[techtalk] WORD - Save Time & Ensure Consistency with Custom Templates

Tue Oct 1 15:38:03 PDT 2024

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Create Custom Templates

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Webinars for You

NOTE: All webinars begin at 3 pm ET / 2 pm CT / 1 pm MT / 12 Noon PT and are one hour long.

October 9: [WORD/Google Docs] Mastering Document Templates and Formatting. Why attend? If you want a consistent look with docs.

October 23: [GRAPHICS] Use AI Tips and Strategies to Solve Problems and Craft Perfect Text. Why attend? If you want faster and better results.

November 6: [INTERNET] Organizing Your Documents in Cloud Storage. Why attend? If you have trouble finding what you need.

View Webinars and Register Here<https://opiayfbab.cc.rs6.net/tn.jsp?f=001Wbc-D8kQl3sBqw24h05pUh61LD_W9iBn4YsrcUcaLUnLwO_g3LQx0ddOFjz7cZJNAZYI6P1Pe5H6SRDlxibABt47wAf0JdF9a7jaIPZDNxu7mzeZNCWblDmsWWN09JfVgdDB0tiEw_Xl1YwPTdy4u27Nh_VvZ6pyOrdCXd5nZBQ=&c=n8JBaMQzwrScZODsWunqiJ5SnYaF8UFjRVUDBBn-aBT0u1jS_sL4yA==&ch=sKSwMpWlYYZZVAKOsETsMl-6FpZ_nfae_pMY6_flvfRhnHpcUl3kMQ==>

WORD: Save Time and Ensure Consistency with Custom Templates

Advanced

I used to work with a colleague named Jamie. She liked to be creative in the documents that she was tasked to produce. Depending on her mood, some would contain scripty fonts, different versions of the organization's tag line and inconsistencies in the header or footer content.

[A formal letter template with a gray and green header, placeholder text, and space for recipient and sender details.]

I got it. She liked to be creative. When designing flyers or social media graphics that would be appropriate. However, in docs like reports and employee forms, a professional, consistent image needs to be represented. So I created Templates for the organization and clearly defined when they should be used.

Whether you work in a large organization or in a small business, you want consistency in your branding, including the documents you create, right? It makes sense that when you type up an internal report or a press release to send out… for continuity, there should be a standard footer, consistent fonts and use of color.

You need "plug and play" Templates to make it easy for your staff to just drop in their content so that it represents the style and look of your organization.

Think about all of the different files created and used by your team. If you had Templates ready to go it would save a lot of time! You can create these for:

·     Letterhead
·     Contracts and agreements
·     Reports
·     Sales proposals
·     Expense reports

·     Press releases
·     Employee forms
·     Presentations
·     Grant proposals

·     Annual reports

I'm sure you can think of many more!

So to save time and be sure that your documents have the same look, set up a Template for each type. Below we will walk through the basic steps in Microsoft Word.

NOTE: Watch for the steps in next week's article for Templates in Google Docs.  By the way, the webinar below includes both.

[Promotional image for a "Tech Talk" webinar on "Mastering Document Templates and Formatting" in Word/Google Docs set for October 9, 2024.]

Register to Attend<https://opiayfbab.cc.rs6.net/tn.jsp?f=001Wbc-D8kQl3sBqw24h05pUh61LD_W9iBn4YsrcUcaLUnLwO_g3LQx0ddOFjz7cZJNAZYI6P1Pe5H6SRDlxibABt47wAf0JdF9a7jaIPZDNxu7mzeZNCWblDmsWWN09JfVgdDB0tiEw_Xl1YwPTdy4u27Nh_VvZ6pyOrdCXd5nZBQ=&c=n8JBaMQzwrScZODsWunqiJ5SnYaF8UFjRVUDBBn-aBT0u1jS_sL4yA==&ch=sKSwMpWlYYZZVAKOsETsMl-6FpZ_nfae_pMY6_flvfRhnHpcUl3kMQ==>
Join Us Live for a Webinar!
Word/Google Docs: "Mastering Document Templates and Formatting"

Wednesday, October 9th

3 pm (ET)/12 pm (PT)

We will walk through setting up Templates and more!

Create a Template in Microsoft Word

Whether it is a letter, press release or report, you'll start with the formatting and then save it as a Template with a .dotx extension so that it can be "filled in" with content later. NOTE: Many people create a "master" document and then copy it. We're talking about creating Template files.

Depending on the type of file you need, we'll go through how to set up a Template with some of the more common formatting options:

1. Open a New Blank Microsoft Word Document.

Open Word and choose Blank Document to start fresh. NOTE: You will see other Templates when you choose Blank Document. This is what you're going to create.

