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Word Tips for Standard Responses

Introduction & Edit Log

Introduction

Word Tips for Standard Responses was put together to help those who write standard responses (SRs) in Word 2016. Topics have been gathered based on questions on how to format SRs, common issues in using Word, and Word functions that are commonly used in creating SRs.

Edit Log

This document was taken from Appendix E and Appendix F of the 2014 version of the Guidance for Written Responses to Medical Information Requests (MIRs), commonly known as the “Style Guide.” The Edit log will address changes made to the sections used to create this document.

SectionMajor or

Minor Comments Updated by Reviewed by

June 2016 Version

Introduction Minor Added Kelly Schrank

Edit Log Minor Added Kelly Schrank

Global Minor Screenshots and instructions were updated to reflect change to Word 2013

Tiffani Downing Kelly Schrank

Section One Minor Replaced an icon with the SR template (which doesn’t work in GMIP) with 2 links (to US and Global SR templates)

Kelly Schrank Kelly Schrank

November 2016 Version

Using the Ruler Minor Replaced graphics and text to reflect change to AstraZeneca Pharmaceuticals LP

Kelly Schrank

Adding Footers Minor Replaced graphics and text to reflect change to AstraZeneca Pharmaceuticals LP

Kelly Schrank

August 2017 Version

Introduction Minor Edited/updated Kelly Schrank Sherrilyn Chiu

Global Minor Replaced Word 2013 with Word 2016 Kelly SchrankSherrilyn Chiu

GlobalMinor

Changed GMIP to GMIP Content (Veeva Vault MedComms) Kelly Schrank Sherrilyn Chiu

Section OneMinor

Updated introduction that discussed citations and references and added examples Kelly Schrank Sherrilyn Chiu

Section OneMinor

Updated the links to the SR templates and included a link to the Using the SR Kelly Schrank Sherrilyn Chiu

Word Tips for Standard Responses Internal Use Only Published August 4, 2017Owner: Kelly Schrank Page i of 54

Introduction & Edit Log

SectionMajor or

Minor Comments Updated by Reviewed by

Template document

Section OneMinor Changed name of GMIP Content

Workaround for SRs - Cross-references and Font Size section to Best Practices for Using Cross-References in GMIP Content; updated as necessary to keep it consistent with changes in original document

Kelly Schrank Sherrilyn Chiu

Section Two/Three Minor Separated topics into text level (Section

Three) and document level (Section Two)Kelly Schrank Sherrilyn Chiu

Section Two Minor Added section on Viewing and Hiding Hidden Text


Section Two Minor Changed name of Keeping Headings and Text or Tables/Figures Together section to Using Keep With Next.

Broke into 3 sections: Keeping a Table/Figure Title and the Table/Figure Together, Controlling How a Table Breaks over Multiple Pages (new), Keeping a Heading and the Text that Follows Together


Section Two Minor Added section on Using Track Changes Kelly Schrank Sherrilyn Chiu

Section Two Minor Added section on Adjusting Tabs in Footers Kelly Schrank Sherrilyn Chiu

Section Two Minor Added more detail and changed out graphics in section on footers to reflect changes to footers


Section Three Minor Changed Inserting Accent Marks to Finding or Creating Letters With Accent Marks and added a more detailed section about how to access the Latin subsets


Section Three Minor Added sections on Using Keyboard Shortcuts and Creating Keyboard Shortcuts for Special Characters


Word Tips for Standard Responses Internal Use Only Published August 4, 2017Owner: Kelly Schrank Page ii of 54

Table of Contents

TABLE OF CONTENTS

Introduction............................................................................................................................................... iEdit Log...................................................................................................................................................... i

Section One: Using Endnotes and Cross-references in Microsoft® Word 2016.....................................4Inserting an Endnote................................................................................................................................5Editing an Endnote...................................................................................................................................6Deleting an Endnote.................................................................................................................................7Cross-Referencing an Endnote................................................................................................................7Updating Cross-References Fields..........................................................................................................8Combining Endnotes and Cross-references Using the Hidden Function............................................9Moving an Endnote................................................................................................................................10Finding Endnotes....................................................................................................................................10Replacing the Default Endnote Separator............................................................................................11Removing the Endnote Continuation Separator.................................................................................13Best Practices for Using Cross-References in GMIP Content............................................................13

Step One: Change the “Normal” Font Style to 11 pt Times New Roman....................................................14Step Two: Add Formatted Cross-references..................................................................................................16Step Three: Save Files in the 97-2003 File Format.........................................................................................17Step Four: Look Over Your Document in the Viewer...................................................................................18

Section Two: Document-Level Tips for Microsoft® Word 2016............................................................19Viewing Paragraph/Formatting Marks................................................................................................19

Paragraph Breaks...................................................................................................................................................20Viewing and Hiding Hidden Text..........................................................................................................20Viewing the Ruler...................................................................................................................................21Using the Ruler.......................................................................................................................................22

Lining up Text in Bulleted and Numbered Lists...................................................................................................22Lining up Text in a Reference(s) List....................................................................................................................23

Using Keep With Next............................................................................................................................24Keeping a Table/Figure Title and the Table/Figure Together...............................................................................24Controlling How a Table Breaks Over Multiple Pages.........................................................................................25Keeping a Heading and the Text that Follows Together.......................................................................................27

