Microsoft Office Tutorials and References
In Depth Information
Layout and Design Fundamentals
Edit and review the first draft. Depending on the number of people on your
team and the number of review cycles your document will go through, reviewing
and editing your document might require you to send various sections in a variety
of directions. Be sure to leave time in your schedule so that others have the time
they need to review and respond to the sections you send.
Incorporate changes and proofread the document. Whether you’ve been
using the co-authoring features in Word 2010 or sharing the document by passing
it around the team, you need to resolve all the issues and accept revisions (or reject
them) as you finalize the document. You’ll also want to run the spelling and grammar
checker, and double-check any citations before you finalize the document.
Prepare for final production. The choices you make about the final production of
your document will depend on your budget, your audience, and the overall goals of
your publication. A four-color, commercial printing process will cost more than
something you print on your desktop printer, obviously, but some projects (especially
complex ones) just can’t be finished any other way. Perhaps you’ll be able to share your
document as a PDF to save trees as well as production costs. Word includes a number
of features to help you prepare to finalize your document. One important feature is
Inspect Document (available on the Info tab when you click File), with which you can
search for and remove any hidden or personal information left in the file.
Finish and distribute the document. The last step in preparing your complex
document is to save it in the final format appropriate to your purposes—for example,
PDF, XPS, or as a final (read-only) document. You can then send the document to
others on your team, publish it to your SharePoint site or Windows Live SkyDrive
account, or print and distribute it as needed.
Layout and Design Fundamentals
Whether you’re designing content that will be read on a page, a screen, or a mobile phone,
certain design principles apply. By incorporating some basic ideas into your document
design, you can ensure that your document meets its goals, which is for people to read it
and take the action you’re hoping they’ll take.
You might have several goals for the content you produce:
You want to inform others about a product, service, program, or idea.
You might want to inspire readers to take action (support your cause, join your
group, be glad they bought your product, come to your Web site).
You want to reinforce your brand so the reader remembers you. You can do this
through your visual presentation—the logo, colors, fonts, and pictures you use—
and you can post your mission and “Who We Are” statement on your site or in your
longer document.
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