Microsoft Word Letterhead Template

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					      Word Processing Letterhead Format Instructions

Information on:
     Word processing formats to use with the new Clarkson University
      letterhead.
     Locations of files for new formats to download.
     Instructions on creating, storing, using and sharing customized formats
      and templates. (Not all computers on campus are the same. You may find
      you need to modify the instructions based on your particular software
      version.)

I.     Conventional Letterhead Formats

       A format to use with complete, printed letterhead, i.e. with the department
       name and address information already printed on the letterhead, is available on
       the Clarkson Graphic Identity Manual on the “Formats and Order Form”
       page.

       This format has the correct margins to use with the new letterhead. It allows
       room for the logo and pre-printed information on the first page, and adjusts for
       subsequent pages.

       1. Right click on Format: conventionalletter.doc on the formats page. If you
          are using Internet Explorer, select "save target as." If you are using
          Netscape, select "save link as."
       2. Save the format to your own computer as a Microsoft Word document file.
          Instructions on how to convert the file to a template file are in section III.6
          below, if you wish to manage your format as a template. You may find you
          need to modify the template instructions based on your particular software
          version.

II.    Customized Letterhead Formats

       A format to use with letterhead printed with only the Clarkson University
       logo, where you customize your department and address information to print on
       your office printer, is available in the Clarkson Graphic Identity Manual, on the
       “Formats and Order Form” page.

       If you use the customized format, and print letters with logo letterhead, your
       finished letters will look identical to those printed on conventionally printed
       letterhead. To work with this format, simply type in your school or department
       name and your name and address information. Then save the file as either a
       Microsoft Word file or Microsoft Word Document Template (complete instructions
       are below). Your finished Word file or Word Document Template can then be
       called up and used repeatedly.

       Please note: You are not required to use the customized word processing
       formats. You can have letterhead pre-printed in the conventional way. These are
       simply an option.


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       The customized format provides flexibility to those who wish to use it, and who
       have fairly strong computer skills. Many of you are already managing your
       letterhead programs this way. This format will give you a model to work from that
       will create consistency for the entire campus.

       If you use the customized format, it must be used exactly as provided:
                Your school, program or department name goes in the “top header” at
                   the top right in Times New Roman 13.5 pt. type, in the “small caps”
                   format.
                Your name and address information go in the “bottom header” at the
                   lower left, in Arial 8.5 pt. type.
                The format provided will automatically adjust for the logo on page one,
                   and readjust for subsequent pages. Header and footer information
                   also appear only on page one.

III. How to create your customized letterhead format or template in Microsoft
Word. The new formats are fairly intuitive. Many of you will not need all these
instructions. Do not feel compelled to read all of this if you are already very familiar with
creating formats and templates, and using headers and footers.

   1. Go to the Clarkson Graphic Identity Manual, and locate the “Formats and
      Order Form” page.

   2. Right click on Format: customletterhead.doc. If you are using Internet
      Explorer, select "save target as." If you are using Netscape, select "save link
      as." Save the format to your own computer as a Microsoft Word document file.

   3. Open your saved document file. It should open in Microsoft Word. Click on the
      View menu and click Headers and Footers. In the upper right hand portion of
      the top header there is an area that look like this:




       SCHOOL OR DEPARTMENT GOES HERE


       This area can be used to identify your school or department, such as:
       SCHOOL OF SCIENCE. Highlight the entire line and type in your school or
       department name. Be careful not to change the typeface, type size or placement.



       In the lower left of the bottom header, there is an area that looks like this:




Clarkson University: Word Processing Letterhead Format Instructions                             2
       Name Goes Here • Title Goes Here
       Clarkson University • PO Box 5XXX • Potsdam, NY 13699-5XXX
       315-268-XXXX • Fax 315-268-XXXX • e- mailaddress@clar kson.edu




       With “View Header and Footer” selected, highlight and type over the areas to
       enter your information, being careful not to type over the small bullets that
       separate items (if you do, here are some extra bullets to copy and paste in • • • • •).
       The blank template provides three lines; you can use fewer lines if you wish.

   4. Once you have your letterhead as you wish it to be, click on the File menu, and
      click Save As.

   5. OPTION A: Microsoft Word File. This is the easiest method.

       If you wish to manage your letterhead format as a Word File, simply name it as
       you wish, and save it as a Word Document. You must remember to always save
       finished letters to ANOTHER FILE NAME to avoid overwriting your format. If it is
       your choice to manage your format as a Word File, you can skip step 5. You are
       done.

   6. OPTION B: Microsoft Document Template. This method is more complicated,
      but can provide more and convenience in the long run. Also, you may find you
      need to modify the template instructions based on your particular software
      version.

       If you save and use your letterhead format as a Microsoft Word Document
       Template you can open it out of the New dialog box. To save your letterhead as
       a Document Template, begin by opening your saved document file. Then click
       File, then Save As, and select Document Template in the Save as type box
       (near the bottom).

               a. In the File name box, type a name for your new template, such as
                  “myletter”.

               b. Click Save, and then click Close on the File menu.

               c. Using your new letterhead Document Template

           If you save a template in the Templates folder, the template appears on the
           General tab when you click New on the File menu.

           To use the template, simply double-click on the icon, type a letter into the
           template, and save your document as a Word file.

           d. Modifying, Sharing and Advanced Topics




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          In Microsoft Windows 95 or 98, the Templates folder is located by default
          in either the C:\Windows_folder\Application Data\Microsoft folder or the
          C:\Windows_folder\Profiles\User_name\Application Data\Microsoft folder. In
          Microsoft Windows the Templates folder is located by default in the
          C:\Windows_folder\Profiles\User_name folder.

          If you want to create custom tabs for your templates in the New dialog box,
          create a new folder in the Templates folder and save your templates in that
          folder. The name you give that folder will appear on the new tab.

          If you want to modify a template, open it from the Templates file, make
          changes and save it to the Templates file. You may find you need to save it
          under a new name.

          If you want to share a template, you can store it on a shared drive. Or, to e-
          mail it to the person you want to share it with, open your Document Template,
          save it as a Word File, and send it as an attachment.




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