Adding Footers........................................................................................................................................28Adjusting Tabs in Footers......................................................................................................................32Changing the Default Spell Check Dictionary.....................................................................................33Changing the Signature in Comments..................................................................................................34Using Track Changes.............................................................................................................................35

Turning On Track Changes...................................................................................................................................35Turning Off Track Changes...................................................................................................................................37

Comparing Documents...........................................................................................................................38Reviewing Pane.....................................................................................................................................................41Compared Document.............................................................................................................................................42Original Document/Revised Document.................................................................................................................43

Placing a Bibliography After the Reference(s) List.............................................................................44Section Three: Text-Level Tips for Microsoft® Word 2016...................................................................48

Creating Nonbreaking Spaces...............................................................................................................48Creating Nonbreaking Hyphens............................................................................................................48Finding or Creating Letters With Accent Marks................................................................................49Changing Lower Case Letters to Small Caps......................................................................................52Using Keyboard Shortcuts.....................................................................................................................52

Creating Keyboard Shortcuts for Special Characters............................................................................................53

Word Tips for Standard Responses Internal Use Only Published August 4, 2017Owner: Kelly Schrank Page 3 of 5455

Section One

Section One: Using Endnotes and Cross-references in Microsoft ® Word 201 6

To avoid plagiarism and be transparent with readers, citations and references are used to document the sources used to develop content. Though these terms are often used interchangeably in the literature, in this document, a reference is a source (the actual journal article or poster) and a citation is the information a reader would need to access it. Citations include both the numbered citation used to refer the reader to the reference list, and the actual citation in the Reference(s) list that helps the reader know how to acquire a reference.

Example of a numbered citation: Secondary endpoints related to OCS reduction:1

Example of a citation in the Reference(s) list: 1 Nair P, Wenzel S, Rabe KF, et al. Oral glucocorticoid-sparing effect of benralizumab in severe asthma.

N Engl J Med. 2017;376:2448-2458.

In SRs, a numbered citation links to the actual citation in the Reference(s) list. Word refers to both the numbered citations and the citations in the Reference(s) list as endnotes. Endnotes work in conjunction with cross-references to link readers from the text to the citation in the Reference(s) list.

There are advantages to using endnotes and cross-references in Word: References are automatically numbered as they are added to the document. Proper order of the citation in the Reference(s) list is maintained even as sections are added, deleted,

or moved. Endnotes follow the associated text if the text is copied and pasted to new documents.

Endnotes and cross-references look identical in running text. To see the difference, click the Home tab; then in the Paragraph group, click Show/Hide ¶.

Endnote reference numbers have a dotted line box around them. Mouse over these numbers to see the citation in the Reference(s) list.Cross-reference numbers do not have a box around them. Mouse over these numbers to get a prompt to <Ctrl + Click to follow link> to jump to the endnote numbered citation.

Note: Endnotes are best added while in Print Layout view, though they can be entered in any view (Word 2016’s default view is Print Layout. To check View settings, click the View tab, and click Print Layout).


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This section will cover the following topics:

Inserting an Endnote Editing an Endnote Deleting an Endnote Cross-Referencing an Endnote Updating Cross-references Combining Endnotes and Cross-references Moving or Copying an Endnote Finding Endnotes Replacing the Default Endnote Separator Removing Endnote Continuation Separator Best Practices for Using Cross-References in GMIP Content

Inserting an Endnote

To insert an endnote, perform the following steps:

1. Position the cursor at the insertion point in the text where the numbered citation should appear.

2. To make sure that the endnote settings are correct, click the References tab, and click the dialog box launcher in the Footnotes group.

The Footnote and Endnote window will appear.


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3. Click to select the Endnotes checkbox and select End of Document from the Endnotes drop-down menu.

4. From the Number format: drop-down menu, select 1, 2, 3, ... and click Apply.

5. With the References tab still open, click Insert Endnote.

6. The document will automatically scroll to the Reference(s) list; type the appropriate citation.

7. After typing the citation information:a. Use the scroll bar to move back up into the text field, then click anywhere in the body of the text

to continue working.OR

b. To insert additional endnotes, move the cursor to the appropriate insertion point within the text, and repeat Steps 4 and 5.

Note: When inserting a series of endnotes, separate them by commas. When inserting a comma between the endnote numbers, make it superscript so that the comma is above the line of text (ie, [text]1,2). There should be no spaces between the text and the endnotes, the endnotes themselves, or any of the punctuation and the endnotes.

To format the commas as superscript, perform the following steps:

1. Select the text.

2. On the Home tab, in the Font group, click superscript.

Editing an Endnote

To edit an endnote, perform the following steps:

1. Position the cursor directly over the endnote/numbered citation and double-click the number.

2. The software will move to that citation in the Reference(s) list; make the necessary edits.


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Deleting an Endnote

To delete an endnote, perform the following steps:

1. Select the endnote/numbered citation in the body of the document by dragging the cursor over it. An easy way to do this is to place the cursor immediately before or after the reference number, and then hold down <Shift> while pressing <left arrow> or <right arrow> key as needed.

