDFs can also scan metadata
  102. 102. Summing up the discussion, and options to continue it. @publishsmarter 14:52 102 Conclusion and contact
  103. 103. About this session 14:52@publishsmarter 103  In this session  Learn tips for use with  Excel  PowerPoint  Word  FrameMaker  Even power users can learn a few tips  Count your “aha” moments. Most people learn at least 4 cool tips!
  104. 104. Final request 14:52@publishsmarter 104  Please suggest these slides to others  If there are any problems with them, please let me know  Remember my disclaimer at the beginning  Not all slides are equal: Use some, discard others  In the interest of brevity I make some blanket statements  It’s not all 100% “the truth”, but I’ll stay close  Purists may complain  And they are wrong!  (except when they are right)
  105. 105. Follow up contact information 14:52@publishsmarter 105 905 833 8448 (Eastern Time) bernard@publishingsmarter.com www.linkedin.com/in/bernardaschwanden @publishsmarter www.publishingsmarter.com

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