Kaizen Continuous Improvement Excel templates - Systems2win Microsoft Word templates for lean kaizen continuous improvement

Lean Video & Demos Home Page
Kaizen & Lean Training Home Page

Share |

Word templates

Tips for using Systems2win's Microsoft Word templates - for lean kaizen continuous improvement

Contents

Search

Use Ctrl+F to find keywords
in any unprotected Word document
in any Excel document
in any web page (including this one)

 

Additional Search Tips


How to find & open a Systems2win Word template

You can use any one of the alternative ways to find and open a System2win word template.


View Print Layout

Most Word documents look better on-screen when viewed in Print Layout. (View > Print Layout)


Print Preview

To see what your printed document will look like, use File > Print Preview
Excel 2007: Office button > Print > Print Preview

 

 

 

In the Print Preview toolbar, you can click the Multiple Pages icon,
which is especially useful for documents like the A3 Report, which actually consists of 2 pages, that are viewed and printed together.

Word template - Lean A3 Report

Page Setup  (printer settings)

File > Page Setup
Excel 2007: Page Layout tab


Table of Contents and Document Map

  Word template training videoSix-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 are Ctrl+Alt+1, Ctrl+Alt+2, and Ctrl+Alt+3.
The keyboard shortcut for Normal style text is Ctrl+Shift+N.

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. (View > Document Map)


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).

Right-click > Update Field
It will automatically populate the field with your revised filename.

Microsoft Word - Update Field

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:

  1. Forms must be protected in order to function. When a form is protected, only field content can be edited.
    Tools > Protect document or Review tab > Protect document
    Tip: Since 2006, all Systems2win Word templates have been delivered unprotected. For older templates, Contact Systems2win to get the password.
  2. 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.
  3. Forms can't take advantage of some features that make it easier to move around in the document.
    1. 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.
    2. 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

  1. Unlocked field codes usually appear within brackets, like this: "<placeholder instructional text>"
  2. Tip: Field codes will be highlighted in gray if you select Tools > Options > View Tab > Field Shading > either Always or When Selected.
    Or in Word 2007: File > Word Options > Advanced tab > Field Shading: Always or When Selected
  3. You can also press Alt+F9 to toggle the display of field codes.

Track Changes

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.


Link Icons

 Link Icons make highly visual hyperlinks easy.
In a licensed (not trial) Systems2win Word template, version 5 or higher, select Systems2win menu > Insert Link Icon.

MS Word template menu   Link Icons   International flag symbols

Then 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.

Insert Hyperlink Microsoft Word screenshot

Spell Check

Tools > Spelling and Grammar or Review > Spelling and Grammar or keyboard shortcut F7

Spell check does not work in password secured documents.

Tip: Since 2006, all Systems2win Word templates have been delivered unprotected. For older templates, Contact Systems2win to get the password.


How to insert screen shots

Alt+Print Screen then follow the instructions in the window below

How to insert screen shots in Microsoft Word

Tip: If you want to capture your entire screen, rather than just the active window, press the Print Screen key without holding down the Alt key.

Also see Excel tips for how to copy & paste selected ranges of cells as a picture


To insert a pre-formatted table

In Word 97-2003 - Select Table > Insert > Table > AutoFormat > Table Style: Table Systems2win.

In Word 2007 - Select Insert > Table. Then select Table Tools > Design > Table Styles > Table Systems2win.

Or you can select any table style that you prefer.


Copyright Terms

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.

How to download and use free PDF writing software.