5 Best Practices for Longer Documents

(For Microsoft Word or OpenOffice.org Writer)

Set up all styles as soon as possible. Most users type the content and then format the document. Whenever possible, plan out the styles first using a couple of pages of content. When someone wants a change, now you can update the style quickly even if it’s 200 pages.

Create custom styles using the company name so they stand out and people can recognize them quickly. For example, use style names such as WordtreeH1, WordtreeIndent, etc. You can ensure these custom styles display in the Table of Contents by assigning them a “level”. Use custom styles to create other types of tables: list of tables, table of figures, etc.

Avoid section page numbering. Use "regular" numbering (sequential numbering 1,2,3,4 not A1-1, A1-2). It will make it easier for others to insert content without worrying about section breaks or outline numbering associated with styles.

Plan out your headers and footers. Nothing is more frustrating than realizing what you’ve been asked to do has limitations. Plan and test first.

Finally, modify styles, not text. This ensures a uniform look and avoids formatting issues that someone might have to fix page by page by page by page….

Not everyone has the luxury of using FrameMaker you know ;)

~Susan Varty
Wordtree Consulting