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How to Write a Professional Report

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❶A reader can use this to refer related information elsewhere in the same document. Word cannot create a cross-reference for something that does not exist.

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Writing a Report
Professional Report Template to Print
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Are there different levels of readers who will read the report? Decide on the primary audience and then script the report at the adequate technical level. The secondary audience can be supported with supplemental information at the end of the report. You must know what you are talking about. So, research the topic, and include all the relevant information to prove your point.

The information must be correct, current, and well-referenced. Also use a variety of resources such as journals, newspaper articles, books, websites, brochures, raw data, annual reports, and speeches to help support your point. You have done the research. Prepare the final outline of the report which will be the chart of waypoints to help you navigate from start to finish.

The outline is the blueprint. They can be vital for brainstorming and mind maps too. Here are eight Word templates for your ideation needs. Once you have structured your report, it is time to fill out the headers with content. I personally find it best to tackle a little bit of each section, and then bulk it up with information. Make sure you focus on presenting your ideas and using supportive evidence rather than spelling and grammar first. Outline your argument and write a few sentences that cast your main ideas.

If you find something worth quoting, quote it. Once the majority of your text is written, it is now time to read through it and make sure it flows well.

You can even use AutoCorrect to speed up your typing. Read More , and double-check all relevant information and its logical flow. It is best to leave at least one day to check and proofread your work. Get some sleep, and proofread it the next day. Before you go and submit or hand in your report that you have worked so hard on, make sure you have done the following:. Microsoft Word is a big howitzer with many nuts and bolts.

The Microsoft Word features we will cover below are also productivity shortcuts that will make your job easier. But sometimes we might want to paste the copied data into another format, such as Excel data as an image. With the Paste Special command you can discard or specify the format when you paste a picture, presentation data, table, or object from any other program into Word. If you just copy what you want and click paste, you will notice that it will insert the data as tables.

But, if it is a large area of cells you want to paste, and you do not want to edit it, you may want to paste it as an image, with the extra option to edit it. You can resize the data as it was an image, and if you double click, you will be able to edit the values. You can change the table or chart and redesign it. And, if you update the data in the chart or table in Excel, you can automatically refresh the chart in Word.

We'll show you all the tricks. The Microsoft Office Support page also describes them in detail. Yes, there is Google and Wikipedia. But constantly switching from Word to your browser can hamper your productivity. Office brings in powerful research integration to this grunt work.

The Researcher can not only help you find content from within Microsoft Word but also help you quickly add citations.

It uses the Bing Knowledge Graph to find the right content to support your document. A pane will open on the right with the search options. The Results pane shows a list of sources you can use in your document. Choose a topic to explore in detail. Add the topic to your Microsoft Word document with a click on the plus sign on the top-right. You can also click the plus sign on any result to cite the source in your research document.

The cite source helps you support your research with web sources and books. As we will see later, an annotated bibliography is one of the toughest parts of a document. The Researcher is an intelligent assistant who steps in. You can split the Word window into two panes so that you can view two different parts of a document at the same time. It is a valuable time saver when you want to copy and paste parts from one place to another or refer to one part of the document while working in another.

The Windows group gives you several options to change the way you work with two or more documents. The features are self-explanatory. To scroll both documents at the same time, click Synchronous Scrolling in the Window group on the View tab. You can also click on View Side by Side to put two parts of the document next to each other. Use Split View to display two different layouts — for instance, Print and Outline. Then, click in the pane that you want to change, and then select a different layout on the View tab.

The presentation of a report is what gets someone to read a report in the first place, and that is why it is crucial that your report is well presented. If you had the choice of four reports to read, what will you choose?

You will pick up the fourth report because it will pull you towards it by the visual appearance alone. The front cover is not the only reason. A well-designed report is easier to read. That is why you need to spend some time on your headers and footers, and the different styles and themes. In short — the formatting of every element in the report. Formatting may seem like a difficult chore, but it is a fun exercise that will exercise all your creative muscles.

The key takeaways will be the skills you can apply to anything in Microsoft Office going forward. And the time you will save with all the productivity tips learned here.

