Curious as to how long your project will take?
scroll down to the Template Options section below…
Interested in what is required to initiate a template?
scroll down to the Design Specifications section below…
Puzzled by the differences in tools available on a PC, a Mac, or Word online?
scroll down to the Word Template Functionality section below…
〉 The more information gathered up before starting a project the less time the project will take. 〈
When creating templates based on a branded design, every effort is made to marry the design with overall efficiency and ease-of-use for the End User.
WORD TEMPLATE FUNCTIONALITY
Platform Comparison
Not only are there limitations with using Macs vs PCs, but Online Editing vs Desktop Editing presents the most limited functionality. To take full advantage of the tools available in Microsoft Word, look at how your documents are currently used, and how they can be improved, before creating Templates.
- PC (Windows – Desktop)
- Best for full functionality, including QuickParts, VBA macros, and advanced formatting.
- You can restrict styles, formatting, and theme changes, ensuring document consistency.
- Mac (Desktop)
- Supports most features but lacks QuickParts, full VBA support, and Building Block Gallery.
- You can restrict styles, formatting, and theme changes, ensuring document consistency.
- Word Online (Mac & PC)
- Basic editing only, lacks advanced formatting, macros, and embedded objects.
- No style restrictions available, meaning formatting can be altered freely.
| Feature | Word on PC (Windows – Desktop) |
Word on Mac (Desktop) |
Word Online (PC & Mac) |
| AutoText | ✅ Fully supported | ✅ Supported | ❌ Limited functionality |
| QuickParts | ✅ Fully supported | ❌ Not available | ❌ Not available |
| Content Controls | ✅ Full functionality | Limited editing | ❌ Limited support |
| Text Form Fields | ✅ Fully supported | ✅ Supported | ❌ Not supported |
| Bookmarks | ✅ Fully supported | ✅ Supported | ✅ Supported |
| Building Block Gallery | ✅ Available | ❌ Not available | ❌ Not supported |
| Macros & VBA | ✅ Fully supported | Limited VBA support | ❌ No macro support |
| SmartArt & Charts | ✅ Fully customizable | ✅ Customizable | ❌ Limited editing |
| Advanced Formatting | ✅ Full control | ✅ Full control | ❌ Limited options |
| Embedded Objects (Excel, PDFs) |
✅ Fully supported | ✅ Supported | ❌ Limited embedding |
| Shapes, Textboxes, WordArt | ✅ Fully supported | ✅ Supported | ❌ Limited functionality |
| Header & Footer Editing | ✅ Full customization | ✅ Supported | ❌ Limited editing options |
| References (Citations, Bibliography) |
✅ Fully supported | ✅ Supported | ❌ Limited citation tools |
| Table Features | ✅ Advanced table tools | ✅ Supported | ❌ No table-to-text conversion |
| Reviewing Tools (Track Changes, Comments) |
✅ Full functionality | ✅ Supported | ❌ Limited track changes |
| Ink & Drawing Tools | ✅ Supports stylus input | ❌ No ink/drawing support | ❌ No ink/drawing support |
| Equation Editor | ✅ Full equation support | ✅ Supported | ❌ Limited equation editing |
| Insert Video/Audio Files | ✅ Supports embedding | ✅ Supported | ❌ Limited support for media files |
DESIGN SPECIFICATIONS
While every project is unique, there are common aspects to be answered before the project can begin:
- All sizes marked in points (not picas)
- Custom colours as RGB values, specific positions on the colour theme
- Different First Page (margins, header/footer image & content)
- Font(s) – either built in or custom (purchase price added onto invoice)
- Images as PNGs, Graphics as SVGs, with correct size and resolution as per design
- Margins (per section, if different)
- Number of columns of text (as per design)
- Page size and amount
- Photographs (as needed)
- Styles designs (see below)
- Whether the End User will be using a PC, a Mac, or Word Online
Styles Designs
The main reasons for creating a custom template are the formatting styles, which denote the document as well-designed & brand-specific. Before the template can be initiated the designer has to provide specifics for each style (body text, heading 1, title, bullet, list paragraph, etc.).
- Bullets: spacing between bullet and text, bullet symbols, bullet hierarchy spacing
- Font: type, size, colour, and any other discerning factors (bold, underline, all capitals, etc.)
