NWU Style sheets Microsoft Word - NWU | North-West … Style sheets – Microsoft Word Guide for the...

NWU Style sheets – Microsoft Word

Guide for the use of the NWU Word Style sheets

Revised: January 2012

IT Central

Preface

There are many questions when it comes to the use of style sheets and therefore below are a lot of benefits to using them. Not only the official NWU style sheets, but the use of style sheets in your every day use of Office, will make your life less complicated.

At first, when you create a style sheet, it takes some time, but when you use it, it takes less time to format your document, so you will become more productive.

At the NWU official style sheets are already created and this will not only improve your productivity, but also:

makes it easier when documents over departments must be combined in one report;

improves our image outside the University;

will support the University brand;

will improve proper recordkeeping according to the NWU Records management policy as you shouldprovide a file reference number that will be captured on the document.

Other benefits for the University:

when we have a hard copy of the document and you want the electronic version, you can just look at theDocument source at the bottom of the document. The Document source includes the details of thecreator of the document and the place where the document is stored;

for lecturers there are the examination paper and the cover page for a examination style sheetsavailable. This creates a standard for examination papers and the cover page for examination papersmakes it easier for the Examination division to know what the details are for the examination and whatthe lecturer wants for a examination;

it is easy to create a table of contents and insert a front page when you use the NWU Standarddocumentation style sheet.

Table of Contents i

Table of Contents

NWU Style sheet guide

1 General .................................................................................................................. 1

1.1 Letter types: ..........................................................................................................................1

1.2 Introduction ...........................................................................................................................1

1.3 Corporate Identity .................................................................................................................1

1.4 Indents ...................................................................................................................................1

1.5 Caps of headers ....................................................................................................................1

1.6 Size of Headings ...................................................................................................................1

1.7 Numbered lists ......................................................................................................................1

1.8 File Formats ...........................................................................................................................1

2 The following style sheets are available ............................................................. 2

2.1 Standard documentation......................................................................................................2

2.1.1 Names of the available standard documentation style sheets: ..............................................2

2.1.2 Use the standard documentation style sheet..........................................................................2

2.1.3 Automatic updating of document source, date and reference number ...................................2

2.1.4 Table of Contents ....................................................................................................................3

2.1.5 Front page ...............................................................................................................................3

2.1.6 Tables .....................................................................................................................................3

2.1.7 See Appendix A - Shortcuts to see all the styles available. ................................................3

2.2 Minutes...................................................................................................................................4

2.2.1 Names of the minutes style sheets: ........................................................................................4

2.2.2 Differences between the A4 Standard Documentation and the Minutes style sheets ............4

2.3 Letterhead, Agenda, Fax and Memo ...................................................................................4

2.3.1 Names of the available letterhead style sheets: .....................................................................4

2.3.2 Names of the available agenda style sheets: .........................................................................4

2.3.3 Names of the available fax style sheets: ................................................................................4

2.3.4 Names of the available memo style sheets: ...........................................................................4

2.3.5 Use the letterhead, agenda, fax and memo style sheets .......................................................4

2.3.6 Automatic updating of document source, date and reference number ...................................5

2.3.7 Tables .....................................................................................................................................5

2.3.8 See Appendix A - Shortcuts to see all the styles available. Most of the styles of the Standard documentation are available for the letterhead. ......................................................6

2.4 Front Page .............................................................................................................................6

2.4.1 Names of the available front page style sheets: .....................................................................6

2.5 Examination paper ................................................................................................................7

2.5.1 Names of the available examination paper style sheets: .......................................................7

2.5.2 Use of the examination paper style sheet...............................................................................7

2.5.3 See Appendix A - Shortcuts to see all the styles available. ................................................7

2.6 Cover page for an examination paper ................................................................................7

2.6.1 Names of the available cover page style sheets: ...................................................................7

Table of Contents ii

2.6.2 Use of the cover page style sheet ..........................................................................................7

2.6.3 Shortcuts .................................................................................................................................7

NWU Style sheet guide 1

NWU Style sheet guide

1 General

1.1 Letter types:

All official documents are typed in the Arial letter type. This decision was originally taken because Arial copies technically better than Times New Roman.

1.2 Introduction

The standards for page layouts as depicted in this document are recommended by the Workgroup for Page layout standards for all official University documents, for example reports, thesis, and essays.