Microsoft Word has a wealthy set of features. These are only some of the ways that your report design can stand out from the rest and be professional.

The first page is the first point of contact with your reader. It is also your opportunity to make a favorable impression. All you have to do is marry one to the theme of the report. Microsoft Word offers you 16 pre-formatted templates and three more on Office. So, why not customize it, and make it a bit more unique. The cover page is the first thing people will see of your word document. We show you how you can make that first impression a great one. Read More that can be an original in the stack.

Save it as a template or easily change the design on the fly. Good readers scan first and then dive deep. A table of contents provides the waypoints that help both. Also, you can easily keep it updated when you want to change something. There are also templates you can download and fit it around the nature of the content. We show you how to create your own table of contents in four easy steps. Create the outline and use heading styles to organize the hierarchy.

Apply the automatic TOC tool to the heading styles. Word searches for those headings and then inserts the table of contents into your document.

Then you can automatically update your TOC if you make changes in your document. For more hands-on control, you can also use the Manual Table of Contents style. Word inserts placeholder text and you have to insert and format each content in the list. Headers and Footers are important in reports as the main purpose is to provide information about the report on every page. They are the common display areas for page numbers. The header of the document should contain the title of the report, and possibly the name of who created it.

The title of the current section is helpful. The footer, on the other hand, should include the page numbers, date of publication, and other administrative information that is required. We show you what you need to know about footnotes.

Select Insert , then select either Header or Footer from the group. The built-in gallery shows you several options you can choose from.

The header and footer space is inserted in your document with placeholder text or table. You can start with a blank header and footer. Master the header and footer space if you want to create custom letterheads for your organization. You can use brand elements like company or organization logos at the top and neatly formatted footnotes at the bottom. I selected Facet from the gallery. The final look took two minutes to put together with simple text effects and an icon sourced from the Microsoft Office icon gallery.

The header and footer are in place. But, how do you know where you are in the document? Insert page numbers as the next important signpost. Page numbers look best in the footer unlike in the header as in the image above. You can also add it from the Design tab that appears when you add the header and the footer.

You have a lot of control over page numbers. Choose from a wide range of number formats and customize them to your needs. In this case, we are adding the number to the footer, but you can put them at the top or even at the margins.

In this example, I have placed the page number at the bottom left. But, I would like to change the default look and the format. Select the page number. From the drop-down menu, select Field. You can also reach the Field dialog from the Header and Footer Design tab. Choose NumPages from the long list of field names. From the box on the right, you can pick a specific format. I selected the usual 1, 2, 3. Now all you have to do is add your text such as Page X of XXX, and change the look of the numbers with the usual text formatting tools available from the Home tab.

Design the look on any page number in your document and Word updates all the remaining automatically. Page numbers are the most common elements in a footer, but it can also hold any other information like the header. From the options in the Insert group, you can add the date and time, document info, pictures, and more to your header or footer.

Formatting is also an essential step for a document that flows well. So, you must focus a lot of energy on picking the right font, paragraph space, and the colors. Even, the artistically challenged will find this part easy because Microsoft Word comes packaged with default themes and visual styles.

We show you how to add that final touch in Microsoft Word. Read More not only determines how the text stands out but also how it is printed. You want both for maximum impact. You can apply a typeface i. All font choices are available from the Home tab. The default font in Microsoft Word is Calibri. Look beyond that as you have lots of others to choose from. So make sure you choose a font that is easy to read and suits the report.

Baskerville and Georgia are good alternatives to the over-used Times New Roman. Try different font pairing for the body text and Headings and Subheadings. Several websites like FontJoy and TypeWolf will help you experiment with font pairings. You can download and use custom fonts too.

But remember the thumb-rule — never use more than three different typefaces in a document. How do you create a drop cap in a Microsoft Word document? Let's go through the simple creative process.

If you want to have your lines double spaced, or single spaced, you need to change the format of the paragraphs. To change the paragraph for the whole document, it is best that you select each block of text; otherwise, if you are using headers in your report, they will change too. Another better option is if you customize the particular style you are using to format the paragraph.

