CREATING WORD TEMPLATES

Transcription

1 CREATING WORD TEMPLATES

2 Table of Contents Working With Word Templates... 3 Where Can I Find Word Templates?... 4 How Do I Create A Lesson Template?... 6 How Do I Create A Manual Template?...18 How Do I Generate the Table of Contents For A Manual Using Microsoft Word?...25 Generating the Table of Contents Using Other Word Processors...28

3 Working With Word Templates Page 3

4 Where Can I Find Word Templates? This lesson will show you how to locate the template folder for Word export. You can customize and add your own templates to this folder for use when exporting ScreenSteps content to a Word DOCX file. Open Word Templates Pane in Preferences Open the Word Templates pane in preferences and either (1) right-click on a template and select Reveal Template File or (2) click on the Reveal Template Folder button to reveal the DOCX (DOCX is the file extension of the documents ScreenSteps creates) template folder in the Finder (Mac) or Windows Explorer (Windows). Page 4

5 The DOCX Folder When the DOCX folder is revealed you will see a Lesson and Topic folder. You will place your templates in one of these folders. Note that the Topics folder contains templates that can be used when exporting a manual. Page 5

6 How Do I Create A Lesson Template? In order to create a template for use when exporting a lesson to Word you will need a program that can save a DOCX file. This lesson will show you how to use Microsoft Word (Word 2013 running on Windows 8) to do this. Create a New Document Insert Tag The only text you need to add to the document is [[SCREENSTEPS_LESSON]]. When exporting a lesson ScreenSteps will look for this text in the document and replace it with the lesson contents. Page 6

7 Show Styles Palette Make sure that all styles are listed. Page 7

8 Select All Styles from the Select styles to show: menu (1) and then click OK (2). Add List Number and List Bullet Styles In order for lists to appear correctly in ScreenSteps output you need to make sure that the List Number and List Bullet styles are in the document. To add the styles insert a single numbered list line and a single bullet list line (1). Page 8

9 Next, select the numbered list line and select List Number as the styles (2) then do the same for List Bullet (3). Save Document Now save the document so that the styles are saved with the document. Page 9

10 Delete Lists Now you can delete the lists from the document. The List Bullet and List Number styles are still available in the document (the Styles list in this screenshot is being filtered by "In Use"). Add Styles When ScreenSteps generates the DOCX file it applies styles to chapter titles, lesson titles, step titles, lesson descriptions, step instructions and step images. This makes it very easy to customize the look of your document. You need to add the necessary styles to your template in order for this to work. Begin by clicking on the arrow next to Heading 1 in the Styles palette and selecting Modify... Page 10

11 Click OK For Heading 1 you only need to click the OK button. This operation adds Heading 1 to your document as a style. Repeat For Heading 2 Modify the Heading 2 style and click OK. Page 11

12 Repeat For Heading 3 Do the same for Heading 3. Add Custom Styles Now you need to add the styles for lesson descriptions, step instructions and step images. To being click the New Style button. Page 12

13 Create Lesson Description Style Name this style Lesson Description (1). You don't need to change any other settings though you can if you want. Click OK (2). Page 13

14 Create Step Instructions Style Repeat the same process for Step Instructions. Create Step Image Style The last style you need to create is Step Image. Use this style to add padding around your step images. Form Step Image Paragraph Settings Before you click OK click on the Format menu and select Paragraph. Page 14

15 Change Spacing Settings Change the Before and After settings for Spacing. In this example I'm using 12 pt. This adds a little breathing room around step images and the step title/instructions. Click OK to save the changes. Click OK again to save the Step Image style. Page 15

16 Clear Styling on Tag After modifying the styles in the document make sure that no styles is applied to the tag. I selected the [[SCREENSTEPS_LESSON]] text and used Clear Formatting to remove any styling. Save Document in Templates Folder You can now save the document in the./docx/lesson folder in your Templates folder. Page 16

17 Export Lesson The next time you export a lesson to Word your new template will be available. Page 17

18 How Do I Create A Manual Template? In order to create a template for use when exporting a manual to Word you will need a program that can save a DOCX file. This lesson will show you how to use Microsoft Word (Word 2008 running on a Mac) to do this. Create New Document Page 18

19 Insert Page Break Insert a page break between the manual title and the Table of Contents. Insert Table of Contents Now insert a Table of Contents on page 2. Use the Insert > Document Elements> Table of Contents menu. Page 19

20 Select Table of Contents Style Now choose the style for your table of contents. Your Table of Contents will look something like this. This is basically a placeholder where the Table of Contents will be inserted after you export a manual to DOCX. Note: You will need to open an exported file in a word processing application in order to have the Table of Contents generated. Page 20

21 Insert Page Break Insert a page break between the Table of Contents and the lessons. Insert Lesson Tag Now add the [[SCREENSTEPS_LESSON]] tag to the third page. When exporting a lesson ScreenSteps will look for this text in the document and replace it with the lesson contents. Page 21

22 Add Styles to Document Follow the instructions relating to adding styles to your document in the lesson on creating a template for a lesson. Page 22

23 Save Template You can now save the document in the./docx/topic folder in your Templates folder. Page 23

24 Export Manual The next time you export a manual to Word your new template will be available. Page 24

25 How Do I Generate the Table of Contents For A Manual Using Microsoft Word? When you export a manual to Word you will need to open the resulting file in a word processing program in order to generate the table of contents. This lesson will show you how to do this for Microsoft Word. This lesson uses Microsoft Word 2008 specifically. Open Manual DOCX File Page 25

26 Locate The Table of Contents Locate the Table of Contents section in the document. By default this will be on the second page. Click Inside of Table of Contents Click inside the table of contents area (1) in order to active the Table of Contents controls (2). Page 26

27 Update Table... Click the arrow next to Table of Contents and select Update Table... from the menu. The Table of Contents is Generated You can now save the document. Page 27

28 Generating the Table of Contents Using Other Word Processors When you export a manual to Word you will need to open the resulting file in a word processing program in order to generate the table of contents. For most applications this only requires that you open the document and then save it. Apple Pages When you open the Word file in Pages the Table of Contents is generated automatically (1). You can then save the document. You can change what shows up in the Table of Contents using the Document Inspector and unchecking the heading boxes (2). Page 28

29 OpenOffice.org Opening the Word file in OpenOffice.org will generate the table of contents. You can then save the document. Page 29