start to finish: from new word document to proposal template
TRANSCRIPT
APMP BID & PROPOSAL CON 2015 | PAGE 2APMP BID & PROPOSAL CON 2015 | PAGE 2
Start to Finish: From New Word Document to Proposal TemplateDICK EASSOM, CF APMP FELLOW
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The dilemma
1. Don’t Panic! 2. Now what?
What Would Wordman Do?
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What makes a Word template?
Page layout:size, marginsand columns
Header and footer design
Styles Heading numbering
Focus boxes and/or callouts
Graphics
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Page size, margins & columns
Read your RFP for page size and margin requirements! Page size:
Do foldouts count as 1 or 2 pages? A4/US letter, portrait for body of proposal A3/US tabloid, landscape for foldouts
Margins: 1” margins all-round, or 1” margins top/bottom, ¾” margins left/right
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Columns
One column is easier than two Graphics and captions can be inserted inline with text No need to balance columns at the end of a section Use borderless tables for multi-column bullet lists
However, two-column will save more space for text Must use multicolumn with landscape formats
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Headers & footers
Header/footer distance• Header and footer do not generally count as text• Default distance is 0.4” from top/bottom of page• RFP margins are generally “minimum” requirements
Two basic formats:• The “table” format and the “tab” format
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Header contents
• Your logo (not your customer’s logo!)• Project name• Optional: project logo
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Header using the “table” format
Cell aligned center right, right
cell margin 0”Bottom border
2.25pt colored line
Paragraph below table font height set to 6pt
Header styleCell aligned left,left cell margin 0”
Logo at 150ppi,PNG format
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Footer contents
• Solicitation number• Restrictions: “Competition Sensitive” or “Proprietary” as a
minimum; never “© Copyright…”• Page number (a Word field)• Volume number and/or name (if required)• Optional: total number of pages (a Word field)
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Footer using the “tab” format
1st paragraph:• 2.25pt colored top
border, 3pt from text• 6pt spacing before
Footer style(s)
Center tab at 3.25”
Right tab at 6.5”
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Styles
Read your RFP to establish minimum font sizes and font face
If not stated, use 12 point Times New Romanfor Body Text, Arial for Headings
Establish a minimum set of styles and a style hierarchy (parent/child)
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Your style set
Establish a minimum set of styles and a style hierarchy (parent/child) Body Text, Theme, Bullet 1, Bullet 2, Numbered list Headings 1 to 5 Table Body, Table Bullet, Table Header, Table Subheader Caption, Artwork, Callout Box Header and Footer(s) TOC 1 to 4, TOF, TOC/TOF Header
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Parent & child styles
Parent styles are always based on “(no style)” Prevents style corruption
Child styles are based on parent style Changing parameter in parent
automatically changes parameter in child
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Manage which styles are displayed
Click Manage Styles at bottom of Styles pane
Sort alphabetically to easily find styles you want to use
Click Show (or Hide for styles you don’t want to use)
Set priority value to list styles in order
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Add styles to Style Gallery
To add styles to the Style Gallery, either:1. Check Add to the Styles gallery on the
Format Style dialog, or2. Click Add to Style Gallery on Styles
dropdownStyles are displayed in priority order, lowest first
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Limiting formatting
1. Go to Review > Protect > Protect Document (2007) or Restrict Editing (2010/2013) and check Limit formatting to a selection of styles
2. Click Settings to select styles3. Click Yes, Start Enforcing
Protection and add a password4. Relax…
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Heading styles
Set a contrasting style to Body Text e.g. Arial 12pt Bold, in a contrasting color to black
Manually numbered or automatic? How any levels?
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Heading numbering
Manual Automatic
Easy to use Easy to manage unusual
numbering sequences
Heading numbers automatic Can cross-refer to headings Can use chapter numbers in
figure captions, page numbers
Cross-references to headings must be inserted (and updated) manually
Number sequence must be inserted and checked manually
Need to manually set sequence starting number if not “1”
Need to use hidden text to manage unusual numbering sequences
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More on heading styles
To set up automatic heading numbering, read Wordman 30:
“Once More, By The Numbers”
To create run-on headings using the Style Separator, read Wordman 14:
“A Matter of Style”
www.apmp.org/?page=WMArticles
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Use a floating table Use a text box
Focus boxes & callouts
Limited formatting available Must be repositioned & resized
manually if accidentally moved No visible anchor
Full range of border, shading & effects formatting available
Easy to reposition using Text Box Tools
Visible anchor
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Focus boxes & callouts (cont.)
Horizontal position: Tables overlap right margin if
set to align right relative the margin (not in Word 2013)
Vertical position: Allow for header depth,
otherwise aligning top relative to margin will overlap header
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Focus boxes/callouts as Quick Parts
A focus box or callout can be saved as a Quick Part using either of the methods described
Also a good technique for foldouts, section dividers, etc.
To learn how to use Quick Parts, read Wordman 35: “Time for a Quickie”
www.apmp.org/?page=WMArticles
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Methods for embedding graphics
Inline Floating FrameFloating
table Text box
Can contain more than one element, i.e. picture and caption text?
Can height, width and location be preset?
Can automatically adjust to height of graphic, with fixed width?
Can contain fields, such as automatic caption numbering?
Can be used on page with multicolumn text?
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Use a floating table Use a text box
Floating tables or text boxes?
No visible anchor Must be repositioned & resized
manually if accidentally moved
Visible anchor Easy to reposition using Text
Box Tools
Automatically generated caption numbers must be updated manually (select and press F9)
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And finally
Go to File > Info Enter Title (of proposal), Company Text restricting the use of the document can be added to
the Comments Add a password if you’re going to restrict formatting And save as a Word Template (*.dotx)
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For more information
Wordman archives on the APMP website:www.apmp.org/?page=WMArchives
Wordman’s Forum on LinkedIn:www.linkedin.com/groups/Wordmans-Forum-4015004
Wordman on Facebook: www.facebook.com/iamwordman Wordman on Twitter: @IAmWordman Wordman’s website: www.iamwordman.com Wordman’s email: [email protected]
APMP BID & PROPOSAL CON 2015 | PAGE 30APMP BID & PROPOSAL CON 2015 | PAGE 30
Dick Eassom, CF APMP Fellow
Vice President, Corporate SupportSM&AOffice +1.949.975.1550 [email protected]
Contact Us
APMPPO Box 77272Washington, DC20013-7272 Phone: +1.202.450.2549www.apmp.org