- Highlighting: line above or below, weight of said line, background colour for entire paragraph of text
- Indenting & alignment: left or right or centered, stepped in or flush left under headings
- Kerning (the space between letters) isn’t specified in Word other than ‘condensed’ and ‘expanded’ in points
- Leading: known in Word as Line Spacing
- Names of Styles: Caution! Most should be left as is since Word refers to certain Styles when pulling information for example, Table of Contents
- Numbered Lists: spacing between number and text, numbering types (A., 1.1, Appendix 1, (iii), 1.1 Section Title, etc.), bullet hierarchy spacing, and if they are Multi Leveled Lists, which Styles they are to be connected to
- Spacing: before and after in points, keeping in mind this flows throughout the entire template for each Style, regardless of surrounding Styles
TEMPLATE OPTIONS
There are simple templates and more complex templates. With each level of complexity added the time to create the custom template increases. The following is intended to help define how much time is required for the most common types of templates, from building with what Word provides as built-in Styles, to creating completely unique custom Styles. As long as all the information is provided from the Design Specifications section before the project starts, the hours below should be all that’s required to create a custom template.
A reasonable amount of back and forth with drafts is built in to each Option, as long as the initial Scope of Work is adhered to. I’ve built in time for testing the Template and its Styles, to make sure the End User experience with the Template will be as simple as possible. While every attempt will be made to adhere to these guess-timates, changes to the Scope of Work will affect the time spent to achieve the desired end result. I only invoice for actual time spent; if everything goes quickly, I invoice for less time. But please take note, if the Scope changes or other issues are raised, I invoice for the actual time spent.
1 Page TemplateThis would be used for a simple letterhead, fax sheet, poster, meeting agendas, meeting minutes, leaflet, etc. One 8.5″ x 11″page template, taking into account everything from the Design Specifications section above. |
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| Option 1 1 hour |
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Option 2 3 hours |
Same as Option 1, plus:
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2+ Page TemplateThis would be used for a longer letterhead, brochures, memos, simple reports, conference agendas, etc. Most documents fall under this category. Two 8.5″ x 11″ page template, taking into account everything from the Design Specifications section above. While only two pages would be provided, the template can be used to create much longer documents, repeating the First Page design with each new Section, with the second and subsequent pages in the Section automatically taking on the design of the Second Page. |
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| Option 1 2 hours |
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Option 2 7 hours |
Same as Option 1, plus:
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Multipage Page Report TemplateThis would be used for most reports, like Financial Statements, Management Discussion & Analysis, Engineering Reports, HSE Manuals, etc. Multiple 8.5″ x 11″ page template, taking into account everything from the Design Specifications section above. While only a few pages would be provided (enough to showcase all the customization), the template can be used to create much longer documents, repeating the First Page design with each new Section, with the second and subsequent pages in the Section automatically taking on the design of the Second Page. |
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| Option 1 10 hours |
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Option 2 20+ hours |
Same as Option 1, plus:
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CONTENT
There are two options if the end goal is to have a template and a document created from that template, complete with content. This option does not include editing the content, just the way the content looks and flows throughout the template and the document. If any issues are found in the document while inserting the content, the template will be updated to reflect the improved design.
Content InsertionThis would be used if a complete document is the end goal of the template creation process. |
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| Option 1 .25 hour per page |
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Option 2 .5 hour per page |
Same as Option 1, plus:
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DEFINITIONS & EXPLAINATIONS
A lot of the previous information makes the assumption you’re familiar with Word and designing documents, which may or may not be the case. I hope you’ll find this section of definitions and explanations useful, and if there is anything else you’d like help understanding do not hesitate to bring it to my attention.
Columns
Most documents have one column of text, much like this page. A newspaper or bulletin has at least two columns, if not more. Some designs incorporate sections where columns make more sense. The End User has to keep in mind, this segregation of two columns in the midst of a one column document means there is a Section Break – Continuous surrounding the two column section, so any deletion of the formatting markings for the separation of sections will result in losing the two column setting, reverting to one column or conversion of the entire document into two columns.
Content Controls
Content Controls can be linked in such a way where editing one of the same name (like Client Name) updating all of the linked Content Controls throughout the document. Content Controls can reside inside Headers and Footers, and Quick Parts Rich text, date calendars, check boxes, drop down boxes are the most commonly used Content Controls.
