Taming MS Word

You might be a MS Word user for quite some time, may be for a year, two years, five years or even more. In fact majority of the people who are into writing or even in non-writing profession opt MS Word as a word processing tool. Are there any good reasons for choosing this tool? I bet there could be many. First and foremost, MS Word being the first and only word processing tool to be in the market which had all the utility based features with appropriate GUI that is easy to work with. Another could be that this works well on Windows platform. Of course, other word processor too works well. However, there is no doubt that MS Word became an obvious choice for the people who opted for Windows OS.

MS Word evolved with the passage of time adding more features into subsequent releases. For the users, availability of the new features always added more spices to their delight. But more added features brought more complexity to the application and user complain began pouring in. The older versions of the word regarded to be more stable than the newer versions. Although, MS Word crashing is not an often reported phenomenon, still it poses different kinds of problem which can make you go mad. At times you will bewilder to think why your most lovable word processor behaves so stupid. Some times the problems are so horrible that you will really think twice whether to use word in professional environment or not.

One such problem or call it the biggest problem I have faced with word is increasing the file size from some 350 Kb to 13.5 Mb size in few minutes time. Any action you perform on this file takes you long time and increases the files size exorbitantly and finally at one point it hangs. Try opening it again, doesn’t work at all. This happens especially when you are working with the customize word templates and supposed to create fairly long documents using formatting and graphics. In my personal experience this bloating problem is inherent with Word 2003 and later editions.

So, one of the way to work with long documents is to get back to the earlier versions of the word which might not give you this problem. But you can never be sure, because the code structure for the different version of the application will not be much different. However, this can relieve you a bit.

The major issue is to trouble shoot this if you are in the middle of the work and quite good amount of time is spent on the document. With trial and error experiments, we came across some solution which could be useful. If you are faced with such situation, try doing the following:

1. Open the Word document in MS Word, if possible. If this is not responding, try opening it with Internet Explorer. I think it should open.

2. Save as HTML or RTF. Name the file with an HTML extension or RTF extension, e.g. communication.html.

3. Open communication.html file.

4. Save communication.html with a new Word .doc extension, e.g.communication1.doc.
This process of converting the Microsoft Word file into HTML and back into Word, removes all the unnecessary codes in the file, and will reduce the file size significantly.

Well, the file which was earlier of 10 Mb size reduces to less than 1 Mb size rather quite closer to the original size. On further query and discussion with pals and colleagues, surfaced the same difficulties but all had opinion to avoid this situation rather than trouble shoot.

Points of advice suggested were to follow certain golden principles while working with word template. Few of them are:

Do not cut and paste materials directly from one file into another as this will bring unwanted styles in the target Word file. Instead convert it to raw text and then import.

Avoid using the default settings in the Normal.dot template file.

Do not cut and paste graphics into Word. Instead, reference them with Insert | Picture.

Insert graphics at the end, when all content is ready.

Do not use default Word auto-format settings in the Table.

Use only styles to create bullets. Avoid using the toolbar and menu options to create bullets. Avoid over-rides. Supposedly bullet lists cause more damage than any other feature in Word.

The list might go on and on depending upon the user experiences. Probably the future releases of MS Word might address these problems, but we may experience certain other problems. This makes us weigh other available options. However, on the usability index, MS Word would exceed any other word processing tool in the market. Even otherwise, those available tools could be complete error free is not guaranteed. The question is, shall we say bye to word and adopt the new tool. Certainly we will differ in our approaches depending upon our need. Nevertheless, most of us would prefer to tame MS Word to cater our need than to switch over to some other tools. I am sure these pointers in mind will help reduce the file size and avoid corrupting the document template.

Thought: Catch if you can

When I read books I really wonder about the good ideas and thought produced by the author and can not really understand why all of us can not write like them. Why is that few individuals are bestowed with so much of brilliant ideas and artistic skills of writing to make it fascinating for the readers that once they hold the book in hand like to complete in one stretch provided there are no other hindrances bothering them. Why is that the beautiful language is theirs property only and not ours too? Can it be imbibed? Can it be copied?

If the ideas alone are the great gift of the writers, which comes pouring in terms of thought, I bet, even I will have hundreds of ideas to share which could be as creative and as brilliant as any of the published writers. My minds also runs millions of races everyday and goes dipper down the thought of human emancipation, societal differences, crosses political and geographical boundaries and feels as much as any other writer’s mind could do. Some times my beautiful thoughts could be better than some of the write-up produced and published by others which are at times looks boring and heavy to go ahead. I sometimes also feel more than any writer could feel. Yet, I am not able to produce a small write-up of extraordinary interest.

