D
dylane
Not sure if this is the best place to post this question, but since there are
so many Word MVPs who frequent this place, I thought I would give it a shot.
I've been tasked with improving the efficiency of assembling documents for
our small organization. Upon researching this, I of course came across
plenty of references to using styles in Word, including an interesting
archived discussion on Usenet that focused on the best method to implement
styles in a law firm.
We have never used styles in a conscious manner in our firm, and I was
planning on trying to change this, but reading this discussion has almost
convinced me that the idea is practically impossible for us. The discussion
thread is quite old however (2001 I think), and perhaps there are changes in
the way Word works in newer versions that makes things easier with regards to
styles. Our organization is currently using Word 2003, but would consider
upgrading to 2007 if a compelling case could be made.
OK, with the preamble out of the way, here is a short description of our
business and how we currently use Word. We are a small research firm, that
conducts research both internally as well as paying independent consultants
for the rights to some of their work. Typically a documents life will start
out as a series of quick notes written during a meeting or conference call.
To the notes various tables and figures will be copied in from Excel and the
Web, maybe from PowerPoint or some other program. Each table and figure is
then direct formatted until it can actually fit on the page in a readable
fashion, this often times means ignoring current page margins and other page
setup options. These notes are forwarded around the organization, with
different analysts either adding info to the original source document, or
more likely copying into their own existing Word document. All of these
elements will eventually be used in multiple documents, most with slightly
different formatting needs.
Currently each time we try to copy between documents table formatting gets
completely out of whack, and we end up spending a bunch of time manually
reformating trying to get it to look identical to the source document (it
seems that keep source formatting does not apply to source page margins?)
Proper training and use of styles both by our consultants and primary
employees (both of which tend to live overseas and work independently or in
small offices) unless it will save them time and/or effort...since they are
not responsible for the final "look" of the research this seems unlikely. So
bottom line is the use of styles is something that I will only have the power
to implement in my own office of 3-4 people, who are the ones responsible for
final assembly and output of all documents.
So my questions are.
1) At this point of the process is it "too late" to try and use styles. The
goal is always to assemble a 10-20 page report from 4 or 5 source documents
within 1-2 hours.
2) Should we be looking at another tool besides Word for document assembly?
We always need to have the ability to do some editing of sentences and
figures, but our primary use of Word isn't really for composition.
I appreciate any specific advice people can give, but I'm looking for
discussion as much as help with any one problem.
Dylan
so many Word MVPs who frequent this place, I thought I would give it a shot.
I've been tasked with improving the efficiency of assembling documents for
our small organization. Upon researching this, I of course came across
plenty of references to using styles in Word, including an interesting
archived discussion on Usenet that focused on the best method to implement
styles in a law firm.
We have never used styles in a conscious manner in our firm, and I was
planning on trying to change this, but reading this discussion has almost
convinced me that the idea is practically impossible for us. The discussion
thread is quite old however (2001 I think), and perhaps there are changes in
the way Word works in newer versions that makes things easier with regards to
styles. Our organization is currently using Word 2003, but would consider
upgrading to 2007 if a compelling case could be made.
OK, with the preamble out of the way, here is a short description of our
business and how we currently use Word. We are a small research firm, that
conducts research both internally as well as paying independent consultants
for the rights to some of their work. Typically a documents life will start
out as a series of quick notes written during a meeting or conference call.
To the notes various tables and figures will be copied in from Excel and the
Web, maybe from PowerPoint or some other program. Each table and figure is
then direct formatted until it can actually fit on the page in a readable
fashion, this often times means ignoring current page margins and other page
setup options. These notes are forwarded around the organization, with
different analysts either adding info to the original source document, or
more likely copying into their own existing Word document. All of these
elements will eventually be used in multiple documents, most with slightly
different formatting needs.
Currently each time we try to copy between documents table formatting gets
completely out of whack, and we end up spending a bunch of time manually
reformating trying to get it to look identical to the source document (it
seems that keep source formatting does not apply to source page margins?)
Proper training and use of styles both by our consultants and primary
employees (both of which tend to live overseas and work independently or in
small offices) unless it will save them time and/or effort...since they are
not responsible for the final "look" of the research this seems unlikely. So
bottom line is the use of styles is something that I will only have the power
to implement in my own office of 3-4 people, who are the ones responsible for
final assembly and output of all documents.
So my questions are.
1) At this point of the process is it "too late" to try and use styles. The
goal is always to assemble a 10-20 page report from 4 or 5 source documents
within 1-2 hours.
2) Should we be looking at another tool besides Word for document assembly?
We always need to have the ability to do some editing of sentences and
figures, but our primary use of Word isn't really for composition.
I appreciate any specific advice people can give, but I'm looking for
discussion as much as help with any one problem.
Dylan