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How do you create a €˜Company formatted document/template?
MS Word 2003 (Office 2003)
Help I need to create a company type €˜template (document) that will enable members of staff in the R&D dept. to produce different Technical specifications reports & guides, all containing the same header & footer format (i.e. company logo & field codes & Priv. & Confid. warning), using MS Word 2003. I don't mind what the user enters into the body of the A4 page i.e. text, sections, graphics, I just want to enforce, or prevent changes to the headers and footers & the first, odd and even pages used and paragraph styles €“ basically making the finished drafts look the same as far as formatting (not content). The company template to be, (or doc) will be placed in a central network place and then staff will copy it locally, add €˜body page content, then rename and save the file. Then submit their finished word.docs to a share-point site for reviewing & sharing of information to multiple users. Whats currently been used and Ive formatted the headers & footers, corrected the page type layout is a .doc file, using the normal .dot template. The resulting documents born from this template have a First page only footer which is usually used a kind of cover/front page, then Odd page with header & footer, then Even page, with Even header & footers then continues with alternating odd/even pages as youd expect €“ works ok. Whats the best approach or practice to achieve a €˜locked down document/template that prevents styles, headers & footers changing? Is it using a Custom .dot and checking the automatically update document styles, and producing .docs using this template, after distributing the template to all staff or is there another process, such as Protecting areas in a word doc (H & Fs) or utilising the Forms toolbar functions.. Help Ive read soo much Im soo confused! This is one of those topics, or problem I've never actually got round to a good solution - and think I would benefit (along with others) knowing the correct way to use MS Word 2003, and its strengths, however confusing it seems. Many Thanks Sim |
#2
Posted to microsoft.public.word.newusers
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How do you create a €˜Company formatted document/template?
Firstly, when you add the template to the server, place it in a folder and
name the folder Company Templates: if necessary, use sub-folders for different departments or to suit your organisational needs. These sub-folder names will show up in the users' File, New dialogs (but not when they are empty). Secondly, everyone's Word File Locations should have the Workgroup Templates location set to point to the new Company Templates folder. Now When a user need to create a new document, he/she use File | New and opens a new document based on that template. DO NOT SIMPLY COPY IT TO THE LOCAL DRIVE AND USE IT: that is not how word is used. Explaining how to create the template - which is not difficult - is way beyond the remit of this newsgroup and would take many pages to cover. However, there are some really excellent tutorials around that will help you. If you get stuck and cannot work out something specific, come back here for some more advice. See Using Templates at http://word.mvps.org/Tutorials/index.htm and http://www.shaunakelly.com/word/index.html -- Terry Farrell - MSWord MVP "Sim" wrote in message news MS Word 2003 (Office 2003) Help I need to create a company type €˜template (document) that will enable members of staff in the R&D dept. to produce different Technical specifications reports & guides, all containing the same header & footer format (i.e. company logo & field codes & Priv. & Confid. warning), using MS Word 2003. I don't mind what the user enters into the body of the A4 page i.e. text, sections, graphics, I just want to enforce, or prevent changes to the headers and footers & the first, odd and even pages used and paragraph styles €“ basically making the finished drafts look the same as far as formatting (not content). The company template to be, (or doc) will be placed in a central network place and then staff will copy it locally, add €˜body page content, then rename and save the file. Then submit their finished word.docs to a share-point site for reviewing & sharing of information to multiple users. Whats currently been used and Ive formatted the headers & footers, corrected the page type layout is a .doc file, using the normal .dot template. The resulting documents born from this template have a First page only footer which is usually used a kind of cover/front page, then Odd page with header & footer, then Even page, with Even header & footers then continues with alternating odd/even pages as youd expect €“ works ok. Whats the best approach or practice to achieve a €˜locked down document/template that prevents styles, headers & footers changing? Is it using a Custom .dot and checking the automatically update document styles, and producing .docs using this template, after distributing the template to all staff or is there another process, such as Protecting areas in a word doc (H & Fs) or utilising the Forms toolbar functions.. Help Ive read soo much Im soo confused! This is one of those topics, or problem I've never actually got round to a good solution - and think I would benefit (along with others) knowing the correct way to use MS Word 2003, and its strengths, however confusing it seems. Many Thanks Sim |
#3
Posted to microsoft.public.word.newusers
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How do you create a €˜Company formatted document/template?
