Templates and Forms A Complete Overview for Connect Users
Word 2013 Guide: A Complete Overview For Connect Users
Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com
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Chapter 1: Introduction ........................................................................................................... 3
Chapter 2: Microsoft Online Templates ..................................................................................... 3
Word Templates ....................................................................................................................................... 3
Template Details ....................................................................................................................................... 4
Create a Template ..................................................................................................................................... 4
Update a Template ................................................................................................................................... 5
Chapter 3: Customizing a Template .......................................................................................... 6
Quick Styles ............................................................................................................................................... 6
Using Quick Styles ............................................................................................................................. 6
Customize Quick Styles ..................................................................................................................... 7
Modify a Quick Style ......................................................................................................................... 8
Auto Text ................................................................................................................................................... 8
Add Text to Auto Text Gallery ........................................................................................................... 9
Enter text using Auto Text .............................................................................................................. 10
Themes .................................................................................................................................................... 11
Applying Themes ............................................................................................................................. 11
Create your own Theme ................................................................................................................. 11
Save Theme for Reuse ..................................................................................................................... 12
Make Changes Default Theme ........................................................................................................ 12
Chapter 4: Creating Forms ...................................................................................................... 13
The Developer Tab .................................................................................................................................. 13
Add Developer Tab to Ribbon ......................................................................................................... 13
Content Controls ............................................................................................................................. 13
Page Breaks ............................................................................................................................................. 16
Insert a Page Break ......................................................................................................................... 16
Section Breaks ......................................................................................................................................... 17
Insert a Section Break ..................................................................................................................... 17
Keeping Text Together ............................................................................................................................ 18
Chapter 5: Protecting a Template ........................................................................................... 19
Restrict Formatting ................................................................................................................................. 19
Hide Styles ....................................................................................................................................... 19
Hide Themes ................................................................................................................................... 20
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Restrict Editing ................................................................................................................................ 22
Password Protect .................................................................................................................................... 23
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Chapter 1: Introduction
A template is a document type that creates a copy of itself when you open it.
Templates can be created and designed with static information, images and
formatting. Templates are exactly like documents in that you can provide
recommended sections or required text for others to use, as well as content
controls such as a predefined drop-down list or a special logo. You can add
protection to a section of a template, or you can apply a password to the template
to help protect the contents of the template from changes. All users have to then do, is open a
template and fill in the text and information that is specific to your document. You can create a
template from a blank document or use a Microsoft Template as a base to build off of.
Chapter 2: Microsoft Online Templates
A feature provided by Word is access to online templates. When you open a new document you
automatically enter backstage view and the New tab, where you can access a variety of available
templates. In the middle pane you will see previews for different pre-designed templates as well as a
search bar where you can type in the style of template you are looking for. The right hand pane shows
categories that you can click on and view the templates that reflect those respective themes. Keep in
mind that the templates provided through Word are a great starting point and can be completely
customized to suit your preferences and match your companies brand.
Word Templates
Search
Categories
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Template Details While in backstage view you may single-click on a template that is of interest to you and you will see a
pop-up with information regarding that template. You will see who created the template, a mini preview
image of the template and a Create button which will open the template for editing in Word.
Create a Template Once you have found a template that you would like to work from, it’s time to save the document as a
Word Template. This will be the original preserved document and everything else will be a copy meant
for editing by users.
Select a template to work from. This can be blank or a pre-designed template provided through Word.
Who created
To Use
1. Choose Font 2. File Save As 3. Locate Network
Drive to Save on 4. Save as type:
Word Template
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Update a Template You may want to open the original document to make changes or to continue where you left off. If you
click on the saved file this will open a Copy, so you will need to specify that you want to open the
original document to make updates.
1. Click File > Open
2. Double-click Computer
3. Browse to the Custom Office Templates folder under My Documents
4. Click your template, and click Open
5. Make the changes you want, then save and close.
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Chapter 3: Customizing a Template
Quick Styles Quick Styles provide you with a way to format your template. They consist of heading, body text, quote
and title formatting that are specifically designed to create a cohesive look that appeals to the viewer.
Any changes to Quick Styles must be saved in the template to work across other copies.
Using Quick Styles
1. Select the text that you want to create as a new style
2. Go to the Home Tab and in the Style Gallery select the style that you would like to change the
text to. Make sure to save this in the original document to effect all copies of the template.
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Customize Quick Styles You have the option to create custom quick styles if you need something unique from the provided list.
This is also a convenient way to control the branding of your documents. For example, you can limit your
quick styles to a certain number of options so your company uses the same styles across the board for
every document created with minimal variation.
1. Go to the Home Tab and click the More drop down arrow in the Styles Group.
2. Click on Create a Style
3. Click Modify
4. In the Create New Style from Formatting dialog box, you can change the name of style, font
type, color, font size, alignment and more.
