Jan's Word AutoTools: Templates

To save your template, choose | . In the Save As dialog pick the Document Template type with the dot extension.

You must save your template to the right location for Word to find it. The default location varies with the version of Word and if your computer is set up to allow multiple users.

When you choose Save As and pick the dot file type, the dialog display switches to the Templates folder, probably C:\Documents and Settings\[username]\Application Data\Microsoft\Templates. Your new template will be listed in the General category of templates. This is not the same Templates folder that contains the templates that come with Word.

The default path for the folder with Word's own templates is C:\Program Files\Microsoft Office\Templates. If you save your file as a template to this folder or one of its subfolders, Letters & Faxes, for example, then, when you choose File | New on the menu, the dialog box will list your template on the tab for that subfolder, along with the ones Word installed. Cool! It will even appear in a drop list of page designs in a wizard that looks at that folder for designs. If you create your own subfolder inside the Templates folder, it will have its own tab. Better and better!

To Edit a Template

Dialog - New - doc radio button selected

You can edit a template, even the ones that Word installs, or you can use one as the basis for a new template. To change a template you must open it as a document itself rather than use it to create a new document. Click the Open button, switch the displayed folder to the Templates folder, select the template you want, and click on OK to open it. Or use | , select the template, click on the Template radio button at the bottom right, and then click on OK to open the template. This will open the template for editing, but with a default name like Template1.

When editing a template, don't get carried away and write your document instead of just the pattern for a document!

Once you have saved a template, the next time you save a document, the file type will be set to Document Template (*.dot) and only dot files will show in the dialog! You must select Word Document (*.doc) in the File Type text box yourself.

Step-by-Step: Templates

What you will learn:

to create a template from an existing document
to save a template to your own folder

Start with: , letter-AAA4.doc

You will create a template using the document letter-AAA4.doc. To do this, you will remove text from the letter and substitute some temporary text. You will also need to change the Date to a field so it will update automatically whenever you use the template.

Delete Header

The header was put in so you could turn in your print-out to your instructor. You probably don't want that in your template!

Double click the Header to open it.
Delete all the text in the header and close it.

Insert Date Field

You can easily insert a field that will automatically put the current date on your letter. If your computer does not keep time well, this might write the wrong date. On the other hand, if your computer is that far off, you've got a more important problem than this template!

Select the Date line of the letter, but not the paragraph mark at the end, if you can.
Paragraph mark is always selected: Continue with the steps below. You will have to create a new line after the date is inserted. Just press ENTER.
From the menu select Insert | Date and Time . The Date and Time dialog box opens.
Select the date format that is like June 28, 1998.
Check the checkbox at the bottom that says Update automatically.
Click on OK.
Image disappeared: Your selection included the anchor for the image. Undo your actions. Select again but only select part of the date. Insert the date. Delete the remaining parts of the old date.

Replace Parts

Next you need to replace the letter's actual text with some temporary text that will remind you what information is needed in each spot.

Below the date, select Luis Perez and type [Recipient] .
Select the address underneath and type [Recipient's address] .
Right click on "Dear" in the Salutation and from the list, select Dear Sir or Madam:
Select the body of the letter and type [Type body of letter here]
Select the CC lines and delete them.

Save as Template

To see this document as a template in the New dialog, you must save it with the template file format and to a location that Word will look at.

From the menu select File | Save As . (Very important!!!) The Save As dialog will open.
Choose file type Document Template (*.dot) .
If necessary, create a new folder with the New Folder button. Name the folder Student Templates.
If necessary, double-click on the folder Student templates to open it in the dialog.
Name your template using your initials first and then AAA template , like jes-AAAtemplate.dot and save.
Close the document.

Create new document from your template

Select File | New
Click on the Student Templates tab.
Click on the link On my computer... in the New document task pane. Click on the Student Templates tab.
Select your template. Be sure the radio button for Document is selected in the lower right. Notice that the preview of what the document will look like may be a little bit off! The logo is not displaying right.
Click on OK.
A new document opens using your template! You are a success!
[If the template didn't work, consult with your instructor to find out why. Did you save the template to the correct folder??]
Create a header with your name, two spaces, the date, tab twice, and Word Project 2 .
Save the document as letter-AAAtemplate.doc in the word project2 folder on the Class disk.
How to handle a full disk
Print.
Close the document.
Close Word. You have completed your second Word project!

Project 2: AutoTools
Templates

Saving a Template

To Edit a Template