AuxiTrooper
01-01-2008, 11:59 AM
This doesn't seem to be mentioned anywhere on officer.com so I thought I would help out a few people, when I learned this it helped me quite a bit.
Everyone wants to look professional and if you have a typed application instead of a handwritten one everyone seems to agree that's a big plus for any applicant.
The problem is that most departments give you a hardcopy of an application or ask you to print a .pdf version. The only time that you're in luck is if you can download a .doc (microsoft word document) and edit the file yourself, and even then you can change margins and screw up the layout of the application just trying to fill it out. It seems to be a very rare occasion that you download and open an application with editable fields (places where you can type directly into the document).
The other alternative is using a typewriter, it seems like a lot of people don't know what those are anymore :-) A typewriter can solve your problem but it's also a pain to line up each field and get each one looking the same way. It's difficult to not have your letters end up below the line or floating above it.
What You Can Do
If you're given the chance to download an application DO IT!
For a .pdf or .doc:
You'll need to download Adobe Acrobat 8.0 (or any recent FULL Version, NOT just adobe acrobat reader, this will not work [in most cases])
You can download and use a full version for free from the Adobe website. http://www.adobe.com/products/acrobatpro/tryout.html?promoid=BONQG You'll need to register (free) in order to download the program.
Install and open the program and open your file, yes you can open .pdf AND .doc files with 8.0.
Next go to tools and select typewriter. This will allow you to click anywhere in the document and start typing. It gives the neat "typewriter" appearance you're going for without having to line up the typewriter, or without needing to start over with ever mistake or use whiteout.
You can save and print your document when you're done.
This is free to do as long as you do it before the 30-day trial is over. After that you need to purchase a license from Adobe.
If you are handed a hardcopy get it scanned. Most public libraries seem to have scanners now, OR check with a local college or university (all three around me have libraries open to the public with scanners). Scan it, save it (not as an image file) and open it with the Adobe program you've installed; complete the above.
Document Conversion:
For those of you who put forms online for people to download I would have to suggest that you use .pdf instead of .doc files. A .pdf file looks much more professional and there is easier for the creator to prevent the end-user from accidentally chaging the layout.
Seeing all those red and green underlines doesn't add to professionalism, for some reason, opening a .pdf file does. Opening a file I can edit seems to lack professionalism and give the impression that nobody in the agency is computer savvy. So you should always present documents to the public (applications, press releases etc) in Adobe .pdf files, AND IT'S FREE!
You don't need to download anything serious for this to happen and you create your documents in Microsoft Word just like you have been doing.
Go to this site: http://www.cutepdf.com/Products/CutePDF/writer.asp, it's free, never costs a dime.
This will install a "printer" on your computer that will not create a hardcopy (yet) but when selected, will "print" your microsoft word document to a .pdf! You can then print the document as you would any other file after the conversion is complete (conversion time is comparable to printing a single page document).
With cutepdf you can set security permissions, prevent the document from being edited or reproduced. It creates a much cleaning presentation. AND if the document needs to be edited or filled in by anyone they can do it by hand or use the instructions above!
DON'T Use online conversion services for documents
There has been a steady increase in the number of websites that offer to convert one file format to another, for free. These sites work well for converting images, audio, and video files, NOT for word documents or .pdf files. The margins and forms can convert incorrectly or they will only be copied to an image file, this is of no use to you.
I hope this is useful to at least one person.
Everyone wants to look professional and if you have a typed application instead of a handwritten one everyone seems to agree that's a big plus for any applicant.
The problem is that most departments give you a hardcopy of an application or ask you to print a .pdf version. The only time that you're in luck is if you can download a .doc (microsoft word document) and edit the file yourself, and even then you can change margins and screw up the layout of the application just trying to fill it out. It seems to be a very rare occasion that you download and open an application with editable fields (places where you can type directly into the document).
The other alternative is using a typewriter, it seems like a lot of people don't know what those are anymore :-) A typewriter can solve your problem but it's also a pain to line up each field and get each one looking the same way. It's difficult to not have your letters end up below the line or floating above it.
What You Can Do
If you're given the chance to download an application DO IT!
For a .pdf or .doc:
You'll need to download Adobe Acrobat 8.0 (or any recent FULL Version, NOT just adobe acrobat reader, this will not work [in most cases])
You can download and use a full version for free from the Adobe website. http://www.adobe.com/products/acrobatpro/tryout.html?promoid=BONQG You'll need to register (free) in order to download the program.
Install and open the program and open your file, yes you can open .pdf AND .doc files with 8.0.
Next go to tools and select typewriter. This will allow you to click anywhere in the document and start typing. It gives the neat "typewriter" appearance you're going for without having to line up the typewriter, or without needing to start over with ever mistake or use whiteout.
You can save and print your document when you're done.
This is free to do as long as you do it before the 30-day trial is over. After that you need to purchase a license from Adobe.
If you are handed a hardcopy get it scanned. Most public libraries seem to have scanners now, OR check with a local college or university (all three around me have libraries open to the public with scanners). Scan it, save it (not as an image file) and open it with the Adobe program you've installed; complete the above.
Document Conversion:
For those of you who put forms online for people to download I would have to suggest that you use .pdf instead of .doc files. A .pdf file looks much more professional and there is easier for the creator to prevent the end-user from accidentally chaging the layout.
Seeing all those red and green underlines doesn't add to professionalism, for some reason, opening a .pdf file does. Opening a file I can edit seems to lack professionalism and give the impression that nobody in the agency is computer savvy. So you should always present documents to the public (applications, press releases etc) in Adobe .pdf files, AND IT'S FREE!
You don't need to download anything serious for this to happen and you create your documents in Microsoft Word just like you have been doing.
Go to this site: http://www.cutepdf.com/Products/CutePDF/writer.asp, it's free, never costs a dime.
This will install a "printer" on your computer that will not create a hardcopy (yet) but when selected, will "print" your microsoft word document to a .pdf! You can then print the document as you would any other file after the conversion is complete (conversion time is comparable to printing a single page document).
With cutepdf you can set security permissions, prevent the document from being edited or reproduced. It creates a much cleaning presentation. AND if the document needs to be edited or filled in by anyone they can do it by hand or use the instructions above!
DON'T Use online conversion services for documents
There has been a steady increase in the number of websites that offer to convert one file format to another, for free. These sites work well for converting images, audio, and video files, NOT for word documents or .pdf files. The margins and forms can convert incorrectly or they will only be copied to an image file, this is of no use to you.
I hope this is useful to at least one person.