5. Once you are happy with the formatting make sure to check
New Documents Based on this Template. Then click OK.
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Modify a Quick Style Another way to create a unique Quick Style is by modifying an existing Quick Style. When modifying a
Quick Style, you are also given the option to Remove it from the gallery if you never plan on using it. This
allows you to customize the gallery to only show the Quick Styles you want others to use.
1. Go to the Home Tab and in the Style Gallery right click any available style and choose modify
2. In the Modify Style dialog box, you can change the
name of style, font type, color, font size, alignment
and more.
3. Once you are happy with the formatting make sure
to check New Documents Based on this
Template. Then click OK.
Auto Text Auto Text is a way to store parts of the Word document for re-use. An Auto Text entry can store
anything a Word document can contain, such as formatted text, pictures and fields. Create a library of
boilerplate paragraphs for business letters, or keep a handy selection of headers and footers. These
settings must be saved in the template to work across the copies.
Right Click Style
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Add Text to Auto Text Gallery Adding auto text to the gallery will allow you to simply click on commonly used information to be
automatically inserted into your document.
1. In your document, select the text that you want to add to your gallery
2. On the Insert Tab in the Text Group,
Click Quick Parts > Auto Text > Save Selection to Auto Text Gallery
3. Fill in the fields of the Create New Building Block dialog box. Use the
following table to help fill in the correct information
Name Type a unique name for the AutoText building block
Gallery Select the AutoText gallery
Category Select the General category, or create a new category
Description Type a description of the building block
Save in Click the name of the template in the drop-down list
Options: Choose one of the following
Insert content in its own page: to place the building block on a separate page, set off from the rest of your content with page breaks
Insert content in its own paragraph: to make the content into its own paragraph, even if the user’s cursor is in the middle of a paragraph
Insert content only: for all other content
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Enter text using Auto Text Once you have added Auto Text options to your gallery, it’s very easy to insert them into your
document.
1. Insert Tab > Quick Parts > Auto Text
2. Click the entry you want to add and it will appear in your document.
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Themes Themes are another way to format a template by providing color sets, fonts and effects. Use the
dropdowns to scroll through the variety of potential theme options. You can even create your own
themes if you don’t see one that suits you.
Applying Themes You can apply individual themes for colors, fonts, paragraph spacing
and effects. In this example we will apply a color theme.
1. Go to the Design tab in Word and click Colors
2. Click on the color set you would like to apply to the
document.
Create your own Theme You can create your own themes if you don’t like the
ones provided. In this example we will create a new
color theme.
1. Go to the Design tab and click Colors then
Customize Colors
2. Click the drop downs next to each label and
choose the colors you would like.
3. If you want to create your own color, click
More Colors.
4. Preview the changes you have made then
Name your color theme. Click Save.
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Save Theme for Reuse Once you have made changes to your theme you may want to save it so you can use this same theme
again.
1. Design tab > Themes > Save Current Theme
2. In the File name box, type a name for your theme, then click
Save.
Make Changes Default Theme Once you have a saved a custom theme you can set it to be the default theme for all new documents.
1. Design Tab > Set as Default
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Chapter 4: Creating Forms
Forms are templates that users can fill out. You can customize these templates with content controls
such as check boxes, text boxes, date pickers, and drop-down lists. The controls that allow you to create
fillable forms can be found in the Developer tab on the ribbon.
The Developer Tab The Developer Tab is utilized to create form fields within your template. However, the Developer tab
doesn’t automatically appear so it is necessary to unhide this tab before you can utilize its functions.
Add Developer Tab to Ribbon To make the Developer Tab appear on the ribbon, do the following.
1. File > Options
2. In the Word Option dialog box select Customize Ribbon from the left pane
3. Then check Developer and click OK
Content Controls Once your Developer tab has been added to the ribbon you may begin adding different fillable sections
to your form, Word refers to these as Content Controls. Content Controls can be found in the Control
group on the Developer Tab. Hover your mouse over the fields to see what your different options are.
The chart below explains each of the content controls.
Check
Developer
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Control Purpose
Rich Text Holds text that the user can optionally format (bold, italic, and so on)
Plain Text Holds plain text that the user cannot format
Picture Holds a picture that the user inserts
Building Block Gallery Inserts a placeholder from which the user can select a building block from a gallery you specify
Combo Box Displays a list of values from which the user can select, and allows the user to enter other values
Drop-Down List Displays a list of values from which the user can select. Other values are not permitted.
Date Picker Displays a calendar from which the user can click a date
Check Box Displays an on/off check box toggle
To add a content control field, place your cursor in the desired location, then choose a field from
the Controls group on the Developer tab. You can hover your mouse over the fields to see the different
options.
Adding a Drop-Down List
The following is an example of how to implement a content control. For this example, we will add a
drop-down list to our form.
