Creating Documentation
Professional documentation uses consistent formatting: a table of contents, headers & footers, tables, correct page setup, page numbers, and proper indents & spacing.
Learning Objectives
- 12.2.1.1 Use a table of contents when documenting a project
- 12.2.1.2 Use headers and footers when documenting a project
- 12.2.1.3 Use tables when documenting a project
- 12.2.1.4 Set page parameters when documenting a project
- 12.2.1.5 Set page numbers when documenting a project
- 12.2.1.6 Set indents and line spacing when documenting a project
Conceptual Anchor
The Textbook Analogy
A well-designed textbook has a table of contents (you can jump to any chapter), page numbers (easy to refer to), headers showing the chapter name on each page, and consistent formatting. Your project documentation should follow the same standards.
Rules & Theory
Table of Contents (ToC)
| Feature | Details |
|---|---|
| Purpose | Lists all sections/headings with page numbers for easy navigation |
| How to create | Use heading styles (Heading 1, 2, 3) → Insert → Table of Contents (auto-generated) |
| Updating | Right-click the ToC → "Update Field" after adding/removing content |
| Best practice | Place on a separate page after the title page |
Headers & Footers
| Element | Typical Content |
|---|---|
| Header | Project title, chapter name, author name, logo |
| Footer | Page number, date, "Confidential", school name |
| Different first page | Title page often has no header/footer — use the "Different First Page" option |
Using Tables
| When to Use | Example |
|---|---|
| Comparing options | Feature comparison table |
| Organizing data | Test results, user survey data |
| Schedule/timeline | Gantt chart / project timeline |
| Specifications | Hardware/software requirements |
Page Parameters & Formatting
| Parameter | Standard Setting |
|---|---|
| Page size | A4 (210 × 297 mm) |
| Margins | Top/Bottom: 2 cm, Left: 3 cm (for binding), Right: 1.5 cm |
| Orientation | Portrait (landscape for wide tables/diagrams only) |
| Font | Times New Roman 12pt or Arial 11pt |
| Line spacing | 1.5 lines (standard for academic documents) |
| Paragraph indent | First line: 1.25 cm |
| Page numbers | Bottom center or bottom right; start numbering from page 2 (title page has no number) |
| Alignment | Justified (both left and right edges aligned) |
Auto vs Manual ToC
Always use automatic table of contents (based on heading styles). Manual ToC becomes wrong as soon as you add/remove a page. Auto ToC updates with one click.
Worked Example
1 Creating a Professional Document (MS Word / Google Docs)
STEP-BY-STEP:
1. Set Page Layout:
- Page Setup → A4, Margins (Top/Bottom: 2cm, Left: 3cm, Right: 1.5cm)
2. Apply Heading Styles:
- Title → "Heading 1" style
- Sections → "Heading 2" style
- Subsections → "Heading 3" style
3. Insert Table of Contents:
- Place cursor after title page
- Insert → Table of Contents → Automatic Table 1
4. Add Headers/Footers:
- Insert → Header → Type project name
- Insert → Footer → Insert Page Number
- Check "Different First Page" to hide on title page
5. Format Paragraphs:
- Select All → Line Spacing: 1.5
- First Line Indent: 1.25 cm
- Alignment: Justified
6. Insert Tables:
- Insert → Table → Choose rows/columns
- Add header row, apply bordersCommon Pitfalls
Not Using Heading Styles
If you just make text bold and bigger instead of using Heading styles, the auto-ToC won't work. Always apply Heading 1/2/3 styles from the Styles panel.
Tasks
Create a document with: title page, auto-generated ToC, headers/footers, at least one table, correct margins, line spacing 1.5, and page numbers starting from page 2.
Why is it important to use heading styles instead of manually formatting headings?
Self-Check Quiz
Q1: How do you create an automatic table of contents?
Q2: What should go in headers and footers?
Q3: What is the standard line spacing for academic documents?