Microsoft Office            ®Word 2007 TrainingSave time with templates
Course contents• Overview: Get a jump-start on your documents• Lesson 1: Tap into template power• Lesson 2: Create your ow...
Overview: Get a jump-start   on your documents Before creating your Word 2007 document from scratch, think about starting ...
Course goals• Get a huge time boost by using templates provided by  Word and Microsoft Office Online.• Create your own tem...
Lesson 1Tap into template power
Tap into template power                                                         While you may have                        ...
Use an already-made                      fax cover sheet                                                         Let’s say...
Use an already-prepared                    agenda                                                           Here’s another...
Use an already-prepared                agenda                                                       The picture shows     ...
Find installed templates                                                    Word includes over 30                         ...
Find installed templates                                                     Word includes over 30                        ...
Find Office Online templates                                                         The steps for opening                ...
Find Office Online templates                                                        The steps for opening                 ...
A template’s special power                                                            When you open a                     ...
A template’s special power                                                         Because the new                        ...
Templates, documents:              two distinct file types                                                        Just as ...
Templates, documents:             two distinct file types                                                          A templ...
Suggestions for practice1.Use a template for a business letter.2.Add your own text to the letter.3.Use a template for a fl...
Lesson 2Create your own templates
Create your own templates                                                         Say you often use a                     ...
Advantages of creating a                       template                                                         Sticking w...
Advantages of creating a                        template                                                           Stickin...
Advantages of creating a                       template                                                         Sticking w...
Prepare the content for                  the template                                                       Part of the pr...
Prepare the content for                  the template                                                         First, open ...
Prepare the content for                  the template                                                        First, open t...
Save the file as a template                                                     Since a template is its                   ...
Save the file as a template                                                         Putting the template                  ...
Save the file as a template                                                           Putting the template                ...
Create a document           based on the template                                                   Another advantage of  ...
Edit the template                                                   What if a vital part of                               ...
Edit the template                                                           What if a vital part of                       ...
Suggestions for practice1.View extensions in a file name.2.Turn a document into a template.3.Find and use the template.4.E...
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Templates without questions

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  • [ Notes to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Adobe Flash animations : This template contains Flash animations. These will play in PowerPoint 2000 and later. However: If you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint 97-2003 Presentation (*.ppt) or PowerPoint 97-2003 Template (*.pot) (you’ll see the file types in the Save As dialog box, next to Save as type) . Warning: If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx) , the animations won’t be retained in the saved file. Also : Because this presentation contains Flash animations, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.]
  • What kind of content does a template include? Anything and everything, including text, styles, and formatting; page layout, such as margins and line spacing; and design elements such as special colours, borders, and accents, typical of a Word theme. Think of a template as a very helpful starting point. If, for example, you have weekly work meetings and have to create the same meeting agenda over and over but with slightly different details every time, starting out with a lot of information already in place will vastly speed up your work.
  • The picture gives you an example. The template is set up so that it’s simple to complete. Just fill in the blanks with your information, print the sheet, and fax it. Even if you have to add something to the sheet or delete another part, the essential content is there already; you needn’t build it from the ground up.
  • Some of the most popular template categories on Office Online include Agendas, Calendars, Flyers, Letters, and Resumes. You’ll see how to link to Office Online from Word later in the course.
  • Note : Along with the numerous templates on this site that are developed by Microsoft, there are templates that have been created by customers.
  • As with installed templates, a large preview of each Office Online template is given. Some categories, such as Letters, have subcategories that you choose from—for example, Academic, Business, and Cover Letters. After you click Download , a template opens as a fresh new document on your computer for you to add to as you want and then save. The original template is not changed; it remains on Office Online. However, a copy of the template itself is saved to your computer. If you want to use it again, you don’t have to go to Office Online again. You can open it within the My Templates folder in Word. [ Note to trainer: To play the animation when viewing the slide show, right-click the animation, and then click Play . After playing the file once, you may have to click Rewind (after right-clicking) and then click Play . If you’re clicking the slide to make text enter or to advance to the next slide but nothing’s happening, click away from the animation. Sometimes you have to click twice. If you have problems viewing the animation, see the notes for the last slide in this presentation about playing an Adobe Flash animation. If you still have problems viewing the animation, the slide that follows this one is a duplicate slide with static art. Delete either the current slide or the next slide before showing the presentation.]
  • As with installed templates, a large preview of each Office Online template is given. Some categories, such as Letters, have subcategories that you choose from—for example, Academic, Business, and Cover Letters. The original template is not changed; it remains on Office Online. However, a copy of the template itself is saved to your computer. If you want to use it again, you don’t have to go to Office Online again. You can open it within the My Templates folder in Word. [ Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing the presentation.]
  • Note : To see the file extension as part of the file name, you need to change a setting within Microsoft Windows. The Quick Reference Card linked to at the end of the course gives the steps for doing so.
