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ASDEFCON Toolbar and Styles Setup 2015 for Word 2003 User Guide

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Overview

The ASDEFCON Toolbar and Styles Set 2015 are designed to streamline and standardise formatting processes for the ASDEFCON suite of tendering and contracting templates. The style set produces ASDEFCON branded documents and the toolbar adopts an intuitive point-and-click approach to select the most commonly used styles from the style set.

The toolbar also provides shortcuts to some commonly used Microsoft Word functions and it is intended that the ASDEFCON Toolbar and Styles Set 2015 will improve the efficiency of procurement and contracting staff in preparing tenders and contracts. An additional benefit in applying standardised styles is that Microsoft Word documents should be more stable and less prone to formatting corruption.

The ASDEFON Styles Set 2015 will be progressively applied to new versions of ASDEFCON templates as they are released on the ASDEFCON and Contracting Initiatives intranet site. This means that there will be a transition period during which the ASDEFCON Toolbar and Styles Set 2015 will not be required for existing templates and contracts that contain previous formatting styles. As use of the toolbar and style set is optional it is simply a matter of determining if an existing template or contract uses old formatting styles or the new ASDEFCON Styles Set 2015 in order to decide whether or not to use the ASDEFCON Toolbar and Styles Set 2015 for a particular Microsoft Word document. See the section titled ‘ASDEFCON Styles Set 2015’ below for information on how to make this determination.

This document guides a user through setting up the ASDEFCON Toolbar and Styles Set 2015 within a Microsoft Word 2003 environment, and provides an overview of the toolbar functionality and style set.

Note: This document has been created using the ASDEFCON Styles Set 2015 and so when viewing this document electronically any text can be selected and examined to determine what style was applied.

ASDEFCON Toolbar and Styles Setup 2015 for Word 2003 User Guide1

Setting up the ASDEFCON Toolbar and Styles Set 2015

The ASDEFCON Toolbar and Styles Set 2015 are stored within two separate files. Each file must be copied (ie save as “ASDEFCON Toolbar 2015.dot” and “ASDEFCON Styles 2015.dot”) to the desktop or another convenient location and the ASDEFCON Toolbar 2015 document template must be opened in Microsoft Word to allow the automatic install macro to run.

Alternatively, the files can be manually installed to specific folders so they are loaded by Microsoft Word 2003 at start-up.

Once the files are installed automatically or manually copied, users will be able to use the toolbar to apply the ASDEFCON styles to Microsoft Word documents.

Instructions for the toolbar and styles setup, either automatically or manually, are as follows:

Automatic Installation:

To setup the toolbar and styles set automatically, close all Microsoft Word 2003 documents. Once everything is closed, open the ‘ASDEFCON 2015 Toolbar.dot’ file. It will prompt you to install as follows.

Select ‘Enable Macros’ to continue the installation.

Select ‘Yes’ to install the toolbar. Once installation is complete, you will be prompted to install the ASDEFCON Style Guide.

Click ‘Yes’ to proceed. A message will pop-up to notify you that installation has been completed. Close the document. Open a new Microsoft Word 2003 document and the toolbar will load automatically, as shown below:

Manual Installation:

To set up the toolbar and styles set, close Microsoft Word 2003 and use Windows Explorer to copy the ASDEFCON files to the folders specified in the table below.

File / Description / Location
ASDEFCON 2015 Toolbar.dot / Contains the ASDEFCON Toolbar, this file must be copied to MS Word’s Startup folder. Word automatically loads any files from this folder when it is opened. / Default Startup Folder
Laptops:
C:\Documents and Settings\{USER}\Application Data\Microsoft\Word\STARTUP
DRN:
H:\profile\Application Data\Microsoft\Word\STARTUP
ASDEFCON 2015 Styles.dot / Contains the Style Set developed for ASDEFCON. / Default Template Folder
Laptops:
C:\Documents and Settings\{USER}\Application Data\Microsoft\Templates
DRN:
H:\profile\Application Data\Microsoft\Templates

Note: Depending on your laptop or H:\ setup, it is possible that the correct Startup and Templates folders are located elsewhere. For example, this is the case if you have saved the ‘ASDEFCON_Styles.dot’ to the folder specified above but the following message appears when attempting to then open a Microsoft Word document: “Template ‘ASDEFCON_Styles.dot’ not found. Please ensure the template exists in the correct Templates folder”. In order to determine the correct folders to copy the ASDEFCON files to, open a Microsoft Word document and select Tools > Options > File Locations. The ‘File Locations’ dialog will indicate the correct folders for your setup. For the above example, the correct Templates folder will often be C:\Templates or H:\Templates.

