Using Your Computer to Write Reports
By Jane Watson

Although companies have purchased computers and software to make their staff more productive, many people don’t have time to learn how to get the most out of these tools. This is unfortunate as computer programs, such as Microsoft Word, Corel WordPerfect and Lotus Ami Pro, have special features–in addition to spelling and grammar checks–that help people prepare more professional-looking reports in a short period of time.

Obviously, there is not enough room on this page to discuss all the features in all the programs that can help us. The following tips refer to Microsoft Word 97. (The other programs have similar features, and these suggestions are not all the possibilities.) If you need more information, check with your local computer guru, a manual or the computer’s help feature.

When writing a lengthy report that includes a number of headings and subheadings:

1. Input your ideas into the computer in the outline mode instead of the page layout mode most people use. (Go to View menu and click Outline.)
2. This step allows you to see the formation of your document at whatever level you wish and enables you to check that your headings match in terms of style (appearance), word count and tone. It also permits you to move whole sections just by dragging a heading.
3. Ensure your headings are the same by using the style guide. (Go to Format menu and click on AutoFormat. This will allow Word to choose the style for you.)
4. If you prefer, you can choose your own font, size and paragraph formatting. (Go to Format menu and click Style.)
5. Get the computer to insert page numbers directly into the document (Go to Insert menu; click on Page Numbers) or when in the Header and Footer mode (Click on # in the Header and Footer toolbar.)
6. Add a table of contents electronically. (Click where you want the table and then go to Insert menu. Click on Index and Tables, and then select the Table of Contents tab. Select the required information.) Note: You can only use this feature, if you have set the styles for the headings.
7. Employ the computer’s AutoText feature, instead of retyping frequently-used information, such as company names. (Highlight the word/s you want handy; go to the Insert menu and click AutoText. Then click New.)
8. Whenever you type the first four letters of the word/s, the material is automatically displayed on the screen. If you wish it inserted, hit the enter key. If you wish to ignore it, simply continue typing.
9. Use the computer to insert the headers and footers in the report. (Go the View menu and click Header and Footer.) Use the AutoText tool to insert headers and footers you use frequently.
10. Direct the computer to create the first draft of your executive summary. (Go the Tools menu and click AutoSummarize. Then select the type and length of summary you wish.) Please note: This is only a starting point for an executive summary. I recommend you check the material for accuracy and the flow and completeness of ideas.
11. Create a title page simply. At the beginning of the report, type the text for the page. Then go to the Insert menu and click Break; under Section breaks click Next Page.

If you don’t want the headers and footers on the title page go to File menu and click Page Setup. On the Layout tab, select Different First Page.

Despite the initial study time required, learning to use your computer’s special features will result in more consistent and professional-looking documents prepared in half the time.

©2006, Jane Watson is dedicated to advancing business communications.
She is a consultant, author, keynoter and trainer and can be reached at jane@jwatsonassociates.com or (905) 820-9909.