Final Checks
- 05:03
Learn the key checks you should do before submitting any Word document
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Right. You're now ready to make some final checks before you print out the document or email it to your colleagues or maybe convert it into a PDF. So what we need to do, first of all, is inspect it really carefully and get rid of any unwanted comments and things. We're gonna refresh the contents page, 'cause we want to make sure that it's captured every single chapter, and then we're gonna check that contents page just to make sure that we've captured everything that we should have done, and it tells the correct story and all the headers are correct as well. So let's crack on, then. Now, there's actually a tool that will help us inspect the document. I'm not gonna walk you through proofreading, 'cause I think you can do that by yourselves, but I'm going to actually show you a tool that can be used to find other stuff as well. So if we go to the File menu and down to Info, and then go to check for issues here, inspect document, check for issues, and then we can inspect the document, and there's a list of check boxes along the left hand side that we can select for this tool to look for. So I'm gonna leave them all checked for now and just hit the Inspect button.
Okay, so while it's... Oh, there we go. It's done it very, very quickly, and it's found that we've got some comments in there, and also there's some personal information. Now, I'm not worried too much about the personal information but I certainly don't want the comments to appear. So what I'm going to do, I'm gonna remove all of those, okay? And when I now hit reinspect and inspect.
Okay, it's just the personal information, which I'm gonna leave in there. So I'm gonna hit close now. I'm gonna go back to my file. And you may have noticed that actually beforehand there was an additional bit of white space to the right of the margin. That's the space where your comment bubbles often appear. That's now been replaced by this gray background. So I know that the comments have gone, so that's great. Now what we're going to do then is go to that contents page. So control-home to jump up to the front of the documents, and then I'll go scroll down to the contents page, click in the contents, table of contents, and update the table. Again, you can click in the table of contents and press F9 as well. They both do the same thing, and I want to update the entire table. Okay, great. So some of the page numbers will have updated, and let's have a quick run through and, oh, look, there's a very obvious problem here. We've actually given a heading style to one of the pictures in the document, which is why it's appeared in the contents page. We therefore need to give that particular element a normal style. Then it won't be captured by the table of contents. So what I'm going to do is jump to that section. So I can do that really quickly. I can press the control key and then just left click, and it will take me to that part of the document, and I can see what's happened here. Look, to the right of the image, we've got, you can see the paragraph mark there, and that is heading three. That's for the top of the screen there. Well, look, we're gonna change that to normal and that turns black, and that should mean now it's no longer gonna be captured by the contents page. Let's just test that theory. So let's go back to the contents page. Oops. Okay, and we'll just click in there, update the table again.
Okay, and then go back down. Yeah, so it's got rid of that particular part of the table, which is good. However, the table is far from perfect, okay? I'll be absolutely blunt with you about that. If you look, we've used very mixed capitalization. So Introduction to Word is using capital letters for the major words, but if I go further down, we've got, oh, it's only, it's down to sentence case. So what I need to do is be more consistent about that. So what I'm going to do is I'm gonna pause the video now. I'm gonna fix all of those headers. Right, then I've now been through the whole document and I have changed everything that was in heading one or heading two or heading three, so that we've got capital letters in those. So now what I'm going to do is refresh the table of contents one last time, and the entire table. Okay, great stuff. So you can see that the capital letters have appeared now, and that's that. So this would now be ready to send. Now obviously, this document, this how-to guide, I've been kind of using it in a kind of a haphazard fashion since we started working on it. You will have a tidier version of this to download alongside these videos, okay? So it won't look exactly like this, but we'll be using elements from this document for the exercises as well.