Right click on the style you want to change and select Modify. Now, change the spacing, indentation, and alignment for the paragraph. Click OK to close the dialogs. Right click on the highlighted text and select Paragraph. The same dialog box as above will appear. A page break — by its very name — splits a continuous block of text across two pages. Page breaks are important structural elements for long documents.

Word automatically inserts a page break at the end of the page. But in a long document, you can place page breaks where you want them. But what if you want to keep a bunch of lines together on a page or column and not have them separate because of a page break?

The layout is in your control. Click the tiny arrow you see in the bottom right of the Paragraph group. Select from these four pagination options: This application features a surprising number of underused tools and options.

We have unearthed seven and will show you how to use them. But I think you should use them at every opportunity to save a lot of time.

But what is the difference between a theme and a style? Themes provide a quick way to change the overall color and fonts. If you want to change text formatting quickly, Word Styles are the most effective tools. So, as themes control the general look with color, effects, and fonts — start with a good theme for your document first. Then , use Styles to dig into the specific portions you want to change the appearance for.

Go to the Design tab. Pick a theme from the gallery. You can see previews of what the color combination is like. Select the part of the text you want to change. Go to the Styles group on the Home tab. You can see previews of what they look like. Choose the Style that is suitable for your content. For instance, choose a heading style for the headings in your document. Or, a particular style for any quotes. You can also modify an existing style and create new styles from scratch.

Every picture, chart, or illustration needs a caption to clearly describe it. It is a single line of text, usually located below a graphic. Captions are also an important reference when you need to mention them in another place. Many documents omit this small detail. It is easy to add a caption. Right-click the illustration you want to add a caption to. In the dialog box, add your caption text and configure the remaining options.

Captions can be automatically referenced in Word. Professional documents can get repetitive. This is why you should start using Quick Parts for boilerplate content you reuse all the time. Or, some introductory information. Instead of repeated copy-paste, save them as Quick Parts and re-use them again and again. Quick Parts is also a type of building block. You can see the gallery of all reusable blocks of content in the Building Block Organizer.

Place your cursor where you want to insert a selection from the Quick Parts Gallery. Then click the sentence, phrase, or other saved selection you want to reuse. Word has retained the old AutoText feature. It works like Quick Parts for any block of text that you use a great deal. A note you want to use with every document. A set of constant properties that you can include with every document.

Company name or author. Write in a brief, concise manner because your readers are already familiar with your points. List all of the sources of information that you used during your research report writing.

In your appendices, include data tables, background calculations, specification lists for equipment used, details of experimental configuration, and any other information that is necessary for completeness but would bog down discussion in the body of the report. Your appendices must each have a footer with a page number. We hope that you found these report writing tips to be useful!

Even though there are many variations of report writing, these tips form a solid foundation for you to start writing any report.

Good luck with your report writing, and be sure to check out our blog for other writing tips and ideas for your next assignments! I was recommended this website by way of my cousin. I am not certain whether this post is written via him as no one else know such detailed approximately my problem.

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Professional report writing needs a different set of skills. Many professional reports — for instance, a legal document — need to retain the format as intended. Save or convert a copy to PDF. Microsoft Word does not need any third-party add-ins.

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Well-written professional reports not only provide useful information in clear and concise ways, but they also help to establish the author's credibility and authority on the subject matter. Avoid the pitfall of a poorly organized report by preparing before you even start to write. Use the draft stage to commit your.

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Professional report writing services at your disposal: % plagiarism free High quality results by the deadline Specialists educated in your education field. Aug 19,  · How to Prepare a Professional Report. Every professional has to create a Report at some point or at later stages of his life. This article will explain to you how to prepare a professional report. Be clear about your Topic or company on 78%().

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In order to make out how to write a professional report, it is necessary to research the needed topic and make sure to have relevant information about the selected issue. Professional reports are assessed by the opportunity of the writer to follow the organizational requirements while filling the content with engaging, formally written . The professional report writing cover page template is the style or format which makes building a professional report easy and stylish. When you have no other design or idea to work on and need a quick solution, then, use of this format can be a very smart choice.