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Using letter templates

From: Word for Mac 2011 Essential Training

Video: Using letter templates

Word offers several ways to create a letter. You could simply open a blank document window and start typing like I've done here or if you wanted a fancier look you could use the Word Document Gallery to choose one of several pre- formatted letterhead templates. Let's take a look at how this works. In Word, I'm going to pull down the File menu and choose New from Template or press Shift+Command+P. Word brings up the Word Document Gallery. Now, we could scroll through all the templates that are in here, but there is a quicker way.

Using letter templates

Word offers several ways to create a letter. You could simply open a blank document window and start typing like I've done here or if you wanted a fancier look you could use the Word Document Gallery to choose one of several pre- formatted letterhead templates. Let's take a look at how this works. In Word, I'm going to pull down the File menu and choose New from Template or press Shift+Command+P. Word brings up the Word Document Gallery. Now, we could scroll through all the templates that are in here, but there is a quicker way.

We can click Stationery under Print Layout View and it will display only Stationery Templates, which are basically letters and envelopes. The one I want to work with is called the Plaza Letter. So I'll select that. Over here on the right-hand side, you could set options for it ,including the colors, just pick a color theme, and the fonts. You could pick a different collection of fonts. I'm going to leave this set as default and I do want to point out that if you're not seeing this pane, you can click this button up here to hide or display it.

Once you've got this set the way you like, click Choose. Word creates the document, providing whatever information it has such as your company name and address. In this particular document, it put my company name up here. I could zoom in a little bit to see it better. So, it's up here on the header and if I scroll down, this information down here in the footer is my company address and phone numbers and all this other information that I've provided. Now, you might wonder how Word knows this information.

The way it knows it is because it's in the User Information pane of Word Preferences. To set this information up for yourself, pull down the Word menu, choose Preferences or press Command+Comma, and then click the User Information button. And what you can do here is type in your name and your initials, the company name, your address, phone number, email address, all this information. Word will use this in templates when it needs to. If you make changes in there, be sure to click OK to save them.

Now it's your turn to do some work. Your job is to replace placeholder text with real text. You want to just select the placeholder, for example the date up here, and then type in the new text. You can do that for each field in the document. The recipient name and title, if there is a title, and then just go through each one and just fill it in with some information.

If there's a field that you don't need, you could just select it and press Delete. Make sure you get the recipient name in here and you can put your title in here as well. Now, the whole middle of the document is placeholder text. So you'd select it, press Delete, and then start typing. You get the idea. Now if you have trouble dealing with the placeholder text, you can use the Letter Wizard to fill in most of that stuff for you.

The Letter Wizard takes templates to the next level. It enables you to choose a template to get the overall style of the letter and then it prompts you for the information you need to include. When you click OK, it puts that information into the template. All you do is provide the body text and you're done. So let's give this a try. We'll pull down the Tools menu and choose Letter Wizard, and you'll see the Letter Wizard appears. The way you use the Letter Wizard is you select these buttons one at a time and then you provide the information you need in each field.

Now, it knows that we currently have a document type displayed, but we don't have to use the same one. We could choose a different one from here. So maybe I want to use the, let's scroll down a little bit more, maybe we want to use the Forefront Letter. So I could select that. You can then choose a letter style. It could be Full block, Modified block, you could look in here and see what it looks like, or Semi-block. I'm going to go with Full block. If you want the date to appear, make sure that top checkbox is turned on and you've typed in the date.

You can use this menu here to change the date format. This option here enables you to include the header and the footer with the page design. What that means is that this little block up here and then the footer with the information in the bottom of the footer, with this turned on that'll appear. If you turn that off, that won't be included in the letter. If you're using pre-printed letterhead, you would turn this option on and then you'd tell Word how far the letterhead came down into the top of the document. That doesn't apply to us, so we can turn that off.

