Make Word Easier to Use in Microsoft Office

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Make Word Easier to Use
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The easiest way to save time and effort in Word is to use a suitable template for each new document you create A template is a document that you use to create other documents The template contains all the common features of the type of document you re creating For example, a customer service letter template may contain your company s name and address, a formatted area for the recipient s name and address, a subject line, a partial salutation ( Dear ________, ), the standard format for the information to be imparted, and a closing and sender s name By filling in the recipient s name and address, the salutation, and other details, you can quickly create a finished letter without any unnecessary typing To create a new template, follow these steps: 1 Click the Of ce Button, and then click New Word displays the New Document dialog box 2 Take one of the following actions:
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In the Templates list on the left, select the Installed Templates item In the Installed
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Templates list in the middle of the dialog box, choose the template on which you want to base the new template Select the Template option button in the Create New area in the lower-right corner, and then click the Create button
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In the Templates list on the left, select the My Templates item Word displays the
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New dialog box Choose the template on which you want to base the new template, select the Template option button in the Create New area in the lower-right corner, and then click the OK button 3 In the new template that Word creates, enter the text and objects that the template needs, and apply any required formatting 4 Click the Of ce Button, and then click Save Word displays the Save As dialog box, which it switches automatically to your Templates folder to make sure that you save the template in the right place for use 5 Type the name for the template If the template is visually distinctive, and you want to create a thumbnail picture to help you or others identify it in the New dialog box, select the Save Thumbnail check box 6 Verify that Word Template is selected in the Save As Type drop-down list 7 Click the Save button Word saves the template 8 Click the Of ce Button, and then click Close You can now base a new document on your template
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You may sometimes find that you ve created a document that you want to turn into a template At the file level, the differences between a document and a template are small But usually, if you re using one file as the basis for another file, it s neater to use a template than a document even though Word 2007 makes it easy to base a new document on an existing document Templates have two main advantages:
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Word helps you organize the templates you ve created into your user templates
folder From here, you can easily back up all your templates
Word displays all your templates in the New dialog box, so you can easily see which
templates you have available To turn a document into a template, click the Office Button, and then click Save As In the Save As Type drop-down list, select the Word Template item You ll need to switch manually to your user templates folder otherwise, Word saves the template in your current folder
Create Custom Styles
As you saw in 4, a style is a collection of formatting for example, a paragraph style typically contains all the formatting required for a paragraph in a particular style (say, Heading 1 or Body Text) In your templates, you can use the many and varied styles that Word provides, but you may also want to create custom styles of your own so that you have exactly the styles you want (Alternatively, you can adapt Word s built-in styles to your needs) You can create a style either manually, setting all the formatting one step at a time, or by using the formatting on existing text
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