How to use Templates in Microsoft Word

Business forms can be created by using templates that are provided within word processing software. Template forms contain data fields that correspond to blank sections on printed forms. For example, a memo template may include the guide words To:, CC:, From:, Date:, and Re: for the subject.

Templates are designed so that you can replace data in fields easily by clicking in the field or by selecting the information you want to replace and typing the needed data. Also, fields that you do not want to be included in your template can be deleted.

Generic templates can be customized by filling in repetitive information (such as the company name, address, and telephone number) and saving it as a new template. Then, each time the newly created template is selected, the customized information appears automatically!

To download and use a template in Microsoft Word:

1.       Connect to the Internet.

2.       From the Word document, in the File tab, click New.

3.       In the center pane under Office.com Templates, double-click the desired category (Memos, Reports, etc.) to open a list of available templates.

4.       In the Available Templates pane, click the desired template once to open a preview in the far right pane.

5.       Double-click the desired template, or click Download to download and open a copy of the template.

Note: Word assigns a temporary file name for the downloaded template until you save the document.

How to Insert an Image into a Microsoft Word Document

Once an image is successfully saved from the Internet, inserting it into a Word document is easy!

1.       Select the Insert tab.

2.       In the Illustrations group, click Picture.

3.       When the Insert Picture dialog box appears, locate the file and click Insert.

Note: remember that images on the Internet are copyrighted and cannot be used without permission. Check the Web site for information about copyright and usage before you copy images or graphics.

How to Save an Image from the Internet

Point the mouse pointer over the image or graphic that you would like to save and press the right mouse button. When the shortcut menu appears, choose the Save Picture As (or Save Image As) option. When the Save Picture dialog box appears, name the file and then click Save.

Note: images are usually saved with a .gif, .jpg, or.bmp file extension. If necessary, select the appropriate drive for the file when the Save Picture dialog box appears.

How to Style a Table in Microsoft Word

The Table Styles feature is used to format a table with predesigned headings, borders, shading, and so forth. There are a wide variety of styles to choose from that will enhance the design and readability of the table’s content.

Once a Table Style has been selected, the Table Styles Options group can be used to format different parts of the table in unique ways to distinguish them and improve readability. For example, to distinguish a table title in Row 1, in the Table Style Options group, check Header Row. To distinguish text in Column A, check First Column. To distinguish a bottom row that includes a total line, check Total Row.

To automatically format a table:

1.       Click anywhere in the table.

2.       From the Table Tools, Design tab, Table Styles group, click the More list arrow button to the right to expand the gallery.

3.       Point to each style, and pause to read the ScreenTip (identifying the style name) and to look at the Live Preview of the table.

Note: the design gallery changes dramatically depending upon which options are checked in the Table Style Options group.

How to change the Paper Size of a Document in Microsoft Word

Default paper size in the United States is typically 8.5 by 11 inches. However, in most foreign countries documents are formatted on metric-sized paper. The most common of these is called A4 paper, and it measures 210 by 297 millimeters (approximately 8.25 by 11.75 inches).

To change the paper size of a document:

1. From the Page Layout tab, in the Page Setup group, click the Size button.

2. From the expanded list, click the desired paper size.

3. If the size you need is not listed, click the More Paper Sizes button at the bottom of the pane to display more sizes.

How to change the Text Direction in a Microsoft Word Table

The default orientation for text in a table is horizontal. If a table has long column headings it may look more balanced if vertical orientation is used.

To change the orientation of text in a table:

1. Select the cell or row that contains the text to be changed.

2. On the Table Tools, Layout tab, Alignment group, click the Text Direction button until you see the desired text orientation.

3. Click the Align Bottom Center button.

4. Point to the bottom border of the row containing the vertical text until the table resize pointer appears.

5. Drag down using the table resize pointer until the vertical text appears in one continuous line without wrapping.

How to change the Page Orientation in Microsoft Office

Microsoft Word’s Orientation feature is used to change the default 8.5-by 11-inch paper from Portrait (vertical) to Landscape (horizontal).

To change the page orientation using the ribbon:

1. Click the Page Layout tab.

2. In the Page Setup group, click the Orientation button.

3. Click either Portrait or Landscape.

To change the page orientation using the keyboard:

1. Press CTRL + P.

2. Under Settings, click Portrait Orientation.

3. Click either Portrait or Landscape.

Easy!