Microsoft (R) Word Template Tips

Here are a few things I've seen done that make Microsoft Word templates very helpful--especially for longer documents like user manuals, participant guides, instructor guides, and policy and procedures guides.

• Create a true .dot template instead of just copying over an old .doc document. Then, each time you start a new document, use File/New and specify this .dot file as the template. If you just copy over old documents, each customization that people make to the attached template gets accumulated into each new copy that is made. By applying a new .dot template each time using File/New, accumulation doesn't occur.
• Have a style for all common elements like titles, headings, bullets (at least three levels), numbering (at least three levels), notes, warnings, and other special formatting that recurs.
• Do NOT use Word bullets and numbering (in icons or right-click menus), or any manual formatting . Instead, use styles for numbers and bullets. Word bullets and numbering is notoriously inconsistent.
• In the template styles, indicate spacing above and below each style, indicate indentation and indicate what style follows each style. Doing this will eliminate the need to use carriage returns for spacing, will speed up input and improve document consistency.
• Have a programmer create keyboard macros for applying common styles like Heading 1, Heading 2, etc. This way, the author can press something like CTRL-ALT-1 and Word applies the style where the cursor is and places the cursor in the correct spot to start typing.
• Have a programmer create a wizard for setting up shell documents. The author could answer a few questions about preferences, add chapter names, and press Go. The wizard would then set up shell documents that include page setup, graphic elements like lines, headers and footers, TOC, and index. AutoText containing different sizes and formatting of tables can also be added by the wizard. A wizard can set up one file for each chapter or one file for all chapters. The TOC can reflect one file or many files (chapters) by using RD fields.
• Use Styleref fields in the headers or footers for Chapter and Title references. This way when you add or delete chapters or change the title, you can update all the fields at once to reflect the new info. You update with Edit/Select All and F9 or SHIFT-F10.
• Some templates have their own toolbars to do various formatting. A programmer or technical writer can set this up.
• When implementing a new template, require that anyone who uses it must first be trained. (Every template has little idiosyncrasies and optimal application tips.)
• Document how the template works, with application tips and examples.

David Orr