Introduction to templates

L E S S O N 5 Introduction to templates Suggested teaching time 35-45 minutes Lesson objectives In this lesson, you will learn how to use Word templates by: a b c Discussing and viewing existing templates. Creating a new template based on an existing document. Using the Fax Wizard to create a fax cover sheet. 5-1

Word 2000: Level 2 Ashbury Training a Templates at a glance what s new The following new software features are discussed in this topic: Enhanced toolbar and menu customization New Open dialog box Concepts > Elements of a template Templates are files that help you create new documents consistently. Word comes with templates that can help you create letters, memos, press releases, newsletters, reports, and even Web pages. Each template offers preset options that determine how a document will look and what it will contain. A template can include page setups (such as margins, page orientation, paper size, and so on) and such common elements as: Text (AutoText entries, boilerplate information, headers and footers, and so on) Graphics (logos, dingbats, and signatures) Field codes (date, merge, and page references) Custom items (macros, shortcut keys, styles, menus, and toolbars) Templates are a convenient way to increase your productivity. Because some or all of the above settings and elements are already done for you in a template, you have a head start when you create a new document. So rather than concerning yourself with design issues before you begin writing, you can devote your full attention to the task at hand. Discussing the Normal template Every Word document is based on a template of some kind. If no template is specified, for example when you click on the New Blank Document button, Word will use the Normal template. Its purpose is to provide basic and consistent formatting for all of your documents. The Normal template contains no text when you open it, but it does contain default settings that are the same each time you create a new document. These settings include paragraph font (Times New Roman); the default font size (12 point); text alignment (left); and page margins. You can change the Normal template s defaults. However, once you alter those settings, the Normal template will use the new settings whenever you open a new document. 5-2

Ashbury Training Lesson 5: Introduction to templates Task A-1: Discussing the Normal template Before you begin: If necessary, click on the New button and see an example of a new document created by the Normal template. What you do 1. What is the purpose of the Normal template? 2. Can the Normal template be modified? In what way? 3. List the default font components of the Normal template Comments/Prompts To keep the look of documents uniform. You can change most of the settings for the Normal template, such as the font type, size, and color; margin settings; paragraph spacing; and so on. To change the Normal template, you must save the template as a Document Template. The default font is Times New Roman, regular, 12 point, black. The Style Gallery Concepts > One way to see how different templates can affect an open document is to use the Style Gallery. The Style Gallery enables you to experiment based on the different templates provided by Word. By choosing a template from the list, Word provides a preview of your document in the Preview box. Task A-2: Viewing template examples in the Style Gallery q Objective: To preview templates supplied by Word. What you do Comments/Prompts 1. Open Mortgage Rate Update Choose _Format Theme _ To display the Theme dialog box. 2. Click on Style Gallery To display the Style Gallery dialog box. These templates were installed with Word. 3. From the Template list, select Elegant Report 4. In the Preview box, verify that Document is selected An example of your document with the Elegant Report template settings is displayed in the Preview Of box. 5-3

Word 2000: Level 2 Ashbury Training Practice Task 1. Preview another template of your choice. 2. Click on Cancel. 3. Close the document without saving. 5-4

Ashbury Training Lesson 5: Introduction to templates b Using templates what s new The following new software feature is discussed in this topic: New Save As dialog box Concepts > Templates are different than documents Think of a template as your last sheet of good stationery that has all the necessary information already printed on it. Since it is your last sheet, you want to protect it. The best way to do that is to store it in a special place to keep it from becoming damaged. Next time you need to write a letter, you make a copy of the original and immediately put the original back for next time. Then you type your letter on the sheet of copied stationery. That is essentially what happens when you create a new document based on a template. You display the New dialog box (File, New), select the template you want to use (the original sheet of stationery), and click on OK. When you click on OK, Word displays an exact copy of the template on your screen, returning the unmarked template to the Template directory to be used the next time. Then you type your letter in the document without marking up the original template. There are a few ways to distinguish between a template and a document. The first way is by the file extension. Word names templates with a.dot extension and documents with a.doc extension. The second way is to choose File, Save As. In the Save As Type box, Word displays the file type. If the file is a document, Word Document (*.doc) is displayed. If the file is a template, Document Template (*.dot) is shown. The third way to tell the difference between the two is by their icons. See Figure 5-1. File type Template (*.dot) Icon Document (*.doc) Figure 5-1: Template icon vs. Document icon. The template icon has a thin bar along the top edge. The document icon has the upper-right corner folded down. 5-5

