Templates without questions

Microsoft Office
®

Word 2007 Training

Save time with templates

Course contents
• Overview: Get a jump-start on your documents

• Lesson 1: Tap into template power

• Lesson 2: Create your own templates

Each lesson includes a list of suggested tasks and a set of
test questions.

Overview: Get a jump-start
on your documents
Before creating your Word 2007 document from
scratch, think about starting with one of the
content-rich templates that already exist.

Word provides a wealth of templates, from
letters and résumés to calendars and
brochures.

You can even go a step further and turn an
existing document into a template that exactly
suits your needs. This course shows you how.

Course goals

• Get a huge time boost by using templates provided by
Word and Microsoft Office Online.

• Create your own template, customized to your business
needs.

Lesson 1

Tap into template power

Tap into template power
While you may have
worked in Word, you
might not be so
familiar with Word
templates.

What’s a template,
and what’s its benefit
to you?

A template is a type of document that already contains content. Using a template
can help ensure impressive document design and save you time.
This lesson offers some examples by providing a firsthand glimpse of the many
templates that already exist within Word itself and on Microsoft Office Online.

Use an already-made
fax cover sheet
Let’s say that on your
job you frequently
have the task of
sending a fax to
another company.

You always need a
cover page for the fax.

You could spend the time and create this page in Word every time. Or you could
use a fax cover sheet that Word already contains.

You will find this, and other templates, among Word’s installed templates.

Use an already-prepared
agenda
Here’s another
example of how Word
templates could help
you.

Imagine that you’re in
charge of creating the
agenda for your
weekly team meeting.
Before you start from a blank page, look at the templates available on Microsoft
Office Online—you can link directly to these from within Word.
On Office Online, you’ll find a vast and varied collection of templates organized
into categories. Within each, you have several choices of template type.

Use an already-prepared
agenda
The picture shows
three of the agenda
templates.

Simply open the
agenda you want, and
fill in your information.

Simple and straightforward, with formatted text areas that help you fill out the
agenda.
A completely finished, artful look; you can type over example text.
Page layout and formatting amped up a notch, with colour and tables creating
areas for a complex agenda design.

Find installed templates
Word includes over 30
pre-installed templates
for document types
such as letters, faxes,
reports, résumés, and
blog posts.

Here’s how you find
them.

Click the Microsoft Office Button, and click New.

In the New Document window, click Installed Templates.

Find installed templates
Word includes over 30
pre-installed templates
for document types
such as letters, faxes,
reports, résumés, and
blog posts.

Here’s how you find
them.

Click one of the thumbnails, and see its preview on the right.
When you’ve found the template you want, click Create.
A new document opens that’s based on the template, and you make the changes
to it that you want.

Find Office Online templates

The steps for opening
templates from the
Office Online Web site
are very similar.

Animation: Right-click, and click Play.
As the animation shows, you open the New Document window, but in this case
you look in the area under Microsoft Office Online.
Click a category to see thumbnails. To download a template, select the thumbnail
and click Download.

Find Office Online templates

The steps for opening
templates from the
Office Online Web site
are very similar.

You open the New Document window, but in this case you look in the area under
Microsoft Office Online.
Click a category to see thumbnails. To download a template, select the thumbnail
and click Download. A template opens as a fresh new document on your computer
for you to add to as you want and then save.

A template’s special power
When you open a
template, a new
document opens that’s
based on the template
you selected.

So you’re opening a
copy of the template,
not the template itself.
And that’s a template’s special power: It opens up a copy of itself, imparting
everything it contains to a new, fresh document.
You work in that new document, benefiting from everything that was built into the
template, plus adding or deleting what you need to.

A template’s special power

Because the new
document is not the
template itself, your
changes are saved to
the document, and the
template is left in its
original state.

Therefore, one template can be the basis for an unlimited number of documents.

Every document is based on a template of some kind; the template just lives in the
background.

Templates, documents:
two distinct file types
Just as templates
have slightly different
behaviour from
documents, so are
they also a distinct file
type.

If you’ve saved many documents in Word, you’re probably familiar with the
choices of file type available in which to save files.
The standard format defaults to a document type.

Templates, documents:
two distinct file types
A template is a
different type, and
templates and
documents behave
differently.

