When you need to create a fairly standard document, Word has some templates that can speed you on your way. A template will include some temporary text so you can see how the parts fit together.
You will create a report based on one of Word's templates, but you will modify it in several ways.
Step-by-Step: Report Template
|What you will learn:||to create a new document using a template
to remove unnecessary parts of the template
to deal with warning messages
to replace temporary text
to insert a file into a document
to update style automatically
Start with: , report.docx from resource files
The templates available from Microsoft change over time. The template that earlier versions of these lessons used is no longer available for download from Microsoft. So this unit has been revised to use the current version of the template, Business report (Professional design).
Click on the Office button or the File tab and select New.
Word 2007 opens a dialog. Word 2010, 2013, and 2016 open a pane in Backstage view.
Type in the search box the key words report professional and press ENTER.
Word goes online to search for matching templates. Business report (Professional design) should show in the list, probably first.
This particular template does not show in the list you get by opening various categories. There are clearly more templates available than will show that way.
Word 2007, 2010: Click the Download button.
Word 2013, 2016: Click the template thumbnail.
A popup shows a larger view of the template with a description.
New feature: Click the arrow below the thumbnail to see other pages in the template. This template only has two pages. Earlier versions could show only one thumbnail.
The arrow in a circle at the right of the popup takes you to the next template in the search results.
Click the Create button.
Problem: Can't find the report template
The templates that Microsoft makes available will change over time. This template may at some point be dropped from the list, just like the template that was in earlier versions of these lessons.
Solution: A copy is in your words resources folder with the name BusinessReport-ProfessionsalDesign.dotx. Navigate to it and double-click the file. Or download the online copy.
The template downloads and Word uses it to create a new document.
The downloaded template is stored on your computer so it won't have to download the next time, even though the interface may say Download.
The new template is saved in a folder, similar to:
The new 2-page report contains temporary text. You will modify this a lot, but it is a big help to have a base plan with styles already created.
Read through the template. The main text explains how this template works. Any text between square brackets, like [Company Name], is from a field. You can print the template if you would like to keep the tips handy for later.
On the Home tab in the Paragraph tab group, click the Borders button to open the list and select No Borders.
Alternate method: Use the Border button on the Table Tools: Design tab in the Table Styles tab group.
The vertical line vanishes. The table is still there.
Save as report-WorldTravelInc2-Lastname-Firstname.docx
Notice the 2 in the name. Normally you have been changing the number of the file only at the beginning of a new lesson. Doing so now lets you back up to a file that has just a few changes in it, in case you need to start over.
You may see one or more messages now or later as you make changes to this document about repairing errors and saving changes to the underlying template.
After the first page there is a small table at the top of the pages
with a chapter number. Your
document won't be long enough to break it into chapters so you do not
need this text. (Aren't you
Click on Delete Table.
The whole table is deleted, not just the text.
Alternate methods for Word 2010, 2013, 2016:
Method 1: Select the table with the Table Selection button. Right click on the table. Click Delete Table on the context
Method 2: Right click on the selected table and from the Mini-Toolbar click on Delete. Select Delete Table from the menu.
Before you make more changes, be sure that you read what the template's text explains about how this template works. Some features may not make sense just yet. You will insert the main text for the document from another document that has already been written for you.
Apply Normal style to the line HOW TO USE THIS REPORT TEMPLATE and then delete the text without deleting the paragraph mark.
These steps ensure that you have a Normal paragraph left for the text you are going to insert.
The full path is: c:\My Documents\complit101\words\report.docx
if you used the default location for the resource files.
Click on this link to the online copy of report.docx. Download it, remembering where you saved it. Then navigate in the Insert File folder to that location, select it, and click on Insert.
All of the text in report.docx is pasted into your document at the cursor location.
Alternate method: Copy and Paste
Open the document you want to include and select all of its contents. (CTRL + A or .)
Switch to the destination document and paste in the new location.
Message appears about file being blocked
You selected report.doc from the resources folder instead of report.docx. The older format is blocked by default as a security measure of some sort.
Solution: Try again and select the correct file.
Click on Cancel to close the dialog without making any changes.
Did you notice that the new text is
only 9 pt? Later we may decide that is too small, or maybe not!
Click in each of the lines listed below and use CTRL + ALT + 1 to apply the Heading 1 style:
Anniversary Special Trips Offer
Our Motivation: A Changing World
Problem: Styles Pane applies the wrong style
[January, 2016: In Word 2016 on Windows 10 the Styles pane does not apply the style that I click on. It applies a random(?) nearby style instead. This is a known issue after a particular Office update. Hope they fix this soon. ]
Solution: Use the Apply Style dialog instead.
To open the Apply Style dialog:
Method 1: Key combo: CTRL + SHIFT + S
Method 2: Right click on the text and click on the Styles button on the Mini-Toolbar. In the menu that appears, click on Apply Styles. Select your style from the drop list in the Apply Styles dialog. Unlike the Styles pane, this dialog does not use format the name of the style with the style.
Remember that the Manage Styles button at the bottom of the Styles pane lets
you change the order in which the styles are shown.
Surprise! All of the paragraphs you just styled with Bulleted List
are updated to numbers! In earlier versions of Word this was not so and
was a pain to fix.