Microsoft Word 2016 Lesson 6 Part 1

Templates When would the use of a template save time and be more productive? In other literature a “template” may also be referred to as a “boiler plate”. A template should be thought of as a pattern for a series of similar documents. Some templates are available in Word 2016 and custom templates may be saved in the templates folder.

What is a template? Templates are preformatted documents used to help the users create custom documents in an effortless and fast method…consists of placeholders; can be used over and over again with new information. Read more: http://www.brighthub.com/computing/windows-platform/articles/30893.aspx#ixzz1EylfCuPB

Word 2016 provides some built-in templates which can be used to create attractive looking documents, you can also download and install additional templates. How are templates used in MS-Word? There are many standardized templates which can be used such as: Memos Faxes Letters Newsletters Resume Calendar Job descriptions Invitations and more!

While creating new documents, click File > New and choose your desired template from the available templates which are installed by default with Office 2016 . Take a look!

Template vs. Document http://www.techdict.org/

.dotx vs. dotm

Demo: how to download a template from Microsoft Office Online

Where do you want to save the template? Give it a filename and NOTICE the “Save as type” is “Word Template”

Here is a resume template Placeholder text. Delete the text and add your own.

Describe how placeholders & sample text are used in templates When you create your template, add placeholders to store the information you’ll replace when you’re creating the actual document. One trick for adding dummy text easily is to use the rand() field. Simply click at the start of a new line and type =rand(). Word inserts a sample of text you can use to fill the space. Create placeholders not only for text blocks but also for tables, pull quotes, captions, headlines, banners, tables of contents, images, and so on. This will save you time when you begin adding live content to the document down the road.

This is what you get! Placeholders and sample text Type =rand() and press ENTER This is what you get! Placeholders and sample text

Define Content Controls found in templates Maybe you plan to insert a customer’s name at the start of a newsletter or customize a section of content based on what the customer purchased last month. If your template will include such variable information, you can add content controls to the template as you create it. A content control is a customizable tool you add to your page that elicits some kind of action from the person using the document. It might ask the reader to choose something from a list; it might offer check boxes or a comments box; or it might display information, such as customer name, product, or address. To add and work with content controls, you must first display the Developer tab on the Ribbon. Just click the File tab, click Options, click Customize Ribbon, and click Developer in the box on the right (Figure B). Now click OK. The Developer tab is added to your Ribbon. You’ll find the content controls in the Controls group of this tab.

Developer Tab

Demonstrate how to use content controls If you don’t see the Developer Tab you need to add it by going to File, Options, Customize Ribbon, Developer

In the Controls Group, click “Plain Text Content Control” to add this feature to the 1st cell in the 2nd column Word Lesson 6 presentation prepared by Michele Smith – North Buncombe High School, Weaverville, NC. Content from Microsoft Office Word 2010 Lesson Plans provided by Microsoft.

Your screen should look like this… Next, click the cell next to “Hire Date”. In the Controls group, click the Date Picker button  to add a Date Picker to the second cell Your screen should look like this…

Your screen should look like this . . . Click the last cell in the second column of the table. In the Controls  group, click the Picture Content Control button  to add a Picture Content to the last cell. Your screen should look like this . . .

Protect Content Controls! Use “Word Help”….it is a valuable resource!

Important questions to answer PRIOR to creating a template: Determine the intended audience Create templates that are easy to use Make sure the template is technically accurate (i.e. correct calculations & functional macros Spell & Grammar check

Protect a template from users making changes Go to File, Info, Protect Document

This shows all of your “protect document” options Word Lesson 6 presentation prepared by Michele Smith – North Buncombe High School, Weaverville, NC. Content from Microsoft Office Word 2010 Lesson Plans provided by Microsoft.

MARK AS FINAL When a document is marked as final, typing, editing commands, and proofing marks are disabled or turned off and the document becomes read-only. The Mark as Final command helps you communicate that you are sharing a completed version of a document. It also helps prevent reviewers or readers from making inadvertent changes to the document.

ENCRYPT with PASSWORD When you select Encrypt with Password, the Encrypt Document dialog appears. In the Password box, type a password. Important: Microsoft cannot retrieve lost or forgotten passwords, so keep a list of your passwords and corresponding file names in a safe place. Information from: Word Help Word Lesson 6 presentation prepared by Michele Smith – North Buncombe High School, Weaverville, NC. Content from Microsoft Office Word 2010 Lesson Plans provided by Microsoft.

RESTRICT EDITING When you select Restrict Editing three options appear: Formatting restrictions: this reduces formatting options, preserving a look and feel. Click Settings to select which style are allowed. Editing restrictions: you control how the file can be edited or you can disable editing. Click Exceptions or More users to control those who can edit. Start enforcement – Click Yes, Start Enforcing Protection to select password protection or user authentication. In addition, you can click Restrict permission to add or remove editors who will have restricted permissions Information from: Word Help Word Lesson 6 presentation prepared by Michele Smith – North Buncombe High School, Weaverville, NC. Content from Microsoft Office Word 2010 Lesson Plans provided by Microsoft.

RESTRICT ACCESS: When you select Restrict Access it allows users to view a document while removing their ability to edit, copy, or print. Information from: Word Help Word Lesson 6 presentation prepared by Michele Smith – North Buncombe High School, Weaverville, NC. Content from Microsoft Office Word 2010 Lesson Plans provided by Microsoft.

DIGITAL SIGNATURE Digital signatures authenticate digital information such as documents, e-mail messages, and macros by using computer cryptography. Digital signatures are created by typing a signature or by using an image of a signature to establish authenticity, integrity, and non-repudiation. Information from: Word Help