Edinburgh Napier University Institutes for Research and Innovation Instructions for Use of Letter and Insert Templates.

Transcription

1 Edinburgh Napier University Institutes for Research and Innovation Instructions for Use of Letter and Insert Templates (Word 2007)

2 Contents 1 What these templates are for 2 Installing the letter and insert templates in Word Using the letter templates 3.1 Creating a new letter 3.2 Working through the letter template 3.3 Inserting electronic signatures 3.4 Updating the master letter template 3.5 Completed letter example 4 Using the insert templates 4.1 Creating a new document 4.2 Creating follow-on pages 4.3 Inserting pictures 4.4 Copying text from another document into the inserts 4.5 Saving documents 4.6 Show/hide fields Insert examples with instructions and completed examples

3 1. What these templates are for These Word templates have been created as part of the brand tools for the Edinburgh Napier University Institutes. Their use by all Institutes will ensure a consistent and professional on-brand look for all self generated letters and inserts. Two letter templates have been developed. One for use with pre-printed letterhead and hard copy letters, the second (with imbedded branding) for letters sent electronically or for local printing. We have also developed insert templates that are flexible for use across a number of different deliverables. They can be used to produce product, expertise or service based inserts, client case studies, annual report and project or bid specific collateral. The insert template provides scope for several adaptable page layouts, allowing a mix of quotations, imagery and body text, which can be mixed and matched in any given document to suit its content and use. 2. Installing the Letter and Insert Templates in Word 2007 If you receive the templates as an attachment, you must Save the Attachments. Do not open the attachment first and then attempt to save, as you will be creating a document based on the template, not saving the template. The letter templates should be saved with the suffix.dotx. While the insert template should be saved with the suffix.dotm as it is a Macro Enabled Template and you need it to be macro enabled for the insert templates to work correctly. It is recommended that you store the templates in user workgroup templates (you will probably need to speak to IT about doing this). If you do not store the templates in this way you will not be able to see them when you use the <File>,< New> command. The alternative is to store the templates in a folder on your network. It is not recommended that you store them on your C:/ drive, because if there are any changes to the template, you would need to update every template, as opposed to one master accessed by everyone who uses them. Please note: All new letters and insert documents MUST be created from the template master. This will ensure all customisation is available in each document. If you use a document created earlier and simply use the Save As command the automation will be unavailable. 3. Using the Letter templates 3.1 Creating a new letter Click on the Office button and choose New to get a list of the available templates. Your templates will be on the General tab. Choose the one you need and click Create. This will give you a new document based on the template. There are two letterhead templates to choose from one to be used with pre-printed letterhead and the other is for online use. File names are as follows: Institute Template for use with pre-printed letterhead Template for online use EI EI template for PRE-PRINTED letterhead EI template letterhead ERI ERI template for PRE-PRINTED letterhead ERI template letterhead FPRI FPRI template for PRE-PRINTED letterhead FPRI template letterhead ICI ICI template for PRE-PRINTED letterhead ICI template letterhead IIDI IIDI template for PRE-PRINTED letterhead IIDI template letterhead IPDM IPDM template for PRE-PRINTED letterhead IPDM template letterhead ISC ISC template for PRE-PRINTED letterhead ISC template letterhead ISHI ISHI template for PRE-PRINTED letterhead ISHI template letterhead TRI TRI template for PRE-PRINTED letterhead TRI template letterhead

4 3.2 Working through the letter template To complete the template click in the Content Controls which mark the positions for your text, and type the text as specified in the instruction. Click into the Content Control for the Date, Ref and Salutation in the same way. You can also overwrite the address, tel/fax numbers and URL if necessary. Content Control for Address Block Please note the PRE-PRINTED letter templates will not contain the logos in the Header or Footer, as these will be provided by the pre-printed letterhead, when you print. 3.3 Electronic signatures If you want to include an electronic signature on your letter you will need to change the paragraph line height so it is set to single when you insert the image. You can do this by choosing the Line Spacing command button in the Paragraph group on the ribbon. 3.4 Updating the master letter template If you move offices the address should be updated on the master template. To update the master template you must open the template (do not double click right click and select open ) then Save when you have made the necessary changes.

5 3.5 Completed Letter Example Please Note: If you are ing the document you create, we recommend, when you are ready to send it, that you save it as a PDF. This will prevent the intended recipient from deleting or rewriting any part of the content you have sent them.