2. Press <Delete> or <Backspace>, as appropriate. This will delete both the endnote/numbered citation in the body of the document and the citation text in the Reference(s) list. The other endnotes will be automatically renumbered.

Note: Deleting only the citation text of the endnote in the Reference(s) list will leave the reference number in the body of the document. Deleting the reference number in the body of the document deletes both the numbered citation in the body of the document and the citation text in the Reference(s) list.

Cross-Referencing an Endnote

To create a cross-reference for an endnote, perform the following steps:

1. Move the cursor to the desired insertion point for the cross-reference.

2. Click the Insert tab, and click Cross-reference.

The Cross-reference window will appear; the Reference type: drop-down menu defaults to Numbered item.


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3. From the Reference type: drop-down menu, select Endnote. From the Insert reference to: drop-down menu, select Endnote number (formatted).

A list of references will appear.

4. Choose the appropriate reference, and click Insert.

5. After inserting cross-reference(s), click Cancel to close the Cross-reference window.

Note: If inserting multiple references, insert a comma between the cross-references (there should be no spaces between characters) and superscript the commas.

Updating Cross-References Fields

After adding new endnotes into an SR, update the cross-references to link them to the existing (and possibly changed) endnotes.

To update the cross-references fields, perform the following steps:

1. Press <Ctrl+A> to select all of the text in the SR.


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2. Right-click, and select Update Field in the pop-up menu that appears.

Note: If the pop-up menu does not offer the option to Update Field, then there are no cross-references in the document.

After updating the cross-references fields, scan the document for broken endnote links. Broken endnote links will display as follows:

If there are no error messages found, then all endnote links are functional. If an error message is found, re-insert the cross-reference.

Combining Endnotes and Cross-references Using the Hidden Function

If there are 4 or more consecutively numbered cross-references or endnotes listed in a series (1,2,3,4,5), set up the superscripts to look cleaner (1-5) by using the Hidden function.

To use the Hidden function to combine endnotes and cross-references, perform the following steps:

1. Insert all the cross-references and endnotes without commas. Example: (12345)

Note: If there is a series of 4 or more consecutively numbered references that already contain commas, the commas can be deleted before using the Hidden function.

2. Insert a hyphen after the first number and superscript the hyphen. Example: (1-2345)

3. Select the second number, the second-to-last number, and the numbers in between. Example: (1-2345)

4. Press <Ctrl+Shift+H> to format the selected reference numbers as hidden. Example: (1-5)

Note: The default setting in Word 2016 displays hidden text to the user, even though it is formatted as hidden. However, it is possible to configure Word to display hidden text when Show/Hide ¶ is on and hide the hidden text when Show/Hide ¶ is off. See Viewing and Hiding Hidden Text.


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Moving an Endnote

To move an endnote, perform the following steps:

1. In the body of the document, select the endnote/reference number (eg, text1).

2. On the Home tab, click Cut, or press <Ctrl+X>.

3. Move the cursor to the new position.

4. Click Paste, or press <Ctrl+V> (eg, new text1).

The endnotes will be correctly renumbered and the reference citations re-ordered.

Finding Endnotes

To move from one endnote to the next in the document, perform the following steps:

1. Press <Ctrl+Home> to move to the start of the document.

2. With the Home tab open, click the Find drop-down arrow. 3.

4. Select Go To ... .

5. From the Go to what: drop-down menu, select Endnote; then in the Enter endnote number: field, enter the endnote number you want to find.

6. Click Go To.


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Replacing the Default Endnote Separator

The endnote separator is a rule that appears by default in the document between the content of the document and the Reference(s) list as the endnotes are being created. SRs should not include the rule, but should include “Reference(s):” in its place.

To remove the endnote separator and replace it with “Reference(s):,” perform the following steps:

1. Click the View tab, then click Draft.

2. Click the References tab, then click Show Notes.

5. From the Endnotes drop-down menu, select Endnote Separator. A separator bar will appear on the bottom half of the split screen.

6. Select the line, type Reference(s): and then press <Enter>. This will replace the line with the word Reference(s):

7. Select both Reference(s): AND the next line, then right-click the selected section to access the font formatting menu.


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8. Select Font… to open the Font pop-up window:a. From the Font: drop-down menu, select Times New Roman.

b. From the Font style: drop-down menu, select Regular.

c. From the Size: drop-down menu, select 10.

9. Click OK.

10. On the View tab, click Print Layout.


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The endnote separator line should be gone and Reference(s): should appear in its place.

When endnotes extend to a second page, a continuation separator line is also created by default.

Removing the Endnote Continuation Separator

To remove the Endnote Continuation Separator, follow Steps 1 and 2 above in Replacing the Default Endnote Separator, and then perform the following steps:

1. From the Endnotes drop-down menu, select Endnote Continuation Separator. A separator bar will appear on the bottom half of the split screen.

2. Select the line and delete it.

3. Return to Print Layout view.

4. The Endnote Continuation Separator should now be gone.

Best Practices for Using Cross-References in GMIP Content

The Viewer in GMIP Content (Veeva Vault MedComms) sometimes displays text differently than presented in Word; specifically, cross-references may be displayed as regular numbers rather than superscripted numbers and endnotes and cross-references may be displayed in different font sizes. Though the Word documents checked into GMIP Content do not have this issue, a fix needs to be applied because the rendered PDFs that GMIP Content creates (and which are shown in the Viewer) represent what will be fulfilled in GMIP Inquiry.