Terry,
Thanks all valid points. I was aware that the Template(.dot) has to be local on a users pc or their pc Template folder referenced to a central server (i.e. Sharepoint folder and relevant sub folders) - or have a local copy of the .dot. Maybe I offered to much info in my question, especially as I'm not fully aware of the benefits a .dot can offer - I'm still deciding if this is the way to go... as I've done some temp designs already and they've not provided much. I've found the following when I paste (Ctrl+V) say 5 pages of text & tables from current tech specs.docs with headers & footers into a new .doc using the new .dot TechSpec.dot; - The Page, Header & footer setup in the .dot is overruled by the text being pasted in. The following design of First page, Odd and then Even pages are ignored and you're left at the mercy of whatever is pasted in, which destroys the doc. (I'm suspecting its related to Sections breaks, as I've found and deleted them as a fix/work round). I was assuming the .dot would enforce/control the .dot Header & Footer setup - why not? - Also when the content is copied & pasted in the Header & Footer para styles are corrupted - why? (It's as if the pasted text, brings the format over with it and updates the .doc on the fly - instead of the .dot enforcing the original styles, do I need to check the Preserve formatting, to the relevant styles when building the .dot). So, the questions a How do I prevent the H & F, and First page, odd, and even going amiss, and the sytles? Will a TEMPLATE approach to produce .docs for general spec docs be the suitable process? (Imagine 10 engineers, each making a doc from my .dot, all at once, I'd be hoping from 1 table to another, teaching them how to use Word....). Or would Tools Protect Document and then opting for Editing Restricitions prevent areas like the H & F, from being changed? What would be the best method to provide a formatted .doc/.dot that people can add content to, but would not need the page layout changed, reworking of the Headers & footers, para styles each time they paste in 'carry over' design specs. Thanks Sim P.S. Gradually building a .dot from scratch using the links provided below and the "Word Templates, A Guide to Their Creation, by John McGhie Microsoft Word MVP" though the above is needed yesterday. Many Thanks Sim "Terry Farrell" wrote: Firstly, when you add the template to the server, place it in a folder and name the folder Company Templates: if necessary, use sub-folders for different departments or to suit your organisational needs. These sub-folder names will show up in the users' File, New dialogs (but not when they are empty). Secondly, everyone's Word File Locations should have the Workgroup Templates location set to point to the new Company Templates folder. Now When a user need to create a new document, he/she use File | New and opens a new document based on that template. DO NOT SIMPLY COPY IT TO THE LOCAL DRIVE AND USE IT: that is not how word is used. Explaining how to create the template - which is not difficult - is way beyond the remit of this newsgroup and would take many pages to cover. However, there are some really excellent tutorials around that will help you. If you get stuck and cannot work out something specific, come back here for some more advice. See Using Templates at http://word.mvps.org/Tutorials/index.htm and http://www.shaunakelly.com/word/index.html -- Terry Farrell - MSWord MVP "Sim" wrote in message news MS Word 2003 (Office 2003) Help I need to create a company type €˜template (document) that will enable members of staff in the R&D dept. to produce different Technical specifications reports & guides, all containing the same header & footer format (i.e. company logo & field codes & Priv. & Confid. warning), using MS Word 2003. I don't mind what the user enters into the body of the A4 page i.e. text, sections, graphics, I just want to enforce, or prevent changes to the headers and footers & the first, odd and even pages used and paragraph styles €“ basically making the finished drafts look the same as far as formatting (not content). The company template to be, (or doc) will be placed in a central network place and then staff will copy it locally, add €˜body page content, then rename and save the file. Then submit their finished word.docs to a share-point site for reviewing & sharing of information to multiple users. Whats currently been used and Ive formatted the headers & footers, corrected the page type layout is a .doc file, using the normal .dot template. The resulting documents born from this template have a First page only footer which is usually used a kind of cover/front page, then Odd page with header & footer, then Even page, with Even header & footers then continues with alternating odd/even pages as youd expect €“ works ok. Whats the best approach or practice to achieve a €˜locked down document/template that prevents styles, headers & footers changing? Is it using a Custom .dot and checking the automatically update document styles, and producing .docs using this template, after distributing the template to all staff or is there another process, such as Protecting areas in a word doc (H & Fs) or utilising the Forms toolbar functions.. Help Ive read soo much Im soo confused! This is one of those topics, or problem I've never actually got round to a good solution - and think I would benefit (along with others) knowing the correct way to use MS Word 2003, and its strengths, however confusing it seems. Many Thanks Sim |
#4
Posted to microsoft.public.word.newusers
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How do you create a €˜Company formatted document/template?
