Word2007 to create a professional report detailed steps

How to make the document simple and rapid? The author uses this example to introduce a general idea for dealing with manuscripts. This article almost contains the most essential part of word use, covering the most commonly used tool modules, I hope that you read carefully, proficient in this application to the various knowledge points.

1. Analyze documents and make detailed modification strategies

Take a look at this document first, there are many problems, mainly in the following areas:

L Project Symbol Confusion, some automatic numbering, some manually added;

• Format confusion, which is the most difficult issue for most editorial editors, because there is no sense of using style;

L Framework process is rough, because I don't know word itself has a very complete document graphics processing function;

L tables, charts are not standardized. For example, if it is a more professional type of science and technology documents, then you should use the standard three-grid;

L formula is not standard, is in accordance with the location of the space out, so once the format adjustment will become chaos;

L no catalogue, guide page and so on.

In view of the above problems, we first step to solve the problem, and then beautify the document.

2. Remove the confusion of the format

Required knowledge Point: Clear style

I've always had a principle for formatting confusion, and it's better to clean it all up and reset it, because Word has a very simple way of doing it so we can focus on the follow-up without a lot of unexpected problems.

Select all document contents and select Clear Formatting on the Styles tab. So the full text becomes the style of the body.

After a clear format, we can clearly see the superfluous things in the article, such as to control the location of the added space, the number of different combinations of space will give you in the later editing process caused a lot of trouble. You can use the bulk deletion method. If not many, you can also delete them manually.

Friends must have a concept, paragraph spacing is also not required to set the return key to complete, otherwise you will be in the process of revising the document to encounter a lot of trouble, and even caused the inability to process, so, delete paragraph marks is also a must do one of the content. Patience and carefulness are essential in this process.

3. Set styles as needed

Required knowledge points: Style, modify style, apply Style

Style is the heart of word, and many friends don't know how to use styles for years. Combined with the characteristics of this document, the author has set up a hierarchical directory, we do not use automatic numbering for its settings, as long as the various levels of the title of the style used, which is also in the style of the most typical content.

The way to set styles is to right-click on the Style tab in the appropriate style, directly as you would when changing the font.

The list of styles I set is:

First-level title font: XXFarEastFont-Arial, no. Second, bold, kerning second, indent: center, paragraph spacing before: 6 points, after paragraph: 6 lb, with the next paragraph of the same page, paragraph, 1, first line indent: 0 characters

Second-level title font: XXFarEastFont-Arial, third, bold, indent: Paragraph spacing before: 6 lb, after paragraph: 6 lb, with the next section of the same page, the paragraph is not page, 2, first line indent: 0 characters

Level Three title font: XXFarEastFont-Arial, third, bold, indent: Paragraph spacing before: 6 lb, after paragraph: 6 lb, with the next paragraph of the same page, the paragraph is no page, 3 level, first line indent: 0 characters

Body font: (Chinese) + Chinese text, (default) + Latin text, justified, line spacing: single spacing

Set the style of course is applied style, there is a point to emphasize, that is how to change the text font. This question may seem ridiculous to you, but it is easy to overlook. In Word, the object that applies the rating style is a single paragraph, and a method that uses the selected text to change the formatting of the font often adds a new style to the original format, which is why many people who finish their manuscript don't know how many more strange formats they have. So the right way to do this is to move the mouse over the paragraph where the text is located, and click on the style you want to apply. This work must be careful, below to see the effect.

3. Standardized document Special Unit

Required Knowledge points: Table styles

The document has two parts of the special units need to standardize processing, one is the text of various forms, and the second is the formula, we tell each other.

(1) Format of the table

For table formatting, we can, of course, do partial processing, setting the thickness, size, and so on for each individual cell. But do you know that a table can also set a style? It would be more convenient to format the table at once. There's a little bit of a way to build a table style.

Pick a table and select it, and the Table Tools tab appears, and the Design tab lists the table styles that are already set. None of this is needed, and now we're going to build a three-wire grid. Casually on a style right, "new table Style", a settings window appears, followed by the following steps:

1. Name the new style "three-wire lattice";

2. "Apply format to", select "header row";

3. Select "1.0 lb" for the thickness of the frame;

4. Select "Bottom Border" to set the bottom line for the header row;

5. "Apply the format to" and select "Whole table";

6. Select "1.5 lb" for the thickness of the frame;

7. Select "Top Border" and "bottom border" respectively, set up and down border line for the heading row, one time does not repeat successfully;

8. Set the center of the data to "vertical horizontal center";

9. You can set the header line text bold as needed.

This completes the three-grid style settings, the future work is simple. Select the table (a cross in the upper left corner), directly in the style to select a three-grid, the table is completely different, is not very convenient?

The title and comment for the table are also done using the style individually, and this is no longer the case.