From within, as I feel good about myself to write about the things what I perceive, certainly I feel uncomfortable setting my dates and times to decide and put down my thoughts on the paper, may be in forms of small articles, story, poetry and essays or travel diaries. I fumble; say excuses, postponed for tomorrow. And that tomorrow never comes. Still hopefully wait for the other days for this to happen. But it does not happen on its own. Slowly the urge and feeling of writing dies down.

Then once gain, I feel I could have written what I thought to write about, but the idea is now faint. I force my mind to recall what I had thought of writing but even a small fraction of that does not come to my mind. I repent and feel sad and say to me myself, “had I written the same day, I could have made it good”. Several times I try the same thing but hardly have I had few to count on my credit to say that I have written some thing. Are these worthwhile to share with readers? Is the publisher willing to publish it for the public consumption? I do not know and I do not have answer for all these. Of course these can be critically assessed comparing the interest of the readers. Some trends are known and some are not, which are unusually new could be a first time trial too. This entirely depends on the judgment of the editors who knows the pulse of the readers better.

Well, I compared myself with the writers who have shown their brilliance in the public, but in reality I am nowhere near to them. This is when I realize that they have something what I do not have. They are better than me and that is why they are able to write what they feel. They are able to speak the human mind as if it could be in real life. Although, those could be merely the imagination of their mind. Some times these thoughts could be much ahead of the time, some times it could be not real at all, and some times it could be fictitious too. Yet they successfully articulate the web of words to catch the attention of the reader.

Yes! Some times I have put down my good ideas and that sounds really brilliant to me but compare to the way the legendary writers put, it is tasteless and it can not be the recipe of readers for good time to enlighten their mind and enjoy. Then I have another question, “What makes them good wordsmith?” Some times even the very known and simple facts what they write also becomes good food for the readers.

The big fact is to catch the flying thought and preserve them in whatever way you can. How can you do is the million dollars question. But you can devise some mechanism of your own for saving it in some format, may be in the form of an outline plot, an outline sketch or some points. So that you can catch them later, to put on the entire embellishment. Even then, I believe you will not be able to completely catch your original thought but at least better than losing them altogether. Writing of course is the work of toil. Try once, twice, thrice and many more times until you feel satisfied. Imagine, if you only are not satisfied, how can you satisfy your editor or for that matter your readers. No one has become good wordsmith overnight. Everyone has undergone the grinding.

So, the buzz word is: Thought. Catch if you can and act as a discovering wordsmith who has passion to see themselves reading through the minds of their readers.

Why do you write?

This is very awkward question. However, this question is not out of the box. People tend to ask you such questions when they know that you are in to writing and how you can be different from their profession, if they are holding on to something else for making their living. At the same time, you are also not oblige to answer this question but to be able to clear yourself and be able to understood by the larger crowd it is always good to have your reasons stated forward. That makes your life much easier and gets you off from the stupidity of this question. I know this question at a time can be very unpleasant yet the escape is difficult.

There are many good reasons for people to write and a few bad too. These reasons vary from people to people. Some people who are good at creating any form of writing and that has got market, he makes a living out of his writing. These are called the professional writers. There are other writers also who write but not for their living. Their profession is different from the one which they like doing i.e. writing. And if we compare the numbers of professional writers versus not the professional writers or amateur writers, I bet the later would outnumber the former. Especially with the emergence of Internet and Web Media the horizon have expanded horizontally and vertically in sheer numbers.

The professional writers have better place in the traditional media, publication houses, government and private firm’s documentation and communication department. On the other hand, amateur writers are driven by their whims and wishes, and write things of their mind. Obviously, amateur writers have been welcomed mostly in the new found media on the Internet, be it Citizen Journalism, Content writing, Product journalism, Blogs, or many other things, which are on the offerings every other days. I fall in to the category of amateur writer who happened to find a place in the professional writing world. The reason: the opportunity available in the job market and I could prove somehow that I can write. Otherwise also I like writing, so the job is of my liking.

As an amateur writer what drives you to write and publish on the Internet is really an interesting question. Most of my close encounters with my colleagues and acquaintances have provided me the bunch of their ideas as to why they want to write. Some of the ideas are really thought provoking and enlightening, some are humorous, some witty, and some of them aim to achieve something in life through their writing.

To one group, the idea to write is to make a statement, to share thoughts, to express themselves and finally to make a living! Though this is difficult proposition yet achievable. To many of the writers, they live with their writings but can not make decent living by writing. This fact is hard but has truth.

