What is the
difference between a TEMPLATE vs a Document:
A TEMPLATE
is very different than a document. The difference is that a TEMPLATE is like a boilerplate or
“master”. Put simply, when a template is opened, it
actually opens a COPY of the master (not the master itself). This
document opens like a brand new Word document would called "Document1" for example,
with one exception. It contains all of the content that you have created
in your master template as well.
An example of a template would be a form
letter where you would have a body of text that you would repeat on
multiple letters, mailing lists, reports, customer letters etc . The
text in the body of your form letter would be stored in the
template so you don't have to waste time typing the same text over and
over again each time you
need to write a letter. You can have as many different templates as you
like for different purposes. Also see Headers and Footers below.
How to CREATE a Master Template in Word
- Open a regular document as you
normally would in Word.
- Add your generalized content
(nothing personal like "dear John") that you would want to appear
on every document that you open based on your master template. To
better understand it go ahead and type out some sample text: :"To
all of our valued customers, we want to tell you how much we
appreciate your business". Use the
Copy
and Paste function to copy this actual text now.
- Click on File/ Save AS
. At the bottom of that window that comes up, change "SAVE AS
TYPE" to Word Template". Save in a location where you will be
able to find it!
That's it your master template is
created. It will save the template with an extension of *.dot or
*.dotx depending on which version of Word you are using. The "T"
in .doT stands for template of course.
Do it now as a test.
How to use
a Word TEMPLATE:
-
Ok you have created
your master template, a form letter in this example. To use it, all you
have to do is OPEN the master template by double clicking on
it like you would open any document. A blank document will open but
the difference in
opening a TEMPLATE, is that you will see the content of your template
is already in the document.
-
Complete your form
letter with the body text of "To all of our valued
customers,...." .
-
At this point you
can personalize the letter such as "Dear
John" in the body of the document if necessary.
Saving a Document
based on a Master Template:
Ok hang in there,
keeping it clear in your mind what you are doing. Remember you are
saving a regular document BASED on a copy of a master, but saving
the document is no different than saving a regular document. The
difference is it will contain your master template content as well (your
letterhead address, company name, logo for example) and the "Dear John"
you typed in the step above.
-
Click on File /
SAVE and name your document, "Form Letter to John" for this
test. Make sure you save it where you can find it. (If you have
problems finding your documents see our article on
Saving
Documents here.)
-
Now go back and
OPEN the "Form Letter to John" document. You will see your master
template (form letter content) and your personal letter content
("Dear John") are both saved in the document.
How to make
Changes to Master Template
IMPORTANT,
this must be done WITHIN Microsoft Word from the File/Open
menu. You CANNOT just double click to modify the master, it will open a
COPY of the template as described above.
-
IN Microsoft
Word click on File/Open from the top menu
-
Browse to
the location of your Master Template. Note you may have to change
the dropdown (Files of Type) to show *.dot / *.dotx
files.
-
Make your changes
and save your template
That's it. Try it again
and again until you get it. Practice is key. Once you understand the
process you will have it forever! Other examples where templates come in
handy are drawings, flowcharts, maps, directions etc
How to use Headers and
Footers in Microsoft Word
What are "Headers and Footers”?
The best example would be a letterhead where your company address and
logo would appear at the top or bottom of EVERY page. Normally
used for letterheads or disclaimer type items. Headers and Footers are a
bit different than templates in that they will appear on every
page (page1, page2, page 3 etc) where templates will only appear on
page 1. (Headers and Footers can also be used in conjunction with
Templates).Another example would be using a
Footer for putting the page number at the bottom of each page. When you
are in Header/Footer mode, click on Page Numbers icon from the
top menubar.
How to Insert a Header or Footer:
- Open a document or template in Word 2007 or 2010
- Click on the Insert Tab
- Choose Header or Footer which will look like
this.
You will see a
dropdown of suggested header and footer styles. You can pick one to
start with and modify it, or choose Edit Header at the bottom to
create one from scratch.
Once you are finish
making your changes, click on Close Header/Footer the icon at the
top will look like this in Word 2007 or 2010:
- You will notice the header/footer content appears
to be grayed out or dim. This is normal is is simply placed in the
background so you can complete your document.
- Create a sample letterhead document and put your
company information at the top of the page in the Header section.
Type in enough sample text or just keep hitting enter until the
document rolls into a page 2. You will notice that the Header
content is repeated on page 2 as well.
- You can also put graphics such as a logo in your
header or footer
- NEVER open the TEMPLATE from within
Word…always from Windows Explorer. If you open within Word you
will open the actual TEMPLATE (master) and it will be modified from
that point forward. Unless you specifically want to change something
about the TEMPLATE, always open it from Windows Explorer
Also See
Mail Merge: How to
Merge Envelopes with and Address List
Templates: How to Use
a Microsoft Word Template
Headers and Footers: How to use
Headers and Footers in Word
Working with Tables:
How to use Tables in
Word
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