SharePoint increases the usability of Content Controls, linking meta data into useable and searchable Content Controls. Another great option with Content Controls is to link multiple copies of the same piece of information, outside the built-in 15 options Word provides. This can help to create more of a form for longer reports that are repetitive, but still require customization.
Different First Page
In Word, there is the option of having the first page of each section have a different header & footer automatically. By ‘different’ Word means different from the rest of the document, not different from previous First Pages. For example, if you want a large logo in the top left of every new Section but a small logo on subsequent pages in that section, ‘different first page’ is the option to go with. When Section Break » Next Page is chosen, the different first page design will show up, and the second design will follow in the subsequent pages.
Indenting & Alignment
Indenting
Indenting can be done as per tab spacing options, and stepped in just means you indent further for each level down you go. For example:
- First Level
- Second Level
- Third Level
- Second Level
Alignment
Left aligned Centre aligned Right aligned
Kerning
The space between letters. Each font has its own set space for each character. Kerning isn’t specified in Word other than ‘condensed’ and ‘expanded’ in points.
Leading
Known in Word as Line Spacing, it can be modified to be an exact measurement in points, or a multiple of the line, or ‘at least’ a certain size.
Numbered Lists
Used in more complex documents, numbered lists are generally used when one has to refer to a specific paragraph in the document somewhere else in the document. As in “in sub Section 2.1, paragraph b), it clearly states…”.
Numbered lists are tricky, as they can continue from a previous list, even if that list was 10 pages back. You can ‘restart at 1’ so you don’t have the confusion of continuous numbering when it doesn’t make sense, but if custom options were made on the first part of the numbering and if it’s not all linked properly, the spacing can get out of alignment as the ‘restart at 1’ is associated with Word’s basic setting.
- Multi Level Lists Linked to Styles
- One of the great things about Multi Level lists is they can be linked to Headings so everything under that heading nests within that numbering system (Section 2, Heading 2.1, subsection 2.1.3 etc.). This is also where adjustments are made so the ‘restart at 1’ doesn’t alter the spacing.
Picture Insertion Content Control
This is a Content Type that helps constrain an image insertion to a predetermined size. When an End User double clicks on the box, a separate window opens where the End User can choose Insert » Picture, and when they close that window, the image is in the right spot in the right size. This is a bit dependent on the aspect ratio of the image, as a 4″x6″ photo doesn’t have the same ratio as a 5″x7″.
Content Control Placeholders ‘click & type’
A ‘click & type’ Content Control placeholder merely holds the place of where text is to be inserted, and prompts the End User to click the field, and type in the information. The correct Style is maintained for the Content Control, and options can be places on how the Content Control performs.
Points versus Picas (1 point = 0.0833 picas)
In Word, everything is done in points.
- A point is equal to 1/72 inch. Points are the measurement most commonly used in print to indicate the size of type, as well as the space between lines, referred to as line spacing or leading. In some instances, points are also used to measure the width and depth of a column.
- A pica is a hair less than 1/6 inch, and contains 12 points. Picas are typically used to represent fixed horizontal measurements, most often column width. They are commonly used when designing newspapers, magazines, newsletters, and ads.
Quick Parts (Auto Text on Mac)
Vast sections of text and tables and images can be typed up, formatted, and then saved as a Quick Part in the Building Blocks of a template. When needed, the End User can simply go to Insert » Quick Part. This is useful is when a Report has a few options in legal wording, depending on the situation. Instead of having each option in the template to be deleted, the End User can easily just pick the correct version from the Quick Part.
In more complex documents, I’ve used this option for different forms, which are entirely created in Word, inserted into the Quick Part, and pulled out as needed by the End User. In more simplified documents, signatures or different salutations can be stored here and pulled out as needed.
Quick Parts can only be associated with Templates. If you save an iteration of a Template as a Word document the Quick Parts stay in that document, as the document is associated with the Template it was based on. But if you then try to make a template out of that Word document (Save As » Template) the link to the Quick Parts is severed.
RGB or HEX Code
RGB color space or RGB color system, constructs all the colors from the combination of the Red, Green and Blue colors. The red, green and blue use 8 bits each, which have integer values from 0 to 255. This makes 256*256*256=16777216 possible colors. An example of how I would prefer to receive a value from you regarding each different colour in your scheme is R:184 G: 61 B:104, or alternately the HEX code.
