Lesson 1, Topic 1
In Progress

3.1 A document is created and saved on a storage device.

ryanrori January 11, 2021

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Because we often work with the same documents over and over, it is very time consuming to create a similar looking document for each use. Therefore it is very time effective to rather create a document template which can be used over and over again and manipulated to the required usage for each occasion. This section will take you through the steps of creating a template word document which can then be opened and used for every time you have to make use of a particular document.

If you have a large client database and you need to send them information regarding the eminent price increase in goods, instead of typing a word document for each of them, you can create a template document with all the information you want to relay to them, and then just alter each document according to the individual clients who you will be sending the documents to.

Cre­at­ing a new template

go to File>New

  1. there’s a lit­tle box in the cor­ner that has a radio but­ton selec­tion: choose Template
  2. Now you’ll need to work with styles in Word (most aggravating!) 

Set up styles by going to Format>Style… (called Styles and For­mat­ting in 2003) In 2000, this opens a new dia­log box. In 2003, this opens a pane on the left hand side of the window.

Select the style you want to mod­ify (you should start with Nor­mal since every­thing is based on that, just like the Basic para­graph style in InDe­sign) and click the Mod­ify… but­ton. In 2003 you mouse over the style and click the drop down arrow and choose Modify.

You’ll get a new Mod­ify Style dia­log box for that style. Click the For­mat but­ton at the bot­tom and select Font from the drop­down list (you can also do this right from that dia­log box, but I’m more used to the Font dia­log box and I like it better).

You should rec­og­nize this dia­log box; it’s the same one you see if you right click in the doc­u­ment and choose Font. It con­tains selec­tions for the actual font, size, style (bold, italic, etc), color and other mis­cel­la­neous mod­i­fi­ca­tions you can make to a font. Change your set­tings and click ok

You’ll go back to the Mod­ify Style dia­log box (or your doc­u­ment with the For­mat­ting pane next to it for 2003 users). Now select Para­graph from the For­mat but­ton menu.

In the Para­graph dia­log box you’ll find set­tings for inden­ta­tion, align­ment, before and after spac­ing, line spac­ing. To con­trol your lead­ing exactly, select Exact and type in the point size. Remem­ber that lead­ing is gen­er­ally at least the font size +2, so for a 12 point font, you’ll want at least 14 points of lead­ing, 16 points would be my per­sonal choice. Of course, you can always set your own styles, with cus­tomized names, but I like to just mod­ify the exist­ing ones so there’s no chance the client will select those instead of your cus­tom named ones and mess every­thing up.

Go through and set up all of the styles you think the client will need and make it easy—don’t set up more styles than s/he will use. It will only con­fuse them when they have to choose which style to apply later.

Note: You may want to set up some dummy text in the tem­plate so you know what all the styles will look like (and if you leave it there when you save, the client will still be able to delete it, but they will know what their doc­u­ment will look like)

To put an image in the back­ground (like a let­ter­head or water­mark) of the template: 

Go the Header/Footer view (View>Header/Footer)

If you want to cre­ate a dif­fer­ent first page to, say, make the logo smaller or remove it all together, you can click the Page Setup but­ton on the Header/Footer tool­bar, or go to File>Page Setup. Go to the Lay­out tab (comes up auto­mat­i­cally if accessed via the Header/Footer tool­bar), locate the lit­tle sec­tion that says Head­ers and Foot­ers and check the box that says Dif­fer­ent First Page. You’ll prob­a­bly want to insert a page break before doing this step so that you can access the sec­ond page to insert the dif­fer­ent image.

Go to Insert>Picture>From File

Select the image and click ok (this is not a doc­u­ment rel­a­tive pro­gram, so no wor­ries about where the pic­ture is located in rela­tion to this tem­plate). Note: Word likes to bring in large pic­tures smaller than their orig­i­nal size, so don’t worry about scal­ing the image up to fit the entire doc­u­ment, as long as you orig­i­nally cre­ated it to be that large). If it looks like the image wasn’t inserted into the doc­u­ment, try click­ing around at the very top of the page. I think it puts it up there so it doesn’t inter­fere with the text.

Dou­ble click on the pic­ture to bring up the For­mat Pic­ture dia­log box (you may not be able to dou­ble click, if the image didn’t look like it was in the doc, so instead go to Format>Picture to get this dia­log box).

  • Go to the Lay­out tab and select Behind Text
  • Nav­i­gate to the Size tab and make sure it’s at 100%
  • Click ok
  • Grab the pic­ture and align it to the cor­ners of the doc­u­ment, always mak­ing sure to resize it from the cor­ners so that it stays pro­por­tional (no stretching!)
  • Repeat steps 3 – 9 for the sec­ond page if you choose to make it different.
  • Go into the Page Setup options if you want to alter the mar­gins or paper size of the template.

All styles and mar­gins set and a photo in the back­ground? Good. Save As and choose Doc­u­ment Tem­plate (.dot). Close.