1.3 Corporate Identity

The NWU logo is placed at the top of the first page of your document in order to give the normal official documents the NWU identity.

1.4 Indents

This means that all headings, numbered headings, bullets, tables and normal paragraphs start against the left margin.

1.5 Caps of headers

All headers start with a Capital letter and the rest of the format is normal. The style is created this way to give the user the option to type in Capital letters when required. No heading is typed completely in capital letters.

1.6 Size of Headings

The letter size is as follows: Heading0: 14pt; Heading1: 12pt; Heading2: 11pt; Heading3 - Heading6: 10pt.

1.7 Numbered lists

The standard is the numbering system with () on both sides: (1), (2), (3), etc. The name of this style is: List_Number_Bracket and the shortcut is: Alt+L+1.

1.8 File Formats

The 2010 Microsoft Office system introduces a new file format that is based on XML. It is called Microsoft Office Open XML Formats and applies to Microsoft Office Word, Excel and PowerPoint 2007. Some benefits of the new format are:

Compact files: Files are automatically compressed and can be up to 75 percent smaller in some cases.

Easier detection of documents that contain macros: Files that are saved by using the default "x" suffix(such as .docx and .pptx) cannot contain Visual Basic for Applications (VBA) macros and therefore donot pose the security risks associated with those types of embedded code. Only files whose file nameextension ends with an "m" (such as .docm and xlsm) can contain VBA macros. For this reason all theWord NWU Style Sheet documents must be stored as .docm file format.

ITC


2 The following style sheets are available

2.1 Standard documentation

2.1.1 Names of the available standard documentation style sheets:

ENG A4 Standard Documentation

ENG A5 Standard Documentation

AFR A4 Standaard Dokumentasie (Only for IO, PC and VTC)

AFR A5 Standaard Dokumentasie (Only for IO, PC and VTC)

2.1.2 Use the standard documentation style sheet

When you create a new standard document a user form will display.

Fill in the information of the creator of the document. If you are the creator and your information do not display when the user form opened, you can:

Click View Defaults

Fill in your own information

Click Save and Exit

Your details will display in the user form. It is only necessary to fill in this information once. The information of the user will be used for most of the NWU style sheets. It will be stored on your computer’s hard disk and you must remember that you will have to enter the information again when you receive a new computer or if your current computer is setup from scratch.

The next time you use a NWU Style sheet, the details of the user will be visible in the form.

If you create a document on behalf of somebody else, you can click the Clear button under the Sender-section, type the information of the other user and create the letter. This will not influence your default values.

After you click OK on the user form:

A Save As dialog box will appear where you can give the document a name.

Save the document

Type your document.

2.1.3 Automatic updating of document source, date and reference number

The style sheet has the function of saving the details of the originator of the document at the bottom of the document before the reference number. We call this the document source. It can also create the details of the last person to save that same document (even if the user has a different name). This is called Update

document source, and is activated by a click of an icon. Click on the Update_DocSource icon at the NWU Style Sheets tab, in the NWU Style sheets group to update the document information. Always do it after you edited a document, and if ONE OF the following points differs from the original details:

(1) Person saving the document

(2) Path where the document is stored.

(3) Name of document

(4) Date saved

The style sheet has the function of saving the file reference at the bottom of the document. The file reference is a unique numerical identifier for a specific record as indicated in the NWU file plan available at:

https://intranet.nwu.ac.za/en/fileplan/nwufileplan/index.html

This reference number is compulsory in terms of the Records Management Policy of the NWU. Click on the

Change_Insert_RefNo icon at the NWU Style Sheets tab, in the NWU Style sheets group to change or add the file reference.

Two sets of specifications and the file reference will appear at the bottom of your document (it is essential that you do not type or delete where it says “Do not type here” because that will impair the updating function).


2.1.4 Table of Contents

With the style sheet a Table of Contents with the correct formatting can be inserted with the click of a icon.

2.1.4.1 Inserting Table of Contents

Insert the Table of Contents when the whole document is complete. The cursor can be in any position in the document when you follow this procedure:

Click on the icon at the NWU Style Sheets tab, in the NWU Style sheets group.

The Table of Contents with the correct formatting will be in the correct place, and the page numbers of the Table of Contents will be displayed in Roman figures.

