The basic elements of our Microsoft Word templates
Templates are fundamental to adding relevant functionality to Microsoft Word and making it easier to use.
Our templates not only improve the presentation they also make it very easy for users to access the relevant capability of Microsoft Word.
We have a short video (2.5mins) illustrating the kind of benefits you can expect plus a series of illustrations below.
Three main parts
- Document settings and layout
- Intuitive interface
- Template editing tools – adding capability or making frequent tasks easier.
Document settings and layout
In a basic template we would set up all the elements of the document including:
- paragraph styles:
Normal text style covering font, font size and colour, leading /line spacing, space between paragraphs. Heading styles (typically three or four levels) are set up in the same way as are styles for bulleted and numbered list
- default table style
- header and footer style
- page numbers
- positioning logo
This is an example of a typical client tab we add to the ribbon giving access to the tools we have developed. The tab looks the same in either 2010 or 2007.
- Select and launch template
- Standard Microsoft functions that clients frequently use
- Re-open initial dialog box to update document details
- Main styling buttons from Normal through to heading styles and bulleted/numbered lists
- Table formatting tools
- Tools such as insert landscape page
Template editing tools
The tools that we add to Microsoft Word are wide ranging and are driven by the particular needs of each client.
- adding a landscape page to a portrait document
- print to letterhead – temporarily removes the graphics which are on a client’s pre-printed letterhead
- insert formatted tables in client style
- add images to pre-defined locations and dimensions
- one click to add and format charts from Excel
Macros and code
The functionality is based on macros written in VBA (Visual Basic for Applications) and Visual Studio.
Sometimes you need to create a Microsoft Word document that needs to be filled in by another user for example a job application form.
You can lay the document out in the preferred style and then use ‘fill-in fields’ to help users complete the forms. There is an option to protect the document so that only the text in the fill-in fields can be changed.
Types of templates
We have developed a wide range of different types of templates including:
- Correspondence including letter, fax, memo, attendance note, telephone note etc
- Reports including legal numbering
- Bid / Tender / Proposal / RFP
- Fact sheets
- Application forms
- Labels – including envelope and CD.
- Simple, intuitive dialog boxes.
- Do not require specialist users.
- No additional software needs to be purchased they are contained within Word.
- A single template (eg letter, fax etc) :
- can support multiple client office addresses.
- required for both emailing and printing.
- can support multiple languages – all the boilerplate text is translated to the required languages eg French, German even Chinese
- Easy print routines / buttons – especially switching printing between plain paper (with logo and graphics) and letterhead (without logo and graphics)
- ‘Intelligent’ sign off eg choosing ‘Dear Sir’ changes the sign off automatically to ‘Yours faithfully’ and, if required, is signed off by the Company name Law firms
- Standard company information (address, telephone, disclaimers etc) can be simply updated by clients themselves in one place (using an ‘ini’ file)
- Insert Landscape page in a portrait document
- Switch paper size button – allows the paper size to be switched between A4 and US Letter but maintains the editable text
- Work in different language versions of Word eg French, Italian, Spanish, German etc.