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To correct these issues, we suggest 4 best practices when working with SRs, which are detailed in the following steps:

Step One Change the “Normal” Font Style to 11 pt Time New Roman Step Two Add Formatted Cross-references Step Three Save Files in the 97-2003 File Format Step Four Look Over the Document in the Viewer

Step One: Change the “Normal” Font Style to 11 pt Times New Roman

This step has already been done for you if you use one of the templates for a new SR; or you can follow the instructions for how to change the default font style and size for an existing SR.

New SR

When creating a new SR, use one of the following templates: SR Template for Global ( https://astrazeneca-gmip.veevavault.com/ui/#doc_info/4099 ) SR Template for US (https://astrazeneca-gmip.veevavault.com/ui/#doc_info/6225)

For information on how to use the SR template, consult the following: Using the Global SR Template (https://astrazeneca-gmip.veevavault.com/ui/#doc_info/62369)

Existing SR

Even though font sizes in existing SRs have been manually changed (for text, tables, and footnotes), the default or “Normal” style for most SRs in GMIP Content is Times New Roman 12 pt font. Therefore, the default for new information (including cross-references and endnotes) is usually Times New Roman 12 pt. Changing the default font style and size and adhering to the additional step when adding formatted cross-references will eliminate the font size issues.

To change the default font size in the document, perform the following steps:

1. From the Home tab, hover over the Normal style in the Styles bar, and right-click* until the pop-up menu shown in the following screenshot is visible. Select Modify from the pop-up menu.

*Be sure to right-click the mouse. Just clicking the Normal style in the Styles bar could change your existing formatting. If you do not see the pop-up menu, click Undo and try to right-click again until the pop-up menu appears.


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Section One

The Modify Style screen will appear:

2. Change the font size under Formatting to 11. Be sure that the font style is Times New Roman.

3. Click OK.

Note: If the workaround for existing SRs does not fix the issue with cross-references, copying and pasting the text into the appropriate template may solve the problem. Be sure to use the paste option for Keep source formatting if given the option.

Paste Content Using Keep Source Formatting

There are a variety of ways to paste text, but the Paste Options: menu is similar for all of them.

Using Keep source formatting pastes the text and keeps its original formatting. To paste using Keep source formatting, perform the following steps:

1. Select the text to copy or cut.

2. Copy or cut the content.

3. Insert the cursor where the content should appear in the new document.


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4. Right-click to access the quick format menu. Under Paste Options:, click Keep source formatting.

The content will be pasted into place and will reflect the original formatting.

Step Two: Add Formatted Cross-reference s

Inserting cross-references using the Endnote number (formatted) option ensures that cross-reference numbers are automatically inserted as superscripted numbers in the correct font size.

To insert formatted cross-references, perform the following steps:

1. Click the Insert tab, then in the Links group, click Cross-reference. From the Reference type: drop-down menu, select Endnote.

2. From the Insert reference to: drop-down menu, select Endnote number (formatted).

3. Select the appropriate reference number, then click Insert. When finished, click Cancel to close the window.

Note: The cross-references will only come through in the correct font size if you have completed Step One.


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Step Three: Save Files in the 97-2003 File Format

Following the steps above will only solve the cross-reference issue if the document is in 97-2003 format.

To save the SR in the appropriate format, perform the following steps:

1. Open the SR, go to File and select Save As. The following screen will appear:

2. Select the destination folder for the document. The following screen will appear:

3. In the File name: box, type the name of the file.

4. Select Save as Type:. From the drop-down menu, select Word 97-2003 Document.

Note: The document is in the 97-2003 format if [Compatibility Mode] is visible in the name of the document across the top of the screen, as shown in the following screenshot:


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Step Four: Look Over Your Document in the Viewer

After checking in your SR, refresh your GMIP Content screen to look over the SR in the Viewer.

Disclaimer: If none of these workarounds fix the issue with cross-references, your file may be corrupted and you may need to recreate your SR with a new Word document by copying and pasting unformatted text into the appropriate template and then reformatting it. Be sure to save the new document in the 97-2003 file format (not docx). Contact an editor if you need assistance.


Section Two

Section Two: Document-Level Tips for Microsoft ® Word 201 6


Viewing Paragraph/Formatting Marks Viewing and Hiding Hidden Text Viewing the Ruler Using the Ruler Using Keep With Next Adding Footers Adjusting Tabs in Footers Changing the Default Spell Check Dictionary Changing the Signature in Comments Using Track Changes Comparing Documents Placing a Bibliography After the Reference(s) List

Viewing Paragraph/Formatting Marks

To view all spaces, paragraph breaks, line breaks, tabs, nonbreaking spaces, nonbreaking hyphens, section breaks, page breaks, and hidden text in a document, turn on the formatting marks.