2. Set up the Page Layout and Formatting.

Go to the Layout tab in the ribbon.
·     Margins - Use the drop-down to select your preferred spacing.
·     Orientation - Most likely your Doc will remain the default Portrait option but change to Landscape if applicable.
·     Size - Set the paper size if it is different than the default Letter size.
·     Spacing - In the Paragraph section adjust the Spacing Before and After paragraph breaks.

[Screenshot of the Layout tab in a word processing program, showing options for margins, orientation, size, breaks, indent, and spacing settings.]

Styles and Themes

Before we jump into formatting with Styles and Themes, it's important to understand the difference between them as there is some cross-over.
·     Styles focus on formatting specific types of content (headings, body text, lists).
·     Themes provide an overarching design aesthetic. A theme sets the fonts and colors, but the styles determine how those fonts and colors are applied to specific sections of the document. Themes ensure that the visual aspects of your document (beyond just the text formatting) like charts, tables and SmartArt, remain consistent across various document elements.

For example:
·     A Theme might define that headings are blue and body text is black. But Styles will decide that "Heading 1" is bold, size 24, centered, and "Body Text" is regular, size 12, left-aligned.
·     If you change the theme (say, to use a different color scheme), the styles will automatically adapt, keeping your headings blue or body text black, but in the new theme's shades.

With that in mind, below we are going to start with Styles, apply a Theme for visual consistency, and then customize the theme with your preferred colors and font options.

3. Define Styles (Headings, Text, etc.).

Remember, Styles ensure that headings, body text, quotes, lists, and other text elements are consistently formatted throughout your document.
·     Go to the Home tab and use the Styles feature to ensure consistency in fonts, headings, and paragraphs.
·     Expand the Styles Pane by clicking the small arrow in the corner to customize the Normal styles such as Heading 1, Heading 2, Normal, Quote, etc.
·     To do this, right-click on a style and select Modify to change the font, size, color, and more.
·     TIP: Learn more about Styles in this Tech-Talk article<https://opiayfbab.cc.rs6.net/tn.jsp?f=001Wbc-D8kQl3sBqw24h05pUh61LD_W9iBn4YsrcUcaLUnLwO_g3LQx0f-DX-rgnEEAFRtTdL8DodUll4DKIXLHrFIRSx1X5-nGx6PGFXrHCCni5RH9IgnXbwH6uIaHONOZVjXDBxg1fZGXhxqqGVW-WcONTeULHHv5gUG5SGmNLOzK9LYgCDq3P-hdeACYwSidvISw1o-9U1qnUK-Op7KjCelK3HSMLdSD&c=n8JBaMQzwrScZODsWunqiJ5SnYaF8UFjRVUDBBn-aBT0u1jS_sL4yA==&ch=sKSwMpWlYYZZVAKOsETsMl-6FpZ_nfae_pMY6_flvfRhnHpcUl3kMQ==>.

These styles will be used throughout documents based on your Template, ensuring consistency in font styles.

[Screenshot of a Word document with the Modify Style option selected from the Styles menu in the Home tab.]

4. Adjust Themes and Colors

Themes allow you to apply a pre-defined color scheme and your organization's font family across all documents. This design applies not just to text but also to tables, charts, shapes, and SmartArt.
·     Go to the Design tab.
·     Select Themes to apply a pre-built theme or create a custom one with your preferred fonts and color schemes.
·     Click Colors to choose a color palette that fits your design or customize to your organization's colors.

See this Tech-Talk article<https://opiayfbab.cc.rs6.net/tn.jsp?f=001Wbc-D8kQl3sBqw24h05pUh61LD_W9iBn4YsrcUcaLUnLwO_g3LQx0eXgsteI_qbDxDBav3BYZcDpvBEpWID90bT7f6UY5k3vA4i4dkWk-ZmdXPi6yrn843SkVfqprqOb8EybC3PgPT5YOhY0i4f7J4gG9qgeHDNLLhoqS_j5sqFPP-DWdGQKBk5hhyinConq5okoKrmAXn9fRH8_70ihxQ==&c=n8JBaMQzwrScZODsWunqiJ5SnYaF8UFjRVUDBBn-aBT0u1jS_sL4yA==&ch=sKSwMpWlYYZZVAKOsETsMl-6FpZ_nfae_pMY6_flvfRhnHpcUl3kMQ==> for more details on changing Theme options.

[A screenshot of a design tab in a word processing software showing options for document themes, custom styles, and built-in styles.]

5. Set Up Headers and Footers

Go to the Insert tab and select Header or Footer. TIP: You can also put your mouse in the header or footer area and double-click your mouse to access it.

[A Microsoft Word toolbar highlighting the "Insert" tab and zooming in on the "Header & Footer" tools, including Header, Footer, and Page Number.]