6 4. Using the Insert templates 4.1 Creating a new document If the templates are stored in a workgroup, Click on the Office button and choose New to get a list of the available templates. Your templates will be on the General tab. Choose the <Institute abbreviation>insert Template and click Create. This will give you a new document based on the template. Otherwise, right click and Open the template in the folder where you have saved it then Save As a new document. Remember, you should always create your document from the master template. If you copy a word document that you have used before and open it and then save it under a new name, you will find that not all the automation features will work. It is recommended the Show/Hide command button is pressed before you start using the templates as it will make it easier to navigate through the templates by showing you where the curser needs to sit to enter data in each of the template fields. This button is on the ribbon in the Paragraph group. When you create a new document you will automatically get the front page layout which should be used for all inserts. The curser will position you in the headline box. Use F11 to jump through to the picture box, quote and columns of text. If you don t want to include a quote, delete the quote marks and press F11. The picture on the front page should be selected from the primary photography. If you use an image other than this you will need to ensure it has been sized to 18.6cm x 8.5cm or 2197 pixels x 1004 pixels. In the columns it will automatically set the text to the Intro Style. If you wish to change this go to your Add Ins on your top navigation bar then select Styles This will give you the following list of styles In these columns, the best styles are Subhead Style, Intro Style and Body Copy. Intro Style should also be used for call to actions. When you are typing text in the 2 column layouts, you will need to move the cursor into the second column when you get near the end of the page, and then continue typing otherwise all of the text will fall over onto a blank page and you will need to delete the latter part of the copy until it fits back onto the first page. The templates have been created by using tables as they help position items on a page. Often they do not have printable borders and you may see grey gridlines which are just markers.

7 4.2 Creating follow on pages When you have finished the first page press CTRL End to ensure you are at the end of the document. You can then select the follow on page you wish to use. Go to Add-Ins, Insert New Page and select the layout you wish to use. There are 4 follow on pages to choose from: Use F11 to navigate through the fields on these pages just as you did on the first page. 4.3 Inserting Pictures To insert a picture, click on the Insert tab on the Ribbon. Click Picture and navigate to where the pictures are stored. Select your picture and click Insert. If you want to insert pictures throughout the columns the best layout to use is Two columns text (quote right) Pictures are inserted into the template in a table. The cells are sized specifically and your picture should size accordingly to the height of the cell. However images on the cover page must be pre-sized to 18.6cm x 8.5cm or 2197 pixels x 1004 pixels before you insert them. If you do need to resize a picture within the template, always resize it from a corner. This will allow the height and width of the image to adjust accordingly. Landscape pictures will generally work better. 4.4 Copying text from another document into the insert template If you have copy from another document that you wish to copy and paste into the insert, simply use the copy and paste function then highlight the text, go to your Add-Ins, Styles and select the style you wish to use. It s important to always use the Style options to ensure consistency in our communications. It s recommended to copy and paste small chunks of copy at one time to avoid the text running outwith the table dimensions. 4.5 Saving documents When a macro is run it cannot be undone. Therefore it is recommended you save changes to your document before you choose any of the macros. If you need to revert to the previously saved version of the document then click Office button, Close and don t save any changes. Please Note: If you are ing the document you create, we recommend, when you are ready to send it, that you save it as a PDF. This will prevent the intended recipient from deleting or rewriting any part of the content you have sent them. 4.6 Show/hide fields Fields are used as markers for where you need to enter data in a template. They can also be used to reference areas in your template. Fields will not show unless you choose a command to display them ALT + F9 Shows/Hides fields If you do choose to show the fields while you are working on the document, please note that it s important that the fields are hidden before you print the document.

8 4.7 First Page Layout with instructions

9 4.8 First page layout a completed example

10 4.9 Two Columns Text (Quote right) with instructions

11 4.10 Two Columns Text (Quote right) a completed example

12 4.11 Image and Text (Quote left) with instructions

13 4.12 Image and Text (Quote left) a completed example

14 4.13 Large Image and Text (Quote Below) with instructions

15 4.14 Large Image and Text (Quote Below) a completed example

16 4.15 Two Columns Text Small Image (Quote Right) with instructions

17 4.16 Two Columns Text Small Image (Quote Right) a completed example