How to Use Word Processing Templates
Freelancers and Small Businesses Can Create Consistent Documents
Sep 18, 2009
Every business needs office software to create and manage documents such as letters and most small businesses choose to use a word processor application such as Microsoft Word or free software such as Open Office Writer.
Most small businesses and freelancers have a logo or an image and how that image is placed in documents as well as decisions about the margins and type used (font, typeface, size, color, etc.) all contribute to the overall image and brand.
Word Processing applications usually include features to manage templates which can be used to help ensure this image is used consistently.
What is a Template?
A template is a file stored on computer which is read by word processing software to format a document.
A template can be thought of as a document which has already been set up with any logos and images and with the style features such as font, margin, etc already defined. It’s like pulling a fax header sheet from a drawer – the main details are there and all that needs to be added is the content (e.g. the fax recipient, a short message).
Why Use Templates?
Software which allows standard documents to be created easily and then be re-used can aid efficiency as documents can be completed in less time. Templates also help ensure a consistent image is portrayed.
Time spent defining and creating templates once will save time overall. It also means that other people can create documents in the same style and format.
Most software packages allow templates to be saved. For example, in Microsoft Word 2007, when a new document is created, there is an option to select the document type (letter, fax, memo, report, etc) and different templates are displayed for each.
Basics of Creating Templates
To create a document template, in most software packages, start with a blank document, add the elements required, such as name, address, logo, etc and then save the document as a template.
There are also many templates available on the internet for a range of documents – from business plans to standard resignation letters – which can be downloaded for free.
Create a Template in Word 2007
In Microsoft Word 2007, from the Office Button (top left corner) see pictures below:
- Choose ‘New’
- Then choose ‘My Templates…’
- Find the ‘Create New’ section and select the ‘Template’ radio button
- Edit the document as usual, adding in any text, images, formatting, styles, margins, etc. required
- Choosing ‘Save’ or ‘Save As’ from the Office Button will save the new template.
The template is used as follows:
- From the Office Button choose ‘New’
- Then choose ‘My Templates’ and the recently created template will be available.
When the document is saved, it will be a Word document as usual.
Create a Template in Open Office Writer 3
To create a template using Open Office Writer 3:
- Either open an existing document or a new blank document
- Edit the document as required (for example adding in a footer of the company registration details)
- To save the template, from the ‘File’ menu
- Choose ‘Template’
- Choose ‘Save’ see picture below
The template is used as follows:
- From the ‘File’ menu
- Choose ‘New’
- Then choose ‘Templates and Documents’ and the template will be available for opening
When saved the file will be saved as a Writer document as normal.
Templates are part of the essential software that can help every small business or freelancer maintain a consistent image and brand. It is also important to structure documents using the facilities available in word processing software. A basic understanding of headers, footers, sections and headings is required to structure a word processed document professionally.
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