Lesson 6

2 1 Understand templates 2 Create a new document from a template 3 Work with template elements 4 Create a custom template 5 Use a custom template Students will be able to do the following on completion of this lesson.

3 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 2010 and custom templates may be saved in the templates folder. 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 2010 and custom templates may be saved in the templates folder.

4 Templates help the users create Word documents in an effortless and fast method Read more: platform/articles/30893.aspx#ixzz1EylfCuPBhttp:// platform/articles/30893.aspx#ixzz1EylfCuPB

5 * Word 2010 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: 1. Memos 2. Faxes 3. Letters 4. Newsletters 5. Resume 6. Calendar 7. Job descriptions 8. Invitations and more!

6 Take a look! 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.

7 Word 2010 All-in-One-for-Dummies 1P4HwAj8Rlcw&hl=en&ei=-bpnTZXvFJGgtwfxmZzmAw&sa=X&oi=book_result&ct=result&resnum=5&ved=0CDkQ6AEwBA#v=onepage&q&f=false

8 Word 2010 All-in-One-for-Dummies 1P4HwAj8Rlcw&hl=en&ei=-bpnTZXvFJGgtwfxmZzmAw&sa=X&oi=book_result&ct=result&resnum=5&ved=0CDkQ6AEwBA#v=onepage&q&f=false

9 #1: In the File Tab of Word, click New

10 Some “templates” you select may display a box similar to this…this means it has been created by a member of the “community”. A “community template” icon

11 Select a category

12 So many choices!

13 You can click on the “thumbnail” of the template and review more “details” about the template.

14 Click “download”

15

16 Click Download

17 Download message box Where do you want to save the template? Give it a filename and NOTICE the “Save astype” *.dotx

18 Here is the “blue sky” template you downloaded! Placeholder text. Delete the text and add your own.

19 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.

20 Type =rand() and press ENTER

21 Click & Type to insert text in a placeholder

22 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.

23

24 Developer Tab

25 If you don’t see the Developer Tab you need to add it by going to File, Options, Customize Ribbon, Developer

26 In the Controls Group, click “Plain Text Content Control” to add this feature to the 1 st cell in the 2 nd column

27 Your screen should look like this…

28 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…

29 1.Click the third cell in the second column (next to Title). 2.In the Controls group, click the Combo Box button to add a ComboBoxContentControl to the third cell.ComboBoxContentControl 1. Click the third cell in the second column (next to Title). 2. In the Controls group, click the Combo Box button to add a Combo Box the third cell.

30 Click the last cell in the second column (next to Picture). In tne Controls group, click the Picture Content Control button to add a Picture Content to the last cell. Your screen should look like this...

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

32 1.Determine the intended audience 2.Create templates that are easy to use 3.Make sure the template is technically accurate (i.e. correct calculations & functional macros 4.Spell & Grammar check

33

34 Go to File, Info, Permissions Go to File, Info, Permissions

35 This shows all your “protect document” options

36 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. Information from: Word Help

37 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

38 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

39 DIGITAL SIGNATURE Digital signatures authenticate digital information such as documents, 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. See the link at the end of this topic to learn more about digital signatures. Information from: Word Help