As shown in example 1: A template is saved as a Word Template type. It has
.dotx at the end of its file name. (In prior Word versions, this extension was .dot.)
As shown in example 2: A document is saved as a Word Document type. It
has .docx at the end of its file name. (In prior Word versions, this extension
was .doc.)

Suggestions for practice

1.Use a template for a business letter.

2.Add your own text to the letter.

3.Use a template for a flyer.

Lesson 2

Create your own templates

Create your own templates

Say you often use a
certain invoice whose
basic content stays
the same except for
certain details that
change each time.

In effect, you’re using your original document as a template, although you may
never have turned it into one.
Why not do so? You’ll have one clear master to work from, and you won’t have to
undo outdated content when you’re preparing a current invoice.

Advantages of creating a
template
Sticking with the
example of an invoice
document, here are
some things you’d
gain by turning the
document into a
template.

• You wouldn’t have to search through various document versions; changes
would all be stored in the template.
• Since a template opens up a copy of itself, you wouldn’t have to worry about
accidentally saving over one of your previous invoices.

template
Sticking with the
document, here are
some things you’d
gain by turning the
document into a
template.

• You could alter the template’s content so that it contained only that information
you wanted for every single invoice. This way, you would not always have to
delete outdated information, and that would save you time and bother.

template
Sticking with the
document, here are
some things you’d
gain by turning the
document into a
template.

• By taking out the obsolete content, you’d reduce the chance of saving and
accidentally sending out an invoice with unwanted information.
• The template would always be in the same location in Word, with all your other
templates.

Prepare the content for
the template
Part of the process of
creating a template is
leaving or creating just
the information in it
that you want.

This is the content that you’d want each new document that was based on the
template to start with.
Much of what you put in the template depends on your own preferences and the
particulars of the content.

the template
First, open the
document you want to
use to create the
template (in this case,
the invoice document),
or open a blank
document.

Here are typical things you might do afterward:
Leave in the content that’s bound to stay the same for a while.
Insert a Date & Time command for the invoice’s date area. This will
automatically put the current date into a new document.

the template
First, open the
document you want to
use to create the
template (in this case,
the invoice document),
or open a blank
document.

Here are typical things you might do afterward:
Leave text placeholder areas for information that will change per invoice:
company name and address the invoice goes to.
Leave empty the areas that will change for every invoice: work done, number of
hours, and total cost.

Save the file as a template
Since a template is its
own type of file, to
save a document as a
template you’ll select
the file type called
Word Template.

Here are the steps.

Click the Microsoft Office Button, point to Save As, and click Word
Template.
In the Save As dialog box, click Trusted Templates as the place in which to
save the template.
Name the template, and click Save.

Putting the template
in Trusted Templates
is important.

This tells Word that it’s
safe to open even if
the template should
contain macros or
other code.

Because macros can contain malicious code, Word is on the lookout against
opening documents with macros.
If your computer security settings are at the recommended level, Word will open
any template file, but it will disable any macros it contains.

Putting the template
in Trusted Templates
is important.

This tells Word that it’s
safe to open even if
the template should
contain macros or
other code.

For templates that are in the Trusted Templates folder, however, Word doesn’t
disable the macros. It assumes the files are safe, so be sure the files you store
there are from a trusted source.

Create a document
based on the template
Another advantage of
saving a template in
the Trusted
Templates folder is
that Word then makes
it very easy to find.

In the New Document window, click My templates.
Click the template you want.
Make sure that Document is selected on the lower right, under Create New,
and then click OK.

Edit the template
What if a vital part of
the template
information became
outdated; for example,
your company logo
changes?

Here’s how you’d
open it up and edit it.

Click the Microsoft Office Button , and click Open.
Click the Trusted Templates folder.

Select the template, and click Open.

Edit the template
What if a vital part of
the template
information became
outdated, for example,
your company logo
changes?

Here’s how you’d
open it up and edit it.

Protecting your templates
If you have created a template that other people in your company plan to use,
consider protecting the template’s contents against edits to the template that you
may not want.

Suggestions for practice

1.View extensions in a file name.

2.Turn a document into a template.

3.Find and use the template.

4.Edit the template.

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