The second group, want to write and publish because they enjoy doing and that gives them an opportunity to think through an issue and provide new insight through their writing. They feel writing force them to think and make them more creative.

Third group believes that others writing are corny, so clean the bin with better writing. Moreover it’s a good way to improvise their English and the write-ups are saved on the Internet and can be re-used. They want to create something that might last longer than them.

To some writing is the expression of nostalgic thoughts, which otherwise can be lost. Writing supposed to be the best methods to record your say, others opinion, your imagination of future, your perspective of present and a criticism of past.

Some write to help or to enable people: To clarify, make something complex simple, to teach so that people can do things for themselves, be safer, may be even happier.

Some write as an expression of love: I love this world, the possibilities and beauty of it. They remain hopeful that we all might just somehow manage to get along without killing or hating each other. We might manage our ecosystem in such a way that equilibrium is maintained. Or, there would be one world where there will not be rich and poor divide. Truly, utopian to the core!

A little further, some write because they feel when they write they are honest to themselves. They create their own image and express themselves and in the process they believe that some part of their thought reaches out to the world and possibly touches the world to create small ripples of goodness.

To little extent some actually do write to create propaganda, confusion, ill effects and spread rumors. Though this kind of writing has immediate impact to a certain extent but does not have long lasting effect. It diminishes with the time. Whereas, good writing, always creates everlasting impact on our mind.

To some the meaning of writing might still be in formation stage and it will come up beautifully with the passage of time and with the blossom of season. Anyway, we all have a place in the world of writing; we just need to create it.

Reading helps Writing

A writer is a good reader himself. I have come across this statement quite a number of times. Frankly speaking, I realized very late the potential of being reader could enlighten the spirit of writing in me. In fact I can write and I want to write itself took long time for me to understand. As usual, like numerous Indians who are not aware what they want to do with their life, what they are interested into and what they want to become, I too was indecisive about my life.

In reality, what you want to do and what you are ought to do are two things, which literally makes you think before taking a step in life. You are ought to be in a profession which earns you livelihood, is the first thing you are supposed to be doing than the next what is close to your heart in our context. If what you dream to do, is what you do, and that gives you livelihood, then you are the luckiest soul. Else, bury your idea to follow your dream. This is nothing but the opportunity available for you. But if the opportunity really exists, will you have the right skills to chase your dream is another question. For example you want to break into writing, but can you write effectively.

Ask hundred people whether they want to write something or not. Ninety out of hundred times you will find the answer that people want to write something. Every one of them has some message to convey to the world or to the small crowd to which they belong to. Sometimes, they simply want to write their diary. Once you write and if your writing is published, it adds into your joy. Suddenly you discover that you can write and you can express your ideas across. That is when you feel you can take a chance in a writing career.

But, writing is not as easy as many of us might think. Good knowledge of language, grammar and even good selection of words can not guarantee you to be a good writer. Many people speak eloquently without any hesitation. However, if they are asked to write the same things what they speak, many of them would struggle. Because putting down something as coherent sentences is a difficult act. I bet, to do that, some special impetus is required.

I recall my first encounter when I began writing. The first shot was a letter to the editor of a science magazine. Successful, with moderate editing it was published. Then on, whenever felt like expressing my views, kept on writing to different magazines, news papers and most of the cases it published except on a few occasions when my idea was preconceived and supporting particular ideological group.

Over the period of time I have learned to express in writing what I want to say. Though, not very accurately but most of the time I have been able to narrate the point what I want to say. The pivotal point of my writing have been the input I have gathered while reading others writing. Consciously or unconsciously, other’s writing has contributed immensely in my writing also. I have learnt the art of expression, narration, arranging the content and creating a style of my own. That has purely come to me because of reading other's creation. The more you read, the more you evolve as a writer.

Truly, writing requires empathy. The personal experiences and the view point has greater role to play while you write. Rightly once said by one of the writer, “Reading is an education and writing is a pleasure one shares.” There is no substitute to this fact.

To many of the writers beyond anything reading and writing make life more colorful, intriguing and interesting. Seeing their writing published makes one feel happy more than anything else, as they are likely to reach a larger audience. When I read the comments posted by the reader on my writing, it provides me different dimension of thoughts on my write-up. In my opinion, to write effectively and beautifully, one needs to read more good pieces of writing. The revelation and expression of your inner beauty comes out naturally in your writing and you do not tend to emphasize on it. That’s the wonderful effect of reading to writing.

Technical Writing: Is the opportunity worth taking?

