Word - Working with your template

Styles

Always use the styles created for your document to format the content. If possible, do not apply direct/manual formatting to the text.

In the Quick style menu (1), the most often used styles are available, for example, numbered and bullet lists.

To view all styles, expand the quick style pane (2).

Check off “Show Preview” (1) to see what styles will look like before using them.

Normal style vs. Body Text style We use the Normal style instead of Body Text because it is the standard style for text in Word. When clearing all formatting on a paragraph, Word will always apply the Normal style.

Bullets and Numbering Always use the List Bullet and List Number styles instead of the List paragraph buttons in the ribbon. List paragraph is a direct formatted style that Word uses for all lists and it is not possible to design the bullets for this type of list.

Paragraph marks

Turn on paragraph marks (1) for increased control of your document. Empty lines, spaces, and hidden page- and section breaks are now visible.

The anchor of elements

All floating elements, like shapes and pictures in Word, have an anchor (1). The position of the anchor defines the position of the element. When you select the anchor, you select the element. This means that if you move the text that the image is anchored to, you will also move the image. You can move the anchor by drag-and-drop.

In-line elements (elements in line with text) and floating tables do not have visible anchors. When deleting text paragraphs be aware not to delete an element from your document.

Copying text into the template

When copying text from a document into the template, it is important that you insert it with the button "Keep text only". This function inserts the text in the template's Style format and removes the previous formatting of the text. If you wish to apply another style to the copied text, add it using your template specific styles.

This icon will appear under the inserted text (1).

Click and choose “Keep Text Only” (2).

You can also access the button, by right-clicking on the copied text (1):

Portrait vs Landscape

Switching from Portrait to Landscape (and vice versa) in a template, insert a section break at the end of the previous page. In the ribbon, go to the Layout Tab and select Orientation: Landscape.

Please remember that margins of the document will swap when the page turns to Landscape.

Print/pdf

Each printer has different print margins - up to 0.7 cm to the border. When elements are placed on the edge of the paper, a white border will appear when printing. It will often not be the same size on the sides and top/bottom of the print.

If you create a pdf, do not use “Print to pdf” since this will add the print margins. Instead use “Save as pdf” or “Save as Adobe pdf”.

Header/Footer

Content located in the Header and Footer will look blurred until printed or made into a pdf. To preview use the print preview: Ctrl + P.

Shortcuts

• Insert a page break to create a new page: Ctrl + Enter
• Column break: Ctrl + Shift + Enter
• View Current Style: Shift + Ctrl + S
• Update Table of Contents: Click on Table of Contents and click F9
• Print preview: Click on Ctrl + P

Things to Remember

• Header and Footer text and images will not be shown as the correct color until viewed in Print Preview or in a PDF.
• Always have the template at 100% zoom when aligning objects.
• Hyphenation is a personal setting. Hyphens put in by word are not always grammatically correct.
• Always use Paragraph Markers so Page and Section Breaks are visible.