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The most useful piece of advice I can give you when it comes to templates is to make a lot of them Any document you create more than once is a good candidate for a template For example, if you write more than one report per month, you need a template for that report Why Because using a template will save you setting up the things that all your reports have in common, such as the name, the layout, the formatting, even some of the data that doesn t change or that changes only slightly When building template content, stick to text and other elements (such as tables and graphics) that every document you build based on the template will need For example, if you re building a memo for meeting agendas, include the headings for each section (for example, Date, Attended By, Topics, Actions, and Follow-Up) but don t type anything specific to any particular or actual meeting The more generic you can make the content, the more applicable the template will be for future agenda documents Using tables in a template helps to structure the document by providing cells into which data and text can be entered (For more on tables, see 8) Styles, covered in 6, can be used to customize the templates tables Another useful feature to build into a document is instructions, which are particularly helpful if people other than you will use your template This can be as simple as type your name here or as detailed and specific as please enter full department names and avoid using abbreviations whenever possible The instructions should be obvious, however, so that people see them and replace them with their text, or delete them if they don t have text to insert in that part of the template Preceding instructions with the word NOTE in all caps can help draw attention to instructional text and prevent it accidentally remaining in the document after the user has filled in the parts they need Word comes with an extensive selection of templates, ready for your use Most of them contain instructions, some use self-running Wizards that coach you through the process of filling in user-specific parts of the template, and some of the templates contain automated features such as fields (for making choices, inserting data) They re all available through the File | New command or by clicking the On My Computer link on the task pane The templates are divided into several categories, designated by tabs in the dialog box, to help you find the one you need
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Change the appearance of text by applying fonts and font sizes Use styles to make multiple changes to the appearance and placement of text Adjust alignment settings to position headings and justify paragraphs Format paragraphs to control the placement and flow of blocks of text Adjust margins, paper size, and page orientation Use default tabs to create simple column lists Create custom tab stops throughout a document
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Your document can be formatted on three levels: character formatting, which works with your document at an almost atomic level; paragraph formatting, which works with large sections of text and deals with them as blocks; and page formatting, which allows you to control the appearance of the document as a whole In this chapter, you ll learn to approach the formatting of your document on all three levels, using easily accessed toolbar buttons, dialog boxes that offer greater levels of control, and keyboard shortcuts to speed the process along You ll also learn to structure your text with tabs, using both the default tab settings that are part of the Normal (blank document) template and custom tabs that you can set for specific layout requirements
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