Technical writing is the art and science of producing document, which describes the technical information about the features of the product and its functionality. It is an art, because it involves the articulate use of language for communicating the information. It is a science because the presentation of the information is based on the styles, template, grammar, consistent terminology, clarity, concision, factual accuracy, information mapping, layout and design, proofreading, subject matter-expert reviews, document validation, resource scheduling, and deadline relative to product-release dates. Technical writing is not the recent development of the industry; it was present in the form of documentation in different form.

However, in recent years the importance of information communication have been felt paramount and documenting the technical information has not only become the part of communication but also the storage of knowledge for future reference and use. Technical writing and technical writers were the part of the information industry in the west from long time whereas in India its presence can be traced around two decades back. This is due to the emergence of software and hardware industry. But the real requirement of technical writing and technical writers are felt necessary for past five years, when India became a hot IT destination because of cost cutting factor and available talent pool. Almost all the product company required technical writers to document the product information in a legible manner, which can educate the user to use the product effectively. The emergence of India as global IT destination opened up a new job avenue for the people as technical writers.

Scenario

Although it does not matter which industry you're considering for a career, it probably employs technical writers. Technical writers work in computer science, medicine, environmental studies, electronics, government, cinema, the aerospace industry, and just about any field in which people must interpret and use technology. They are an indispensable part of today's technology world. Presently more than seventy percent of the technical writers are working for the Information technology Industry. Out of them, majority belongs to the western countries. India has very little share in terms of percentage of total technical writers in the IT industry.

According to some sources quoted frequently in the news, around 5000 Indian technical writers are engaged in technical writing, mostly with software industry. This includes the writers working for product information communication, pre-sales documentation and training documentation. Though this figure, according to some industry expert seems to be bit higher side. However, the demand for the technical writers is noticed ever increasing in India, but there is a dearth of people with right skills.

Indian IT industry is really finding it tough to get the technical writers from the market. Industry also can not overlook this part because this is the mandate of the industry to deliver or release the product to the customer along with the technical information in documented form. Without the product documentation the product delivery is incomplete.

What is the proposition?

The present situation where American way of looking at technical writers is being followed: every software company is looking for engineers to be the technical writers. The job is first offered to the engineers who want to make a career in technical writing and if the engineers are not available, only then the focus is turned on to other suitable incumbent. However, in software industry, most often the question is being asked, “Can engineers write well?”. Yet, they are preferred over others. The idea might be that engineers can understand technology better than the other lots. Then, what if they are not able to communicate well? In fact this might not be a generic problem. The question is now haunted for the hiring department, whom to rely on: a good writer without engineering background or an engineer without good writing skill. Software industry also truly believes in re-engineering the product and even resources. However, the belief of re-engineering an engineer into a good writer is a difficult task at hand and in some cases a utopian dream.

“Technology can be taught and learnt in a year or two, but learning a good language is the fruit of years learning process and that can not be given in a packet form” --quotes an industry expert. This holds true to the case that most of our institution emphasize on imparting technological education whereas they ignore the fact that without good communication the impact of technology can not be realized. This is indeed going to cause talent deficiency and industry might get the brunt of this sooner or later. There are some good trends coming up where some software company is weighing options to utilize services of good writers who have adaptation of learning new technology faster and translate them effectively into precise writing.

What is the job?

The job is where you do the same thing over and again. If this is your palate, technical writing may be the field for you. If you like the challenge of writing for an audience, technical writing offers you the chance to make money while just doing that. Technical writers work in a challenging, and exciting field which tests their ability to adapt to new situations and learn new skills. People who enjoy learning new things will find technical communication a stimulating career. Technical writers take knowledge from engineers, scientists, doctors and other experts and render it into forms that lay people can understand. To do this, they must have the willingness to continually learn about new subject matter. And they must know how best to present information to different audiences from technically trained people to the general public

The take on

Do you want to be a technical writer and write for the different audiences? Hold on! There is no sort cuts. The job will ask you to have few skills in you and some of them you can learn at work place as a part of the training. First and foremost is good writing skills in English and presentation skills of the information in the best-possible way. Primary knowledge of word processing tool like MS Word is required without saying. However, the company with whom you want to begin your career also teaches you the use of some of the other authoring, publishing and web help tools.

There are some of the training institutes, which provide short-term training on technical writing and placement too. There is no academic program being offered as of now in our educational system where you can be a qualified technical writer. The only opportunity you can have is to become a trained technical writer, that too with training or on job. This is a new opportunity in India and having career in this field is industry dependent and the future of this career can be well aligned with future of the industry.