After the files have been copied, open Microsoft Word 2003 and the toolbar will load automatically, as shown in the automated installation instructions above.

The ASDEFCON Toolbar 2015

The ASDEFCON Toolbar contains a number of shortcuts to various Microsoft Word 2003 featuresand to the ASDEFCON Style Set, and macros customised for ASDEFCON template drafting. Each button is described in the table below:

Button / Name / Description
/ Attach ASDEFCON Styles 2015 Template / Attaches the ASDEFCON Styles 2015 to the document.
/ Change ASDEFCON Toolbar 2015 Settings / Opens the Change Settings menu, which allows you to customise which tools and functions are displayed. Default option sets exist for Users and Developers, and custom.
/ Launch ASDEFCON BatchTools / Launches ASDEFCON BatchTools
NOTE: for advanced users only. Please refer to the ASDEFCON 2015 BatchTools Guide.
/ Launch Convert Objective Links / Launches Convert Objective Links.
NOTE: this is recommended for developers and web content managers only.
/ Toggle Toolbar / Toggles the COC/COT, ATT/ANN, SOW, Note Text, Text Edit and Table Text toolbars.
/ Apply ASDEFCON Normal Style / Applies ASDEFCON Normal Style to the selected text. This is the default style to be used for regular text.
/ Show Help / Opens the quick help guide.
/ Apply ASDEFCON Style to Text / Applies the most applicable ASDEFCON Style to the selected text. Use this feature to convert old text in the previous DMO style to the new ASDEFCON Styles.
NOTE: this is a developer tool that detects and converts the previous ASDEFCON style to the new ASDEFCON Styles 2015 in an automated manner and may inadvertently break the styles in the document if not used correctly. Users should be sure to double-check any automated changes made using this tool.It is recommended to disable track changes when using this feature.
/ Toggle Clause Number / Toggles clause numbering on or off for the selected text if the style allows for it.
/ Toggle Restart Numbering / Toggles the ‘restart numbering’ function for the selected numbered text.
/ Convert selected text to Option / Converts the selected text into a boxed option.
NOTE: this is recommended for developers only.
/ Remove Option: Convert selected text to regular text / Converts the selected box option text into regular text.
/ Convert selected text to insertable TextField / Converts the selected text into an insertable text field format.
NOTE: this is recommended for developers only.
/ Toggle ‘Keep with Next’ / Toggles the ‘keep with next’ formatting option for the selected text.
/ Edit/Insert Document Properties / Opens the Document Properties menu, which allows you to customise and insert references to document properties such as Version Number, Title and (Security) Classification. The default properties used by ASDEFCON are pre-populated in the list, and new properties can also be created.
/ Insert Cross-Reference / Opens the insert cross-reference feature.
/ Insert or Remove Watermark / Inserts or removes a watermark. The watermark text can be customised.
/ Insert Header/Footer Table / Opens the Insert Header/Footer Table window, which allows you to customise the ASDEFCON 2015 pre-formatted Header/Footer design and styles. Tick and untick boxes to customise them.
/ Edit Page Properties / Opens the Edit Page Properties window, which allows you to customise the page margins, layout, and footer settings for the whole or part of the document.
  • Tick/Untick boxes to include/exclude them from any updates
  • Click Reset to revert settings to ASDEFCON 2015 preferred settings
  • Changes to the settings are preserved between documents for quickly applying the same settings in other documents

/ Table Text / Applies the following ASDEFCON Table text formats:
  • 8pt heading
  • 8pt table text – click button multiple times to toggle text between regular text, list text, and bulleted text
  • 10pt heading
  • 10pt table text – click button multiple times to toggle text between regular text, list text, and bulleted text

