SAVING TIME

Document templates are patterns for documents. They provide predetermined settings for the font, margins, number of columns, and other formatting, so you don’t have to start from scratch every time you create a new document. In fact, every Word document is based on a document template. If you don’t select a different template, Word automatically bases the new document on the NORMAL template each time you start Word. If you open another new document by clicking the New button on the Standard toolbar, Word bases that document on NORMAL.

In addition to the NORMAL template, Word comes with other, specialized templates for letters, press releases, thank-you notes, employment rejection letters; there is even a letter to Mom. With the boilerplate text already entered for you, there’s no excuse for not writing. Where possible, these templates are based on widely used, standard formats.

A document template not only serves as a pattern for new documents, it can also shape Word itself. The templates customize Word in various ways to make it more suitable for the kind of document you’re creating. A template, then, can create an “environment” in Word for working on a specific type of document. A template’s working environment can include menu, toolbar, and keyboard assignments; AutoText entries; and macros that complete tedious work quickly.

Quick Starts on Documents with Templates and WizardsYou can use any of the templates or the documents you create from wizards described in this section as they are or as starting points for formats of your own design. Virtually all of the supplied templates share common elements, so after you’re comfortable using one template, you’ll have a good understanding of how the other ones work as well.

After making any adjustments you might need to your document, you can convert the resulting document into another template. You can have as many templates as you need for each kind of document you create. Even if you don’t use a specific kind of document very often, you can still save the time it would take to recall all of the formatting the document required. Templates and wizards are also a great way to bring new employees up to speed quickly. You and your company can save time by reducing training time and increasing productivity.

Most document templates contain the following elements:

Formatting A template can store information about margin settings, the number of columns, page orientation, and other document and section formatting. Like a

document, a template can contain more than one section, with different formatting for each section.

Boilerplate text A template can store text that is the same for every document in which there is a pattern. Every memo, for example, might have the same memo heading. This text appears in every document based on a template.

Styles A template can provide a way to store and easily apply many different character, paragraph, and section formats. Since documents based on a template inherit the template’s styles, you can use templates and styles to maintain consistent formatting among a body of documents.

Get a Head Start on Documents with WizardsWizards are the ultimate in convenience when you need results fast. Like templates, wizards combine formatting, boilerplate text, and styles, but unlike templates, wizards guide you every step of the way. Whenever you have an option to specify how your document will look, the wizard will ask you what you want to do. You even get to try out options and see the effect of your selection before finally choosing something. The wizards that come with Word range from basic (such as the Letter wizard) to dramatic (such as the Award wizard). Typical options include Classic (sure not to offend), plus Jazzy and Contemporary for those with more creative preferences for their documents. Be sure to experiment with and explore your options whenever you have a chance.

If you can’t decide exactly what features you want in a document, just click the Next button to continue to the next wizard window. You can always go back (with the Back button) before you complete all the wizard windows. And, of course, you can modify the document once you’ve created it.

Creating a New Document with WizardsAfter you have installed the wizards in your Word Template directory, you can use them to create new documents. When you choose the New command from the File menu, the New dialog box lists the wizards you can use.

To create a new document with a wizard

1. From the File menu, choose New.2. Select the wizard on which you want to base your new document.3. Choose the OK button.4. Answer each question in the wizard windows.

When you are done, you will have a document that is exactly what you want.

Quick Starts on LettersWord comes with dozens of business letter templates. When you create a new letter based on one of the templates, you can use as much of the existing boilerplate text as you want. Just edit the parts you want to change. Underlined text represents text that will probably change in individual letters, so you should be sure to supply the correct information that belongs there.

Getting a Head StartWhen you run the Setup program to install Word, you can choose to install or not install the supplied templates and wizards. If you choose not to install them when you set up Word, you can run Setup at any time to install them later. For more information about the Word Setup program, see Microsoft Word Quick Results.

Creating a New Document Based on the Supplied TemplatesAfter you have installed the templates in your Word Template directory, you can use them to create new documents. When you choose the New command from the File menu, the New dialog box lists these templates and any others that are available for creating new documents.

To create a new document based on a supplied template

1. From the File menu, choose New.2. Select the supplied template on which you want to base a new document.3. Choose the OK button.

Virtually all of the supplied templates share common elements, so after you’re comfortable using one template, you’ll have a good understanding of how the other ones work as well. Following are some of the elements you can expect to find in the supplied templates.

Predefined StylesAll of the supplied templates include styles appropriate for their formats. The names of these styles correspond closely to the elements of the document for which they are intended. For example, the styles defined for the business letter templates include Date, Inside Address, Subject Line, Closing, and Signature.