Advanced Advanced Microsoft WordMicrosoft Word

Using Templates & Using Templates & Protecting DocumentsProtecting Documents

Rich MalloyRich MalloyGreenwich Continuing EducationGreenwich Continuing Education

What is a Template?What is a Template?

A Cookie Cutter for DocumentsA Cookie Cutter for Documents

Why Use a Template?Why Use a Template?

Fast Way to Create Standard DocsFast Way to Create Standard Docs– Contain formatting and routine textContain formatting and routine text– Lets you concentrate on special textLets you concentrate on special text

Easy to FindEasy to Find– Stored in special Templates folderStored in special Templates folder– To find, click To find, click File | NewFile | New

Protected from Accidental AlterationsProtected from Accidental Alterations

Template ExampleTemplate Example

Description: Monthly letter to suppliersDescription: Monthly letter to suppliers– Most information is the same each monthMost information is the same each month– Only a few items changeOnly a few items change

Typical Solution: Edit Previous LetterTypical Solution: Edit Previous Letter– Note: Easy to overwrite previous letterNote: Easy to overwrite previous letter

Template SolutionTemplate Solution– No chance to accidentally overwrite letterNo chance to accidentally overwrite letter

Two Types of Two Types of TemplatesTemplates Canned TemplatesCanned Templates

– Created by MicrosoftCreated by Microsoft– E.g., Contemporary Letter, E.g., Contemporary Letter,

Elegant Fax, and DirectoryElegant Fax, and Directory

Custom TemplatesCustom Templates– You can create your own You can create your own

templatestemplates

Using Canned Using Canned TemplatesTemplates Word 2002Word 2002

– Click Click File | NewFile | New– Select Select General Templates ...General Templates ...– Choose desired templateChoose desired template

Placeholders: Placeholders:

"[Click here and type name]""[Click here and type name]"– Tell you what type of information Tell you what type of information

should be in a particular place.should be in a particular place.

Creating a TemplateCreating a Template

Set up a generic documentSet up a generic document Click Click File / Save as ...File / Save as ... Choose Choose Save As Type: Save As Type:

Template (*.dot)Template (*.dot)

Editing a TemplateEditing a Template

Click Click File | New File | New Choose Choose Templates ... On my Templates ... On my

computercomputer Choose: Choose: Create New TemplateCreate New Template

(not Document)(not Document) Edit the templateEdit the template Click Click File | Save asFile | Save as Choose file nameChoose file name

Creating a Placeholder Creating a Placeholder (Advanced topic)(Advanced topic)

– Place cursor where Placeholder Place cursor where Placeholder should appearshould appear

– Click Insert / FieldClick Insert / Field– In the Field names: list, choose In the Field names: list, choose

MacroButtonMacroButton– In the Display text: box, type the In the Display text: box, type the

following:following: [Click here and type [Click here and type namename]]

– Click EnterClick Enter

Where Templates Are Where Templates Are Stored Stored (Advanced topic)(Advanced topic)

Windows 2000 & XPWindows 2000 & XPC: / Documents and Settings / C: / Documents and Settings /

MyUserNameMyUserName / Application Data / / Application Data / Microsoft / TemplatesMicrosoft / Templates

Each user has different templatesEach user has different templates

Windows 95, 98 and MeWindows 95, 98 and Me– Location may vary.Location may vary.– Try: Try: C: / Program Files / Microsoft / C: / Program Files / Microsoft /

Office / TemplatesOffice / Templates

The Normal TemplateThe Normal Template

Filename: "Normal.dot"Filename: "Normal.dot" Purpose:Purpose:

– Controls how next Blank Document Controls how next Blank Document lookslooks

– To change your default font, edit the To change your default font, edit the font in the Normal template.font in the Normal template.

Protecting Protecting DocumentsDocuments

Protecting DocumentsProtecting Documents

Documents can be protected from Documents can be protected from alterationsalterations

Useful for contracts and legal Useful for contracts and legal documentsdocuments

How to Protect How to Protect DocumentsDocuments Show the Form toolbar:Show the Form toolbar:

– Click Click View / Toolbars / FormView / Toolbars / Form Click the lock symbol to lock Click the lock symbol to lock

documentdocument Hide the Form toolbar:Hide the Form toolbar:

– Click Click View / Toolbars / FormView / Toolbars / Form Save the documentSave the document

Protecting Only Parts Protecting Only Parts of a Documentof a Document Allows users to enter certain dataAllows users to enter certain data Show the Show the FormForm toolbar toolbar Be sure document is unlockedBe sure document is unlocked Move cursor to data entry areaMove cursor to data entry area Insert a Insert a Text Form FieldText Form Field

– Click the Click the Text Form FieldText Form Field button ("ab") button ("ab") Lock and save documentLock and save document