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When you're working with Word documents, you might hear the words document and template thrown around. Let me take a moment to explain the difference between these two types of files. In most cases, you'll use Microsoft Word to create Word documents. A document is a computer file that contains the formatted text and other elements that you want to share with others. All Word documents are based on templates. A template is a collection of styles, custom toolbars, and other features that make creating a specific type of document easier.
Some templates might also include formatted text and graphics. Think of a template as a starting point for a document. Most of your documents will be created using the Normal template. That's the template that's automatically applied when you create a blank Word document. You can modify and save the Normal templates, so its settings are more in line with your needs. Then every document you create will have your settings. You can also create your own custom templates, or use templates provided by Microsoft with Word, or by coworkers and business associates.
When you create a document based on a template, you start with whatever settings are part of that template. Word's Document Gallery gives you access to a big library of templates and wizards that you can use to create documents. It normally opens by default when you start Word. But you can open it at any time by choosing File > New from Template, or pressing Shift+Command+P. Now if you've used previous versions of Word, you might be familiar with the Project Gallery. The Document Gallery is very similar, but it omits project management features that are no longer part of Microsoft Office for Mac.
Let's take a look at what the Document Gallery offers. Now the Document Gallery window is normally split into three panes. On the left, you have a list of sources and types of documents. You can click an item in the list to display the contents in the middle of the window. You can then click a document template in the window to see a preview and possibly some settings over here on the right. It's important to note that Word 2011 clearly distinguishes document types using the three main document views.
Print Layout, Publishing Layout, and Notebook Layout. You can see them all listed here. So these are the document you'd create in Print Layout View, in Publishing Layout View, and if you scroll down, you've got Notebook Layout View. I explained these views in an earlier video about Document Views. Now if you have an Internet connection, you can also access templates available on Microsoft's web site. If necessary, just click the little disclosure triangle to expand this list. Then once that's showing, just click a topic, and you'll see samples here in the middle.
Then you can select one and work on the template. These templates change occasionally to offer new options. So check in once in a while to see what's available. Now I'm going back to the top. You can see that if I wanted to create a document based on one of my own templates, I can click the My Templates item and if I had any templates saved, they would appear in this list. When you save a document as a template, Word automatically puts it in the right place in your hard drive, so that it appears right here.
Let's talk a little bit more about a few interface elements here. You can click the Open or Close right pane button to hide or display this pane on the side. You might find that useful if you want to see more template icons in here and you don't really care about the preview. You can also change the width of each of these panes. Just position the mouse pointer between the two panes, press the mouse button down, and drag. You can make the different panes wider or narrower. A list of recent documents appears at the bottom of this left pane.
You can click a time period to see the documents. So these are all the recently opened documents that I have on this computer. Then to open one of them, I could just select it and then I would click Choose to open it. If you don't want to see this list at all, you can click the little button down here and it will hide it. If you want to change the size of the icons in the window, you can drag this slider to make them larger or smaller. Of course, the smaller they are, the more icons appear here.
If you never want to see this window when you open Word, you could turn on this checkbox labeled Don't show when opening Word. When you turn this on, when you start up Word, this won't appear anymore. Instead, you'd have to open it manually by again, pulling down the File menu, choosing New from Template, or pressing Shift+Command+P. So as we've seen here the Document Gallery offers a way to browse through document templates and choose one as the basis of a new document. In the next video, I'll explain how to create a new document using the Document Gallery and a number of other techniques.
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