Microsoft Word Tips and Tricks

David Clapham  

As a previous article (“Making Better Word Choices – 4 Examples&rdquo explained, writers can take steps to prevent simple, and common, errors from degrading their writing. Five areas of writing that cause authors problems are discussed in this article.

Split Infinitives

First let us exam the famously frowned upon split infinitive. Maybe some readers do not know, or do not remember, what a split infinitive is exactly. To understand split infinitives, readers must first remember what constitutes an infinitive. An infinitive is a phrase that includes a verb preceded by the word “to,” such as, “to play” or “to investigate.” Now that we know what an infinitive is, maybe we now remember our English teachers lecturing us against “splitting” them. Simply put, a split infinitive is when a writer puts a word between the word “to” and the associated verb. Therefore, a split infinitive would look something like the following examples:

He was going to quickly investigate the theft.

Tommy likes to neatly color in his book.

These two examples would be re-written as shown below.

He was going to investigate the theft quickly.

OR

He was quickly going to investigate the theft.

Tommy likes to color neatly in his book.

OR

Tommy likes to color in his book neatly.

Splitting infinitives is not criticized to the degree it has been in the past. As many reputable sources explain, occasionally splitting an infinitive is acceptable.

Even some progressive English teachers will agree with this idea. Compact Oxford Online Dictionary explains that the rule for not splitting infinitives was based on an analogy to Latin, a language that writes infinitives as one word, such as bibere ‘to drink.’ The decision to argue with an English teacher about the acceptance of splitting infinitives is your decision to make.

As Oxford states, “…in standard English the use of split infinitives is broadly accepted as both normal and useful.1” If you do decide to argue with an English teacher, feel free to point out that people such as John Donne, William Wordsworth, and Benjamin Franklin split infinitives at will. The larger problem occurs when a writer consistently splits their infinitives. If splitting the infinitive helps with emphasis or the statem!

ent flows better go ahead and split the infinitive.

Superlatives and Comparatives

Writers should also strive to use superlatives and comparatives correctly. Some cases of incorrect use may sound okay, but if the author remembers the rules that they learned for using superlatives and comparatives they will realize that they have made the error. For example when a sentence is written as below it sounds correct, but it is not.

One of the most common mistakes a cook makes is not using fresh ingredients.

In this example, the lack of fresh ingredients is either a common mistake or it is the most common mistake; there generally cannot be two, or more, most common mistakes. A case where there can be two “mosts” is in an exact tie. For example, if 20 mistakes are made and two of them occur six times each (making up 12 of the 20 mistakes) and the remaining eight mistakes are all different, then the two mistakes that occurred six times each could be labeled as the most common mistakes.

The sentence below shows another way that a comparative can be written incorrectly.

Of the three dogs, the bulldog was the smaller.

To use a comparative there needs to be something compared to something else. The bulldog either was the smallest of the three dogs or was smaller than another dog in the group. Both sentences below are written correctly.

The bulldog was smaller than the German shepherd and the St. Bernard.

The bulldog was the smallest of the three dogs.

A third sentence, shown below would also be correct.

The bulldog was smaller than the other two dogs.

This is written correctly because the bulldog is compared to a pair. It is clear from the sentence that the other two dogs, by being grouped together, are larger than the bulldog.

Comma Use

The use of commas can be confusing for many writers. Three rules for using commas are addressed here. The first rule involves comma use when a series is given, such as in the example below.

I bought carrots, peas, and watermelons.

Some readers may consider this rule controversial; some teachers and editors may say the final comma is not necessary, in my opinion the use of the final comma is more appropriate than not. If, for some reason, your teacher or editor tells you the final comma is unnecessary then ask them to explain why, I do not have an explanation as to why some have a preference for not using the final comma.

Do not use a comma when only two items are in the series, such as in the sentence below.

I saw birds and fish at the pet store.

The second rule for use of commas is to use a comma before the “and” when a wholly correct clause is introduced. The way to determine if the clause is wholly correct is to ask if it makes sense on its own, such as having its own subject(s) and verb(s). The example below shows two clauses separated by “and,” along with a correctly used comma.

We went to the store, and Joan bought some juice.

The third rule is an extension of the second rule; do not use a comma to separate a sentence from text that could not be a complete clause on its own. The example below shows an incorrect use of a comma in this situation.

We are going home, and sleep.

The ending of the example sentence (“…and sleep&rdquo is not a complete sentence on its own, therefore, a comma should not be used before “and.”

