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Word Documents Template: To Amend Paragraph Defaulting

This document provides guidance on formatting word documents using templates. It discusses setting paragraph defaults such as alignment and line spacing. It also provides instructions for constructing tables with header rows and adding alternative text to images. Clear print guidelines are recommended, including using larger font sizes, line spacing of 1.5, and left alignment for readability. Headings are also suggested to facilitate automatic creation of tables of contents.

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thala
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47 views4 pages

Word Documents Template: To Amend Paragraph Defaulting

This document provides guidance on formatting word documents using templates. It discusses setting paragraph defaults such as alignment and line spacing. It also provides instructions for constructing tables with header rows and adding alternative text to images. Clear print guidelines are recommended, including using larger font sizes, line spacing of 1.5, and left alignment for readability. Headings are also suggested to facilitate automatic creation of tables of contents.

Uploaded by

thala
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Word Documents Template

sWithin the box, ensure that the style is formatted to your preferences. For example, if
‘italics’ is checked, uncheck it.

Choose the radio button that states: ‘New documents based on this template’, and click
‘okay’.

To amend paragraph defaulting:

Left click ‘paragraph’ under the home tab.

Ensure your alignment is set to ‘left’ and line spacing is set to ‘1.5 lines’.
Once your settings are correct click ‘default’.
Click ‘yes’ on the resulting ‘Are your sure’ message.
To test your new settings
Open a new document and test each heading and paragraph style to ensure all settings
have been saved.
Table Usage
Construct tables to read logically from left to right, top to bottom order.
Tables with column headings in the top row must have the top row formatted as a header
row. To set a table header row:
 Highlight the top row of the table
 Right click to display editing options
 Select “Table Properties” from the list.

The Table Properties window will be displayed; click on the “Row” tab
Check the option “Repeat as header at the top of each page”
Col 1 Col 2 Col 3 Col 4
Row 1

Images
Alternative or Alt text is required for all images in a document (excluding purely decorative
images without meaningful content).  
 Right-click on the image;
 Select Format Picture.
 The Format Picture dialog box will appear. Select the Web tab.
 In the Alternative text box, type in the description of the image.
 Click “OK”.
Rationale for following Clear Print Guidelines
Example A:
Example A is Times New Roman, size ten, with single spacing. Example B is Arial, size twelve with 1.5 spacing. As you
can see, smaller font sizes, single spacing and serif fonts are harder to read. Additionally, it is easier to keep one’s place
on a page with left aligned text, as in example B, as left alignment gives the body of the text a specific shape and gives
uniformity between words. Example A, which is justified, has no natural shape. Furthermore, bold print stands out , and
does not distort the shape of text as italics and underlining do. FINALLY, BLOCK CAPITALS CAN BE DIFFICULT
TO FOLLOW AS BLOCK CAPITALS REMOVE THE NATURAL SHAPE OF WORDS, TURNING THEM INTO
BLOCKS. Clear layout allows one to focus on the content of visual materials rather than the format.

Example B:
Example A is Times New Roman, size ten, with single spacing. Example B is Arial, size
twelve with 1.5 spacing. As you can see, smaller font sizes, single spacing and serif fonts
are harder to read. Additionally, it is easier to keep one’s place on a page with left aligned
text, as in example B, as left alignment gives the body of the text a specific shape and gives
uniformity between words. Example A, which is justified, has no natural shape. Furthermore,
bold print stands out, and does not distort the shape of text as italics and underlining do.
Finally, block capitals can be difficult to follow as block capitals remove the natural shape of
words, turning them into blocks. Clear layout allows one to focus on the content of visual
materials rather than the format.

Furthermore
If you use headings it makes the creation and upkeep of tables of contents easier (For
automatic creation and updating go to: Insert – Reference – Index and Tables – Table of
contents).

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