Using MS. Word to manage CALL Material

Here is a guide on how to turn MS Word into a **"Command Center"** for your Call Material (Lesson Plans, Meeting Agendas, or Teaching Scripts).

## **MODULE: Designing a "Call Sheet" in MS Word. 

Goal: Create a high-utility document that allows you to find information instantly while speaking, without getting lost in walls of text. 

### **1. The "Navigation Pane" Setup (Crucial) 

*Stop scrolling endlessly. Use the Navigation Pane to jump between sections instantly.*

  How to do it:

    1.  Go to the **View** tab on the top ribbon.

    2.  Check the box for **Navigation Pane**(it will appear on the left).

    3.  **Apply Styles:** You *must* use Heading Styles for this to work.

          * Highlight your main sections (e.g., "Introduction," "Activity 1," "Closing").

          * Go to **Home** \> Click **Heading 1**.

    <!-- end list -->

      * **Result:** You now have a clickable Table of Contents on the left side of your screen. Click a heading, and Word jumps right to it.

### **2. The "2-Column Script" Layout**

*Don’t write in paragraphs. Write in a grid for maximum readability.*

  * **The Concept:** Create a table to separate "Cues" from "Content."

  * **How to do it:**

    1.  **Insert Table:** Create a table with 2 Columns.

    2.  **Left Column (The Cue):** Narrow column. Put the Timeline (e.g., "00:05"), the Slide Number (e.g., "Slide 3"), or the Action (e.g., "Play Video").

    3.  **Right Column (The Script):** Wide column. Put the actual text you need to say, questions to ask, or instructions to give.

    4.  **Design:** Remove the borders if you prefer a cleaner look (Table Design \> Borders \> No Border), but keep the grid lines visible for you (`View Gridlines`).

| Time / Slide | Content / Script |

| :--- | :--- |

| 10:00 AM (Slide 1)| "Welcome everyone. Today we are discussing [Topic]." |

| 10:05 AM (Slide 2) | Action: Launch Poll \#1* <br> Ask: "How many of you have used this tool before?" |

### **3. Hyperlinking External Assets**

*Turn your Word doc into a launchpad.*

Instead of minimizing Word to look for a video or a file, link them directly in the document.

  * **Link to Files:** Highlight text (e.g., "Open Presentation") \> Right Click \> **Link** \> Select your PowerPoint file.

  * **Link to Websites:** Paste YouTube or resource links directly.

  * **Tip:** Use **Ctrl + Click** to open them instantly during your call.

### **4. Visual Coding (Highlighters & Icons)**

*Make your eyes snap to the important parts.*

Establish a color code system using the **Text Highlight Color** tool:

  * **\<span style="background-color: \#FFFF00"\>Yellow\</span\>:** Things you *must* say (Key definitions).

  * **\<span style="background-color: \#00FFFF"\>Blue\</span\>:** Instructions for students/participants (e.g., "Open page 45").

  * **\<span style="background-color: \#FF00FF"\>Pink\</span\>:** Tech actions (e.g., "Switch Screen Sharing," "Mute All").

### **5. Using "Collapsible Headings" (Focus Mode)**

*Hide what you don't need to see.*

In modern versions of MS Word (2013 and later):

  * When you use **Heading Styles** (Heading 1, Heading 2), a small grey triangle appears next to the heading when you hover over it.

  * **Click the triangle** to "Collapse" (hide) the text under that section.

  * **Benefit:** You can keep your entire document collapsed and only "open" the section you are currently teaching/presenting.

### **Advanced Trick: The "Split Window"**

If you need to see the beginning of your document (like a schedule) while scrolling through the bottom (the details), use Split View.

  * **Go to:** `View` \> `Split`.

  * This creates two independent scrollable windows of the *same* document.

FOR EXAMPLE:

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