/ COC/COT Text / Applies the following ASDEFCON COC/COT text formats:
  • Heading – click button multiple times to toggle between numbered text and non-numbered text
  • Sub-Heading – click button multiple times to toggle between numbered text and non-numbered text
  • Clause – click button multiple times to toggle between numbered text and non-numbered text
  • Sub-Clause Level 1 – click button multiple times to toggle between numbered text and non-numbered text
  • Sub-Clause Level 2 – click button multiple times to toggle between numbered text and non-numbered text
  • Sub-Clause Level 3 – click button multiple times to toggle between numbered text and non-numbered text

/ Attachment/Annex Text / Applies the following ASDEFCON Attachment/Annex text formats:
  • Heading – click button multiple times to toggle between numbered text and non-numbered text
  • Clause – click button multiple times to toggle between numbered text and non-numbered text
  • Sub-Clause Level 1 – click button multiple times to toggle between numbered text and non-numbered text
  • Sub-Clause Level 2 – click button multiple times to toggle between numbered text and non-numbered text
  • Right-aligned reference to COC

/ SOW Text / Applies the following ASDEFCON SOW text formats:
  • SOW Level 1 – click button multiple times to toggle between numbered text and non-numbered text
  • SOW Level 2 – click button multiple times to toggle between heading, numbered text and non-numbered text
  • SOW Level 3 – click button multiple times to toggle between heading, numbered text and non-numbered text
  • SOW Level 4 – click button multiple times to toggle between heading, numbered text and non-numbered text
  • SOW Level 5 – click button multiple times to toggle between numbered text and non-numbered text
  • SOW Sub-Level 1 – click button multiple times to toggle between numbered text and non-numbered text
  • SOW Sub-Level 2 – click button multiple times to toggle between numbered text and non-numbered text

/ Note Text / Applies the following ASDEDFCON Note text formats:
  • Note to Drafters – click button multiple times to toggle between regular text, list text and bulleted text
  • Note to Tenderers – click button multiple times to toggle between regular text, list text and bulleted text
  • Note Text – click button multiple times to toggle between regular text, list text and bulleted text

ASDEFCON Toolbar and Styles Setup 2015 for Word 2003 User Guide1

the ASDEFCON Style Set 2015

The Microsoft Word Formatting toolbar contains a ‘Styles and Formatting’ button – – that when selected displays a window indicating the formatting styles available and in use for an open Microsoft Word document.

Using this function allows the user to determine if an existing Microsoft Word document has had the ASDEFCON Style Set 2015 applied, and if so, the particular style applied to any selected text.

The complete list of ASDEFCON styles is set out below in the order in which they appear.