Acronyms and Abbreviations

Completely spell out acronyms and abbreviations the first time they are used. Once a writer decides to use an acronym or abbreviation they should be used throughout the remainder of the text, switching back and forth between the full spelling and the acronym or abbreviation should be avoided.

Using “etc.,” “i.e.,” and “e.g.”

The final rules discussed in this article involve the use of several common abbreviations. The first abbreviation is “etc.” This comes from Latin and is an abbreviation for et cetera, which means “and others.” First, make sure that a period is included at the end; second, make sure that the “others” have been specified previously. A final note on this abbreviation, if it is used put the letters in the correct order; “ect.” is not correct.

The second abbreviation often misused is “i.e.” Also from Latin, this is a shortened form of id est which means “that is.” When used correctly this abbreviation indicates an alternative way of stating something. The most common error when using “i.e.” is not following it with a comma; there should be two periods and a comma in this abbreviation.

The final abbreviation discussed in this article is “e.g.” Again, this is an abbreviation for a Latin phrase, “exempla gratia.” This is used when the writer means “for example” or “for instance.” Some people believe that “e.g.” stands for example given, this is not true, but it can be a helpful way to remember that it does have something to do with an example. Similar to the use of “i.e.” many writers forget to put a comma after the second period in “e.g.” Below are three correct examples of these abbreviations.

Bob bought a whole bunch of office supplies, pens, pencils, staples, paper, highlighters, and erasers on his way home. He purchased so many things that when he got home he realized that he had forgotten a bag at the store. He had his pens and pencils, but the staples etc. were still at the store.

John is a big person, i.e., he is over six feet tall.

The black horse is fast, e.g., it has won all of its races.

By using the rules above your writing will make more sense and will be correct. Future articles will address other writing errors and provide additional advice.

1 Compact Oxford Online Dictionary. 25 January 2005. http://www.askoxford.com/concise_oed/splitinfinitive

Jan Kovarik

Even though you should never only rely on your spellchecker to find mistakes in your document, you can make the most of your spellchecker by changing the settings.

It isn't as scary as it sounds and once you learn where these settings are, you can change them as often as you need to for whatever guidelines you have to use for a particular document that you are writing.

These punctuation settings are consistent with the American publishing industry. If you are writing for Great Britain (the United Kingdom) or writing in English for any other country, be sure to learn what punctuation rules are used in that country's publishing industry. You can reset the spellchecker options at any time so that when you run spellcheck, it will automatically check for the right punctuation placement.

Here’s the easy 1-2-3 instructions for changing and checking your spellchecker settings:

1. Open Word.

2. On the toolbar, click on Tools. In the drop-down window, click on Options.

3. Click on the Spelling & Grammar tab, hit the Settings button. A new window will appear. Set the first three requirements:

Comma required before last list item (always)
Punctuation required with quotes (inside)
Spaces required between sentences (1)

Click OK.

Now, close all the windows that are open.

Your spellchecker has now been re-set and these option settings will be in place for all Word documents that you create from now on. You only need to go through this procedure again is if you need to change these settings to comply with a specific publishing requirement. If you do change the settings, remember to change them back to these settings once you have finished that document.

Be sure to always run a final spellcheck of your document, after you have made your final corrections!

When you create your articles in TextPad format, something like Notepad, but much more versatile, you will have them in 65 characters across wrapped, just the right format. Then, when you are ready to submit your articles to web sites, you simply copy and paste the parts of the article into the web site you want to post on.

Use Textpad to format all of your email promotion, ezines, or articles to high traffic ezines or Web sites. This shareware program at www.textpad.com is free to use for some time, and you can buy it later. It can put all of your articles or other message into 65 characters across wrapped automatically.

Textpad formats my monthly ezine, "The BookCoach Says…" easily to reach over 3500 subscribers. It also keeps track of my list and when someone opts-in or opts-out, we use TextPad to locate the name in the files to add or subtract. I like it because we can send the ezine and articles straight from our office. To submit your own ezines or well-edited articles to opt-in ezines and Web sites, you will want this format unless you want HTML format.

While Textpad has no format like bold, or italics, this one program has helped me to produce and send out over 165 articles and 95 tips to share with more than 100 ePublishers and 980 Web sites (year one) and 21,000 (year four) with hyperlinks back to my sites.

This is why I am #1 on www.google.com and 25 other search engines. You can have similar success.

