The MS Office suite can be a pain in the butt at times. Even the most basic activities can easily be messed up or corrupted with bad data. Over time, a lot of formatting and hidden data is entered into a document. After a while, the document is filled with headers, styles, formats, hidden text, hidden meta data, etc. This is problematic especially if templates are not used but old documents. For example, when a previous used document is reused again for new purposes, the existing errors are carried over to the new document. Additional user errors are then added and the process repeats. After a while, a document is almost unusable.
Here are some good practices:
Do not cut and paste from different documents.
Cutting and pasting carries over previously used formats. If it’s not compatible with the new document, the application attempts to use a similar format. If there are hidden data and formats, those are also carried over. When possible, copy or cut, and use paste special –> unformatted text. You’ll then have to restyle the text to your new document.
Use document styles when possible.
Rather than making ad hoc document formats, like fonts, colors, borders, etc., try to use defined styles. If it doesn’t exist, define a new style and apply it to the text. Using styles allows you to make changes to one style, which will update the entire document.
Start over from time to time
We’re not always able to follow these practices and are in a rush to meet a deadline. This results in sloppy document practices that carry over. When time is available, start with a fresh document and follow the above practices. Take those old documents out of commission and archive them. Don’t use them again.
Any other tips?