Word templates
Tips for using Systems2win's Microsoft Word templates - for lean kaizen continuous improvement
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SearchUse Ctrl+F
to find keywords
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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
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To see what your printed document will look like, use
File > Print Preview
In the Print Preview toolbar, you can
click the Multiple Pages icon, |
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Page Setup (printer settings)
File > Page Setup
Excel 2007: Page Layout tab
Table of Contents and Document Map |
 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 are
Ctrl+Alt+1, Ctrl+Alt+2,
and Ctrl+Alt+3.
The keyboard shortcut for Normal style text is
Ctrl+Shift+N.
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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 filenameWhen you first name your working document, 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 |
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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.
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. - 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
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 - 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.
| 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. |
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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
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.