Author’s Note: TextPad allows you to send all of your emails including documents within the email, so your readers can open and see all immediately. When people don’t have to download an attachment, they are more likely to open your emails. Think of the time saved. From using this format, hundreds of thousands of targeted buyers eventually will come your way—to your Web site, ezine, or to your email address.

Judy Cullins ©2005 All Rights Reserved.

Is it possible to improve your writing instantly? The answer, happily, is “yes.”

While researching a book on famous speeches and essays, I found eight easily correctable mistakes writers often make. Here they are…and how to correct them instantly.

1. UNFOCUSED SUBJECT – Focus on a single theme only. Every sentence and paragraph should reinforce that topic.

2. TOO LONG – Abraham Lincoln crafted his Gettysburg Address in less than 300 words. Unless I’m specifically asked to do otherwise, I try to condense my work to one double-spaced single page (about 250 words).

3. WEAK PREMISE – Can you state the major focus of your message in 20 words or less?

4. NO ATTENTION-GRABBER – The first sentence or two must quickly attract the reader. Two ways to do this: (a) ask a question or (b) reveal a discovery.

5. UNLINKED PARAGRAPHS – Each paragraph should logically lead to the next. One way some writers do this: (a) quickly write several paragraphs on a subject; ((b) prioritize them; (c) present them in descending order from most important to least important; (d) conclude by restating the two or three most important points.

6. PASSIVE VERBS – Passive verbs like is, am, was, and were simply exist. Action verbs run, jump, excite, and motivate.

7. BORE FACTOR – Some research says the average adult attention span is only eight seconds. So it’s important to make your points convincingly, and end your paper powerfully.

8. WEAK ENDING – Exit your report like an experienced stage performer…leave your audience wanting more. Two ways to do this: (a) use a famous quote to reinforce your conclusion, or (b) give details showing the reader where to get more information on the subject. (Examples: your phone, fax, e-mail, etc.)

Persons engaged in website design, here’s a scoop for you! Would you just like to know that by understanding the basics of cognitive psychology around color and patterns, we could further improve our Web design!

Designing a Web site does not only concentrate on making web pages of a certain site interesting and impressive. This skill and talent must also be used to ensure the user-friendliness of a certain site and must strive to reach the widest range of users possible.

So what’s this about psychology? It simply implies that by understanding the capabilities of the human eye, we can produce Website designs that are more user-friendly. Being user-friendly means that our website design will not only cater for normal sighted Internet users but also to those partially sighted, blind or estimated 8-10% of men with red-green colour blindness.

If you don’t know anything about vision and colorblindness and their reaction to various designs, then you must start learning now! 'Normal' vision is subject to huge variances. Even the size of elements will affect an individual user's perception of colour. The colours and the intensity of shades you choose to use in your Website design will be discerned differently by every individual who visits your Website.

Inconsistencies in color patterns are affected by changes in the ambient lighting levels. It’s like changes in your hair color depending on the amount of lighting it was exposed. Some people even see blue colors in some objects like clothing wherein others do not perceive. These persons just happen to have more blue sensitive cones (photosensitive cells which convert light energy into nerve impulses) in their retina. They seem to view the world with 'blue-tinted spectacles'. As a web desinger, you have to be aware that these conditions are the reasons why your perception of your Web design may be different to other people and certainly are not the same with everyone else's.

The key aspect to contemplate to achieve accessibility, aside from impaired vision, is by being aware that your design might be manipulated by assistive technology. Screen readers or magnifiers are examples of this. They are software the physically disabled employ to enhance their experience of user interfaces. Some Web users can only read a certain combination such as yellow text on a black background, which allows no room for greyscale.

In order to have good legibility for users with certain visual difficulties and impairments, strong contrast can be a main ingredient in your design. Test the effectivity of this by manipulating screenshots of your design in a program like Adobe Photoshop. Try converting the image to greyscale then make the screenshot monochrome to see how it might be viewed using the most extreme visual manipulation — do this by increasing the contrast level to +100. This is a particularly useful approximation of difficulties colour blind users may experience in discerning one colour or shade from another.

You can start adjusting your color application now and keep in mind that your designs will not be considered impressive if few people could discern them. -30-

More Free Articles at: http://www.usedarticles.com/view/web-design-and-development/285.html

Portable Document Format (PDF) is the defacto file format for presenting device-independent documents on and off the Web. While PDFs have become quite popular on the Web, many PDFs used in web sites are designed for high quality print output and are not optimized for the Web.