1. Go to the Developer Tab and in the Controls group choose the Drop-Down List button.
2. Once you click the Drop-Down List button, a drop down box stating “choose an item” will
appear.
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3. Once your drop-down box is inserted, you will be able to click the Properties button found in the
Control group of the Developer Tab. When you click Properties, a Content Control Properties
dialog box will appear.
4. Click the Add button. Type in the display name that you would like as one of the drop-down
options. This will be both the Display name and the Value.
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5. Click Add again to add another name i.e. Tuesday. Continue on until you have the desired
amount of choices then click OK. Your drop-down menu will now show the options you have
added.
Customize as Needed
If you want even more control over the way your form looks, you can turn on Design Mode from
the Controls group on the Developer tab.
Then you can modify the properties for each content control field, including the text that will appear in
each field. Instructional text can enhance the usability of the form you create and distribute. If you're
willing to spend a little more time customizing each field, you can build a pretty robust form.
Page Breaks Adding Page Breaks to your document can make things appear more organized
and improve the overall look and flow of your document. They allow you to
move text to the next page before reaching the end of a page.
Insert a Page Break 1. Place the insertion point where you want to create the break.
2. Insert tab > Page Break
3. The page break will be applied to the document and the text will move
to the next page.
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Hint: If you want to see where the breaks are in your document,
click the Show/Hide command found in the Paragraph section of
the home tab.
Section Breaks Section Breaks work similarly to Page Breaks in that they help organize and improve the flow of your
document. If you have a section with 2 columns in your document, you may not want this section to
continue down the entire page, that’s where Section Breaks come in handy. You can divide the
formatting of your document into unique sections, giving it the exact look you need.
Insert a Section Break
1. Place the insertion point where you want
to create the break.
2. Page Layout tab > Breaks > select desired
section break from the dropdown menu
3. A section break will appear in the document. The text before and after the section break can
now be separately formatted.
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Keeping Text Together When you reach the bottom of a document you may have a group of information that you want to keep
together. Often times you’ll find your information running onto the next page leaving the body you want
it to stay with. There is a way that you can keep your text all together so part of it isn’t running off to the
next page.
1. On the Home tab click the Paragraph group’s dialog box launcher
2. In the dialog box under the Line and Page Breaks tab check the first three boxes
(Window/Orphan control, Keep with next and Keep lines together)
3. Then click OK and the information you have selected will all stay together on one page.
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Chapter 5: Protecting a Template
It is a good idea to set up editing controls and even a password to protect your template so someone
can’t make changes to the formatting you have constructed.
Restrict Formatting When creating a template, you may have set up specific themes and styles that you want to remain
consistent. To avoid variation, it’s important to apply formatting restrictions.
Hide Styles 1. Click the Dialog Box Launcher in the Styles group on the Home tab.
2. Click the Manage Styles button found at the bottom of the Styles box.
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3. When the Manage Styles box appears click on the Recommend tab. Then Select the Styles that
you do not want to appear by default and click Hide. Once your changes are made click OK.
Hide Themes 1. Click the Dialog Box Launcher in the Styles group on the Home tab.
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2. Click the Manage Styles button found at the bottom of the Styles box.
3. When the Managed Styles box appears click on
the Restrict tab. Select the styles that you wish to
restrict editing for.
4. Check the Block Theme and Block Switching
boxes.
5. Select New Documents based on this template
then click OK.
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Restrict Editing When building a form, you may want to restrict the user from typing anywhere other than the fields you
have created. Restrict Editing allows you to lock the rest of the document so the user can only fill in the
provided fields. To Restrict Editing, complete the following steps.
1. After you have created a form with fields, go to the Review tab and select the Protect drop
down, then choose Restrict Editing.
2. Check the box under Editing restrictions.
3. Then select each field that you want to allow editing for and check the Everyone box under the
Exceptions section. This gives everyone the ability to edit the form fields you have created.
4. Finally, in the Start enforcement section click Yes, Start Enforcing Protection.
5. You will get a pop-up asking if you would like to add a password to further protect your
template. Depending on the level of protection you are looking for this can be an option.
However, if you do forget your password there
is no way for it to be recovered so keep that in
mind when making this decision. We
recommend keeping your template on a
managers drive that not everyone has access to
then placing a copy in a shared drive where the
rest of the office can access it. This way you
always have your original template protected
without needing a password.
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Password Protect After saving your template you may want to add security so someone doesn’t make unwanted changes
to the document you put together. When you open the original template file it can be set up to prompt
you for a password. This will only effect the original template. The template copies used by others will
not require a password. This keeps your original document safe from changes.
Keep in mind that if you forget this password we have no way of recovering it. Another protection
option is to keep the template on a management drive that not everyone has access to.
1. File > Info > Protect Document > Encrypt with Password
2. Type a Password into the box and click OK.
If you have any additional questions make sure to check out our other trainings and guides at the Nemsys Training Website or contact us at 419.243.3603