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Distributing the form template

From: Word 2007: Forms in Depth

Video: Distributing the form template

So I have this amazing Pledge Form saved as a template that I want to distribute to other users. How should I best do that? Well the answer is it depends. For example, if someone says to me, I'd like to fill out my Pledge Form; can you send me a copy of it? Absolutely I can. I'm going to simply click the Office button and choose New, go to My Templates, create a Pledge Form and if, for example, the person who's asking for it is someone I know, I might even fill out some of their personal information here.

Distributing the form template

So I have this amazing Pledge Form saved as a template that I want to distribute to other users. How should I best do that? Well the answer is it depends. For example, if someone says to me, I'd like to fill out my Pledge Form; can you send me a copy of it? Absolutely I can. I'm going to simply click the Office button and choose New, go to My Templates, create a Pledge Form and if, for example, the person who's asking for it is someone I know, I might even fill out some of their personal information here.

I have this document I could save it so it has their name in it, so I could save Kiley Pledge Form, for example. Then when I'm content and it's ready to go, I'm going to go ahead and choose Office button > Send > Email and I'm going to send this as an email message. A good reason to have gone in and saved this is it wouldn't say Doc 3 then, it would say Kiley Pledge Form or whatever. When the user gets this, they're going to open it.

It'll open in reading view, if that's their setting. That's a setting in Word that affects Outlook. They can change that if they wish. But you'll want to tell them that they can't complete the form in this view. It actually won't let them. So we're going to close this view and we're back in a view where they can actually use the controls and complete the form. So that's one possibility. I'll open up a document based on the form and name it or not and ship it off to them. Another possibility is I have a co- worker who says, that's a great template that you've created.

I'd like to have that so that I could use it too, that way I could send pledge forms to my folks as well. In that case the request is, can you send me the template? So we need to get back to the template. I can choose File > Open, in the folders list I can go to Templates. Here's my Pledge Form template and I can actually send this right from here. I can choose that I'd like to send this to a Mail recipient. Now they're receiving the template. I'll need to tell them then to open it up and to save it as a template on their computer, or they could simply put it directly in their Templates folder, but that's how it's going to work for them.

So I have 7 or 8 folks in my office and they've all asked, can you send me that Pledge Form and because I'm so proud of it, I've shipped it off to everyone of them. The problem is now, that I have multiple copies of this template. Let's say something changes. We get a request, for example, to add more information to the Pledge Form or to provide some other options, or we find we're not going to take credit cards anymore, any of those kinds of changes. I need to change the Pledge Form, but which one do I change? And where are they, because there are now many of them sitting on different people's desktops.

This is a problem I want to avoid. The easiest way I can do that, is to share this so that there's one copy of the template in a shared location that many of us can get to. Microsoft Office makes it incredibly easy for a group of users to share one or more templates. Let me show you how. I'm going to open-up my Pledge Form again. My document template, notice at the end it says dotx.

Notice also that it says Pledge Form; it doesn't say Document 1 or Document 2 it says Pledge Form up at the top. What we're going to do is we're actually going to create a common location that a number of my coworkers can get to. I'm the queen, actually, of templates in my office, but I'd like other people to be able to create and share their templates as well. So I just need to take a little leadership on this. If I already have a shared location on my network, then I don't need a lot of extra help with this. But if I don't, I can talk to the folks in my I.S. or I.T. department, and have them help me set up a shared folder.

We can talk about its permissions in a moment. I'm going to click the Office button and choose Word Options. When the Word Options dialog box opens, I'm going to choose the Advanced category and scroll all the way to the bottom and click File Locations. This is where I saved the template when it was only for my own use, my User Templates folder, very personal. Nobody else can get to that. No matter where I log-in at my company. I can get to it because it's part of my roaming profile.

This area however is another trusted source for templates. In most organizations it's blank. If this is already filled-in for your file locations, you have a Workgroup Templates folder already, that you can place things in, you could then find out who else has this same folder. But if you don't have one, if it's blank, then simply click Modify and I'm going to navigate across my network to the place that I'm allowed to create a shared network location. I'm going to create a new folder and I'm going to call it Office Templates, I could call it Word Templates, I could name it for my workgroup.

I only get 1 of these, so I don't want to name it something like Pledge Form Templates, that's way too specific. So I'm going to simply create this folder called Office Templates. That will be a shared folder with other folks. Inside that Office Templates folder, I can put as many other folders as I wish. You probably don't want too many of them but 5 or 6 to separate different kinds of templates. This template that I'm going to save in this folder will be a form, so I'm going to say Forms.

While I'm in here I could create some other folders as well. I could create one, for example, for Contracts, which we're going to need later in this course. These won't show up until they actually have a template in them. But I've set this up as a shared location and dropped some items into it. So, there is my Office Templates folder and I'm going to say OK, and now this should end with Office Templates. All I need to do now to let somebody else use templates that are put in here, is tell them how to do exactly what I just did.

You can send them to this movie on lynda.com for how to hook up with your Workgroup Templates folder. They just walk in, navigate to the same folder that you created here and they're all set, by clicking the Modify button. So we're going to say OK. I'm going to say OK again and now I have this shared location all set. I'm going to save my template in that shared Workgroup Templates folder where I can use it and I can also make it available to other users. Let's go to Save As > Word Template.

Now this is my templates folder. I actually have to follow that path back again and go to BOOTH, out to my network, back to the folder that I created, wherever it is, and then I can say Open that folder, go into Forms and this is where it's going to be. So I'm going to Save that. So now I have 2 copies of the form. I'll want to immediately go get rid of my local copy of that or put it in another folder where I keep the forms that I've developed.

I don't want to make the mistake of sometimes opening one and sometimes another, I'd like to have 1 template that I use all the time; even if I keep a backup somewhere else. So I'm going to Close this version of the template. And what I could do is, I could actually simply go to New > My Template. Notice, here's the Forms tab. This tab is in the Workgroup Templates folders location that I selected. This is the old template and I can simply select it, right-click and delete it.

Now I no longer have a personal template, I only have a workgroup template that anyone can use. One more thought while we're in here. If I'm going to save a lot of templates, it's a little painful to keep going back to that same location over and over again. Navigating the network to get there, and the farther away it is, the more steps, the more difficult it is. So what I could do is click the Office button and I could say Open. Notice this is the last location that I was in, so it keeps me here.

I'm going to go back to BOOTH-01, back to Users, back to Gini Courter, to this Office Templates folder and I'd like to be able to save that as a Favorite Location. So what I'm going to do is simply select this and drag it and drop it. Now if I drop it when I'm, for example, pointing at the Desktop, I'll create a link on the Desktop. I want to wait till I have that dark line and I'm going to then drop this here. Now, when I want to save a template to my Office Templates folder, I can simply go here and be just one click away from being able to save this in a way that anyone can use it.

So, two methods that we have for distributing templates, my recommendation is that you distribute individual documents based on templates by email and that you distribute templates to others in your workgroup, other people whose templates you would have to maintain by setting-up a Workgroup Templates folder, saving your shared templates there and pointing other users to that folder. One additional thought. If you don't want the other users to be able to change the templates that are there, it's very easy.

Simply ask your Information Technology or Information Services staff, to make that specific folder read- only for users other than you.

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Word 2007: Forms in Depth

28 video lessons · 5999 viewers

Gini Courter
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