·     From the Header or Footer drop-down you can select a default style and customize it. Or, add any content you want to appear at the top or bottom of each page (e.g., document title, date, page numbers).
·     The Header & Footer menu will appear in the ribbon when you are in one of these areas. Use options in this menu to add a Page Number, Document Info, or make changes for a different first page or odd/even pages.

[Screenshot of the Microsoft Word toolbar showing Header & Footer options, such as Page Number, Date & Time, and different page setups.]

6. Create Content Areas for Reusable Fields (Optional)

If you are creating a Template for letterhead and need text placeholders (like date, name, address) you can specify them.
·     Go to the Insert tab and in the Text section, click on the drop-down under Quick Parts.
·     Go to Document Property and then from the drop-down menu select from items like Company, Publish Date, and more.

[A Microsoft Word document titled "Tech-Talk" with highlighted "Quick Parts" and "Document Property" in the toolbar and a red arrow pointing to them.]

7. Save as a Template

When your document is ready to save as a Template:
·     Go to File and select Save As.
·     NOTE: If YOU are the only one who is going to use the Template, the default will save this in the Template folder (C:\Users\Username\Documents\Custom Office Templates). It will only be accessible to you.
·     If you want other staff members to access the Templates you're creating, choose a central location that all staff can access in your organization's server (or cloud storage). TIP: It's a good idea to create a specific Folder for Templates. Check with your IT department for guidance on this if needed.
·     Under the Save as type dropdown, INSTEAD of leaving it as a Word Document (.docx), select Word Template (*.dotx) (or Word Macro-Enabled Template (*.dotm) if you have macros).
·     Give the file a Name and click Save.

Your Template is now saved with a .dotx (or .dotm) extension.

[Screenshot of a Save As dialog in Word. The user is saving a file as Word Template (.dotx) in the TEMPLATES folder.]

8. Define the Location of Your Templates

Normally when you use a pre-made Template that Word has supplied, you go to File, New and choose one from the menu. However, to use a Template that you (or someone else) has created, you'll first need to tell Word the location of where these new Templates created for your organization are stored.

You only need to do this one time. To do this:
·     Open a Word doc and go to File, then Options (bottom left).
·     In the Word Options window, go to the Advanced tab on the left.
·     Scroll to the bottom to locate the General section.
·     Click on the File Locations button.

[A screenshot of the Advanced settings tab in Word Options, highlighting the General section, with "File Locations..." and "Web Options..." buttons at the bottom.]

·     In the File Locations window, under File types, highlight Workgroup Templates and click the Modify button.
·     Browse to the Folder location where Templates are stored, select that Folder and click OK.
·     Click OK again to leave the window.

[A "File Locations" window highlighting "Workgroup templates" with the location "C:TEMPLATES" and the "Modify..." button selected.]

9. Use Your Template.

·     Now, to create a new document based on the Template, open Word and go to File, then New.
·     Midway down the page, click on the Custom option.

[https://files.constantcontact.com/ee1208b4001/24bb29fe-9b67-411a-bf21-d40d4135537e.png]
·     Here you should see your new designated Template folder (based on what you named it).
·     Double-click to Open it and select your saved Template.

[Screenshot showing the "New" document window in Microsoft Word with highlighted "TEMPLATES" folder at the bottom.]

A new Word document will open with all the formatting, styles, and content controls from the Template.

[Screenshot of a new document window in Word, showing a selected "Tech-Talk Letterhead" template.]

[A series of smooth, dark stones arranged in a line, half-submerged in calm, reflective water with a soft, gray background.]

Communication: Talking

No single bullets!

When creating presentations, reports and instructional guides, using just one bullet point is a big "no-no".

One of the main purposes of bullet points is to list multiple ideas in a clear and organized fashion. Another reason for adding a symbol in front of a line (or paragraph) of text is to guide the reader through your thoughts. This is especially helpful when you have a longer message.

When you have just one bullet, the best thing to do is to take it off and try a different approach for that text. Basically, never have just one bullet. It's lonely and makes people think, "Where are the rest of them?"

Instead of a lone bullet, try these alternatives:

- Turn it into a headline, especially if in a presentation slide. If you only have one key message to convey, make it the star by placing it front and center as a bold headline.

- Break the idea into two bullets. Instead of one long sentence, separate the thought into two sub-ideas.

- Expand on the idea. Ask yourself what else you could add to create another bullet or two.

In any case, never have a single bullet. You can always remove the bullet and make the idea simply it's own sentence or paragraph.

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Cheers,
Darci Hanning, MLIS (she/her/hers)
Public Library Consultant / CE Coordinator
Continuing Education Resources: https://libguides.osl.state.or.us/conted
State Library of Oregon | Library Support and Development Services
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