To turn on the formatting marks, perform the following steps:

1. Click the Home tab, then click Show/Hide ¶.

Here are a few of the marks seen in SRs (marks enlarged to show detail):· space

° nonbreaking space

– nonbreaking hyphen8 line break¶ paragraph break" tab¤ empty table cell/end of table row

keep with next; keep lines together

Note: For a full list of Word’s formatting marks, see http://word.mvps.org/faqs/formatting/NonPrintChars.htm or http://support.microsoft.com/?kbid=901125.

Paragraph Breaks

When looking at an SR with the paragraph marks showing, you can see the final ¶ in a paragraph or bullet, which contains all the formatting relevant to that paragraph or bullet. You can select the paragraph mark,


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copy it, and paste it onto another paragraph or bullet to copy and paste the formatting. You can often change the formatting of the paragraph mark and that may change certain aspects of the bullet or paragraph.

Example: The ¶ at the end of this bullet has been superscripted, so the bullet symbol is superscripted (even though

the text is not). When you change the ¶ back to normal size, the bullet symbol changes back to normal size.

Similarly, the last ¶ in the document contains formatting for the entire document (including header/footer and margin information) or for the last section if there is more than 1 section. If you have ever deleted this last paragraph mark and found strange things happen to your document, now you know why!

Viewing and Hiding Hidden Text

The default setting in Word 2016 displays hidden text to the user, even though it is formatted as hidden. However, it is possible to configure Word to display hidden text when Show/Hide ¶ is on and hide the hidden text when Show/Hide ¶ is off. This enables the user to view the document as the reader will view it. Otherwise, hidden text remains visible to the user until the file is placed into Vault and is converted to a PDF.

To enable this configuration, please perform the following steps:

1. Click the File tab, and click Options.


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2. Click Display, then under Always show these formatting marks on the screen, click to deselect the Hidden text checkbox.

Viewing the Ruler

To view the ruler, perform the following steps:

1. Click the View tab.

2. In the Show group, click to select the Ruler checkbox.

The ruler will appear below the ribbon.


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Using the Ruler

The ruler in Word is helpful for lining up text. The ruler displays the document’s margins and tabs.

Margin Margin

In SRs, using the ruler is helpful for lining up text in footers (above), in bulleted and numbered lists, and in Reference(s) lists.

For more detailed information on how to align the center tab in the footer, see Adjusting Tabs in Footers.

Lining up Text in Bulleted and Numbered Lists

Newly inserted bullets or numbers in a list do not automatically align with the margin, as shown in the following example.

To align the bullet or number with the margin, perform the following steps:

1. Place the cursor at the beginning of the line on which the bullet or number sets.

2. In the ruler, click and hold down the mouse on the small rectangle below the hanging indent arrow and drag it to the left until the left tab arrow reaches the left margin.


Left HangingMargin Tab Indent

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Note: Selecting the arrow directly above the rectangle rather than the rectangle will only move the top arrow, not both; be certain to grab the box beneath the arrows instead.

Lining up Text in a Reference(s) List

A Reference(s) list also requires manual formatting since the text does not automatically align per the style guide, as illustrated by following example.

To align the Reference(s) list, perform the following steps:

1. Select the entire Reference(s) list.

2. In the ruler, move the bottom rectangle one tick mark to the right; then drag the top arrow to the left until it meets the left margin (the grey area on the ruler). Deselect the text.


Left HangingMargin Tab Indent

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3. For reference numbers 1-9, add 1 space between each endnote number and the reference text to align the first word with the text in the hanging indent, as shown in the following example:

Using Keep With Next

The Keep with next function can be used in the following scenarios: Keeping a table/figure title and the table/figure together Controlling how a table breaks over multiple pages Keeping a heading and the text following it together

The following instructions are easier to follow with the paragraph and formatting marks being displayed as discussed in Viewing Paragraph/Formatting Marks.

When you add Keep with Next to a line in a table or paragraph, Word keeps the line that follows together with the line that has the Keep with Next box.

The Keep With Next formatting marks look like black boxes to the left of the text in a document.

Example:

In the example above, Keep With Next is being used to make sure the table title stays on the same page as the table itself and to make sure that the header row of the table stays with the first row of the table below it.

Keeping a Table/Figure Title and the Table/Figure Together

To keep a table or figure with the table/figure number and title, perform the following steps:

1. Select the table number/title and the header rows of the table, or the figure number/title and the figure, then go to the Layout tab.


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2. Click the Paragraph dialog box launcher.

The Paragraph window will open.

3. Click the Lines and Page Breaks tab, then click to select the Keep with next checkbox.

4. Click OK.

The table and the table number/title or the figure and figure number/title should all stay on the same page (sometimes the software will move the title and table or figure to the next page to keep it all together).

Controlling How a Table Breaks Over Multiple Pages

When working with large tables that span more than 1 page, it often is better to have the table break before a new row that includes several lines of text instead of breaking in the middle of a row that includes several lines of text. In these instances, you’ll want to use the Keep With Next function to keep certain rows together, so that related data are kept together.


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Example:

Before (related data are broken between 2 pages):

After (related data are kept together):


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To control whether a table or the rows within it move to the next page, perform the following steps:

1. Click inside the row that needs Keep with Next.




4. Click OK.

The selected row should move to stay together the with row below it.

