Microsoft Office Tutorials and References
In Depth Information
Opening an Existing Document
Decision Making: Creating Effective Documents
Before you create a new document or revise an existing document, take a moment to think
about your audience. Ask yourself these questions:
• Who is your audience?
• What do they know?
• What do they need to know?
• How can the document you are creating change your audience’s behavior or opinions?
Every decision you make about your document should be based on your answers to
these questions. To take a simple example, if you are creating a flyer to announce an
upcoming seminar on college financial aid, your audience would be students and their
parents. They probably all know what the term “financial aid” means, so you don’t need
to explain that in your flyer. Instead, you can focus on telling them what they need to
know—the date, time, and location of the seminar. The behavior you want to affect, in this
case, is whether or not your audience will show up for the seminar. By making the flyer
professional looking and easy-to-read, you increase the chance that they will.
You might find it more challenging to answer these questions about your audience
when creating more complicated documents, like corporate reports. But the focus
remains the same—connecting with the audience. As you are deciding what information
to include in your document, remember that the goal of a professional document is to
convey the information as effectively as possible to your target audience.
Before revising a document for someone else, it’s a good idea to familiarize yourself
with its overall structure.
To review the document:
1. Verify that the document is displayed in Print Layout view and that nonprinting
characters are displayed.
2. Click the View tab, and then click the One Page button in the Zoom group. The
Zoom changes to display the entire document on the screen.
3. Take a moment to review the document. At this point, the document is very
simple. By the time you finish formatting it, it will look like the document shown
in the Session 1.2 Visual Overview, formatted so it is wider than it is tall, with
a green background, colored text, and a photo of a frog instead of a parrot.
Figure 1-20 summarizes the tasks you will perform.