(2) SmartArt Art graphic

Required Knowledge Points: SmartArt layout, style

There are near-perfect solutions to the Word2007 version of the diagram in which the affiliation is involved. I don't know if you've ever used it. This new feature is called "SmartArt", which is the only place in the Chinese version that is not translated into Chinese. In which there are as many as lists, processes, loops, hierarchies, relationships, matrices, pyramid diagrams and other hundred kinds of relationship diagram, the relationship you want to quickly, professional display.

Based on the text, this is a hierarchical diagram of the company's architecture, and we use the "table hierarchy" in "SmartArt" to do it. The contents of each level can be added directly to the graphic, or you can enter them in the text box on the left. The settings for each set of hierarchical catalogs are also done here. Upgrading or lowering levels is easy, corresponding to the "Backspace" and "tab" keys, and when you select a SmartArt graphic, you can use the "change Color" in the top design tool to beautify it.

The final flow chart of the article I also used a similar method to complete, readers can see the effect of friends.

Here we say the production of formula, this content many readers must be familiar with, that is to use the Formula Editor. If you often use formulas in your documents, you might as well download one (enter the word formula editor in each major search engine). For this part of the explanation we skip, please refer to the relevant articles.

4. For different Specifications page Section

Required Knowledge Points: section, header, footer, insert Object

This is a very important step in dealing with the entire article. The concept of "festival" is very important and many readers often overlook this point. Sections are the units in which Word handles page effects, which means that you want to implement different settings in terms of margins, header footers, and so on, depending on the section method. The section is done by a section break, so let's take a look at what's in the separator.

You first want to be clear about the difference between page breaks and section breaks. They all start on the new page after the insertion point, and the difference is that the presence of the section breaks allows you to make different settings for the page in the context, and the benefits are seen below. Note that section breaks can also be used to insert separate odd-even pages, which is useful when writing books.

First of all to prefix the manuscript, respectively, is the home page, image display pages, the directory three parts. We insert three "next page" section breaks at the top of the page, which is equivalent to inserting three parts.

Insert the header on the first side and enter the name of the report. You'll see that all of the following pages have the same content, which is normal. But you know, all headers are the same, but they are linked to each other by a section break, and the header in the next section defaults to the previous section, which is the feature of the header "Change all". But sometimes it doesn't meet our requirements. For example, I do not want to appear on the page header, how to operate it? to the second section (that is, the second section), select the set of the header, on the toolbar to cancel "link to the previous header," then go back to the first section, delete the header can be, will not affect the following settings.

The footer settings are basically the same as the headers, and I chose a simple one. We tend to insert page numbers here. When readers do this, they should not be surprised by the number of pages in the same document that are written differently, they are also section settings, the page number in the Insert do not choose the "continuation of the previous section", separate numbering on it.

In order to be more beautiful, I also used Photoshop to make a stamp, I put it in the center of the image display page. We can see the effect.

5. Add to Catalog

Required knowledge points: referencing, inserting directories

We're going back to the time when we set the style, and if you set the existing style and the corresponding section in the text as I described it, adding a directory is an easy thing to do, just move the cursor to the beginning of the section where you want to set up the table of contents, select the directory in the References tab, and choose a satisfactory TOC style. Instant catalogs appear in front of you, which is the benefit of formatting operations. The rendered catalog format can also be modified, and we will explain in detail later in the style settings. Let's look at the setting effect.

6. Format setting

Required Knowledge Points: Paper direction, section Settings page, paper size

We notice that there are a number of forms, many in the landscape there are many projects, so the default vertical page does not seem to meet the requirements, this need for the corresponding page settings separate paper direction, this function in the Page Layout tab, and encountered the beginning of our section settings, it is due to the section, Makes it possible for us to set up different page settings. In the setting of the specific parameters, set according to the diagram, must choose to apply to "this section."

7. Edges of the decoration

Required Knowledge Points: header, footer, picture wrapping, format conversion

Add a picture to the header

This is the most important setting to beautify the page. My idea is to add our theme logo to the right side of the page plus the thicker border, how does this function work? The requirement of this question is that the page should be unified first, that is to say, it cannot be added separately on the page. The second page is not available because there may be conflicting issues.

Obviously, this is the separate set and unified requirements, which again let us back to the section of the problem, it seems that this function can not be ignored. But the problem again, the main section of the completion of the header and footer, the right side of the picture how to add it? In fact, we insert the picture in the header, put it in the center of the right side of the page, in short, add it as the element of the header, then it can be adjusted in accordance with the above method. Please see the effect. The wrapping of the picture is set to surround around, adding the top and bottom two border lines.

In the actual operation, will encounter many problems, such as in some pages can not add the right side of the vertical bar, it is not beautiful. The processing method is divided into sections, according to the requirements of separate processing, must be skilled use and undo "link to the previous header", as long as you practice more, this part will be handy.

At this point, we finished all the manuscript landscaping content, panoramic look, is not very beautiful. We recommend that you make the final finished product into PDF document, so more professional, more exquisite! The completed manuscript is also attached for your reference.

Classification:

• Word Tutorial