Templates and Forms A Complete Overview for Connect Users

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Douglas Hudson
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1 Templates and Forms A Complete Overview for Connect Users

2 Chapter 1: Introduction... 3 Chapter 2: Microsoft Online Templates... 3 Word Templates... 3 Template Details... 4 Create a Template... 4 Update a Template... 5 Chapter 3: Customizing a Template... 6 Quick Styles... 6 Using Quick Styles... 6 Customize Quick Styles... 7 Modify a Quick Style... 8 Auto Text... 8 Add Text to Auto Text Gallery... 9 Enter text using Auto Text Themes Applying Themes Create your own Theme Save Theme for Reuse Make Changes Default Theme Chapter 4: Creating Forms The Developer Tab Add Developer Tab to Ribbon Content Controls Page Breaks Insert a Page Break Section Breaks Insert a Section Break Keeping Text Together Chapter 5: Protecting a Template Restrict Formatting Hide Styles Hide Themes Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 1

3 Restrict Editing Password Protect Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 2

Chapter 1: Introduction A template is a document type that creates a copy of itself when you open it. Templates can be created and designed with static information, images and formatting.

4 Chapter 1: Introduction A template is a document type that creates a copy of itself when you open it. Templates can be created and designed with static information, images and formatting. Templates are exactly like documents in that you can provide recommended sections or required text for others to use, as well as content controls such as a predefined drop-down list or a special logo. You can add protection to a section of a template, or you can apply a password to the template to help protect the contents of the template from changes. All users have to then do, is open a template and fill in the text and information that is specific to your document. You can create a template from a blank document or use a Microsoft Template as a base to build off of. Chapter 2: Microsoft Online Templates A feature provided by Word is access to online templates. When you open a new document you automatically enter backstage view and the New tab, where you can access a variety of available templates. In the middle pane you will see previews for different pre-designed templates as well as a search bar where you can type in the style of template you are looking for. The right hand pane shows categories that you can click on and view the templates that reflect those respective themes. Keep in mind that the templates provided through Word are a great starting point and can be completely customized to suit your preferences and match your companies brand. Word Templates Search Categories Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 3

Template Details While in backstage view you may single-click on a template that is of interest to you and

You will see who created the template, a mini preview image of the template and a Create button which will

Who created To Use Create a Template Once you have found a template that you would like to work from, it s

This will be the original preserved document and everything else will be a copy meant for editing by users.

5 Template Details While in backstage view you may single-click on a template that is of interest to you and you will see a pop-up with information regarding that template. You will see who created the template, a mini preview image of the template and a Create button which will open the template for editing in Word. Who created To Use Create a Template Once you have found a template that you would like to work from, it s time to save the document as a Word Template. This will be the original preserved document and everything else will be a copy meant for editing by users. Select a template to work from. This can be blank or a pre-designed template provided through Word. 1. Choose Font 2. File Save As 3. Locate Network Drive to Save on 4. Save as type: Word Template Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 4

updates. 1. Click File > Open 2. Double-click Computer 3. Browse to the Custom Office Templates folder under My Documents 4.

6 Update a Template You may want to open the original document to make changes or to continue where you left off. If you click on the saved file this will open a Copy, so you will need to specify that you want to open the original document to make updates. 1. Click File > Open 2. Double-click Computer 3. Browse to the Custom Office Templates folder under My Documents 4. Click your template, and click Open 5. Make the changes you want, then save and close. Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 5

Any changes to Quick Styles must be saved in the template to work across other copies. Using Quick Styles 1. Select the text that you want to create as a new style 2.

7 Chapter 3: Customizing a Template Quick Styles Quick Styles provide you with a way to format your template. They consist of heading, body text, quote and title formatting that are specifically designed to create a cohesive look that appeals to the viewer. Any changes to Quick Styles must be saved in the template to work across other copies. Using Quick Styles 1. Select the text that you want to create as a new style 2. Go to the Home Tab and in the Style Gallery select the style that you would like to change the text to. Make sure to save this in the original document to effect all copies of the template. Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 6

Customize Quick Styles You have the option to create custom quick styles if you need something unique from the provided list.

For example, you can limit your quick styles to a certain number of options so your company uses the same styles across the board for every

Click on Create a Style 3. Click Modify 4.

