Layout Forethoughts

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If you have anything to say about the process of creating the manual before it is written, do so!

Here are just a few things that you can do to make your task much easier:

If you are not the writer, or not the only writer, teach the writers how to create keyboard shortcuts for using styles. As much as you do, they also want to have a good idea of the layout of the information they're providing. Not only that, but a writer may want to use the Outline view to outline the content.
While it's being written, you can be designing a layout. Think about your audience. The younger or less educated supposedly require less text per page and more graphics, while moreeducated persons such as engineers are less likely to be distracted when reading large amounts of text without the need for pictures.

Booklets and Newsletter Layouts

Word has never had a nice way to create a booklet layout. This layout, for instance, would be for a letter-size document turned landscape and then folded in half.

Those who might be looking for a nice way to do it-don't bother. I know of only one template and it is set up for a 4-sheet, 16-page layout.

Not only would you drive yourself crazy trying to figure out which page you're on, but also the text boxes are set to continue from one to the next. While it prints correctly, it's a nightmare for the creator.

I strongly suggest that you create any layout on a normal paper size, print it on a great printer, cut it up, tape it together with that Post-it Note type of tape (not permanently sticky) and reproduce it on a printer that's capable of reducing it to the desired size.

The only thing you need to remember about a booklet layout is that it should total a number of pages that is divisible by four. One sheet of paper makes four pages, two sheets makes 8 pages, and so on. Printers call this one sheet a 'signature.'

After you've created a 16-page layout, print the pages. Then you can put your pages together as shown in the table below. If you pick up on the algorithm used, you'll be able to figure out the layout for any number of pages, as long as they're divisible by four.

	Side 1 (outside)		Side 2 (inside)
Signature #	Left	Right	Left	Right
1	16	1	2	15
2	14	3	4	13
3	12	5	6	11
4	10	7	8	9

As you can see, an important piece of the layout is that you start with the cover pages on side 1 of signature 1 and then your last signature ends with the centerfold on side 2.

Two-Sided Page Setup

Determine the page layout. If it's over 100 pages, I strongly recommend printing it two-sided. You'll save money by using less paper and your document won't look intentionally bloated. You may not want to do a two-sided print job if you want to allow the backside of the paper for notes.
Choose 'Different Odd and Even pages' in the Layout tab of File → Page Setup. This way, you can have your opposing pages set up properly. Think about the person who quickly wants to skim through to find a certain area of the printed document without having to open the pages up to find the reference they're looking for in the header or footer.
If your page numbers are not centered, you'll always want your odd-number pages/right-hand pages to have the page numbers on the right side of the page, and your evennumbered pages/left-hand pages to have the page numbers on the left side of the page.
If it's being put into a binder, be sure you add a gutter margin (at least one-quarter inch) to the page layout and use the Mirror feature.
You'll always want to account for front and back of each sheet. I don't recommend using Word's feature for having your page numbering start on an even or odd page because not all printers are capable of printing it this way.

Even if they are, if you happen to take your file to a print house to be printed, they may not be aware of the feature and you'll end up with printing on pages that should have been blank.
For best results, whenever a sheet is intentionally left blank, create a page for it that says that. Then, the recipient of the printed document won't fear that there was a printing error in his copy. The generally accepted statement is simple: 'This page intentionally left blank.'

Tip 30: Same Section-Multiple Documents

So you have hundreds of manuals to maintain, one for each specific bicycle that your company sells. Many parts of the manuals are updated from time to time, such as warranty information. How the heck do you change 100 files at one time?

You can use the Find/Replace, but it's kind of tough getting paragraphs of text into those boxes in the Find/Replace dialog.

A little forethought goes a long way here.

Create a document that contains the warranty information only.
Copy the text.
Open the first manual. In the area of the document where you want the warranty information to appear, hit Edit Paste Special Paste link.
Follow the same steps in each of your manuals.

Next time you update the warranty document, you'll see that all of your documents are now updated.

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