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MAKING LETTERHEAD TEMPLATES FOR WORD

 

 
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Below, I have provided the template file for the Regimental letterhead along with instructions on how to install and use it. If you do any correspondence, please take the time to understand and use the template.

A template is simply a file you put in your computer so that you can call up preformatted letterhead instead of a blank document. This has two advantages. First, you get perfectly formatted correspondence every time. Second, it saves time by negating the need to generate letterhead every time, passing on previous mistakes, and getting it kicked back for format.

How to install the file.

1. Print these instructions
2. Right click the file and choose “Save As.”
3. Pull down the “Save in” box and navigate to C:/Program Files/Microsoft Office/Templates
4. Press “ALT-5” which will create a new folder
5. Name this folder “ADMIN” and click “OK.”
6. Click the “SAVE” button.

How to use this file.

1. Open Word 97
2. Pull down “File” from the top bar
3. Choose “New”
4. Click the “ADMIN” tab that should now be there
5. Double click “Regimental Letterhead.dot”
Note 1: You cannot just push the icon for new document because the templates will not come up.
Note 2: If you know how to create a shortcut, make one to the file and put it on your desktop. Clicking it will launch Word and bring up a letterhead document ready to use.

What this will give you is a new document with the letterhead already set other required attributes such as 12 point Courier New font. In essence, this is a new document and you can fill it out or change it like a regular blank document. When you hit “Save,” it will save it as a regular document that acts just like any other document. The next time you open this template, a new copy will appear with the letterhead ready again but without the changes you made last time. It is like having a pad of paper with letterhead on it!!

Ensure you put in the right SSIC code and include a date. I put letters at the begining of certain lines to show you where to begin. I suggest you put in your line and then go back and backspace over the first letter that was on there.

If your document is more that 1 page, this template will number the pages. You will notice that a dummy subject line will appear in the header of the second page. Copy the subject line on the first page and then double click inside the header of the second page (You must be in the “Print Layout view”). Then highlight the dummy line and paste in the real one. After you do this, the subject line will appear on all subsequent pages (but not on the first page, of course.) If I lost you, read on and talk to me about it anytime.

If you would like to know how to create your own templates, contact me and I will show you how to do it.

A few more bonus tips:

1. Pull down “Tools” and choose “Options.” Click the “Spelling and Grammar” tab and uncheck “Ignore Words in UPPERCASE.” (Since the subject line in standard correspondence is in uppercase, ignoring it will not catch spelling errors in the subject line.)

2. Pull down “Tools” and choose “Autocorrect.” Click the “Autocorrect as You Type” tab and uncheck “automatic bulleted lists” and “Automatic Numbered Lists” boxes. Also, click the “Autotext” tab and uncheck the “Automatic Bulleted Lists” box. This will disable these functions which messes up the format of standard correspondence.

3. If you come across too many squiggly red lines when you type and they are acronyms you often use (USMC, HQMC, etc.), right click them and choose “Add.” Word will no longer mark it as misspelled. Be careful that you do not do this to misspelled words or Word will not catch it for you.

4. Right clicking any red squiggly line brings up a list of possible choices. Click on the one you want and it replaces it for you.


Email -- jdgrose115@polyglut.net
Web -- http://members.tripod.com/~jdgrose115/

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