Advanced Microsoft Word Using Templates & Protecting Documents Rich Malloy Greenwich Continuing Education.

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Presentation transcript:

Advanced Microsoft Word Using Templates & Protecting Documents Rich Malloy Greenwich Continuing Education

What is a Template? A Cookie Cutter for Documents

Why Use a Template? Fast Way to Create Standard Docs Fast Way to Create Standard Docs –Contain formatting and routine text –Lets you concentrate on special text Easy to Find Easy to Find –Stored in special Templates folder –To find, click File | New Protected from Accidental Alterations Protected from Accidental Alterations

Template Example Description: Monthly letter to suppliers Description: Monthly letter to suppliers –Most information is the same each month –Only a few items change Typical Solution: Edit Previous Letter Typical Solution: Edit Previous Letter –Note: Easy to overwrite previous letter Template Solution Template Solution –No chance to accidentally overwrite letter

Two Types of Templates Canned Templates Canned Templates –Created by Microsoft –E.g., Contemporary Letter, Elegant Fax, and Directory Custom Templates Custom Templates –You can create your own templates

Using Canned Templates Word 2002 Word 2002 –Click File | New –Select General Templates... –Choose desired template Placeholders: Placeholders: "[Click here and type name]" –Tell you what type of information should be in a particular place.

Creating a Template Set up a generic document Set up a generic document Click File / Save as... Click File / Save as... Choose Save As Type: Template (*.dot) Choose Save As Type: Template (*.dot)

Editing a Template Click File | New Click File | New Choose Templates... On my computer Choose Templates... On my computer Choose: Create New Template (not Document) Choose: Create New Template (not Document) Edit the template Edit the template Click File | Save as Click File | Save as Choose file name Choose file name

Creating a Placeholder (Advanced topic) –Place cursor where Placeholder should appear –Click Insert / Field –In the Field names: list, choose MacroButton –In the Display text: box, type the following: [Click here and type name] [Click here and type name] –Click Enter

Where Templates Are Stored (Advanced topic) Windows 2000 & XP Windows 2000 & XP C: / Documents and Settings / MyUserName / Application Data / Microsoft / Templates Each user has different templates Each user has different templates Windows 95, 98 and Me Windows 95, 98 and Me –Location may vary. –Try: C: / Program Files / Microsoft / Office / Templates

The Normal Template Filename: "Normal.dot" Filename: "Normal.dot" Purpose: Purpose: –Controls how next Blank Document looks –To change your default font, edit the font in the Normal template.

Protecting Documents

Documents can be protected from alterations Documents can be protected from alterations Useful for contracts and legal documents Useful for contracts and legal documents

How to Protect Documents Show the Form toolbar: Show the Form toolbar: –Click View / Toolbars / Form Click the lock symbol to lock document Click the lock symbol to lock document Hide the Form toolbar: Hide the Form toolbar: –Click View / Toolbars / Form Save the document Save the document

Protecting Only Parts of a Document Allows users to enter certain data Allows users to enter certain data Show the Form toolbar Show the Form toolbar Be sure document is unlocked Be sure document is unlocked Move cursor to data entry area Move cursor to data entry area Insert a Text Form Field Insert a Text Form Field –Click the Text Form Field button ("ab") Lock and save document Lock and save document