Planit:How do I Edit my Document?

From Planipedia

Microsoft Word Editing

The ability to be able to run your documents in Word is a very powerful advantage for you can have the flexibility to edit these documents however sometimes not knowing how to edit or how to troubleshoot printing problems can leave you frustrated. This guide was written to help you overcome these problems.

Document Editing Techniques

The ability to edit the PlanPlus Web Advisor documents lets you customize each report for each client as you see fit. This is a very useful functionality, however, some very basic knowledge of WORD is necessary to do the editing. Here are a few pointers:

1. Show Gridlines – Many sections of the documents are done in what’s called “Tables”. Using this format allows for nicely aligned columns and lines. One tip is to always “Show Gridlines” when editing a document. This lets you clearly see where the cells of a table begin and end and also lets you more easily delete tables when they are not needed. To do this, you merely process the document you are going to use for your client and once the document is displayed in WORD, you just go the menu and select “Table” and in the drop down menu that appears will be the options “Show Gridlines”. If you don’t see this option, but see one called “Hide Gridlines” this means that your gridlines are already turned on. Note that these gridlines only show on the screen and don’t print in the document unless boarders have also been used on a table.

2. Removing a Table – You will often find when editing that you want to delete an entire table. To do this, you can just put your cursor on the table and you’ll see a symbol that looks like the one seen here, this symbol will appear in the top left hand corner of the table. You can click on this symbol and the table will then be highlighted. You can then hit the delete key and the table will be totally removed from your document.

3. Removing Lines from a Table – Another common function is to want to remove a single line from a table. This is also quite easy. You would merely place your cursor on the line that you wish to remove and right click. You’ll see an option in the drop down list called “Delete Cells” you should click on this and then you’ll see an option “Delete Entire Row”. This will remove the line within the table. You can also highlight several lines at once and delete these all at once. The process is the same. Highlight the lines, right click and select “Delete Cells” and “Delete Entire Row”. The lines you have highlighted will be cut from the document.

4. Removing Text – You may find that certain text is not necessary for a particular client. Text that is NOT inside a table can just be highlighted and the delete key hit to remove it.

5. Page Breaks – If you find that you want to put a page break somewhere, you can place your cursor where you want the break and then hold down the Ctr. key and simultaneously hit the Enter key. This will put a hard page break in that location in your document.

6. Graph Editing – One very powerful page within the Personal Financial Strategy document and the Comprehensive document is the before and after comparison of the client’s results. The first graph on the page illustrates what their financial life will look like if they do nothing different while the second graph illustrates what will happen if they implement your recommendations.

The comparison graph is very compelling. When there is a large difference between the before and after, often the scale used for the two graphs will be different. For example, Graph 1 might have a maximum scale of $2,000,000 while Graph 2 might have a maximum scale of $3,000,000. This means that you won’t get the right visual comparison between the two graphs. If you want to make this more visually powerful, you can edit the graphs and make the scale of Graph 1 the same as the scale for Graph 2. All you have to do is:

• Click on the 1st graph so that you see a box around it.
• Double click on the graph so that a small spreadsheet like grid appears.
• Point at the numbers down the left hand side of the graph and double click on one.
• This will open a window and go to the tab called “Scale”. In the field called “maximum” set the number so that it’s the same as your other graph.

Say “OK” and then click on any white space on the outer edge of your document page. This will close the editing window.

7. Document Navigation – As mentioned above, you can navigate around the Wealth Enhancer Documents using the “Browse by Comment” feature. In addition, if you want to move to a specific section of a document, the Table of Contents has hyperlinks associated with each document section. Thus, if you want to go to the Action Plan Checklist, you would just click on that item in the Table of Contents. Whenever you see blue text, this denotes a hyperlink in the document.

When you are anywhere in a document and you want to return to the first page where the Table of Contents is, you can just hold down the Ctrl. key and hit “Home”. To go to the end of your document you can go “hold down the Ctrl. key and hit “End”.

These little navigation tips can help you move around your document more efficiently.

Trouble shooting Printing Problems

Many problems can arise when it comes to Printing or generating documents in word, below you will find a few handy trouble shooting tips:

Q: In WORD sometimes when you print a document all the notes may also print, how do I stop this?

A: In Tools > Options > View tab, be sure the “Show Screen Tips” is checked off. Then on the Track Changes tab uncheck the “Use Balloons” in the print and web layout.

Q: In WORD 2002 and 2003 word documents when after you print they appear to be “shrunken” on the page, how to do I fix this?

A: When you go to Print a document, in the “Print What” field make sure that document is selected.

Q: I am unable to open certain documents that open in PDF format?

A: You need to have Adobe Reader Version 5.0 or greater installed on your computer to view some of the reports. Also sometimes pop-up blockers will stop a PDF to open, you may need to disable this feature.