ASDEFCON Toolbar and Styles Setup 2015 for Word 2003 User Guide1

ASDEFCON Cover Page

ASDEFCON Cover Title

ASDEFCON Normal

ASDEFCON Header/Footer

ASDEFCON Header/Footer Left

ASDEFCON Header/Footer Right

ASDEFCON Header/Footer Center

Note to Drafters - ASDEFCON

  • Note To Drafters Bullets - ASDEFCON
  1. Note To Drafters List - ASDEFCON

Note To Tenderers - ASDEFCON

  • Note To Tenderers Bullets - ASDEFCON
  1. Note To Tenderers List – ASDEFCON

Note – ASDEFCON

  1. Note List – ASDEFCON
  • Note Bullets - ASDEFCON

1COT/COC LV1 - ASDEFCON

COT/COC LV1 NONUM – ASDEFCON

1.1COT/COC LV2 - ASDEFCON

COT/COC LV2 NONUM – ASDEFCON

1.1.1COT/COC LV3 - ASDEFCON

COT/COC LV3 NONUM - ASDEFCON

  1. COT/COC LV4 - ASDEFCON

COT/COC LV4 NONUM - ASDEFCON

(i)COT/COC LV5 - ASDEFCON

COT/COC LV5 NONUM – ASDEFCON

1)COT/COC LV6 - ASDEFCON

COT/COC LV6 NONUM - ASDEFCON

  1. ATT/ANN LV1 - ASDEFCON

ATT/ANN LV1 NONUM - ASDEFCON

1.1ATT/ANN LV2 – ASDEFCON

ATT/ANN LV2 NONUM – ASDEFCON

  1. ATT/ANN LV3 - ASDEFCON

ATT/ANN LV3 NONUM - ASDEFCON

(i)ATT/ANN LV4 - ASDEFCON

ATT/ANN LV4 NONUM – ASDEFCON

ATT/ANN Reference to COC

ASDEFCON Option

ASDEFCON Title

1.SOW HL1 - ASDEFCON

SOW HL1 NONUM - ASDEFCON

1.1SOW HL2 - ASDEFCON

1.2SOW TL2 - ASDEFCON

SOW TL2 NONUM - ASDEFCON

1.2.1SOW HL3 - ASDEFCON

SOW TL3 NONUM – ASDEFCON

1.2.2SOW TL3 - ASDEFCON

1.2.2.1SOW HL4 – ASDEFCON

1.2.2.2SOW TL4 - ASDEFCON

SOW TL4 NONUM - ASDEFCON

1.2.2.2.1SOW HL5 - ASDEFCON

1.2.2.2.2SOW TL5 - ASDEFCON

SOW TL5 NONUM - ASDEFCON

  1. SOW SubL1 - ASDEFCON

SOW SubL1 NONUM - ASDEFCON

(i)SOW SubL2 - ASDEFCON

SOW SubL2 NONUM - ASDEFCON

ASDEFCON TextBlock

Table 8pt Heading - ASDEFCON

Table 8pt Text - ASDEFCON

a.Table 8pt Sub1 - ASDEFCON

(i)Table 8pt Sub2 - ASDEFCON

  • Table 8pt BP1 – ASDEFCON
  • Table 8pt BP2 – ASDEFCON

Table 10pt Heading - ASDEFCON

Table 10pt Text - ASDEFCON

a.Table 10pt Sub1 – ASDEFCON

(i)Table 10pt Sub2 - ASDEFCON

  • Table 10pt BP1 – ASDEFCON
  • Table 10pt BP2 – ASDEFCON

Guide Margin Head - ASDEFCON

Guide LV1 Head – ASDEFCON

Guide LV2 Head – ASDEFCON

Guide Text – ASDEFCON

.Guide Sublist – ASDEFCON

  • Guide Bullet – ASDEFCON
  • ASDEFCON Bullets LV1
  • ASDEFCON Bullets LV2
  1. ASDEFCON Recitals
  1. ASDEFCON Operative Part List LV1
  2. ASDEFCON Operative Part List LV2

ATT/ANN Title List (Table of Contents) - ASDEFCON

  1. ATT/ANN List (Table of Contents) - ASDEFCON

ASDEFCON Toolbar and Styles Setup 2015 for Word 2003 User Guide1

ASDEFCON Style set usage and levels layout

COC/COT Text – Conditions of Tender and Contract, and some Annexes/Attachments

2Heading

2.1Sub-heading

2.1.1Clause

  1. Sub-clause

(i)Sub-clause

1)Sub-clause

ANN/ATT Text – Annexes and Attachments to Conditions of Tender and Contract

  1. Heading
  2. Clause
  3. Sub-clause

(i)Sub-clause

SOW Text – SOW, DIDs and DSDs

2.Heading

2.1Sub-heading

or

2.2Clause

  1. Sub-clause

(i)Sub-clause

2.2.1Sub-heading

Or

2.2.2Clause

2.2.2.1Sub-heading

Or

2.2.2.2Clause

2.2.2.2.1Clause

Table 1 Style (8pt)

Heading / Heading
Content / Content
a.Content / b.Content
(i)Content / (ii)Content

Table 2 Style (10pt)

Heading / Heading
Content / Content
a.Content / b.Content
(i)Content / (ii)Content

Note: If a particular style is manually adjusted within a document then Microsoft Word will label that style in the ‘Styles and Formatting’ window as “+” whatever formatting adjustment was made. For example, if ‘ASDEFCON Normal’ text is changed into bold font then the following label will appear ‘ASDEFCON Normal + Bold’.

ASDEFCON Toolbar and Styles Setup 2015 for Word 2003 User Guide1