2.1.4.2 Update the Table of Contents after you made any changes to your document

Highlight the whole document (Ctrl+A)

Press F9

A window appears, and you have to choose one of two options:

If you inserted changes, choose Update Entire Table. If you only rearranged the body of the document, choose Update Page Numbers Only.

The Table of Contents will be updated.

2.1.5 Front page

A front page will automatically be inserted in the document with the click of the Insert_FrontPage icon.

The cursor can be anywhere in the document

Click on the Insert_FrontPage icon at the NWU Style Sheets tab, in the NWU Style sheets group.

The front page will be inserted at the beginning of the document.

Change the information to adopt your needs.

2.1.6 Tables

Using tables inside the style sheet

Use a table, as you would normally, inside a style sheet. When you are already in the table, you only

have to click the Adjust_Table icon at the NWU Style Sheets tab, in the NWU Style sheets group to reset the left margin of the table. It will also give some space (6pt) from the top of a cell to the first paragraph in the table.

Table heading: Use the Table_Heading style (Alt+T+H) to create a table caption. This style provides enough spacing and it keeps the caption and the table together.

Caption of a table: Use the Caption_Table_Figure style (Alt+T+F). It makes provision for the correct spacing before and after the caption. It also provides enough hanging indentation from the left if the title of the caption is more than one line.

As soon as you exit the table, use the shortcut Alt+T+P for the style Table_ParagraphAfter to make room between the table and the next paragraph.

2.1.7 See Appendix A - Shortcuts to see all the styles available.


2.2 Minutes

2.2.1 Names of the minutes style sheets:

ENG Minutes

AFR Notule (Only for IO, PC and VTC)

2.2.2 Differences between the A4 Standard Documentation and the Minutes style sheets

1. The Heading Styles (1-9): When you are using the A4 Standard Documentation, the Keep with Next Paragraph Option is selected for the Heading. This ensures that the Heading and the paragraph that follows the Heading will be kept together.

For the Minutes style sheet the keep with next paragraph option is not selected. If you want this option selected when you create a minutes document, use the A4 Standard Documentation style sheet.

2. In the Minutes style sheet you can't insert a front page or a table of contents by the click of a icon.

2.3 Letterhead, Agenda, Fax and Memo

2.3.1 Names of the available letterhead style sheets:

ENG Letterhead

ENG Letterhead PrePrintedLogo

ENG Letterhead PrePrintedLogo_Swish

ENG Letterhead International

AFR Briefhoof (Only for IO, PC and VTC)

AFR Briefhoof VoorafgedrukteLogo (Only for IO, PC and VTC)

AFR Briefhoof VoorafgedrukteLogo_Swish (Only for IO, PC and VTC)

Style sheet letterheads with names that include PrePrintedLogo and VoorafgedrukteLogo can be used when you pre-print letterheads with logo's in color.

Style sheet letterheads with names that include PrePrintedLogo_Swish and VoorafgedrukteLogo_Swich can be used when you pre-print letterheads with logo's and a swish in color.

We are not allowed to print letterheads with color on the multi-functional printers.

2.3.2 Names of the available agenda style sheets:

For the Agenda style sheet the keep with next paragraph option is not selected for the Headings.

ENG Agenda

AFR Agenda (Only for IO and VTC)

AFR Sakelys (Only for PC)

2.3.3 Names of the available fax style sheets:

ENG Fax

AFR Faks (Only for IO, PC and VTC)

2.3.4 Names of the available memo style sheets:

ENG Memo

AFR Memo(Only for IO, PC and VTC)

2.3.5 Use the letterhead, agenda, fax and memo style sheets

When you create a new style sheet a user form will display. Fill in the necessary details.

2.3.5.1 User/Your details

In all the user forms your details will be asked. If you are the creator of a document and your information do not display when the user form opened, you can:

Click View Defaults

Fill in your own information


Click Save and Exit

Your details will display in the user form. It is only necessary to fill in this information once. The information of the user will be used for most of the NWU style sheets. It will be stored on your computer’s hard disk and you must remember that you will have to enter the information again when you receive a new computer or if your current computer is setup from scratch.

Next time when you use a NWU Style sheet to create a new document, your information will be visible in the user form.

If you create a document on behalf of somebody else, you can click the Clear button, type the information of the other user and create the document. This will not influence your default values.

