Lecture Notes:
Class 12 - Creating and Using Templates
Objective:
Learn to create and apply document templates to ensure consistency and
efficiency in document creation.
1. Using Built-in
Templates
Microsoft Word
provides a range of built-in templates that help streamline the creation of
common document types such as business letters, reports, and memos.
A. Accessing
Built-in Templates
- Open Microsoft Word:
- Launch Microsoft Word on your computer.
- Access Templates:
- Go to File Menu:
- Click on the File tab in the
Ribbon.
- Select New:
- Click New from the menu on the
left.
- Browse Templates:
- Search or Browse:
- Use the search bar to find specific
templates (e.g., type "business letter" or
"report").
- Alternatively, browse through categories
like Business, Personal, or Education.
- Choose a Template:
- Select Template:
- Click on a template to preview it.
- Click Create or Download
to open the template.
- Customize the Template:
- Edit Content:
- Replace placeholder text with your own
information.
- Format as Needed:
- Adjust formatting, add or remove
sections as required.
- Save Your Document:
- Save the edited document with a new name
to keep the template intact for future use.
2. Designing and
Saving Custom Templates
Creating custom
templates allows you to standardize documents according to specific
organizational needs and personal preferences.
A. Designing a
Custom Template
- Create a New Document:
- Open Microsoft Word and start with a
blank document.
- Design the Template:
- Set Up Layout:
- Define the layout and structure of your
document (e.g., margins, page orientation).
- Add Placeholder Text:
- Insert placeholder text and headings
that you want to include in every document (e.g., "[Company
Name]", "[Date]").
- Include Formatting:
- Apply consistent formatting styles
(e.g., fonts, colors, heading styles).
- Insert Content Controls:
- Use content controls for fields like
date, name, or address that can be filled in by the user. Go to the Developer
tab to add these controls.
- Apply Headers and Footers:
- Add headers and footers with elements
like page numbers, company logos, or contact information.
B. Saving a Custom
Template
- Save as Template:
- Go to File Menu:
- Click on the File tab.
- Select Save As:
- Choose Save As from the menu.
- Choose Location:
- Select the location where you want to
save the template (e.g., local drive or cloud storage).
- Save as Template File:
- Select File Type:
- In the Save as type dropdown
menu, select Word Template (*.dotx).
- Name the Template:
- Enter a name for your template and click
Save.
- Use the Template:
- Open New Document:
- To use the template, go to File
> New, select Personal or Custom templates, and
choose your saved template.
Summary
Templates are powerful
tools that help ensure consistency and efficiency in document creation. By
using built-in templates, you can quickly start with pre-designed formats for
common document types. Custom templates offer the flexibility to design and
save documents tailored to specific needs, saving time and ensuring uniformity
in document creation.