Shading
There are three types of shading the space around text: highlighting the text directly, inserting the text within a text box or within a table cell.
The easiest of the three to use is highlighting the text directly, but this limits the design to the spacing surrounding the font by the font’s designer. Within a text box allows a wider space between the edge of the colour and the text, and allows a border all the way around the text, but it now functions as more of a picture, and not text that flows along with the rest of the document. Shading within a tables gives the most control of design, but is the least End User-friendly, as there are many nuances to this option (e.g., transparency cannot be set in a table cell).
Spacing
For each and every paragraph in Word, there is a certain amount of space before the paragraph and a certain amount after the paragraph. When you have a heading you may want more space between the paragraph prior to the heading but less space between the heading and the paragraph following it. Or in a bulleted list, you might want space below it, but not between each bullet point. Each Style has the option to tweak the spacing like this, and it flows through the rest of the document.
While there is the temptation to put a lot of space between some headings and not others, keep in mind how the end document is going to be used. Having a Page Break before every Heading 1 might only look good on the first few pages, but create a choppy looking document afterwards, but creating multiple Heading 1 options is also not very feasible, as it will confuse the End User as to which one to use in which circumstance.
Styles a.k.a. Quick Styles
Styles, when used properly, greatly increase the efficiency of document creation. Table of Contents are linked to Styles, each Style can be modified and it will update throughout the entire document to reflect the change, fonts are linked into the Styles and updating the Font Theme updates all the Styles as well. If there is one aspect of Word every End User should learn, it’s Styles.
Built-in Styles
Word has a lot of Styles already built in to the program. They’re all set up in the template Word presents when it opens up, Normal.dotx, which most End Users don’t realize is actually a template. The spacing and fonts and bullet symbols and tabs and style names are all already set up, ready to go. The main common ones already show up on the Quick Styles Gallery, which is entirely editable.
Custom Styles
Each and every Style is customizable. Colour, font, spacing, effect, tabs, symbols, hierarchy in lists, linking to multilevel lists, borders … the list goes on and on. What shows up on the Quick Styles Gallery is editable, and can be constrained to show just the customized Styles.
Style Samples
When this option is chosen, each Style is shown on the page so the End User sees how it’s to be used. This can be done with a simple set of Styles or all the Styles and every Quick Table, or just instructions on how to use the template.
Table a.k.a Quick Table
Incredibly specific tables can be created and then saved as a Quick Table so when the End User needs to access the same type of table, it’s available in a blank format ready to be filled in. This is an incredible time saver for intricately designed tables like Financial Statements!
Tables as Design Elements
There are designs with specific placement of text that isn’t normally easily supported by Word without the help of a Table the End User doesn’t see the gridlines. Once this type of design element is used, the time it takes to create and test the document extends. For example, a complex design called for a small red line above the Section Title, which meant one cell was split in two to accommodate the red line’s size. The top of the photograph the designer wanted had to line up with the top of Heading, but the caption had to be at a certain height as well. This type of design extends the creation time considerably, as every space around each Style has to be measured and tested to ensure everything maintains the proper alignment. Once the End User receives a template such as this, it’s a good idea to have a small ‘how to use this’ session to make sure they understand tabbing through the table and typing (instead of clicking on the existing text and replacing it) could pose issues for the overall design.
Template
A reusable design of a Word document, where multiple documents can be initiated from. Once all design and formatting changes are made to the template, it can then be saved in such a way the End User can simply navigate to Open » New to locate the template, and a blank version will open. The template is not changed in any way, as each new document created from the template will automatically be saved under a new name.
Text Box
A text box can hover almost anywhere, be filled with colour, have a colourful border and/or text. It can function much the same as a picture, with text flowing around it in a variety of ways (square, tight, through, top & bottom, in front or behind text). Text within a text box can be setup to flow into another text box in documents that function more like a newspaper.
Themes
Each template can have specific themes for fonts and colours that Word then uses to apply across the document in the background, so when Charts or Tables are created the colours and fonts match the Theme. Only the Styles in the Quick Styles Gallery will be saved inside a Theme.
Hopefully, this has demystified the process of what is involved in creating a branded template. Let me know how I can help you out with making an awesome template for your company!