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  1. #1
    Rose
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    templates and users

    Does anybody have any tips or hints for implementing a template. I would like to set up a template for the users at my company, but many are not very experienced in Word and I'm afraid they might be confused and aggravated by a a template. Any ideas that might make it easier for them (and me) would be appreciated.
    Thanks
    Rose

  2. #2
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    Re: templates and users

    Hi Rose,

    The very first question to ask of you would be: what kind of document(s) do you want to set up a template for?
    There are so many kinds of documents and templates.
    Post back with a little more detail, and there's sure to be someone here who can give you pointers.

    Gary

  3. #3
    KTYorke
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    Re: templates and users

    One thing the user should know and three sanity keepers for you:

    USER: You should brief the user on what styles are, how to use them and why they are important.

    YOU: 1.TEST YOUR TEMPLATE BEFORE YOU GIVE IT TO THE WORLD!!
    Wow, I can't stress that enough. Give it to a few guinea pigs [img]/w3timages/icons/oink.gif[/img] and see how they like the styles. See if there are any styles that need to be added or are unnecessary.

    2. Keep your users happy and you sane by putting any macros you make on a toolbar with buttons that are as intuitive as possible.

    3. Each style should be based on the NORMAL style. Basing Bullet 2 on Bullet 1 may cause you problems when you try to update Bullet 1. It's just an added pain in the butt frustration point that can be avoided.

    One other thing you may consider doing, create a quick reference guide or manual with tips and tricks about working with the template. I even made an example sheet so the user knows exactly what each style looks like and how it should be used.

    Never underestimate the stupidity of your user... or the lightning speed with which they will ruin your template...[img]/w3timages/icons/doh.gif[/img] words to live by. Good Luck!!!
    have fun

  4. #4
    Uranium Lounger
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    Re: templates and users

    Hi KT:

    There are a lot of uses for basing styles on other than Normal. For example, if you use TNR for most body text, you can use Arial for titles, subtitles, captions. By basing each of these styles on a base title style, you can simplify changes. Yes---it can be dangerous as a change in one style ripples thru a document. But it can also be a powerful ally---as one change in a base style does change many styles. Another example, suppose you have endnotes & footnotes scattered through a document. Now you have to change the font, font size, spacing, or some other change in all of them. By having them both based on a "FootnoteBase" style, changing one style accomplishes it's purpose.

    Whether or not styles should be based on normal can depend upon the needs of the business. If your business receives numerous documents from others & your job is to "clean them up", say for publishing, having unique styles that aren't based on normal is an advantage. Any "normal" style (or style based on it) is known not to have been cleaned up.

    Ah, well...different strokes[img]/w3timages/icons/smile.gif[/img]

  5. #5
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    Re: templates and users

    Hi KT,

    I'm not strong on the network/implementation side of things, but I believe what you want to do to keep your users from messing with the template is:

    (assuming the users are on a network) the templates go on a shared network directory to which the users have read-only access. This way they can't get at the actual templates themselves to muck them up.

    And since this is national Users Appreciation Day [img]/w3timages/icons/love.gif[/img](would have been Week, but "UAW" was already taken[img]/w3timages/icons/wink.gif[/img]), we must remind ourselves that the poor state of users' skills levels is the main reason we support types have jobs, and therefore it's good form to temper somewhat our public commentary regarding our benefactors, the users[img]/w3timages/icons/grin.gif[/img].

    Gary

  6. #6
    Silver Lounger Charles Kenyon's Avatar
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    Re: templates and users

    *** Geoff W: Live links added ***

    Chapter on Templates: <A HREF="http://www.addbalance.com/usersguide/templates.htm" target="_blank">
    http://www.addbalance.com/usersguide/templates.htm</A>.

    See also:
    <A HREF="http://www.mvps.org/word/FAQs/Customization/CreateATemplatePart1.htm" target="_blank">
    http://www.mvps.org/word/FAQs/Customizatio...mplatePart1.htm</A>
    <A HREF="http://www.mvps.org/word/FAQs/Customization/CreateATemplatePart2.htm" target="_blank">
    http://www.mvps.org/word/FAQs/Customizatio...mplatePart2.htm</A>

    Download the last in Word format and you'll find that it includes a very well-designed template.

    For letterhead you may also want to download:
    <A HREF="http://www.addbalance.com/word/download/letterheadsystem.zip" target="_blank">
    http://www.addbalance.com/word/downl...headsystem.zip
    </A>
    This may not be the best way to set up letterhead, but it is a way that works for me. It consists of modular components so that changes to a letterhead are reflected in all form documents created from then on while documents that were created earlier remain unchanged.

    Hope this helps.
    Charles Kyle Kenyon
    Madison, Wisconsin

  7. #7
    KTYorke
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    Re: templates and users

    Gary and Phil,
    (I see these things in flat mode so I apologize to those of you in thread mode... anyway...)

    Thanks for your replies. Phil, Yes I agree that if you do have a grasp of styles and understand how they work basing them on other styles is VERY powerful. I suggested keeping them all based on normal because sometimes it's too much power for someone just starting out. As you put it... different strokes [img]/w3timages/icons/wink.gif[/img]

    Gary, I'm definitely going to look into your suggestion about the read only file... *Great Idea* the main problem is... I AM a lowly user. [img]/w3timages/icons/laugh.gif[/img] I'm just the only shmo that knows how to put a template together... *sigh* and I'm the young'un around here in the field of Tech Writing [img]/w3timages/icons/shy.gif[/img] [img]/w3timages/icons/baby.gif[/img]... I just thought that years of working in a field would somehow enlighten the "veterans"... This just hits home the reason why I use this lounge... I not only come in here to get answers to my problems but also, by reading the other threads, I see it as "professional development" [img]/w3timages/icons/thinks.gif[/img]...maybe I'm just too idealistic? [img]/w3timages/icons/doh.gif[/img]

    Ah, well...Rose, I hope all this jabbering is helping you!![img]/w3timages/icons/laugh.gif[/img]
    have fun

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