Start to Finish: From New Word Document to Proposal Template

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Start to Finish: From New Word Document to Proposal TemplateDICK EASSOM, CF APMP FELLOW

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The dilemma

1. Don’t Panic! 2. Now what?

What Would Wordman Do?

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What makes a Word template?

Page layout:size, marginsand columns

Header and footer design

Styles Heading numbering

Focus boxes and/or callouts

Graphics

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Page size, margins & columns

Read your RFP for page size and margin requirements! Page size:

Do foldouts count as 1 or 2 pages? A4/US letter, portrait for body of proposal A3/US tabloid, landscape for foldouts

Margins: 1” margins all-round, or 1” margins top/bottom, ¾” margins left/right

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Columns

One column is easier than two Graphics and captions can be inserted inline with text No need to balance columns at the end of a section Use borderless tables for multi-column bullet lists

However, two-column will save more space for text Must use multicolumn with landscape formats

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Headers & footers

Header/footer distance• Header and footer do not generally count as text• Default distance is 0.4” from top/bottom of page• RFP margins are generally “minimum” requirements

Two basic formats:• The “table” format and the “tab” format

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Header contents

• Your logo (not your customer’s logo!)• Project name• Optional: project logo

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Header using the “table” format

Cell aligned center right, right

cell margin 0”Bottom border

2.25pt colored line

Paragraph below table font height set to 6pt

Header styleCell aligned left,left cell margin 0”

Logo at 150ppi,PNG format

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Footer contents

• Solicitation number• Restrictions: “Competition Sensitive” or “Proprietary” as a

minimum; never “© Copyright…”• Page number (a Word field)• Volume number and/or name (if required)• Optional: total number of pages (a Word field)

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Footer using the “tab” format

1st paragraph:• 2.25pt colored top

border, 3pt from text• 6pt spacing before

Footer style(s)

Center tab at 3.25”

Right tab at 6.5”

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Styles

Read your RFP to establish minimum font sizes and font face

If not stated, use 12 point Times New Romanfor Body Text, Arial for Headings

Establish a minimum set of styles and a style hierarchy (parent/child)

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Your style set

Establish a minimum set of styles and a style hierarchy (parent/child) Body Text, Theme, Bullet 1, Bullet 2, Numbered list Headings 1 to 5 Table Body, Table Bullet, Table Header, Table Subheader Caption, Artwork, Callout Box Header and Footer(s) TOC 1 to 4, TOF, TOC/TOF Header

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Parent & child styles

Parent styles are always based on “(no style)” Prevents style corruption

Child styles are based on parent style Changing parameter in parent

automatically changes parameter in child

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Manage which styles are displayed

Click Manage Styles at bottom of Styles pane

Sort alphabetically to easily find styles you want to use

Click Show (or Hide for styles you don’t want to use)

Set priority value to list styles in order

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Add styles to Style Gallery

To add styles to the Style Gallery, either:1. Check Add to the Styles gallery on the

Format Style dialog, or2. Click Add to Style Gallery on Styles

dropdownStyles are displayed in priority order, lowest first

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Limiting formatting

1. Go to Review > Protect > Protect Document (2007) or Restrict Editing (2010/2013) and check Limit formatting to a selection of styles

2. Click Settings to select styles3. Click Yes, Start Enforcing

Protection and add a password4. Relax…

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Heading styles

Set a contrasting style to Body Text e.g. Arial 12pt Bold, in a contrasting color to black

Manually numbered or automatic? How any levels?

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Heading numbering

Manual Automatic

Easy to use Easy to manage unusual

numbering sequences

Heading numbers automatic Can cross-refer to headings Can use chapter numbers in

figure captions, page numbers

Cross-references to headings must be inserted (and updated) manually

Number sequence must be inserted and checked manually

Need to manually set sequence starting number if not “1”

Need to use hidden text to manage unusual numbering sequences

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More on heading styles

To set up automatic heading numbering, read Wordman 30:

“Once More, By The Numbers”

To create run-on headings using the Style Separator, read Wordman 14:

“A Matter of Style”

www.apmp.org/?page=WMArticles

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Use a floating table Use a text box

Focus boxes & callouts

Limited formatting available Must be repositioned & resized

manually if accidentally moved No visible anchor

Full range of border, shading & effects formatting available

Easy to reposition using Text Box Tools

Visible anchor

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Text Box Tools

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Focus boxes & callouts (cont.)

Horizontal position: Tables overlap right margin if

set to align right relative the margin (not in Word 2013)

Vertical position: Allow for header depth,

otherwise aligning top relative to margin will overlap header

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Focus boxes/callouts as Quick Parts

A focus box or callout can be saved as a Quick Part using either of the methods described

Also a good technique for foldouts, section dividers, etc.

To learn how to use Quick Parts, read Wordman 35: “Time for a Quickie”

www.apmp.org/?page=WMArticles

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Methods for embedding graphics

Inline Floating FrameFloating

table Text box

Can contain more than one element, i.e. picture and caption text?

Can height, width and location be preset?

Can automatically adjust to height of graphic, with fixed width?

Can contain fields, such as automatic caption numbering?

Can be used on page with multicolumn text?

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Use a floating table Use a text box

Floating tables or text boxes?

No visible anchor Must be repositioned & resized

manually if accidentally moved

Visible anchor Easy to reposition using Text

Box Tools

Automatically generated caption numbers must be updated manually (select and press F9)

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And finally

Go to File > Info Enter Title (of proposal), Company Text restricting the use of the document can be added to

the Comments Add a password if you’re going to restrict formatting And save as a Word Template (*.dotx)

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Questions

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For more information

Wordman archives on the APMP website:www.apmp.org/?page=WMArchives

Wordman’s Forum on LinkedIn:www.linkedin.com/groups/Wordmans-Forum-4015004

Wordman on Facebook: www.facebook.com/iamwordman Wordman on Twitter: @IAmWordman Wordman’s website: www.iamwordman.com Wordman’s email: word.man@cox.net

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Dick Eassom, CF APMP Fellow

Vice President, Corporate SupportSM&AOffice +1.949.975.1550 dick.eassom@smawins.comwww.smawins.com

Contact Us

APMPPO Box 77272Washington, DC20013-7272 Phone: +1.202.450.2549www.apmp.org