  • [ Note to trainer: With Word 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Word, with instructions to guide you. Important: If you don’t have Word 2007, you won’t be able to access the practice instructions.]
  • You can beef up the template with everything you always want in the invoice, including text placeholders that make typing in new stuff easy. Then always use that one template file as the basis for all your new invoices. There are more advantages. See what they are. Then learn to save a file as a template, and how to find, use, and edit it.
  • The next sections will walk you through the process of creating and using your own template.
  • Examples of content that’s likely to stay the same are your own business’s logo, name, and address. Those things are easy to update in the template when you need to.
  • Note that if you have set up Windows to show file extensions, you’ll see the extension .dotx at the end of the file name. This denotes a template type of file in Word 2007. (In contrast with the file type for documents, which is .docx .)
  • Note that the folder name you’ll save to, if you are using the Windows Vista ® operating system , is called Templates rather than Trusted Templates . But it has the same meaning for Word as the Trusted Templates folder.
  • Document is selected by default because Word assumes that you want to open the template as a document that you would complete and save. Tip : You’ll notice that there’s an option in the New window to open the template in Template format. This opens a copy of the template as a template, which you can edit and save as a new version of the template. However, if you want to open the original template directly, for example, to edit it, there’s a different method for doing that. See the next section.
  • Rather than opening up a copy of itself, the template itself opens up in this case. Changes you make and save are saved to the template file. From now on, when you fill out a new invoice based on this template, your new logo will be in place.
  • For example, you can set up a password for the template that a person would need to know in order to edit it. For more about this sort of thing, see the Quick Reference Card that’s linked to at the end of the course.
  • [ Note to trainer: With Word 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Word, with instructions to guide you. Important: If you don’t have Word 2007, you won’t be able to access the practice instructions.]
  • Templates without questions

    1. 1. Microsoft Office ®Word 2007 TrainingSave time with templates
    2. 2. Course contents• Overview: Get a jump-start on your documents• Lesson 1: Tap into template power• Lesson 2: Create your own templatesEach lesson includes a list of suggested tasks and a set oftest questions.
    3. 3. 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.
    4. 4. 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.
    5. 5. Lesson 1Tap into template power
    6. 6. 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 templatecan help ensure impressive document design and save you time.This lesson offers some examples by providing a firsthand glimpse of the manytemplates that already exist within Word itself and on Microsoft Office Online.
    7. 7. 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 coulduse a fax cover sheet that Word already contains.You will find this, and other templates, among Word’s installed templates.
    8. 8. 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 MicrosoftOffice Online—you can link directly to these from within Word.On Office Online, you’ll find a vast and varied collection of templates organizedinto categories. Within each, you have several choices of template type.
    9. 9. 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 theagenda.A completely finished, artful look; you can type over example text.Page layout and formatting amped up a notch, with colour and tables creatingareas for a complex agenda design.
    10. 10. 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.
    11. 11. 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 changesto it that you want.
    12. 12. 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 caseyou look in the area under Microsoft Office Online.Click a category to see thumbnails. To download a template, select the thumbnailand click Download.
    13. 13. 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 underMicrosoft Office Online.Click a category to see thumbnails. To download a template, select the thumbnailand click Download. A template opens as a fresh new document on your computerfor you to add to as you want and then save.
    14. 14. 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, impartingeverything it contains to a new, fresh document.You work in that new document, benefiting from everything that was built into thetemplate, plus adding or deleting what you need to.
    15. 15. 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 thebackground.
    16. 16. 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 thechoices of file type available in which to save files.The standard format defaults to a document type.
    17. 17. 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. Ithas .docx at the end of its file name. (In prior Word versions, this extensionwas .doc.)
    18. 18. Suggestions for practice1.Use a template for a business letter.2.Add your own text to the letter.3.Use a template for a flyer.
    19. 19. Lesson 2Create your own templates
    20. 20. 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 maynever have turned it into one.Why not do so? You’ll have one clear master to work from, and you won’t have toundo outdated content when you’re preparing a current invoice.
    21. 21. 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.
    22. 22. 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 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.
    23. 23. 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.• 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.
    24. 24. 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 thetemplate to start with.Much of what you put in the template depends on your own preferences and theparticulars of the content.
    25. 25. Prepare the content for 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.
    26. 26. Prepare the content for 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.
    27. 27. 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 WordTemplate.In the Save As dialog box, click Trusted Templates as the place in which tosave the template.Name the template, and click Save.
    28. 28. Save the file as a template 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 againstopening documents with macros.If your computer security settings are at the recommended level, Word will openany template file, but it will disable any macros it contains.
    29. 29. Save the file as a template 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’tdisable the macros. It assumes the files are safe, so be sure the files you storethere are from a trusted source.
    30. 30. 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.
    31. 31. 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.
    32. 32. 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 templatesIf 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 youmay not want.
    33. 33. Suggestions for practice1.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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