Keeping a Heading and the Text that Follows Together

To keep a heading and the text following it together, perform the following steps:

1. Select the heading and the blank line after it, then go to the Layout tab.



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4. Click OK.

Adding Footers

All SRs should include a footer that contains the following elements:

First Line: SR number (as provided by GMIP Content) “Information Provided By AstraZeneca Pharmaceuticals LP” Page number

Second Line: Date of last update (“Last Updated [Month XX, 20XX]”)


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To add a footer to an SR, perform the following steps:

1. Click the Insert tab, then click Footer.

2. Select Edit Footer at the bottom of the Built-In drop-down menu.

The footer will open and a new Design tab will open under a new Header & Footer Tools section.


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3. From the Design tab, select Page Number; then select Bottom of Page. From the Built In drop-down menu, select Plain Number 3.

The page number will automatically populate on the right side of the footer.

4. Put the cursor to the left of the page number and type in the SR # provided by GMIP Content (Example: SR-XXXX-ALL-XXXX or SR-XXXX-US-XXXX).

5. Press <Tab> once, and type in “Information Provided By AstraZeneca Pharmaceuticals LP”.

6. Press <Tab> again.

7. The SR number should have moved to the left side of the footer, with “Information Provided by AstraZeneca Pharmaceuticals LP” in the middle of the footer, and the page number still on the right side of the footer.


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8. Put the cursor on the second line and type “Last Updated [Month XX, 20XX].”

9. Select all the text in the footer and change the font to Times New Roman, size 11.

10. Click Close Header and Footer.

Adjusting Tabs in Footers

When updating an existing SR footer with the “Information Provided By AstraZeneca Pharmaceuticals LP” or “Last Updated” information, the center tab needs to be adjusted to make the text look symmetrical.

To adjust the center tab, you can either move manually (as detailed in Using the Ruler) or go into the Tabs window to adjust the tabs automatically.

To adjust the tabs using the Tabs window, perform the following steps:

1. Click within the footer (if you’re not already in it).


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2. Double-click on the center tab in the ruler.

3. Click in the box under Tab stop position:.

4. Type in 3.81″ and click to select the Center checkbox. (The Default tab stops: defaults to 0.5 and Leader defaults to 1 None, which is appriopriate for SRs.)

5. Click Set.

6. Ensure there is a right tab at 6.5″. (If there is not, follow steps 3-5, but type in 6.5″ and click Right.)

7. When you’re done making changes to the tabs, click OK.

Changing the Default Spell Check Dictionary

When working with SRs created in a different country, it may be necessary to change the original target language (ie, the default language of the people who created the document) and localize the text to fit the new local audience. The easiest way to do this is by conducting a spell check in the preferred target language. Though the Spelling & Grammar preferences may be set to the preferred target language, the document itself may still be set to the language of the people who created it (ie, the default language).

To change the document’s default language to the preferred target language, perform the following steps:

1. Press <Ctrl+A> to select all the text in the document.

2. In the Review tab, click the arrow below Language in the Language group.


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3. Select Set Proofing Language.

4. Select the target language; eg, English (United Kingdom) or English (United States) or whatever is pertinent for your location, and click Set As Default.

5. The pop-up window will ask whether to change the default language; click Yes, and then click OK.

6. To run a Spell Check, stay on the Review tab, then click Spelling & Grammar to complete the Spell Check in the new default language.


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Changing the Signature in Comments

Comments in Word are presented with a signature, as assigned in Word Options. Sometimes the signature defaults to the user’s PRID and at other times to a random abbreviation. The signature can and should be changed to a unique signature if the user is working with many reviewers in Word.

To change the signature, perform the following steps:

1. Click the File tab, then click Options.

2. Navigate to the Personalize your copy of Microsoft Office section of the screen.

3. In the User name: box, include your first and last name. In the Initials: box, include your first name (if it is unique) or a combination of your first initial and last name. Then click OK.

Note: There’s a limit of 9 characters in the Initials: box.

Using Track Changes

It’s often helpful to track changes when updating an SR or reviewing an SR for someone else.


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Turning On Track Changes

To turn on track changes, perform the following steps:

1. From the Review tab, go to the Tracking group and click Track Changes.

2. Click the arrow in the Display for Review drop-down menu to choose Simple Markup, All Markup, No Markup, or Original.

Note: The differences between these markup displays include the following: Simple Markup: Tracks all edits, but only displays red lines to the left of the lines containing edits to

let you know there are edits there (often the default view) All Markup: Shows all edits as they are made No Markup: Tracks edits and displays changed content as edits are made, but does not show tracked

edits Original: Displays the original document, without edits; changes cannot be made in this view

3. Click the arrow in the Show Markup drop-down menu to choose whether to see Comments, Ink, Insertions and Deletions, and/or Formatting.

Note: Examples of what these markups display include the following: Comments: Notes left by the editor or reviewer to explain an edit or ask a question Ink: Not relevant/available Insertions and Deletions: Text added and deleted Formatting: Formatting of text, tables, adding or deleting Keep with next,

superscripting/subscripting numbers or text, adjusting indents


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Turning Off Track Change for Formatting

As shown in Step 3 above, you can choose to turn on or turn off the display of formatting changes. If you click Formatting to deselect that option, you will continue to track formatting changes, but those changes will not appear in that markup view.

