Project 2: AutoTools

Title: Jan's Illustrated Computer Literacy 101
Did you want: Working with Words: Word 2007,2010,2013,2016 or españolIcon: Change web

Letter - completedYou've done a lot of work to get the look of this letter just right. To use the same scheme for other letters is an attractive thought!

The most direct way is to open the saved letter and rewrite the parts that don't apply to the new letter. That method runs the risk of over-writing a letter that you meant to save. You can do better by creating your own template. Word protects templates so that you have to make an effort to mess one up.

There are only two important things to do to create a template:

  1. Create the document parts and paragraph and character styles that you want to reuse.
  2. Save the document as a template in a folder where Word can find it.


Where you are:
JegsWorks > Lessons > Word97-2003

Before you start...

Project 1: Word BasicsTo subtopics

Project 2: Auto Tools
    Make ChangesTo subtopics
    AutoformatTo subtopics
    Margins & BreaksTo subtopics
    Wizards/Templates icon- subtopics open
    icon- footprintLetter Wizard
    icon- footprintEdit Wizard Letter
    icon- footprintWordArt
    icon- footprintText Boxes
    icon- footprintTemplates
         Macro Viruses
    ExercisesTo subtopics

Project 3: BrochureTo subtopics

Project 4: ReportTo subtopics


Saving a Template

Dialog - Save As - file formats listTo save your template, choose  File  |  Save As . 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.

Location 1: Templates folder

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!

Location 2: Your own location

You don't have to use the Templates folder. You can set your own location with Tools  |  Options  |  File Locations . Click on the Workgroup templates line and then the Modify button. Enter the path to the location you've chosen. Now, when the New dialog box appears, templates from this location will appear on the General tab.

If you are on a network, your network administrator may be using this setting for sharing templates for the workgroup. You will have to find out if you have permission to save your own templates separately. To keep others from being able to change your templates requires that the administrator set up a folder for you with permissions set that allow only you to make changes.

To Edit a Template

Dialog - New - doc radio button selectedYou 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  File  |  New , 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.

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

WarningOnce 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.

Icon Step-by-Step 

Step-by-Step: Templates

 Icon Step-by-Step

What you will learn:

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

Start with: Class disk, 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!

  1. Double click the Header to open it.
  2. 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!

  1. Select the Date line of the letter, but not the paragraph mark at the end, if you can.

    Icon: TroubleParagraph 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.

  2. From the menu select  Insert  |  Date and Time . The Date and Time dialog box opens.
  3. Select the date format that is like June 28, 1998.
  4. Check the checkbox at the bottom that says Update automatically.
  5. Click on OK.
    Icon: TroubleImage 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.

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

    Template from AAA Sales letter

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.

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

Create new document from your template

  1. Select  File  |  New 
    Icon: Word 97 Icon: Word 2000 Click on the Student Templates tab.
    Icon: Word 2002Icon: Word 2003 Click on the link On my computer... in the New document task pane. Click on the Student Templates tab.

    Dialog - New | Student Templates

  2. 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.
  3. 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??]  

  4. Create a header with your name, two spaces, the date, tab twice, and  Word Project 2 .  
  5. Class disk Save the document as  letter-AAAtemplate.doc  in the  word project2  folder on the Class disk.
    Full disk How to handle a full disk
  6. Print icon Print.
  7. Close the document.
  8. Close Word. You have completed your second Word project!