Board Manual Editing Instructions

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CHARTS (BSC & Board)

The Charts at the beginning of the Manual were created in Adobe Illustrator. Edit the separate files “BSCOrgChart.ai” and “Board_Structure.ai” in order to revise the charts in the manual. Talk to the Communications Coordinator if you are not familiar with this software.


To create printable charts in a Word document:

  1. For best printing results Rasterize (Live Trace) the chart using Adobe Illustrator.
  2. Export the chart as a bitmap file.
  3. Insert the chart into the your Word document.


THE INDEX & TABLE OF CONTENTS

The index and the initial table of contents (pg 1 only) have self-correcting page numbers. Follow these steps in order to edit the index and table of contents[1].


On the “Standard Toolbar” click on the show/hide icon: ¶ The code for indices and tables will be exposed.



Example of text when the code is hidden:

Work Logs and Manuals Samples/Guidelines

Here is the recommended content and format for Central Level Student Staff and Executive Work Logs and Manuals. Whenever possible manuals should be done on the BSC Wiki


Example of text when the code is shown:


Sampletext.png




{TC “Work Logs and Manuals Guidelines”} Creates an entry for the Table of Contents. The page number is automatically assigned as part of a Table of Contents when you use the “Insert>Tables” function.


{XE “Work Logs and Manuals Guidelines”} Creates an entry for the Index. The page number is automatically assigned as part of an Index when you use the “Insert>Index” function.


{XE “Work Log: Guidelines”} Creates a sub-entry “Guidelines” under “Work Log” for the Index. The page number is automatically assigned as part of an Index when you use the “Insert>Tables” function. Each colon creates a new subcategory for an Index.


The best way to create a new entry is to copy, paste and edit an existing entry to ensure the correct format.

HOW TO CREATE/EDIT THE INDEX OR TABLE OF CONTENTS

To update a current Index/Table of Contents:


  1. Make sure that all of the code is HIDDEN; The icon ¶ must be deactivated.
  2. Click anywhere in the Index or Table of Contents
  3. Control-Click on Mac/Right Click on PC to open pop-up menu
  4. Choose “Update Field”
  5. The Index or Table of Contents will automatically update. You must update the Index and Table of Contents separately.
  6. Double-check the Headers and Footers in the document. Sometimes inserting/editing an Index or Table changes the formatting.


To inset a new Index/Table of Contents:


  1. Click the icon ¶ to reveal the code.
  2. Copy/paste/edit a previous entry and use to make new entries.
    Use XC for Index entries, TC for Table of Contents entries.
  3. Once you finish the updates, put the document in HIDE mode; The icon ¶ must be deactivated.
  4. Put the cursor where you want the Index or Table of Contents.
  5. Choose “Insert>Index and Tables…” to open up menu panel
  6. Choose the tab for Index or Table of Contents
  7. Choose your style. If you want to make a custom style, choose Template>Modify
    The current Index uses the “Formal” style
    The current Table of Contents uses a modified “Template.” I chose the case, font and line spacing.
  8. Choose “OK” and the Index or Table of Contents will automatically update. You must update the Index and Table of Contents separately.
  9. You can repair any formatting errors in the Index directly.
  10. Double-check the Headers and Footers in the document. Sometimes inserting/editing an Index or Table changes the formatting.


Tips:


When you switch between modes that hide/show the code, the number of pages changes. There are more pages when the code is exposed. You must have the document code in HIDE mode if you want to have the best results when editing the document’s formatting.


When you switch between modes, the default in Word 2004 is to keep the document on the same page NUMBER. This means that the document will jump from the current page you are working on. This jumping business will be most frustrating.


Make sure the code is HIDDEN when you Insert>Index or Insert>Table, otherwise all of the numbering will be utterly wrong. The page numbering is different between the two modes.


The Table of Contents automatically contains hyperlinks on the page numbers. Click on the page number and the document will jump to the page. The Index does not have this automatic function.


Look at the current Table of Contents and Index codes in this Board Manual’s Word document to see how these functions are applied.
  1. There are 2 ways to create a Table of Contents, with the code or with styles. This manual uses code. Styles in a large document can behave inconsistently in Word 2004 or earlier versions.