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B-1 APPENDIX B MS Word Template Instructions This appendix includes instructions for using the MS program will ask you to give that file a new name, thereby Word template. Appendix C includes a copy of the template preserving the original (blank) template for future use when itself. To be functional, an electronic version of this template developing other practices. You can always download will have to be downloaded from TRB's Maintenance Prac- another blank template from the Web Board if needed. tices Web Board over the Internet as described in Chapter 2, The template contains numerous gray-shaded areas. These Part 2. In addition, both files will need to be saved separately shaded areas are form fields where you can enter new text. into the same directory on your computer hard drive. Click once on the shaded box and start typing; a standard font style and size has already been applied to these form fields. Existing instructions contained in the shaded areas will dis- INTRODUCTION appear as you type in new text. Note: You may have to delete The template allows you to simplify the process of com- any instructional text that remains in the shaded areas. posing a maintenance practice by standardizing the structure and text style. The template was developed as a Word docu- Page Numbering and Footers ment and requires an understanding of that word processing program to use. The template follows the format presented in Page numbering occurs automatically; it has been Chapter 4 of the hard-copy Guidebook. By using the template, included in the template's footer. It is recommended that you you will be able to focus on the content of your practice also add the practice title to the footer. To do so, or to change instead of being concerned with formatting it. or delete the page numbering, If you need help while developing a practice, the template contains links to relevant sections of the Guidebook. The first 1. Click "View" from the toolbar, then "Header and set of links will take you to instructions for completing indi- Footer." vidual practice sections (creating a practice title, summariz- 2. A window box appears. Select the footer by clicking on ing local conditions, etc.). The second set of links will take the icon that looks like a page with a rectangular box you to specific sections of the Guidebook to obtain more gen- above and below the page. This switches between eral guidance (information on writing well, inserting pictures, header and footer. (Note: different versions of Word obtaining reference material, regulatory compliance, etc.). may have different features.) 3. With the cursor in the footer box, type in the practice title. INSTRUCTIONS FOR USING THE TEMPLATE 4. You can also change or delete the page numbering while the header/footer box is still open. Downloading the Template 5. Click on "Close" when finished and you'll be taken back to your document. You can always go back into The template file can be downloaded from the Mainte- the footer to make additional changes by following the nance Practices Web Board as described in Chapter 2, Part 2, steps described above. "Using the Web Board." Section Headings Installing the Template File on Your Computer Since use of the practice format is voluntary, you may For the links contained in the template to function, the tem- want to delete some section headings and add new ones. To plate and Guidebook must be saved as two separate files into do so, you can add text, delete text, or bold text as you would the same directory on your computer hard drive. Note that any Word document. the template is an MS Word file, while the Guidebook is an Adobe PDF file. Using the Step-by-Step Procedures Section Using the Template to Write a Maintenance Practice The step-by-step procedures section of the template for- mat may have more or fewer blank steps (i.e., rows) than you When you're ready to write a maintenance practice, open actually need to complete your particular practice. Adding the template file. If you try exiting the file at any time, the and deleting rows is done from the "Table" menu.
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B-2 To add new step rows, tool bar. Remember, for the links contained in the template to function, the template and Guidebook must be saved as 1. Position your cursor to the left of the letter "S" of the two separate files into the same directory on your computer word "Step" in an existing row that's above or below hard drive. Since the Guidebook is in Adobe PDF format, where you want the new row to appear. you can reference any of the Guidebook sections, but, 2. Click on the "Table" toolbar, then "Insert." From there depending on your Adobe version, you may not be able to click on "Rows Above" or "Rows Below" depending "cut and paste" material from those sections. A free down- on where you want the new step added. A new row will load of the latest version of Adobe Reader, which will allow be inserted as commanded. you to cut and paste material from the Guidebook, is avail- 3. Repeat the insertion step for as many rows as needed. able at www.adobe.com. Click on "Help," "Adobe Reader Help," and then "Editing Adobe PDF Documents" for To delete unneeded step rows, instructions on how to cut and paste material. 1. Position your cursor to the left of the letter "S" of the word "Step" in an existing row that you want deleted. Printing the Final Maintenance Practice 2. Click on the "Table" toolbar, then "Delete." From Before printing the final maintenance practice, you will there, click on "Rows." The row will be deleted. need to delete the box of "Links to Instructions" on page one 3. Repeat the deletion step for as many rows as needed. of the template. To do so: Pictures 1. Move your mouse over a corner of the box until the cur- sor turns into a four-pointed arrow. A cell is provided to the far right of each step for inserting 2. Click once with the four-pointed arrow to select the a picture or graphic if needed. Refer to Chapter 3 of the whole box. (See the box on this page that has been Guidebook for instructions on how to insert a picture into a selected; the border is highlighted and there are small Word document. If a picture is not used in the cell provided, black squares at the corners.) the text "[Insert image of step, as needed]" will need to be 3. Click "Delete," and the box and its contents will manually deleted from that box before printing. disappear. If you are not using pictures for a given step, you can merge the empty picture cell of the table with the text cell, which will make the text extend all the way to the right mar- gin. To do so, use your cursor to highlight both cells (place cursor in left cell, click, hold, and drag to right cell until both cells are highlighted). Then go to the "Table" toolbar and click on "Merge Cells." The two cells will now become one. (Sample Practice #5 was developed with separate cells for pictures located to the right of each step, while Sample Prac- tice #7 was developed by merging the two cells because pic- tures were not used.) Template Links As mentioned above, the template contains links to sec- tions of the Guidebook to assist you with the practice. Click on an underlined link and the appropriate reference text will open in a new window. You can switch back and forth between the two programs by clicking on the "Word" or "Adobe" icons found at the bottom of your screen"Window"