Join Maria Langer for an in-depth discussion in this video Setting basic letterhead options, part of Office 2008 for Mac: Small Business Projects.
The letterhead template we create for Bliss will include the company's logo and three important addresses, the main office and its two stores. We want to place this information in the document's header and footer so that it isn't accidentally erased or reformatted. In addition, we want the logo to appear in two different sizes, depending on whether it's on the first or subsequent pages of the letter, and we don't need the addresses printed on the subsequent pages at all. We're going to start out by creating a new document and taking care of some basic set up tasks. So if you don't have a new document showing, I already do, but if you don't, go to the File menu, pick New Blank Document and it'll create a new document based on the Normal template.
We're going to use the Document dialog to tell Word that we need a different header and footer on the first page. So go up to Format, pick Document and in the dialog, you want to start by clicking the Layout button. In this area here where it says Headers and Footers, we want to turn on Different first page. What that does is it tells Word that we want a different Header and Footer on the first page of the document. While we're modifying document settings, let's also move the Header and Footer closer to the edge of the page. So while you are in here, click Margins, and the, in this area here where it says From Edge, that's the distance between the Header and the Footer from the edge of the paper.
It's currently set to 0.5", I'm going to set it to 1/3" or 0.3, actually, inches. So I'm just selecting that and typing in a 3. One thing I do want you to keep in mind here is that although these settings should be fine for most modern printers, if you have a real old printer, it might not be able to print this close to the edge of the page. If it can't, it will display a dialog that warns you about it before it prints. This should be fine. I know it's fine for my printer so that's how I'm going to set it. The last thing you want to check in here is to make sure that Whole document is selected from this little pop-up menu.
It is, so we're all done. I'm going to click OK. You'll see that that it doesn't look like anything changed in the document, and the reason for that is that the settings that we just changed, they affect the Header and Footer. They really don't affect the document at all. The next thing we are going to do is add the address information to the Footer of the first page. So in order to do that we need to see the Footer. Pull down the View menu, pick Header and Footer. You could see the Header up here on the top now. We want to scroll down and we want to put it in the First Page Footer, so I'm on the first page footer here and I'm going to click in this area so that I can place an insertion point here.
We're going to use one of my favorite tricks to get the three addresses to line up in columns, and that's to use a cell table. So with the insertion point blinking down here, I'll go up to Table. I'll pick Insert and Table, and then here for the Table Size I want three columns because I've got three addresses I want to place. In each one, I just want one row for each, so I'll set that to 1 and click OK. What that's done is it's put a cell table down here and it does have borders on it but we'll worry about the borders later on.
What we want to do here is insert the addresses into each cell of this table and I happened to have a document already created with the addresses in it, so I don't have to type them all out. So, I'm going to switch to that other document. It's in the Exercises folder and it's called Addresses.docx so if you've got the Exercises Files you'll see it in there. We're going start off with the first one, the Corporate Headquarters address, and I'm going to select all the text for the address, pull down the Edit menu, pick Copy, and then I'll switch back to the other document.
I'm going to click in that middle cell to place the insertion point there and Edit>Paste, and of course you can also use the shortcuts for it. Now, I don't know if you saw that but at first it seemed to kind of fall off the page and then it shifted. What the header and footers will do in Word is if you've got too much information to fit into the Header or Footer it will change its size to go back into the document. It'll take up document space. What it's always going to be is a certain distance from the edge of the page, in our case ,it's 0.3 inches, by default it would normally be 0.5, so it will always shift up to make sure it all fits in there.
So that's the first one. Let's go get the next one. I'm selecting it and I'm going to use a shortcut this time. I'm going to press Command+C. That copies it. And then I'm going to go back to my document, click in that first cell, Command+V will paste it in, and then I'm going to go back to the other document and grab the last one. So I'm selecting it, Command+C to copy it, go back and Command+V to paste it in. So we've got all of our addresses in here. Now, let's format the text with a font size, a style, and a color that more closely matches our catalog's elements, because, remember, we want this to match the catalog that the company already has in existence, it's all part of our idea of branding.
So let's start by selecting all three cells. We're going to drag right over those cells so they are all selected, and we're going to center the text. So I'm up here in the Formatting palette and I'll display the Alignment and Spacing options and I want to center that text, and it's going to center it in each cell. The next thing I want to do is change the font, so we're going to pick a San-serif font. We're going to us the font called Calibri. So the fonts been applied and we are going to downsize it. It's little bit too large. We're going to make that 9 points, okay. Now it's a lot smaller and it fits in there. [00,:05:21.40] And again, you must have seen the Footer shifted size.