8 Customize Quick Styles You have the option to create custom quick styles if you need something unique from the provided list. This is also a convenient way to control the branding of your documents. For example, you can limit your quick styles to a certain number of options so your company uses the same styles across the board for every document created with minimal variation. 1. Go to the Home Tab and click the More drop down arrow in the Styles Group. 2. Click on Create a Style 3. Click Modify 4. In the Create New Style from Formatting dialog box, you can change the name of style, font type, color, font size, alignment and more. 5. Once you are happy with the formatting make sure to check New Documents Based on this Template. Then click OK. Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 7

Modify a Quick Style Another way to create a unique Quick Style is by modifying an existing Quick Style.

This allows you to customize the gallery to only show the Quick Styles you want others to use. 1.

In the Modify Style dialog box, you can change the name of style, font type, color, font size, alignment and more. 3.

9 Modify a Quick Style Another way to create a unique Quick Style is by modifying an existing Quick Style. When modifying a Quick Style, you are also given the option to Remove it from the gallery if you never plan on using it. This allows you to customize the gallery to only show the Quick Styles you want others to use. 1. Go to the Home Tab and in the Style Gallery right click any available style and choose modify Right Click Style 2. In the Modify Style dialog box, you can change the name of style, font type, color, font size, alignment and more. 3. Once you are happy with the formatting make sure to check New Documents Based on this Template. Then click OK. Auto Text Auto Text is a way to store parts of the Word document for re-use. An Auto Text entry can store anything a Word document can contain, such as formatted text, pictures and fields. Create a library of boilerplate paragraphs for business letters, or keep a handy selection of headers and footers. These settings must be saved in the template to work across the copies. Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 8

Add Text to Auto Text Gallery Adding auto text to the gallery will allow you to simply click on commonly used information to be automatically inserted into your document. 1.

Fill in the fields of the Create New Building Block dialog box.

10 Add Text to Auto Text Gallery Adding auto text to the gallery will allow you to simply click on commonly used information to be automatically inserted into your document. 1. In your document, select the text that you want to add to your gallery 2. On the Insert Tab in the Text Group, Click Quick Parts > Auto Text > Save Selection to Auto Text Gallery 3. Fill in the fields of the Create New Building Block dialog box. Use the following table to help fill in the correct information Name Gallery Category Description Save in Type a unique name for the AutoText building block Select the AutoText gallery Select the General category, or create a new category Type a description of the building block Click the name of the template in the drop-down list Options: Choose one of the following Insert content in its own page: to place the building block on a separate page, set off from the rest of your content with page breaks Insert content in its own paragraph: to make the content into its own paragraph, even if the user s cursor is in the middle of a paragraph Insert content only: for all other content Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 9

11 Enter text using Auto Text Once you have added Auto Text options to your gallery, it s very easy to insert them into your document. 1. Insert Tab > Quick Parts > Auto Text 2. Click the entry you want to add and it will appear in your document. Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 10

Themes Themes are another way to format a template by providing color sets, fonts and effects.

Applying Themes You can apply individual themes for colors, fonts, paragraph spacing and effects. In this example we will apply a color theme. 1.

Create your own Theme You can create your own themes if you don t like the ones provided. In this example we will create a new color theme. 1.

12 Themes Themes are another way to format a template by providing color sets, fonts and effects. Use the dropdowns to scroll through the variety of potential theme options. You can even create your own themes if you don t see one that suits you. Applying Themes You can apply individual themes for colors, fonts, paragraph spacing and effects. In this example we will apply a color theme. 1. Go to the Design tab in Word and click Colors 2. Click on the color set you would like to apply to the document. Create your own Theme You can create your own themes if you don t like the ones provided. In this example we will create a new color theme. 1. Go to the Design tab and click Colors then Customize Colors 2. Click the drop downs next to each label and choose the colors you would like. 3. If you want to create your own color, click More Colors. 4. Preview the changes you have made then Name your color theme. Click Save. Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 11

Save Theme for Reuse Once you have made changes to your theme you may want to

Design tab > Themes > Save Current Theme 2.

