Creating Document Templates in Microsoft Office

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Creating Document Templates
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Templates are perhaps the most underused part of Word s considerable power People spend hours (probably days or weeks when all the time is added up) creating documents from scratch when a template could have saved them as much as 90 percent of the time spent entering and editing text and then formatting their documents Templates, if used properly, can also help maintain consistency across a group of people so that the documents created in a single department or throughout an entire company are similar in important ways fonts, layout, and content So what are these wonderful things, these templates Templates are like cookie cutters for documents They help you create many similar (or perhaps identical) documents from a single mold Common examples of templates include fax cover sheets, memos, proposals, reports, and letters Just about any kind of document can be a template, becoming the foundation for future documents
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Building Template Content
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Word allows you to turn any document into a template, simply by choosing the Document Template format for the file when you save it That s all you need to do If you choose that format for a document, Word automatically saves the file to a Templates folder, making the resulting template
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file accessible for use in building new documents later The process is very simple Just follow these steps: 1 To build a template from a new document, start with a blank document and build the content and apply the formatting that every document based on this template will need Don t add anything that s specific to one particular document, such as the date or reference to a particular product or client Figure 5-9 shows the content you d want to include in a memo template 2 Choose File | Save As In the resulting Save As dialog box, click the Save As Type drop-down list at the bottom of the dialog box and choose Document Template (dot) from the list of formats When you select the document template format, Word automatically changes the Save In location to the Templates folder, where existing templates that came with Word are already stored 3 In the File Name box, type a name for the template that will help you choose it for specific uses later, such as Standard Memo (rather than plain old Memo ) or Quarterly Report (as opposed to Report, which isn t very specific) 4 Click the Save button to create the template and close the Save As dialog box The template file remains open onscreen, and you can continue to edit and format it as needed Continue to resave it (in the dot format) as you make changes and then close the file Never save the template to a folder other than Templates, and to the Templates folder where Word automatically takes you when you choose the Template format If you save a template to any other folder, it won t be available to you when you choose File | New or click the On My Computer link in the task pane At most, save the template to one of the Templates folder s subfolders or create your own subfolder within the Templates folder, such as My Templates If you create your own subfolder (within the Templates folder), it will appear as a tab in the Templates dialog box, and on that tab you ll find the template you created
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The memo headings are included and placed in a table to control placement of the text
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The word Memo has been formatted in a different font and in a larger size
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Instructions help others use this template effectively FIGURE 5-9
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Think about the future documents you ll create based on this template and only include the text and formats those documents will need
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CHAPTER 5: Proofing, Printing, and Saving Documents
Creating New Documents from Your Templates
To use the templates you create, simply choose File | New You can also click the On My Computer link in the task pane to open the Templates dialog box Within that dialog box, the General tab will contain the templates you ve created Double-click the template you want to use, and a new document opens, containing the content and formatting that was included in the template file You ll note that the name of the new document is DocumentX (where X is the consecutive number assigned to all new documents in Word) Word doesn t open the template itself but rather a new document based on that template
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