Combining templates with other features of Word including macros and mail merge can make you more productive by lessening repetition, reducing errors, and saving time.
When you have created your template, you will need to save it. If you select Save As, File type: Template, then the system by default will save your template to a rather obscure folder. The quickest way to start a new document with a specific template type, the quickest way is to set up a keyboard shortcut using a macro to open a new document with that template.
To do this in Word 2003,
1. Go to Tools, select Macro, then Record new macro.
2. Set Macro name to OpenNewDocWithLetterTemp
3. Select Assign to Keyboard
4. Type [Alt] + L
Now you record the key strokes you need:
Select New from the File menu
In the New Document banner on the right hand side, select “On my computer”
Click on the Letter icon
Click on the Stop button to stop recording
Now you can open a new document based on a letter template simply by pressing [Alt] + L
You can set up similar macros to open new documents based on other templates you may have prepared, eg you could assign [Alt]+ I to open a documents based on a template for an invoice or [Alt]+ A for a template for an article.
You can also create simple macros within your templates for tasks which are important to when using that template. For example, I use the word count function a lot when writing articles. Therefore, it makes sense to create a keyboard shortcut for this.
To do this in Word 2003,
1. Go to Tools, select Macro, then Record new macro.
2. Set Macro name to WordCount
3. Select Assign to Keyboard
4. Select Store in Report template
4. Type Alt] + W
Now you record the key strokes you need:
Select Word count from the Tools menu
Click on the Stop button to stop recording
Now within any document based on this template, you can easily check the number of words by typing [Alt] +W
A standard template can save you work, but what if you want to send out a whole load of similar documents at the same time? For example, if you send a batch of invoices out at the end of the month, you can prepare one template and a list of names, addresses, items and amounts and one template with the format of the invoice you require the computer will do the rest.
To do this in Word 2003
First prepare your datasheet with names and other details in a Word table. Save this as a Word document.
Next prepare your invoice template document to provide the layout and format you require: you can recycle an old invoice for this purpose.
Then go the View menu, select Toolbars and the Mail Merge toolbar option
From the toolbar select the second button, Open Data Source, and select the file containing your data.
Now you can add the codes you need to generate the individual invoices.
Select the Insert Merge Fields button.
The field names correspond to the headings of the data table you created. Add them in the correct places in your invoice template document.
You can generate your invoices using the merge operation and send it to a new file, or printer.
Alternatively, if you want to send out your invoices electronically, you can follow the 6-step wizard on the right hand side of the screen.
You can use templates of various types in Word to get your computer to do more work for you: don’t keep repeating the same task, get the computer to do it for you!
BrightHub offers many articles on templates in the Desktop Publshing Channel. If you're interested in obtaining free, premade templates, read the series entitled A Guide to the Best Online Templates for Desktop Publishers.