2.3.5.2 Document title and File Reference

In most of the style sheets a document title and a file reference are part of the user form.

The file reference is a unique numerical identifier for a specific record as indicated in the NWU file plan

This reference number is compulsory in terms of the Records Management Policy of the NWU.

2.3.5.3 Complete the user form

After you complete filling in the user form, click OK to finish:

A Save As dialog box will appear where you can give the document a name.

Save the document

Finalise the document

Save the document.

2.3.6 Automatic updating of document source, date and reference number

The style sheet has the function of saving the details of the originator of the document at the bottom of the document before the reference number. We call this the document source. It can also create the details of the last person to save that same document (even if the user has a different name). This is called Update

document source, and is activated by a click of an icon. Click on the Update_DocSource icon at the NWU Style Sheets tab, in the NWU Style sheets group to update the document information. Always do it after you edited a document, and if ONE OF the following points differs from the original details:

(1) Person saving the document

(2) Path where the document is stored.

(3) Name of document

(4) Date saved

The style sheet has the function of saving the file reference at the bottom of the document. Click on the

Change_Insert_RefNo icon at the NWU Style Sheets tab, in the NWU Style sheets group to change or add the file reference.

Two sets of specifications and the file reference will appear at the bottom of your document (it is essential that you do not type or delete where it says “Do not type here” because that will impair the updating function).

2.3.7 Tables

Using tables inside the style sheet

Use a table, as you would normally, inside a style sheet. When you are already in the table, you only

have to click the Adjust_Table icon at the NWU Style Sheets tab, in the NWU Style sheets group to reset the left margin of the table. It will also give some space (6pt) from the top of a cell to the first paragraph in the table.

Table heading: Use the Table_Heading style (Alt+T+H) to create a table caption. This style provides enough spacing and it keeps the caption and the table together.

Caption of a table: Use the Caption_Table_Figure style (Alt+T+F). It makes provision for the correct spacing before and after the caption. It also provides enough hanging indentation from the left if the title of the caption is more than one line.

As soon as you exit the table, use the shortcut Alt+T+P for the style Table_ParagraphAfter to make room between the table and the next paragraph.


2.3.8 See Appendix A - Shortcuts to see all the styles available. Most of the styles of the Standard documentation are available for the letterhead.

2.4 Front Page

2.4.1 Names of the available front page style sheets:

ENG A4 FrontPage

ENG A5 FrontPage

AFR A4 Voorblad (Only for IO, PC and VTC)

AFR A5 Voorblad (Only for IO, PC and VTC)

This is basic templates to use for a Front page.

You can create a new front page by choosing one of the above from the network

Change the information to adopt your needs and save the document


2.5 Examination paper

2.5.1 Names of the available examination paper style sheets:

ENG ExamPaper

AFR Vraestel (Only for PC and VTC)

ENG ExamPaper_Fill-in (Examination instructions and “Eksamenvoorskrifte” included)

AFR Vraestel_Invul (Only for PC and VTC) – (“Eksamenvoorskrifte” and Examination instructions included)

2.5.2 Use of the examination paper style sheet

When you create a new examination paper a user form will display.

In this form you can choose between a separate Afrikaans or English examination paper or you can choose a combined Afrikaans, English examination paper. After you chose a type of examination paper another user form will display In this form you fill in the details of the examination.

After you click OK on the second user form:

A Save As dialog box will appear where you can give the examination paper a name. A default name will display that consist of "ExamPaper_MODULE CODE"/Vraestel_MODULEKODE where MODULE CODE/MODULEKODE is the module code of the examination.

Save the document

Type your document.

2.5.3 See Appendix A - Shortcuts to see all the styles available.

2.6 Cover page for an examination paper

2.6.1 Names of the available cover page style sheets:

ENG CoverPage

AFR Skutblad (Only for PC and VTC)

2.6.2 Use of the cover page style sheet

When you create a new cover page for an examination paper a user form will display. In this form you will fill in the details of the examination and your needs for the examination. For example you will fill in how many examination scripts, etc. are necessary.

After you click OK on the user form:

A Save As dialog box will appear where you can give the cover page a name. A default name will display that consist of "MODULE CODE"/MODULEKODE where MODULE CODE/MODULEKODE is the module code of the examination.

Save the document

Print the document

2.6.3 Shortcuts

Only the Normal style is available for the cover page style sheet.