Word 2000: Level 2 Ashbury Training Task B-1: Creating a new document based on a template Before you begin: The Style Gallery dialog box and Mortgage Rate Update are both closed. What you do Comments/Prompts M Make sure that students do not click on the New Blank Document button. It is important that they choose File, New to display the New dialog box so they can select the correct template. 1. Choose _File New..._ To display the New dialog box. 2. Select the Memos tab Observe the icons In the Create New box, verify that Document is selected To display the available memo templates. Because these files are templates, the icon has a thin bar along the top edge. 3. Double-click on Professional Memo Tip: Have students observe that Word s AutoComplete feature will offer a suggestion for some commonly used words. Capitalization does not matter. Here, Wednesday is suggested. To accept the AutoComplete entry, press R. M If students select the final and press the D key, the insertion point may move back to the end of the Re: line. If so, just have them press R once to return the insertion point to the text area. Observe the title bar 4. Select the text Company Name Here and type Burke Properties, Inc. 5. Click on the appropriate placeholders and complete the following: To: Rhonda Bergall From: Your name CC: Jan Re: Meeting next wedn Press R 6. Select all the text in the How To Use This Memo Template area and type: The meeting will be next wedn at 9 a.m. in our boardroom. 7. Choose _File Save_As _ Save the file as My Memo A new document has been created based on a memo template. Placeholders, or fields, are displayed as [Click here and type ]. When you type wedn the AutoComplete feature suggests Wednesday. To accept the suggestion. To replace the template instructions with your own memo text. Again, use the AutoComplete feature to fill in the word Wednesday. (Press Enter to accept the suggestion.) Observe that the Save As Type text box displays Word Document (*.doc) not Document Template. 5-6

Ashbury Training Lesson 5: Introduction to templates Concepts > Creating a template You can create a new Word template one of three ways. The first, and most time consuming way, is to start from scratch. You begin with a new Blank Document, add all needed elements, then save it as a template. Building a template from a Blank Document is a good method when you are not sure how you want your finished template to look. This method also gives you the most design control. The second way to create a new template is to modify an existing template. You open an existing template, add and change elements as needed, and save the modified template with a new name. (That way you can still use the original template at another time.) Modifying an existing template is the best approach when you already know how you want your new template to look. The third way to create a new template is to use an existing document that already has all of the elements you want, replace specific information (client addresses, names, and so on) with generic placeholders, and save it as a template. This is the best approach when you frequently reuse a document. For example, if you write a memo every week to notify your staff regarding upcoming meetings, you might want to create a template based on that memo rather than recreating it each time. Because making a template involves a lot of planning, it is wise to save a template often while you are creating it. When you save your template with the.dot file extension, Word prompts you to save the template to a folder specifically created for templates. The template folder may contain other folders with different types of templates. You can designate which template folder you would like to insert the template into depending on the type of template you have created. Task B-2: Creating a template from an existing document q Objective: To change an existing document into a template. Before you begin: My Memo is open. What you do Comments/Prompts 1. In the To: section of the document, select Rhonda Bergall Type NAME To use the word NAME as a placeholder for text in the To: section. 2. In the CC: section of the document, select Jan Type NAME (Or Press F4.) To use the word NAME as a placeholder in the CC: section. 3. In the Re: section of the document, select Meeting next Wednesday Type SUBJECT To use SUBJECT as a placeholder in the Re: section. 5-7

