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Create a Willamette Letterhead Template
for Microsoft Word for Macintosh
These instructions allow you to add additional text to the header or footer when you use pre-printed University letterhead paper. If you want to insert a University logo into the header when using plain paper, you can download logos from the Office of Communications web site: http://www.willamette.edu/dept/comm/graphic/logos/
First, download
a copy of the letterhead file (you may want to print this page so you
can follow the instructions more easily):
- Click
on the link to download the file: Department
Letterhead File (letterhead.doc).
- Open the
file, or save it to any convenient location, such as the desktop.
- If you
chose to save the file, open the document in Microsoft Word.
Now,
follow the instructions below to add your department information and to
convert the document into a Microsoft Word document template. Refer to
Microsoft Word Help for more information on document templates and using
headers and footers. See also: Important Notes.
- If
you are not in Page Layout view, choose View > Page Layout.
- Double-click
on Department Name
in the upper right corner of the screen.
- Replace
Department Name
with the name of your department as follows:
- Click
immediately to the left of Department
Name.
- Select
the words Department Name.
- Type
your department name, replacing the selected text.
- Edit
(or remove) any of the other information (phone, etc.).
- Click
the Close button on the Header and Footer toolbar.
- You
can also add information to the footer:
- Choose
View > Header and Footer.
- Switch
the view to Footer (click on Switch Between Header and Footer
on the Header and Footer toolbar).
- Enter
the text for your footer (remember to type in all lower case).
- Set
the font to Copperplate ThirtyBC and set the Font Size,
if necessary (see Important Notes).
- Click
the Close button on the Header and Footer toolbar.
- Save
this document as a Microsoft Word template as follows:
- Choose
File > Save As.
- In
the Save as type box, select Document Template. Word
will automatically store the template in the Templates folder.
You can keep the file name (Letterhead) or make up a new file name.
- Click
the Save button.
- Close
the document.
To
use the letterhead template to create a new document:
- Start
Microsoft Word (if necessary).
- Choose
File > New.
- Double-click
on Letterhead (or the name of the template you created).
- A
new document opens that includes the letterhead formatting.
- Complete
the document and save it, as you would with any Word document.
Important
Notes
Copperplate
is a caps
only font – type in all lowercase when using the Copperplate
font.
Numbers
are larger, so they need to be one point size smaller.
In
Letterhead, the following settings are used:
Margins (Choose File > Page Setup > Margins):
Fonts:
-
Line
1: Copperplate ThirtyBC 11 pt.
-
Line
2: PHONE is 9 pt.; the numbers
are 8 pt.
-
Line
3: FAX is 9 pt.; the numbers
are 8 pt.
-
Line
4: Arial 7 pt (remember … no
lowercase in Copperplate; e-mail addresses and web site addresses
should be listed in lowercase)
If
you use fewer lines in your header, you may need extra returns to line
up your info with the pre-printed logo.
If you need
to make corrections or additions to any of your templates, you must locate
and open the template file. Template files are stored in various places,
depending on how Microsoft Word is configured.
To locate
your templates:
- In Microsoft
Word, choose Tools > Preferences > File Locations.
- Select
User Templates under File Types.
- Click
the Modify button.
- On the
next screen, you'll be able to determine where templates you have created
are stored. Make a note of this location, then close the Preferences
dialog box.
- Choose
File > Open.
- Change
Files of type to Document Templates (*.dot)
- Locate
the template you want to modify, then click Open.
- Make your
changes, save, and close the file.
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