Document Production (Unit 17)
Document Production (Unit 17)
Document Production
Document Elements
- A document can have some or all of the following: title, headers and footers, page numbers, date, body text, images and tables.
- Textual elements include paragraphs, character-level formatting and bulleted or numbering lists.
- Tables can be presented in rows and columns to organise information efficiently.
Formatting Tools
- Basic formatting tools are used to highlight text through bold, italic, underline, changing the text colour and size.
- Advanced formatting tools include line and paragraph spacing, page break, text alignment, creating columns, and change case.
- Document layout options include orientations, page margins, page size, and using headers and footers.
Document Templates
- Templates are preexisting document designs you can utilise to create neatly formatted documents quickly.
- Most software applications offer a range of templates which are relevant to different sectors and can make document production efficient.
- The use of templates ensures consistency across documents and contributing authors.
Page Setup and Printing
- Setting up a page correctly for your document includes choosing the right paper size, margins, orientation, headers and footers, and page numbers.
- Previewing the document before printing helps spot any last-minute errors or formatting issues.
- Print settings are important to consider – colour or black and white, single or double sided, print quality, and number of copies.
Proofing Textual Content
- Always proofread your document for grammatical errors, punctuation errors, and typographical errors.
- Ensure the document is coherent and fits its intended purpose.
- Look out for inconsistencies in names, addresses, abbreviations, etc.
- Use a dictionary or spellcheck to help identify and correct errors, but remember that these tools are not fool-proof.
Use of Illustrations and Tables
- Illustrations and tables should be correctly inserted with suitable sizes, captions, and positioned appropriately.
- Remember to check that the illustration or table is relevant, accurate and supports the text.
- Keep your audience in mind and make sure the typography and visual presentation is accessible and easy to understand.
Proofing Tools and Techniques
Spelling and Grammar Checkers
- Spelling and grammar checkers can detect common mistakes such as spelling errors, repeated words, grammatical errors and punctuation errors.
- Remember, these do not replace human proofreading – they can identify mistakes but not the context.
Track Changes and Version Control
- Use track changes to keep a record of edits made to a document, especially helpful when working in a team.
- Version control tools can keep track of multiple versions of a document, ensuring you can revert to an older version if needed.
Accessibility Checks
- Some applications offer accessibility checks to ensure a document is user-friendly for individuals with certain challenges.
- Accessible features to include might be large font size, high contrast text, alternative text for images and use of simple language.