Jan's Working with Words

Step-by-Step: Report Template

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What you will learn:

to create a new document using a template to remove unnecessary parts of the template to deal with warning messages to replace temporary text to insert a file into a document to update style automatically

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Start with:   , report.docx from resource files

Open New Document from Template

1. Click on the Office button or the File tab and select New.
   Word 2007 opens a dialog. Word 2010 opens a pane.
   

2. In the list of Microsoft Office Online templates, click on Reports and then on Project and status reports.
   
3. Click on Business report (Professional design) and then on the Download button.

   

   Word 2007 New document dialog; Word 2010 New pane

   A new 3-page report opens with sample text. You will modify this a lot, but it is a big help to have a base plan to work with.

    

4. Read through the template. The main text explains how this template works. (You may print this if you would like to keep the tips handy for later.)

   The template is based on one developed for earlier versions of Word. Not all of the specific directions apply to Word 2007 and 2010, but you can get the idea of how the template is supposed to work.

   Problem: Can't find the report template
   The templates that Microsoft makes available will change over time. This template may at some point be dropped from the list.
   Solution:  A copy is in your words resources folder with the name BusinessReport-ProfessionsalDesign.dotx
   Or download the online copy.

5. Save on your Class disk in a folder named word project4 as report-WorldTravelInc-Firstname-Lastname.docx
   How to handle a full disk
    
   Problem: Message box appears about saving in a new format
   If you downloaded the template from Microsoft Office Online, the template is in the older Word 97-2003 format. Not a problem!
   

   

   Solution: Just click on OK.

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Replace Titles

1. On the first page delete the name and address information and make the top to read just  World Travel Inc.
   Change the main title to  Our 10th Anniversary
   Change the subtitle to     It's time to grow! 
   
2. Select the "th" in 10th and on the Home tab click the superscript button   to put the "th" up high.
   
3.  Click in the company name at the top of the page.
   A table selection box  appears.
   
4. Click on the selection box to select the whole table that runs across the top of the page.
   Did you notice that there are still two vertical bars showing that previously divided the two sets of text that you deleted? You need to get rid of those borders.  

5. On the Home tab in the Paragraph tab group, click the Borders button to open the list and select No Borders.
   Alternate method: Use the Border button on the Table Tools: Design tab in the Table Styles tab group.

   The vertical lines vanish. You can still see dotted lines around the table cells but those don't print.
   

6. Check Print Preview to see that the vertical lines are gone.
   

7. Save as  report-WorldTravelInc2-Firstname-Lastname.docx

   Notice the 2 in the name. Normally you have been changing the number of the file only at the beginning of a new lesson. Doing so now lets you back up to a file that has just a few changes in it, in case you need to start over.

   You may see one or more of messages now or later as you make changes to this document about repairing errors and saving changes to the underlying template.

   Problem: Message about saving changes to the template
   You just edited a table that was part of the template used to create the document.
   Solution: Click on No.
   You do not need to save changes to the template. You want that to remain the same in case you need to start over!
   You may see other messages like this as you edit this document. Click on No for each one unless you are willing to download the template again if you need to start over. These messages do get annoying after a while!

   The second illustration at the right has a number with the name of the template. That number is how many times you have downloaded the template. Word is keeping each one instead of using the one it previously downloaded. That lets you get a clean copy each time, even if you saved changes to the template by accident. So it looks awkward, but it does serve a purpose!

   Problem: Message box says Word has made repairs to the document.

   

   Solution: Click on the button Show Repairs.
   A dialog box appears with only one repair showing, Text Boxes 1.
   Click on the Go To... button.
   The dialog does not close but the cursor in the document shifts to the top left of page 1. Apparently your editing of the table at the top of the page is what Word considers to be the problem. Well, it's not really a problem to us!
   Click on the Close button.
    

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Delete Table

After the first page there is a small table at the top of the pages with a chapter number. Your document won't be long enough to break it into chapters so you do not need this text. (Aren't you glad!?)