Word 2000: Level 2 Ashbury Training 4. Delete the body of the memo Type TEXT If necessary, press Enter to return to the text area. To use TEXT as a placeholder for the body of the memo. 5. Choose _File Save_As..._ 6. In the File Name text box, type Compose New Memo Tip: By default Word stores its own templates in the Templates folder. 7. From the Save As Type drop-down list, select Document Template (*.dot) 8. Click on the Create New Folder button 9. In the New Folder dialog box, name the new folder My Templates Click on OK 10. Click on Save Close the file, and, if prompted to save changes, click on Yes To save the document as a template. By selecting Document Template, the Save In box now displays the Templates folder. Word stores all templates in this directory by default. To create a new folder to store your personal templates. To create the folder. Word displays the new folder s location in the Save In box. To save your new template in the My Templates folder. Practice Task 1. Choose _File New..._ Select the My Templates tab. 2. Open the Compose New Memo template. 3. Create a memo you might use at your workplace. 4. Save the file as a template named My New Memo 5. Close the file and click on Yes to save changes. To view the available templates. The folder you created in the Templates directory has become a tab. 5-8

Ashbury Training Lesson 5: Introduction to templates c Concepts > Creating a fax cover sheet by using a template A fax template is used to create a cover sheet that you can either send directly from your computer s fax modem or print and send through a fax machine. The fax template includes many types of preset formatting, such as borders, shading, and field codes. There are also designated areas where you can enter typical cover sheet information, such as the recipient s name, address, and fax number, who the fax is from, and your company information, as well as a space for any message you want to send. It sounds like a lot to consider, but Word simplifies much of the work by providing the Fax Wizard. Fax Wizard The Fax Wizard assists you in filling out a fax template. It can attach a document to be sent. It can also access names and fax numbers stored in your Microsoft address book. Using the Fax Wizard, you can even store information regarding you and your company. Figure 5-2: You can use the menu on the left of the Fax Wizard dialog box (beginning with Start) or you can click on the Next/Back buttons to navigate. Task C-1: Creating a fax cover sheet by using the Fax Wizard What you do Comments/Prompts 1. Choose _File New..._ 2. Select the Letters & Faxes tab To view the available fax templates. 3. Double-click on the Fax Wizard Observe the Fax Wizard The steps the Fax Wizard follows are listed on the left from start to finish. (Refer to Figure 5-2.) 5-9

Word 2000: Level 2 Ashbury Training 4. Click on Document To Fax Select Just A Cover Sheet With A Note, if necessary This will open the cover sheet on your screen when all the steps are complete. 5. Click on Fax Software If necessary, click on I Want To Print My Document So I Can Send It From A Separate Fax Machine 6. Click on Recipients In the Name text box, type John Toole In the Fax Number dropdown list, type (716) 555-8765 To designate a recipient for the fax. To designate a fax number. 7. Click on Cover Sheet If necessary, select Professional for the cover sheet style To select the Professional template. 8. Click on Sender In the Who Is The Fax From panel, enter your name and company information If necessary, go back and make any corrections 9. Click on Finish (In the lower right-hand corner of the Fax Wizard dialog box.) 10. Observe the fax The fax cover sheet is ready to be completed. 11. Save the file as My Fax Close the document If necessary, click on Yes There are placeholders for more information, such as the recipient s phone number, the number of pages being faxed, the subject, and so on. 5-10

Ashbury Training Lesson 5: Introduction to templates ( Practice Unit for Lesson 5 In this activity, you will create a document, save it as a template, and use the template. 1. Create a new document. 2. Type the following text: Burke Properties DATE: NAME: REMEMBER TO: 3. Apply the style Heading 1 to the first line. 4. Save the document as a template named Reminder in the My Templates folder. Close the template. 5. Create a new document based on the Reminder template. In the appropriate places, enter the following information: Today s date A co-worker s name The following text: Don t forget to check on the Smith house. 6. Save the file as My Template Practice, and close all open documents. 5-11

Word 2000: Level 2 ) Wrap-up for Lesson 5 a What are some of the benefits of using a template? Templates provide consistency and convenience, thereby increasing productivity. What type of templates might you use at work? Business letters, faxes, memos, and so on. b List the steps necessary to save a document as a template. Replace any text that might change, such as names, with placeholders. Choose File, Save As. Name the template and from the Save As Type drop-down list box, select Document Template (*.dot). Click on Save. c Why might you want to create a fax template? To use as a readily available cover sheet when sending a fax. 5-12