You can also turn off the tracking of formatting changes altogether for a document. Formatting changes can be made but will not be tracked.

To turn off track changes for formatting in a document, perform the following steps:

1. From Review tab, go to the Tracking group and click the dialog box launcher.

2. This will open the Track Changes Options window.

3. Click Advanced Options, which will open the Advanced Track Changes Option window.


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4. In the Formatting section, click to deselect the Track formatting checkbox. From that point forward, formatting changes will not be tracked.

Note: Formatting changes made before deselecting Track formatting are retained; however, they can be hidden as discussed in the previous section.

Turning Off Track Changes

To turn off track changes, perform the following steps:

1. From the Review tab, go to the Tracking group and click Track Changes.

Comparing Documents

To compare 2 documents (eg, to see if 2 documents are the same or to find the most current version), perform the following steps:

1. Locate both files, and make sure the file names are easy to differentiate.

2. Do NOT open either of the documents.

3. Open a blank Word document.

4. Click the Review tab. In the Compare group, select Compare; then select Compare from the drop-down menu.

5. Click the Original document arrow to scroll for the document. Select a document already listed (ie, a document accessed recently), or select Browse... to look in Windows Explorer for the document.

Note: For the Original document, choose the file that you started with. The Revised document should be the file you made the changes to.


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6. After selecting the original document, click the Revised document arrow to scroll for the second document. Select a document already listed (ie, a document accessed recently), or select Browse... to look in Windows Explorer for the document.

7. If it is necessary or desired to be more specific, click More > > .

The expanded window and some of the options available will appear:

Note: The following steps (and screen shots) assume the default options shown in the preceding screenshot.


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8. Click OK. The changes will appear in a new document that looks like the original document, but contains changes from the revised file that are tracked and added to it.

9. To view the comparison screens, click Compare and select Show Source Documents. Then select Show Both.

10. A new view will appear:


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Note: If the 2 documents are the same (no changes or differences between them), the following message will appear.

If there are differences, there are several ways to view them:

Reviewing Pane Compared Document Original Document/Revised Document

Reviewing Pane

To see every detail of the changes made to the revised document, look in the Reviewing Pane on the left side of the screen.

The Reviewing Pane can be seen in vertical orientation (as shown in the previous screen shot) or in horizontal orientation. To change orientation, click the Review tab. In the Tracking group, select “Reviewing Pane Vertical” or “Reviewing Pane Horizontal” from the Reviewing Pane drop-down menu.


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Compared Document

To see the 2 documents combined with all changes shown on the screen, look in the Compared Document pane located in the middle of the screen.

Note: To see the changes tracked, click the Tracking group in the Review tab and select All Markup.

Original Document/Revised Document

To compare how a specific document looks in either the original or the revised version (as opposed to the combined version), look at the Original Document (top) and the Revised Document (bottom) panes, which are found on the right side of the screen in the following screen shot).


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The Original Document is the document chosen in Step 5, and the Revised Document is the document chosen in Step 6.

Viewing Compared Documents

There are many ways to view the comparisons.

If having all the panes open at the same time is too cluttered or confusing, close any of them by clicking the X at the top of the pane.

To view the panes in a different arrangement, perform the following steps:

1. Click the Review tab, then select Show Source Documents in the Compare group.

2. Select Hide Source Documents, Show Original, Show Revised, or Show Both, depending on what you want to view.

Placing a Bibliography After the Reference(s) List

There are times when having endnotes placed at the end of a document is not ideal. For example, in an SR that includes both a summary of data and a bibliography, it may be preferable to have the Reference(s) list appear after the summary of data and before the bibliography rather than following the bibliography.


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The endnote function offers an option to change the placement of citations from the end of a document to the end of a section.

To change placement of the Reference(s) list, perform the following steps:

1. Click anywhere in the Reference(s) list.

2. Click the References tab.

3. Click the dialog box launcher in the Footnotes group.

4. The following menu will appear. Under Location, click Endnotes and from the drop-down menu, select End of section.


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5. Under Format, next to Number format, select 1, 2, 3 . . . from the drop-down menu; then click Apply.

Note: It won’t be apparent that this change has been applied until the next step. If the next step works, then endnotes settings were changed to “End of section.”

6. Place the cursor before the last paragraph mark before the Reference(s) list.

7. Click the Layout tab. From the Page Setup group, click Breaks.

8. Under Section Breaks, select Next Page.


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9. Click the Layout tab, then click the dialog box launcher in the Page Setup group.

10. The Page Setup window will appear. Click the Layout tab. Ensure that the Section start: drop-down menu says New page and that Suppress endnotes is not selected; then click OK.

11. Navigate to a blank page after the Reference(s) list, then enter the bibliography or literature search information.

Note: If the preceding steps did not work, try the following:

1. Perform steps 9 and 10.

2. Perform steps 1-8.

3. Perform step 11.

DISCLAIMER: There are rare times when these steps do not work. It may be due to working with files that have become corrupt, working in Track Changes, or something else. Creating a new Word document from the template (and copying and pasting the content into it) may eliminate the problem.


