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 you need, either double click on the relevant icon or click on it once then click ‘OK’.

Word will then load a new document on the template 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 when you open 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, references and headings.

‘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. You may change your personal details whenever you need to.

If you are using the template for the first time you should click on the tab for the User Information page

  • add your own personal details, and
  • click on ‘Apply’ tosave your details, so that they will appear each time you use the template.

If you have to make any changes to the User Information page you must click on ‘Apply’ for the changes to be made.

Once the User Information page has been completed, click on the ‘Background Information’ tab

  • fill in the details for the letter you are writing and
  • click on ‘OK’

The computer will insert these details on a word document ready for you to add the text to your letter or memo.

If you need to write a letter on a case that is on COMPASS (IHTM31101), you can transfer some of the case details into the standard letter template automatically (IHTM02154)