For recipient, you would click on the Recipient button and then you can either use your address book to find somebody. You can just pick anybody in here. I've inserted that person in here, or you can type the information in. Word will also keep track of the last bunch of people that you used this for and it'll display it in a menu here. That's not working now, because it's the first one we've done. For the salutation, you could choose the type of salutation you want. Informal, just the first name, Formal, Business, or Other. I'll use Informal.

Next, I'll click Other Elements and I can put other lines into this document. For example, if I wanted to put a reference line in here, I can select different options from here and then type more information in. So I've typed in Marketing Proposal, and you could do that for any or all of these fields. If you want to send courtesy copies to someone else, you can click this button here and you can choose one or more people to add courtesy copies to. So, I'll just put these two people here and close this.

Next, you can have your sender information. If the sender is not you, you can enter the information in here or you can also use the address book. Now, the sender is me. So I'll just put myself in here. You can also specify what kind of closing you want. So it could be Sincerely, Thank you, Cordially, whatever you like. Maybe I will do Best wishes. Then I can include my job title if I want, just type that in. Every time I add something to this, it'll come down to the bottom here.

I'm not going to put my company name in, because that should be included automatically. You can put the weiter or typist's initials, this is kind of an old throwback to the old days, and if you have enclosures, you can say how many you've got. Now, when you click OK, what it does is it creates this letter and I'll zoom back out so you can see it. It's used that letterhead. It's got the address information in here, and it's got the name of the person it's going to. The opening, the body letter it took from the last one we did, and then the closing and some other information.

Now, what I want to point out here is that the formatting of this is not quite right. There's a lot of extra spacing in here and that's just the way Word does this. If you wanted to clean this up, you might want to strip out the paragraph marks and put them in as line breaks. So for example, there's too much space in here. What I can do is I can click in front of the address, press Delete, and then if I press Shift+Return, I get a new line without a new paragraph and I can do that again here. That eliminates all the extra spacing that you might have in here.

So, as you can see the Letter Wizard isn't perfect, but you can edit its results to get a document that looks the way you want it to. Whether it's worth the bother of dealing with the Wizard's forms and then modifying it afterwards is really up to you. In general, Word's letter templates are handy for creating attractive letters that take full advantage of Word's styles and formatting features. You might find them useful when a plain letter just isn't interesting enough.

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This video is part of

Image for Word for Mac 2011 Essential Training
Word for Mac 2011 Essential Training