It's gotten a little bit smaller for us. We want to make the first line in each box. We want to make that bold. So we're going to select it and make it bold and also make it 10 points. So we'll do those one at a time, select it, 10 points, Bold and select, 10 points, and Bold. Next thing we want to do is we want to change the color of the first one. If you don't have a color printer, if you are going to be printing in black-and-white all the time you probably wouldn't want to change the color. If you do change the color on a black- and-white printer, it will show up in a certain shade of gray, might be an effect that you like, but if you don't have a color printer you can also just apply the shade of gray.
We're going to make it the Magenta color that's in the catalog. So I've selected it and I'm going to pull down the Font Color menu, and I don't want to use one of these colors here. I'm going to be very particular. I could use one that's kind of close to what I want, but I want to make sure I get the exact color because maybe the company is really picky about colors. So I'm going to choose More Colors and that displays a Color Wheel. This is a standard Mac OS X Color Wheel and it basically has different ways that you can put the color information in different palettes.
What I want to do is get very specific, and I want to put in an RGB Color Code. So I'm selecting RGB sliders from this second palette here, and then I'm going to type in the code that gives me the exact color that I want. In this case, it's going to be 178 for red and you'll see the change has happened up here, it's kind of cool, and then to 25 for Green, and then 79, and that's going to give us this Magenta color, that I really like. Here's a little tip here and this will work throughout all your Mac OS applications that use the Color Wheel.
If this is a color that you are going to use all the time and you want to save this color, you can drag it down here into this little well, and that saves the color. Next time I want to use this color it's going to be in here so all I have to do is click it. I don't have to type any codes in. So I have done that. I'll click OK and you'll see that it's applied to that and I can do that again. For this one here, actually, the color is already in there so all I need to do is click. It remembers the color, and that's the color that we've got applied there. The next thing we want to do is we want to change the margin at the top of the table. That's to give us some space between the text and the table and the edge of the table.
So, I want to select the whole table. I am going to just drag right across the whole table, including this little area at the very end, to Table>Table Properties, then I want to click the Cell button, and then I want to click Options. And what this does is it allows me to set the margins within each cell that's selected, so I've got the whole table selected and I want to change the margins, but I only want to change the top margin, so I need to turn off this checkbox and then I need to put a measurement in. Let me just put in a .1. It's going give us a little bit extra space on the top.
I'm going to click OK and then click OK again and you see that there is an additional space up there. Next, let's get rid of those ugly cell borders around the table. I'm going to put a nice thin line along the top of the table as a horizontal rule. So I've got the table already selected and I want to go up to the Format menu and choose Borders and Shading. The first thing I'm going to do is select None, and that's going to get rid of the borders around the table. You could see that if I click OK, the borders are gone and you'll see these gray, they look like they are borders, they are really not.
It's just markings within Microsoft Word that shows you where the table is. Those aren't going to print. So I'm still selected. We're going to go back up to the Format menu, pick Borders and Shading again, and now what we want to do is we want to put a thin line along the top of the table's cells. So we're going to put it up there, but we want to set a color for it. We want another fancy specific color. From color, here, I'm going to pick More Colors. I've got my RGB sliders, and this time we're going to put in a special color of, like, a blue color, like, teal, and that's going to be 13, just pressing Tab to go to cell-to-cell, 134, 144.
Again, if you're not as picky as I am, you can put any color you like. You can use any of these color- pickers to get the color that you want. I'm going to save this, because I think I'm going to be using this again and click OK. So I've got this color in here. I want the line to be 1 point, so I'll pick 1 point from the Thickness menu here, Width, and then I'm going to click in the top of this little drawing, and what that does is this little picture here is supposed to represent what's selected. So if you imagine this representing what's selected, I want the line to go on top of what's selected and that will put the line up here in my document.
So I put it up there and I'll click OK and that will put it up in there. It's a little bit hard to see because of the border that's at the top of the footer there. Let's see what this looks like in Print Preview, so I'll pull down the File menu, pick Print Preview and then you'll see the Footer that we've got in here, the address information and then that line that we added. We're about halfway done with the letterhead so let's review what we've done. We started by setting up the headers and footers so they are different on the first page. Then we edited the first page footer using one of my favorite tricks, a borderless table, to display three different company addresses.
We also did a whole bunch of formatting to fit the text in and introduce some colors from the company marketing material. There are a few things to keep in mind here. First of all, if you don't have a color printer you probably want to stick to black or shades of gray. Second, you don't have to put the address in the footer. You could put it in the header, and since you probably don't have three addresses, you can keep things simple and skip the table. It's all up to you. I'm just getting fancy here to show you the possibilities. There are a lot of different things you can do with Word. But we're not done yet. We still need to set options for the second page of the letterhead and insert and position the logos.
That's what we'll do next.
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