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Section Three: Text-Level Tips for Microsoft ® Word 2016


Creating Nonbreaking Spaces Creating Nonbreaking Hyphens Finding or Creating Letters With Accent Marks Changing Lower Case Letters to Small Caps Using Keyboard Shortcuts

Creating Nonbreaking Spaces

A nonbreaking space is used to prevent multiple words in a phrase or term (eg, type 2 DM) or a number and a unit of measure (eg, 400 mg/day) from separating if they fall at the end of a line. When a nonbreaking space is inserted between the two items, Microsoft Word will move both words to the beginning of the next line.

To insert a nonbreaking space, perform the following steps:

1. Select the existing space.

2. Press <Ctrl+Shift+Spacebar>. The regular space will be replaced by a nonbreaking space, and the words or the number and unit of measure will appear together on the next line (eg, type 2 DM, 400 mg/day).

Note: Word uses this symbol (º) to represent a nonbreaking space.

Example of a paragraph without a nonbreaking space:

Example of a paragraph with a nonbreaking space:

Creating Nonbreaking Hyphens

A nonbreaking hyphen is used to prevent words or terms (eg, placebo-controlled, LDL-C, beta2-agonist) connected with a hyphen from breaking if the first word or section of the term and the hyphen fall at the end of a line.

To insert a nonbreaking hyphen, perform the following steps:

1. Select the existing hyphen.


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2. Press <Ctrl+Shift+Hyphen>. The regular hyphen will be replaced by a nonbreaking hyphen and the 2 words will appear together on the next line.

Note: The nonbreaking hyphen is longer than a normal hyphen when viewed in Word with Show/Hide ¶ activated. When Show/Hide ¶ is turned off, the nonbreaking hyphen appears normal, and it prints the same as a normal hyphen.

Finding or Creating Letters With Accent Marks

If a name or word requires an accent mark on a letter, there are subsets of symbols that may contain the letter with the accent mark that you need; there is also a subset of symbols that contains the “diacritical marks” you would need to add to a letter if you can’t locate the letter you need.

Most of the symbols needed are in the Latin subset. To access these symbols from the Latin subsets, perform the following steps:

1. Select the letter that needs the accent.

2. Click the Insert tab.

3. Click the Symbol arrow, then select More Symbols.

4. Click the Symbols tab.

5. Change the Font from Symbol to [normal text].


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6. From the Subset drop-down menu, select Basic Latin.

7. The Latin subset will appear in the table below the Font: and Subset: drop-down menus. Scroll through the symbols, then click a symbol to select it.

8. Click Insert.

If the letter needed is not in one of the subsets, the diacritical marks can be used to create the letter with the appropriate symbol. To access diacritical marks, perform the following steps:

1. Place the cursor AFTER the letter that needs the accent (eg, after the “a” or “e” for a, or e) or diaeresis (eg, after the “o” for o).

2. Click the Insert tab.

3. Click the Symbol arrow; then select More Symbols.


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4. Click the Symbols tab.

5. Change the Font from Symbols to [normal text].

6. From the Subset drop-down menu, select Combining Diacritical Marks.

7. The diacritical marks will appear in the table below the Font: and Subset: drop-down menus. Scroll through the symbols, then click a symbol to select it.

8. Click Insert.


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Changing Lower Case Letters to Small Caps

To change lower case letters to small caps, perform the following steps:

2. Type the text (eg, am or pm) in lower case letters, then select the text.

3. Click the Home tab; then click the dialog box launcher in the Font group.

4. In the Effects section, click to select the Small caps checkbox.

4. Click OK.

Using Keyboard Shortcuts

Keyboard shortcuts can save time when an action requires a long series of steps to complete. The following keyboard shortcuts help with common actions in Word.

To superscript text, perform the following steps:

1. Select text, then press <Ctrl+Shift+Plus sign>.


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To subscript text, perform the following steps:

1. Select text, then press <Ctrl+Equal sign>.

Note: For a full list of Word keyboard shortcuts, see https://support.office.com/en-US/article/Keyboard-shortcuts-for-Microsoft-Word

Creating Keyboard Shortcuts for Special Characters

Some special characters do not have keyboard shortcuts, but they can be created if needed.

To create a keyboard shortcut for a special character, perform the following steps:

1. On the Insert tab, click the Symbol arrow.

2. From the Symbol drop-down menu, click More Symbols.

3. The Symbol window will appear. Click the Special Characters tab.

4. Click the symbol that needs a shortcut key, then click Shortcut Key….


https://support.office.com/en-US/article/Keyboard-shortcuts-for-Microsoft-Word-on-Windows-95EF89DD-7142-4B50-AFB2-F762F663CEB2

https://support.office.com/en-US/article/Keyboard-shortcuts-for-Microsoft-Word-on-Windows-95EF89DD-7142-4B50-AFB2-F762F663CEB2

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5. Press the key combination of your choosing (in this example, <Ctrl+Alt+Shift> was used).

6. The key combination will appear in the Press new shortcut key: field.

Note: A notice below the “Current keys” field will alert you if the key combination is currently assigned to a command.

If the key combination is available:

7. Click Assign to assign the shortcut to the special character.

8. Click Close.

9. Test your new shortcut to ensure it is working properly.
