Tips for using Systems2win's Microsoft Word templates - for lean kaizen continuous improvement
Table of Contents
Use Ctrl+F to find keywords
in any unprotected Word
Color conventions: Microsoft Word instructions are highlighted in green.
If different... instructions for Word 2007 and higher are in orange,
and instructions for Word 2003 and lower remain in green.
You can use any one of the alternative ways to find and open a System2win word template.
Bookmark = ViewPrintLayout
View Print Layout
Most Word documents look better on-screen when viewed in Print Layout. View > Print Layout
Bookmark = PrintPreview
To see what your printed document will look like, use...
Word 2010: File > Print
In the Print Preview toolbar, you can
click the Multiple Pages icon,
Unfortunately, Microsoft discontinued these more advanced features of Print Preview in Word 2010, so you need to use the Microsoft XPS Document Writer to view previews - as described in our help for using ANY printer to create A3 Reports.
Bookmark = PageSetup
Word 2007+: Page Layout tab
Word 2003: File > Page Setup
Bookmark = TableOfContents
Table of Contents
Six-minute video training
(turn on sound)
For Word documents that aren't protected (Tools >
Protect document or
Review tab > Protect document)...
you can update the Table of Contents to reflect the most recent changes.
How? Right-click anywhere on the Table of Contents > Update field.
Reminder: The Table of Contents will include only headings that use the Styles: Heading 1, Heading 2, or Heading 3.
Keyboard shortcuts to make a paragraph into a heading:
Normal style: Ctrl+Shift+N.
Navigation Pane Home > Navigation Pane Word 2003: View > Document Map
You can view a Document Map (which works almost the same as a Table of Contents) in ANY Word document - even if it doesn't have a Table of Contents.
Bookmark = filename
How to update document filename
When you first name your working document,
the very next thing you should do is update the document filename in the page 1 header.
Place your cursor on the filename field (between date and author just below the header on the first page of the document).
It will automatically populate the field with your revised filename.
Bookmark = FormFields and Unlocked
Microsoft Word Form Fields
Many of Systems2win's MS Word templates are created as "forms" - where the user simply fills in the gray boxes.
Despite their valuable ease of use, Word "forms" have some disadvantages:
- Forms must be protected in order to function. When a form is protected, only field content can be edited.
Word 2007+: Review tab > Protect document
Word 2003: Tools > Protect document
- Caution: If you unprotect a Word form -
you will lose all of the data within the fields -
so do your form editing BEFORE beginning to enter field data.
- Forms can't take advantage of some features that make it easier to move
around in the document.
- For instance, you must use the scroll bar to view much of the document, because when you click anywhere on the document, your cursor is taken to the next field that you need to fill in.
- For additional tips for how to navigate MS Word "forms" - refer to Search Tips.
Unlocked Field Codes
One way that Systems2win gets around the limitations of Word "forms" in some documents is to use Unlocked Field Codes instead of form fields.
When you place your cursor on an unlocked field code and start typing, the "placeholder" text is replaced with your text.
How to identify unlocked field codes in a Word template
- Unlocked field codes usually appear within brackets, like this: "<placeholder instructional text>"
- Tip: Field codes will be highlighted in gray if you select...
Word 2007+: File > Word Options > Advanced tab > Field Shading: Always or When Selected
Word 2003: Tools > Options > View Tab > Field Shading > either Always or When Selected
- You can also press Alt+F9 to toggle the display of field codes.
Track Changes can be used to suggest changes to the Author.
How to use Track Changes in a document created from a Microsoft Word template.
Bookmark = LinkIcons
Link Icons make highly visual hyperlinks easy.
Word > Systems2win menu > Insert Link Icon.
Then select your inserted Link Icon, and Ctrl+K or right-click
Hyperlink to bring up the
Insert Hyperlink dialog window.
Tip: You can add a roll-over Screen Tip message by clicking the Screen Tip button.
Also see tips for how to structure your folders to avoid broken hyperlinks.
Bookmark = SpellCheck
Keyboard shortcut F7, or...
Office 2007+:Review > Spelling and Grammar
Office 2003: Tools > Spelling and Grammar
Spell check does not work in password secured documents.
Tip: Since 2006, all Systems2win Word templates have been
For older templates, Contact Systems2win to get the password.
Bookmark = screenShots
How to insert screen shots
ALT+Print Screen then follow the instructions in the window above.
or... to capture your entire
screen, rather than just the active window...
press the Print Screen key without holding down the ALT key.
Bookmark = table
To insert a pre-formatted table
In Word 2007+ - Select Insert > Table. Then select Table Tools > Design > Table Styles > Table Systems2win
Word 2003 - Select Table > Insert > Table > AutoFormat > Table Style: Table Systems2win
Or you can select any table style that you prefer.
Bookmark = styles
To use Styles to quickly apply consistent formatting...
Word 2007+ > Home tab > Styles
Word 2003 > Format > Styles and Formatting
To copy Styles from one Word document to another...
Word 2007+ > View > Macros > View Macros > Organizer button
Word 2003 > Tools > Macro > Macros > Organizer button
Just because an MS Word template is not password protected does not mean that it is not still subject to copyright laws.
Refer to your License Agreement.
To distribute electronically - save as a PDF file
Important: Any document created using a Systems2win template that is distributed outside of your licensed users must be in a non-editable format, such as a printed paper, or a PDF.