Using a word processor

Here are some suggestions for effective word processor use.

Let me recommend OpenOffice as an alternative to Microsoft Word. OpenOffice is a robust, reliable program actively supported by Sun and other companies. It includes features lacking in Word, such as PDF export, and its implementation of styles is excellent.

• Always begin by type your name and the assignment name, or something to identify what you’re working on.
• Save the document immediately. This ensures automatic saving is enabled in most word processors and editors.
  • Use a good file name. I like to put dates in them, and generally believe the longer the better. I avoid funny characters. My file names use a-z, dash, and dot. That’s all. No spaces, capitals, or other weirdness.
  • Put the extension on the end of the file name (.doc for Word, etc; if you can’t see those by default on your computer turn them on. More.).
• Print your document when you want to make corrections; that’s easier than on screen in most cases. Use a pencil so you can erase changes. Don’t scribble out stuff to delete; just cross it out. If you rewrite sections, key them to numbers or something. When you enter changes onto the computer, use a different color pencil or pen and check them off as you go.
• Spellcheck any time you turn in a draft, but know the limitations of a spellchecker (homonyms, funny words, etc). Never, ever use a grammar checker.
• If you write a lot, learn copyeditors’ marks of some kind; they will ehelp you edit your documents quickly and consistently.
• Manage your files actively:
  • Save multiple versions. (Disk space is cheap.) Just make sure you label the final as such (e.g. proposal-classroom-20070128-final.odt). It’s also not a bad idea to include descriptive information about files in folders which have a lot of documents, put drafts in a “Drafts” folder, etc.
  • Use multiple folders for classes or assignments; this makes it easier to find files quickly in small dialog boxes. As you finish projects, you can move folders to an "Archives" folder on your computer. (The same caveats which apply to file names should apply to folder names, though I usually use shorter names for folders than for files.)
  • Back up your files on a separate thumb drive, CD-ROM, on a network drive, or by emailing them to yourself. Saving printed drafts can work as a backup as well. Most data loss is not caused by computers but by humans—saving over a file, losing a thumb drive, theft of a laptop. Protect yourself from these catastrophes!

Learning more

If you are going to learn one computer program like the back of your hand, it should be your word processor. For most folks, no other programs are used as often. I suggest you learn the following:

• Find and replace, which you can use to automate changes, especially when used with regular expressions, which enable sophisticated "wild card" pattern matching.
• Styles, which enable formatting information to be applied per paragraph. A document formatted with styles can be quickly modified by changing the style sheet, for example, when reducing the font size.
• Tables, which are ideal for displaying data as in spreadsheets as well as for creating graphic designs using "grid" layouts.
• Cross-references, which can be used to insert page numbers or other information about a document such as tables of contents.
• Reviewing tools like track changes and commenting, which allow documents to be shared with others who can see what changes you've made, then approve or reject them.
• Mail merge, which allows you to create a template then insert data from a spreadsheet into fields, such as when sending a large number of formletters.
• Fields, automatically generated content like page numbers, word counts, etc.