Earlier this week, we were helping a large company finalise a bid document where they were required to use a Word file sent by their client. This involved taking content from the company’s repository of standard documents on SharePoint, and from emails, plus writing down information provided verbally by the Subject Matter Experts. The bid writing team had to cut the relevant content from a Word document (and emails, Excel spreadsheets, Visio files, Microsoft Project files and PowerPoint presentations), and then paste it into the bid document.
Before we started to work on the document, this had resulted in it containing a large amount of different formatting styles. For example, the content pasted from emails was in Calibri 10pt. font, and the content posted from Word was in Arial 11pt. This meant the bid writing team had to spend a lot of time remedying the formatting.
This method also meant there was no reliable way to embed content, like there is, for example, in Excel – if you change a cell in Excel, related cells in other places can update themselves automatically to reflect that change. For the bid document, any changes to the source content could trigger a further round of copying and pasting into our master document.