95 video lessons · 20922 viewers

Maria Langer
Author

 
Expand all | Collapse all
  1. 5m 6s
    1. Welcome
      1m 8s
    2. Word processing basics
      3m 9s
    3. Using the exercise files
      49s
  2. 21m 53s
    1. Menus, shortcut keys, and toolbars
      3m 43s
    2. The Ribbon
      2m 32s
    3. The Toolbox and the Media Browser
      2m 27s
    4. The Sidebar
      1m 42s
    5. Document views
      5m 24s
    6. Navigating windows and documents
      6m 5s
  3. 13m 40s
    1. Using the Document Gallery
      4m 51s
    2. Creating documents
      1m 51s
    3. Opening, saving, and closing documents
      6m 58s
  4. 14m 20s
    1. Entering text
      5m 33s
    2. Inserting and deleting text
      2m 34s
    3. Using Click and Type to enter text
      3m 26s
    4. Inserting symbols and special characters
      2m 47s
  5. 27m 28s
    1. Selecting and editing text
      6m 34s
    2. Copying and moving text
      7m 1s
    3. Using the Scrapbook
      4m 38s
    4. Undoing, redoing, and repeating actions
      4m 36s
    5. Finding and replacing text
      4m 39s
  6. 24m 50s
    1. Font formatting basics
      9m 0s
    2. Applying font formatting
      7m 12s
    3. Using the Font dialog
      4m 35s
    4. Formatting with the Find and Replace dialog
      4m 3s
  7. 27m 18s
    1. Paragraph formatting basics
      9m 39s
    2. Setting justification and line spacing
      2m 17s
    3. Indenting paragraphs
      4m 37s
    4. Using list formats
      5m 41s
    5. Setting paragraph formatting options
      5m 4s
  8. 14m 33s
    1. Understanding tab tables
      4m 15s
    2. Creating a tab table with the Ruler
      5m 20s
    3. Creating a tab table with the Tabs dialog
      4m 58s
  9. 20m 31s
    1. Understanding styles and themes
      2m 36s
    2. Applying styles
      6m 32s
    3. Reformatting with Quick Style sets and themes
      2m 37s
    4. Modifying styles
      4m 28s
    5. Creating and deleting styles
      4m 18s
  10. 13m 22s
    1. Revealing formatting
      4m 24s
    2. Using the Format Painter
      1m 38s
    3. Creating drop caps
      3m 34s
    4. Using AutoFormat on text
      3m 46s
  11. 27m 29s
    1. Setting margins
      4m 3s
    2. Adding page and section breaks
      4m 54s
    3. Setting multiple columns
      8m 11s
    4. Varying page orientation within a document
      2m 43s
    5. Inserting page numbers
      2m 47s
    6. Adding watermarks and background images
      4m 51s
  12. 13m 39s
    1. Using built-in headers and footers
      5m 34s
    2. Manually creating headers and footers
      4m 0s
    3. Setting multiple headers and footers in a document
      4m 5s
  13. 18m 54s
    1. Creating a cell table
      3m 42s
    2. Entering and formatting table text
      4m 16s
    3. Modifying table structure
      5m 34s
    4. Using table styles
      2m 49s
    5. Converting between tab and cell tables
      2m 33s
  14. 18m 12s
    1. Adding borders to text and paragraphs
      5m 38s
    2. Adding borders to table cells
      3m 47s
    3. Setting page borders
      4m 13s
    4. Applying shading
      4m 34s
  15. 16m 56s
    1. Using the Media Browser to insert media
      3m 24s
    2. Inserting media from a file
      2m 36s
    3. Formatting images
      4m 30s
    4. Wrapping text around an image
      2m 27s
    5. Inserting and formatting a text box
      3m 59s
  16. 13m 17s
    1. Using AutoCorrect and AutoFormat As You Type
      9m 26s
    2. Using AutoText and AutoComplete
      3m 51s
  17. 17m 28s
    1. Building an outline
      4m 26s
    2. Rearranging outline components
      3m 39s
    3. Viewing outlines
      4m 9s
    4. Numbering outline headings
      5m 14s
  18. 26m 49s
    1. Checking spelling and grammar
      8m 19s
    2. Using reference tools
      4m 30s
    3. Inserting footnotes and endnotes
      6m 27s
    4. Using the Word Count feature
      2m 49s
    5. Compiling a table of contents
      4m 44s
  19. 17m 44s
    1. Adding comments
      2m 46s
    2. Tracking changes
      7m 45s
    3. Merging and comparing documents
      4m 28s
    4. Sharing documents with others
      2m 45s
  20. 18m 54s
    1. Using letter templates
      8m 5s
    2. Creating envelopes
      6m 23s
    3. Creating labels
      4m 26s
  21. 12m 36s
    1. Setting Document Security options
      9m 0s
    2. Using Privacy options
      3m 36s
  22. 14m 31s
    1. Setting Page Setup Options
      4m 12s
    2. Previewing a document
      2m 13s
    3. Printing to a printer
      4m 11s
    4. Printing to PDF
      3m 55s
  23. 11m 9s
    1. Using Word's Macro Recorder
      9m 18s
    2. Understanding macro security
      1m 51s
  24. 12m 28s
    1. Customizing toolbars and menus
      6m 0s
    2. Customizing Word's shortcut keys
      3m 38s
    3. Customizing the Ribbon
      2m 50s
  25. 42s
    1. Goodbye
      42s

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