Showing posts from April, 2019

Knowledge Base Content Maintenance

You’ve invested in a knowledge management program, maybe Knowledge Centered Support (KCS), to improve the availability of self-support content for your customers. It’s going reasonably well, but one day you realize that the amount of written content has begun to pile up. Before you reach this point, I highly encourage you to start a content maintenance program as part of your overall content governance. If you're past this point, well, better late than never. Why do you need a maintenance program? You may think of content governance as defining roles and ownership for creating content with appropriate processes and editorial guidelines, which it is, but you need to include ongoing maintenance, too. Without a maintenance program, you likely have one or more of these issues going on. Your support agents and customers are running into irrelevant articles , having to skip listings in search results and/or even clicking and reading those articles that are no longer relevant. Wor

Add a watermark to Office files, Word, Excel, and PowerPoint

Only Microsoft Word has a built-in watermark feature, but Excel and PowerPoint have a reasonable workaround to adding watermarks on those files, as well. For each of the instructions, I'm using Office 2016 for Windows. Word Word is very easy -- just 3 quick steps. Go to the Design ribbon in your Word document. Click on the Watermark icon of text found near the right end of the ribbon in the Page Background section. Select a watermark you prefer or Custom Watermark... from the menu. If you select the custom option, you have multiple options beyond just custom text. Enter watermark text (or alternatively a picture). Change the font used. Change the font size or use auto for auto-scaling. Text color. A layout of diagonal or horizontal. When you need to remove the watermark, repeat steps 1 and 2, and then select Remove Watermark found at the bottom of the menu. Excel The workaround for a watermark in Excel is done by using an image file.  Find or

Flush left and right on the same line of a Word document

If you've ever used a Microsoft Word template, you often find the same line that has both left flush and right flush text. I had a recent need to do this and set out to figure out how to accomplish this trick. It ended up not being so difficult - it can be done with Tabs. Have the line you're working on set to left flush. Enter the text that you want to be left-flush. (Leave the cursor at the end of the text.) Select the Home Ribbon (Home tab). In the Paragraph section of the Home Ribbon , click the lower-right corner  where you see the half-square and arrow. This will open the Paragraph properties dialog box. Click the Tabs... button located in the lower-left of the dialog box. This will open the Tabs properties dialog box. There are 2 settings to make in this dialog box. Enter 6.5" for the Tab stop position . This assumes you're using 8.5" width paper and have 1" borders on the left and right sides. 6.5" was determined by this sim

Your site search isn't as important as you think

Many times I've heard from colleagues who want to make our help website search the top priority and  I think they’re really missing more important priorities that are much more effective in assisting customers in finding relevant content (and site features/functions). Step back for a moment and consider your site search compared to a Google search. (For that matter even compare to Bing and Yahoo search.) The technology is fundamentally different. Google indexes every page its crawler can access. Your site search has a finite amount of content to index. Google looks at what pages are the most popular both from links to (the pages) and click-throughs (and so much more). At best your search engine knows page popularity, which will become a problem for new content and may likely become a bit of a self-fulfilling prophecy. Most people will search with 1 to 3 keywords -- only sometimes using a phrase. Google has a rich history of search results related to those words and what’s