IHTM02153 - Communications: Use of Microsoft Word templates and standard letters: accessing and using Microsoft Word templates
Accessing the templates
- From the ‘File’ menu in Microsoft Word click on ‘new’. The ‘new’ dialogue box will appear. This displays the available word templates ( IHTM02151).
- To access the template which you require, either double click on the relevant icon or click on it once then click on ‘OK’.
Word will then load a new document on the template chosen and will present you with the first screen which contains up to two pages. In the standard letter template ( IHTM02152) these are titled
- ‘Background Information’, and
- ‘User Information’
- ‘Background Information’ is normally displayed upon opening the template. It enables you to enter details of the case you are working on. (For example, in the standard letter template this asks for details of the name and address of to whom you are writing, references, headings etc.).
- ‘User Information’ contains information specific to you; such as the office you work in, your name, telephone extension, fax number, etc. In the standard letter template the majority of details are automatically added when you choose your office’s location on that page. However, you are at liberty to change any details except for the office location.
If you are using the template for the first time you should click on the tab for the User Information page
- add your appropriate user information details, and
- click on ‘Apply’ to save your details, so that in future they can be recalled automatically
Please note that, if you have to make any changes to the User Information page you must click on ‘Apply’ to register these changes
Once the User Information page has been completed, click on the ‘Background Information’ tab
- fill in the relevant background details and
- click on ‘OK’
The computer will insert these details on a word document ready
for you to add the text of letter, memo, etc.
Where you wish to write a letter on a case that is on Compass
(
IHTM31101), there is a facility for
transferring the addressees details (
IHTM02154) onto the standard letter
template which is explained on the next page.