Make Changes Default Theme Once you have a saved a custom theme you can set it

13 Save Theme for Reuse Once you have made changes to your theme you may want to save it so you can use this same theme again. 1. Design tab > Themes > Save Current Theme 2. In the File name box, type a name for your theme, then click Save. Make Changes Default Theme Once you have a saved a custom theme you can set it to be the default theme for all new documents. 1. Design Tab > Set as Default Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 12

Chapter 4: Creating Forms Forms are templates that users can fill out. You can customize these templates with content controls such as check boxes, text boxes, date pickers, and drop-down lists.

However, the Developer tab doesn t automatically appear so it is necessary to unhide this tab before you can utilize its functions.

14 Chapter 4: Creating Forms Forms are templates that users can fill out. You can customize these templates with content controls such as check boxes, text boxes, date pickers, and drop-down lists. The controls that allow you to create fillable forms can be found in the Developer tab on the ribbon. The Developer Tab The Developer Tab is utilized to create form fields within your template. However, the Developer tab doesn t automatically appear so it is necessary to unhide this tab before you can utilize its functions. Add Developer Tab to Ribbon To make the Developer Tab appear on the ribbon, do the following. 1. File > Options 2. In the Word Option dialog box select Customize Ribbon from the left pane 3. Then check Developer and click OK Check Developer Content Controls Once your Developer tab has been added to the ribbon you may begin adding different fillable sections to your form, Word refers to these as Content Controls. Content Controls can be found in the Control group on the Developer Tab. Hover your mouse over the fields to see what your different options are. The chart below explains each of the content controls. Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 13

15 Control Rich Text Plain Text Picture Building Block Gallery Combo Box Drop-Down List Date Picker Check Box Purpose Holds text that the user can optionally format (bold, italic, and so on) Holds plain text that the user cannot format Holds a picture that the user inserts Inserts a placeholder from which the user can select a building block from a gallery you specify Displays a list of values from which the user can select, and allows the user to enter other values Displays a list of values from which the user can select. Other values are not permitted. Displays a calendar from which the user can click a date Displays an on/off check box toggle To add a content control field, place your cursor in the desired location, then choose a field from the Controls group on the Developer tab. You can hover your mouse over the fields to see the different options. Adding a Drop-Down List The following is an example of how to implement a content control. For this example, we will add a drop-down list to our form. 1. Go to the Developer Tab and in the Controls group choose the Drop-Down List button. 2. Once you click the Drop-Down List button, a drop down box stating choose an item will appear. Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 14

Click the Add button. Type in the display name that you would like as one of the drop-down options.

16 3. Once your drop-down box is inserted, you will be able to click the Properties button found in the Control group of the Developer Tab. When you click Properties, a Content Control Properties dialog box will appear. 4. Click the Add button. Type in the display name that you would like as one of the drop-down options. This will be both the Display name and the Value. Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 15

5. Click Add again to add another name i.e. Tuesday. Continue on until you have the desired amount of choices then click OK. Your drop-down menu will now show the options you have added.

Then you can modify the properties for each content control field, including the text that will appear in each field.

Page Breaks Adding Page Breaks to your document can make things appear more organized and improve the overall look and flow of your document.

17 5. Click Add again to add another name i.e. Tuesday. Continue on until you have the desired amount of choices then click OK. Your drop-down menu will now show the options you have added. Customize as Needed If you want even more control over the way your form looks, you can turn on Design Mode from the Controls group on the Developer tab. Then you can modify the properties for each content control field, including the text that will appear in each field. Instructional text can enhance the usability of the form you create and distribute. If you're willing to spend a little more time customizing each field, you can build a pretty robust form. Page Breaks Adding Page Breaks to your document can make things appear more organized and improve the overall look and flow of your document. They allow you to move text to the next page before reaching the end of a page. Insert a Page Break 1. Place the insertion point where you want to create the break. 2. Insert tab > Page Break 3. The page break will be applied to the document and the text will move to the next page. Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 16

If you have a section with 2 columns in your document, you may not want this section to continue down the entire page, that s where Section Breaks come in handy.