1. On page 2 of the report, hover over the words Chapter 1 at the top.
   A table selection box   appears.
   
2. Click on on the table selection box .
   The whole small table at the top is selected. It contains the text  Chapter 1 .
   To delete this text you could  just select the text and press the DELETE key, but the table would still be there.
   
3. On the Table Tools: Layout tab in the Rows & Columns tab group, click on the Delete button to open its menu.
   

4. Click on Delete Table.
   The whole table is deleted, not just the text.

   Alternate method for Word 2010: Right click on the selected table and click Delete Table on the context menu.
   

5. Save.
    [report-WorldTravelInc2-Firstname-Lastname.docx]
    

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Replace Text

The main text for the document has already been written for you.  But first be sure that you read what the template's text explains about how this template works. Then you can replace the temporary text with the report text, as described below.

1. On page 2,  change the title and subtitle to match what you did on page 1.
   
2. Select the rest of the temporary text and press DELETE to remove it from the document.
   
3. If necessary, create a blank line below the subtitle.
4. Position the cursor on the blank line after the subtitle on page 2.
   
5. Apply Normal style.
   
6. From the Insert tab click on the button Object  and then on Text from File...
   The Insert File dialog opens.
    

7. Navigate in the dialog to your resources files and select report.docx  in the word folder and click on Insert.

   The full path is:  c:\My Documents\complit101\words\report.docx
   if you used the default location for the resource files.

     OR
   

   Click on this link to the online copy of report.docx. Download it, remembering where you saved it. Then navigate in the Insert File folder to that location, select it, and click on Insert.

   All of the text in report.docx is pasted into your document at the cursor location.

   
   

8. Save.
   [report-WorldTravelInc2-Firstname-Lastname.docx]
   

Alternate method: Open the document you want to include and select all of its contents. (CTRL + A or  Select All .) Copy. Switch to the destination document and paste in the new location.

Problem: Message appears about file being blocked
You selected report.doc from the resources folder instead of report.docx. The older format is blocked by default as a security measure of some sort.
Solution: Try again and select the correct file.
 

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Apply Styles

1. Select all of the pasted text and apply the Body Text style. 
   (You must use the Styles pane to see this style.)
   
2. Click the arrow beside the Body Text style in the Styles pane and select Modify... to see the details.
      Font: Tahoma, 8.5 pt, Expanded by 0.5 pt
      Line spacing: Exactly 12 pt,
      Space After: 10 pt,
      Style: Linked
      Based on: Normal
   

3. Click on OK to close the dialog without making any changes.

   Did you notice that the new text is only 8.5 pt? Later we may decide that is too small, or maybe not!
    

4. Click in each of the lines listed below and use CTRL + ALT + 1 to apply the Heading 1 style:
    Company Goals 
    Progress Report 
    Anniversary Special Trips Offer 
    Our Motivation: A Changing World 
    The Future 

   
    

5. Apply the style Bulleted List Bold from the Styles list to two lines:
    Find new customers 
   and
    Increase business with current customers .
   

   Remember that the Manage Styles button at the bottom of the Styles pane lets you change the order in which the styles are shown.
   

6. For the actions named underneath each line you just formatted with List Bullet Bold, apply the style Bulleted List and b on the Increase Indent button once.
7. Put the cursor in the paragraph  Open a company web site...  and click the Numbering button to change from bullets to numbers.

   Surprise! All of the paragraphs you just styled with Bulleted List are updated to numbers! In previous versions of Word this was not so and was a pain to fix.
    

8. Make Bold the lines  Goals for this promotion  and  Summary of Results 
   
9. Select the 4 paragraphs after Goals for this promotion.
   
10. Click the Bullet button on the Home tab or Mini-Toolbar.
    The paragraphs indent and get the default black disk bullet.
    

11. Save.
    [report-WorldTravelInc2-Firstname-Lastname.docx]