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.