18 Hint: If you want to see where the breaks are in your document, click the Show/Hide command found in the Paragraph section of the home tab. Section Breaks Section Breaks work similarly to Page Breaks in that they help organize and improve the flow of your document. If you have a section with 2 columns in your document, you may not want this section to continue down the entire page, that s where Section Breaks come in handy. You can divide the formatting of your document into unique sections, giving it the exact look you need. Insert a Section Break 1. Place the insertion point where you want to create the break. 2. Page Layout tab > Breaks > select desired section break from the dropdown menu 3. A section break will appear in the document. The text before and after the section break can now be separately formatted. Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 17

19 Keeping Text Together When you reach the bottom of a document you may have a group of information that you want to keep together. Often times you ll find your information running onto the next page leaving the body you want it to stay with. There is a way that you can keep your text all together so part of it isn t running off to the next page. 1. On the Home tab click the Paragraph group s dialog box launcher 2. In the dialog box under the Line and Page Breaks tab check the first three boxes (Window/Orphan control, Keep with next and Keep lines together) 3. Then click OK and the information you have selected will all stay together on one page. Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 18

20 Chapter 5: Protecting a Template It is a good idea to set up editing controls and even a password to protect your template so someone can t make changes to the formatting you have constructed. Restrict Formatting When creating a template, you may have set up specific themes and styles that you want to remain consistent. To avoid variation, it s important to apply formatting restrictions. Hide Styles 1. Click the Dialog Box Launcher in the Styles group on the Home tab. 2. Click the Manage Styles button found at the bottom of the Styles box. Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 19

21 3. When the Manage Styles box appears click on the Recommend tab. Then Select the Styles that you do not want to appear by default and click Hide. Once your changes are made click OK. Hide Themes 1. Click the Dialog Box Launcher in the Styles group on the Home tab. Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 20

2. Click the Manage Styles button found at the bottom of the Styles box. 3. When the Managed Styles box appears click on the Restrict tab. Select the styles that you wish to restrict editing for.

22 2. Click the Manage Styles button found at the bottom of the Styles box. 3. When the Managed Styles box appears click on the Restrict tab. Select the styles that you wish to restrict editing for. 4. Check the Block Theme and Block Switching boxes. 5. Select New Documents based on this template then click OK. Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 21

After you have created a form with fields, go to the Review tab and select the Protect drop down, then choose Restrict Editing. 2. Check the box under Editing restrictions. 3.

23 Restrict Editing When building a form, you may want to restrict the user from typing anywhere other than the fields you have created. Restrict Editing allows you to lock the rest of the document so the user can only fill in the provided fields. To Restrict Editing, complete the following steps. 1. After you have created a form with fields, go to the Review tab and select the Protect drop down, then choose Restrict Editing. 2. Check the box under Editing restrictions. 3. Then select each field that you want to allow editing for and check the Everyone box under the Exceptions section. This gives everyone the ability to edit the form fields you have created. 4. Finally, in the Start enforcement section click Yes, Start Enforcing Protection. 5. You will get a pop-up asking if you would like to add a password to further protect your template. Depending on the level of protection you are looking for this can be an option. However, if you do forget your password there is no way for it to be recovered so keep that in mind when making this decision. We recommend keeping your template on a managers drive that not everyone has access to then placing a copy in a shared drive where the rest of the office can access it. This way you always have your original template protected without needing a password. Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 22

Password Protect After saving your template you may want to add security so someone doesn t make unwanted changes to the document you put together.

24 Password Protect After saving your template you may want to add security so someone doesn t make unwanted changes to the document you put together. When you open the original template file it can be set up to prompt you for a password. This will only effect the original template. The template copies used by others will not require a password. This keeps your original document safe from changes. Keep in mind that if you forget this password we have no way of recovering it. Another protection option is to keep the template on a management drive that not everyone has access to. 1. File > Info > Protect Document > Encrypt with Password 2. Type a Password into the box and click OK. If you have any additional questions make sure to check out our other trainings and guides at the Nemsys Training Website or contact us at Nemsys LLC : 122 S. St Clair, Toledo, Ohio : : 23

Creating Visually Appealing Documents. Word Module 2. Diocese of St. Petersburg Office of Training

Creating Visually Appealing Documents Word 2010 Module 2 Diocese of St. Petersburg Office of Training Training@dosp.org Diocese of St. Petersburg 0 9/5/2014 This Page Left Intentionally Blank Diocese of