Appendix A - Shortcuts

Most of the shortcuts are available for all the NWU style sheets with exception of the examination paper and the cover page for the examination paper style sheets.

Shortcuts are only available when you are connected to the network.

Name Description Shortcut

CaptionTop_Tbl_Fig Capiton for a Table or Figure at the top of the Table or Figure. Normal + Bold + Hanging indent 2cm + Keep with next selected

Alt+C+T

CaptionBot_Tbl_Fig Capiton for a Table or Figure at the bottom of the Table or Figure. Normal + Bold + Hanging indent 2cm

Alt+C+B

Citation Normal + Italic + Space before(6pt) + Space after(6pt)

Alt+C+I

Heading 0 For the main caption (title) of the document - Font size 14

Not available for examination papers.

Ctrl+Alt+0

Heading 1 For 1st level captions - Font size 12

FOR THE MINUTES, AGENDA, FAX AND MEMO STYLE

SHEETS THE KEEP WITH NEXT PARAGRAPH OPTION IS

NOT SELECTED. IF YOU WANT THIS OPTION SELECTED

FOR MINUTES USE THE A4 STANDARD DOCUMENTATION

STYLE SHEET.

AVAILABLE FOR EXAMINATION PAPERS IN FONT SIZE 11

Ctrl+Alt+1

Heading 2 For 2nd

level captions - Font size 11





STYLE SHEET.

AVAILABLE FOR EXAMINATION PAPERS IN FONT SIZE 10

Ctrl+Alt+2

Heading 3-9 For 3rd

to 9th level captions - Font size 10





STYLE SHEET.

AVAILABLE FOR EXAMINATION PAPERS ONLY UP TO

LEVEL 4

Ctrl+Alt+3 to 9

List Bullet - List Bullet 5 Rather use the List Bullet style of the Style sheet before using the icon in the Home tab. This style ensures that the first level of the list bullet starts against the left margin.

Alt+B+1, Alt+B+2, etc.

List Number - List Number 5

This is the normal list number 1., 2., etc. Rather use the List Number style of the Style sheet before using the icon in the Home tab. This style ensures that the first level of the list number starts against the left

Alt+N+1, Alt+N+2, etc.


margin.

List_ABC 1 This level 1 list, number with a) and the list number starts against the left margin.

Alt+A+1

List_ABC 2 This level 2 list, number with (a) and the list number indents from the left margin.

Alt+A+2

List_Number_Brackets - List_Number_Brackets 5

The standard for NWU is the numbering system with () on both sides: (1), (2), (3), etc. This style ensures that the first level of the list number starts against the left margin.

Alt+L+1, Alt+L+2, etc.

List Continue - List Continue 5

This is a unnumbered list paragraph that is part of a list item with a number, number with brackets or a bullet list.

Alt+C+1,Alt+C+2, etc.

Normal Arial + 10 pt + Justified + Single + Space After(6pt) Ctrl+Shift+N

Normal_Bold Normal + Bold Alt+N+B

Normal_Header Normal + Bold + Keep with next + Space After(6pt) Alt+N+H

Normal_IndentLeft Normal + Left indent 1.27 cm Alt+N+L

Normal_IndentLeftRight Normal + Left indent 1.27cm + Right indent 1.27cm Alt+N+R

Normal_Italic Normal + Italic Alt+N+I

Par1 - Par9 For numbered paragraphs. Connects with the numbering of the headings

AVAILABLE FOR EXAMINATION PAPERS ONLY UP TO

LEVEL 4

Alt+P+1, Alt+P+2, etc.

Table_heading For the caption above a table. Keep with table Alt+T+H

Table_ParagraphAfter For the first paragraph just after a table Alt+T+P

EXTRA STYLES ONLY FOR EXAMINATION PAPERS

Division Normal + Bold + All Caps + Keep with next Alt+D

Instructions Normal + Bold Alt+I

TitleExamPaper Norma l+ Bold + Underline + Keep with next Alt+T+E

If you don’t want to use shortcuts do the following:

On the Home tab, in the Styles group, click the Styles Dialog Box Launcher.

You will see all the styles available.

Select a style you want to apply to the current selection in the document.


Original details: Gerda Schilling(10068570) P:\Stylblaaie\April2010\Documentation\NWU Style sheet guide.doc 24 January 2012

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