Even PDFs designed for Web use can have a wait problem, weighed down with excess fonts, change histories, and unoptimized images and forms. Optimizing PDF files for the Web can significantly shrink their size and boost display speed, saving bandwidth and user frustration. (For the full “Optimize PDF Files for the Web” article, see http://www.websiteoptimization.com/speed/tweak/pdf/)

Creating Small PDFs

The main factors in creating small PDFs are image resolution, image type (bitmap or vector), the number of fonts used and how they are embedded, PDF version, and the level of compression. In general the higher the PDF version number, the smaller the file. Acrobat 5 (PDF version 1.4) added JBIG2 compression, which is superior to the CCITT or Zip algorithms when compressing scanned monochromatic copy.

JBIG2 (Joint Bilevel Image Experts Group) encoding compresses monochrome (1 bit per pixel) image data from 20:1 to 50:1 for pages full of text. Like other dictionary-based algorithms (LZW, ZIP) JBIG2 creates a table of unique symbols and when a subsequent symbol matches one in the table, it substitutes a token pointing to the table index. JBIG2 also compresses the entire table.

Acrobat 6 (PDF version 1.5) added the ability to compress the entire file (Clean Up Settings dialog). However, since over 90% of Acrobat users have version 5.0 or greater, using PDF 1.4 is a safer alternative. Acrobat will usually display (with a warning) a more recent PDF version, but new compression schemes will spawn an error when opened in older versions of Acrobat. At the time of this writing, Adobe says that of those 90%, 50% use version 5 and 40% use version 6.

To create the smallest possible PDFs file size for the Web minimize the number of fonts, bitmapped images, and substitute vector based-graphics instead. Minimize the number and complexity of forms in your PDF document, and avoid the use of multimedia.

There are different methods to create PDFs, including outputting to PostScript and Distilling, GDI/Printing, one-click "Direct to PDF," and dynamically on the server-side. However you create a PDF, the techniques and tools listed below can help you enhance and optimize your PDFs for the Web.

Avoid Refried Graphics

For graphics that must be inserted as bitmaps, prepare them for maximum compressibility and minimum dimensions. Use the best quality images that you can at the output resolution of the PDF. Inserting compressed JPEGs into PDFs and Distilling them may recompress JPEGs, which can create noticeable artifacts. Use black and white images and text instead of color images to allow the use of the newer JBIG2 standard that excels in monochromatic compression. Be sure to turn off thumbnails when saving PDFs for the Web.

Use Vector Graphics

Use vector-based graphics wherever possible for images that would normally be made into GIFs. Vector images scale perfectly, look marvelous, and their mathematical formulas usually take up less space than bitmapped graphics that describe every pixel (although there are some cases where bitmap graphics are actually smaller than vector graphics). You can also compress vector image data using ZIP compression, which is built into the PDF format. Acrobat Reader version 5 and 6 also support the SVG standard.

Minimize Fonts

How you use fonts, especially in smaller PDFs, can have a significant impact on file size. Minimize the number of fonts you use in your documents to minimize their impact on file size. Each additional fully embedded font can easily take 40K in file size, which is why most authors create "subsetted" fonts that only include the glyphs actually used.

Fix Fat Forms

Acrobat forms can take up a lot of space in your PDFs. You can use PDF Enhancer from Apago to reduce forms by 50% by removing information present in the file but never actually used. You can also combine a refried PDF with the old form pages to create a hybrid PDF in Acrobat.

Optimizing Existing PDFs

In many cases you won't have access to the original document, just the resulting PDF file. Many PDFs we've seen are not fully optimized for the Web, using conservative settings more appropriate to high-resolution printers. For computer monitors viewing web-based PDFs, you don't need high resolution images and exact reproduction of font faces, you just want to convey your information in an efficient way. Using the techniques outlined below, you can shrink your PDFs, while still maintaining the textual data for search engines, and reasonable quality for print output. Some webmasters offer two versions of their PDFs, once for fast web display, and one for printing.

Save As…

Once you're done making changes to your PDF document choose File -> Save As and overwrite your existing PDF file. By default, save as removes changes that are appended to PDFs by the Save command, linearizes the file for fast web viewing, and removes unused objects.

The result is a compact, linearized PDF that displays the first page (or an arbitrary page) quickly, while the rest of the file downloads in the background. Although linearized PDFs are slightly larger, they also increase perceived speed. Note that optimizing a signed document will invalidate its signature.

By Andy King
http://www.websiteoptimization.com

More at: http://www.usedarticles.com/view/web-design-and-development/294.html