If you have constructed the template with different first page H&Fs and
different H&Fs in each section, then they will remain as long long as the users don't delete the section breaks. What happens when you copy/paste can be controlled by first adjusting the settings under Tools | Options to defer to Destination formatting. Also, if the Paste Smart Tag is enabled, the users have the choice of specifying which formatting takes precedence. Why are they bringing across the H&Fs? These should be set up as part of the template and the users should only bring over the body and not H&Fs. H&Fs are part of the section break (or final paragraph mark), so you must be selecting that with the text and headers. Just exclude it in the copy - which is easy to do. What happens to the formatting is actually irrelevant as to whether you are starting from a new document created from a template or a copied document: both behave the same way from that point. There are many advantages of using the template such as if the template has CreateDate fields in the H or Fs, then the new document will have the date that the document created permanently embedded in it. Really there are just so many things you can do with templates to make life easy, but without seeing a particular 'end document', it is difficult to provide exact guidance. Terry "Sim" wrote in message ... Terry, Thanks all valid points. I was aware that the Template(.dot) has to be local on a users pc or their pc Template folder referenced to a central server (i.e. Sharepoint folder and relevant sub folders) - or have a local copy of the .dot. Maybe I offered to much info in my question, especially as I'm not fully aware of the benefits a .dot can offer - I'm still deciding if this is the way to go... as I've done some temp designs already and they've not provided much. I've found the following when I paste (Ctrl+V) say 5 pages of text & tables from current tech specs.docs with headers & footers into a new .doc using the new .dot TechSpec.dot; - The Page, Header & footer setup in the .dot is overruled by the text being pasted in. The following design of First page, Odd and then Even pages are ignored and you're left at the mercy of whatever is pasted in, which destroys the doc. (I'm suspecting its related to Sections breaks, as I've found and deleted them as a fix/work round). I was assuming the .dot would enforce/control the .dot Header & Footer setup - why not? - Also when the content is copied & pasted in the Header & Footer para styles are corrupted - why? (It's as if the pasted text, brings the format over with it and updates the .doc on the fly - instead of the .dot enforcing the original styles, do I need to check the Preserve formatting, to the relevant styles when building the .dot). So, the questions a How do I prevent the H & F, and First page, odd, and even going amiss, and the sytles? Will a TEMPLATE approach to produce .docs for general spec docs be the suitable process? (Imagine 10 engineers, each making a doc from my .dot, all at once, I'd be hoping from 1 table to another, teaching them how to use Word....). Or would Tools Protect Document and then opting for Editing Restricitions prevent areas like the H & F, from being changed? What would be the best method to provide a formatted .doc/.dot that people can add content to, but would not need the page layout changed, reworking of the Headers & footers, para styles each time they paste in 'carry over' design specs. Thanks Sim P.S. Gradually building a .dot from scratch using the links provided below and the "Word Templates, A Guide to Their Creation, by John McGhie Microsoft Word MVP" though the above is needed yesterday. Many Thanks Sim "Terry Farrell" wrote: Firstly, when you add the template to the server, place it in a folder and name the folder Company Templates: if necessary, use sub-folders for different departments or to suit your organisational needs. These sub-folder names will show up in the users' File, New dialogs (but not when they are empty). Secondly, everyone's Word File Locations should have the Workgroup Templates location set to point to the new Company Templates folder. Now When a user need to create a new document, he/she use File | New and opens a new document based on that template. DO NOT SIMPLY COPY IT TO THE LOCAL DRIVE AND USE IT: that is not how word is used. Explaining how to create the template - which is not difficult - is way beyond the remit of this newsgroup and would take many pages to cover. However, there are some really excellent tutorials around that will help you. If you get stuck and cannot work out something specific, come back here for some more advice. See Using Templates at http://word.mvps.org/Tutorials/index.htm and http://www.shaunakelly.com/word/index.html -- Terry Farrell - MSWord MVP "Sim" wrote in message news MS Word 2003 (Office 2003) Help I need to create a company type €˜template (document) that will enable members of staff in the R&D dept. to produce different Technical specifications reports & guides, all containing the same header & footer format (i.e. company logo & field codes & Priv. & Confid. warning), using MS Word 2003. I don't mind what the user enters into the body of the A4 page i.e. text, sections, graphics, I just want to enforce, or prevent changes to the headers and footers & the first, odd and even pages used and paragraph styles €“ basically making the finished drafts look the same as far as formatting (not content). The company template to be, (or doc) will be placed in a central network place and then staff will copy it locally, add €˜body page content, then rename and save the file. Then submit their finished word.docs to a share-point site for reviewing & sharing of information to multiple users. Whats currently been used and Ive formatted the headers & footers, corrected the page type layout is a .doc file, using the normal .dot template. The resulting documents born from this template have a First page only footer which is usually used a kind of cover/front page, then Odd page with header & footer, then Even page, with Even header & footers then continues with alternating odd/even pages as youd expect €“ works ok. Whats the best approach or practice to achieve a €˜locked down document/template that prevents styles, headers & footers changing? Is it using a Custom .dot and checking the automatically update document styles, and producing .docs using this template, after distributing the template to all staff or is there another process, such as Protecting areas in a word doc (H & Fs) or utilising the Forms toolbar functions.. Help Ive read soo much Im soo confused! This is one of those topics, or problem I've never actually got round to a good solution - and think I would benefit (along with others) knowing the correct way to use MS Word 2003, and its strengths, however confusing it seems. Many Thanks Sim |
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