Publisher Templates GUIDELINES FOR PARTNERS Making templates is about providing a way for users to save time while helping them produce high-quality documents. This document provides guidelines for creating Excel templates. It is organized as a checklist and should be thoroughly applied to each template created for submission to Microsoft. Please note that this document contains only guidelines; some templates may have exceptions to these rules. If this is the case please check with your Microsoft representative before making a submission. Table of contents Ensuring factual/technical accuracy and information integrity Ensuring editorial standards Using the correct delivery format Naming files Titling templates Setting up the creation machine, pages, and other settings Avoiding wizard smart objects Choosing paper sizes Macros Using colors and color schemes Using fonts and font schemes Using margins, text boxes, and headers/footers Tabbing vs columns vs tables: When to use each Using placeholder text Adding art Printing and saving Appendix A: Respect for Diversity ENSURING FACTUAL/TECHNICAL ACCURACY AND INFORMATION INTEGRITY All content must be reliable. It must also be as factually and technically accurate as possible. You must apply stringent fact-checking, functionality testing, and editorial review to each template created for submission to Microsoft. Content must be accurate, factually correct, and all technical aspects must be correct (calculations in Excel templates, for example). Content must also be proactively updated as soon as any information in it becomes obsolete. All content must be relevant for the intended local user base. All colloquialisms, references to currency, and indications of time or other units of measure must conform to local conventions. All content must be proactively updated as soon as any information in it becomes obsolete. Example: European VAT Invoicing Rules. The Council has adopted, on 20 December 2001, a Directive (2001/115/EC) on VAT Invoicing. This Directive, which amends the 6th VAT Directive, has to be implemented into national Law before the 1st January 2004. For details on how to apply the new rules in practice consult the list of Frequently Asked Questions (FAQ) for traders. An invoice must now contain the following information: a. the date of issue; b. a sequential number that uniquely identifies the invoice; c. the supplier's VAT identification number; d. the customer's VAT identification number (only when the customer is liable to pay the tax on the supply); ~ MS Publisher Template Development Kit Page 1 of 13 Version 1.0, International Edition, April 21, 2004. e. the supplier's full name and address; f. the customer's full name and address; g. a description of the quantity and nature of the goods supplied or services rendered; h. the date of the supply or payment (if different from the date of supply); i. the VAT rate applied; j. the VAT amount payable; k. a break-down of the VAT amount payable per VAT rate or exemption; l. the unit price of the goods or services exclusive of tax, discounts or rebates (unless included in the unit price) For more detailed information visit European VAT Invoicing Rules ENSURING EDITORIAL STANDARDS All templates delivered have been edited and copyedited/proofed to conform to formal conventions of spelling, grammar, punctuation, and mechanics. USING THE CORRECT DELIVERY FORMAT All templates will be delivered as templates rather than as regular files. The file format extension for Publisher templates is .pub. When opened normally within the application the title that displays in the window is the template file name (without extension) with a number appended to it starting with the number 1. For example, Report1. The medium for physical delivery of finished templates to Microsoft (CD etc.) has been decided upon by you and your Microsoft representative. The timing and volume has also been agreed upon. NAMING FILES File names do not exceed 12.3, and do not use spaces, special characters (except for hyphens), or extended characters (in languages other than English). or special characters (except for hyphens). There are no apostrophes. The form for file names is xx-xxxxxxxxx.xxx. File names begin with the two-letter prefix that denotes your company, which you got from your Microsoft representative, so as to avoid duplication with anyone else’s. For “flavors” (templates with the same content but different design elements and colors), digits have been added to the end, beginning with 2: WeddingPlan2.dot. MS Publisher Template Development Kit Page 2 of 13 Version 1.0, International Edition, April 21, 2004. TITLING TEMPLATES Template titles are the titles that are shown to the customer in Templates search results or template categories. You have included suggested titles in cases for which you want to, but final titles will be up to the discretion of Microsoft so as to avoid duplication and other issues. Titles are less than 32 characters for simplicity and ease of use. Titles have no verbs or gerunds, only modified nouns. For example, not "Planning a Garden" but "Garden Plan". Modifiers come before the noun if possible: 3rd Grade Book Report; Pet Sitter Invoice. If the title is included within the template, that title and the template title that is in the title property are the same if possible. SETTING UP THE CREATION MACHINE, PAGES, AND OTHER SETTINGS Templates are designed for 800x600 screen resolution. Machine on which templates are created has default application settings. Margins are set to the default to ensure proper printing unless there is an exception based on doc type. Page Setup settings are set to the defaults to ensure proper printing unless there is an exception based on doc type. In File/Properties/Summary tab, the Category field has been completed. The rest of the fields are blank, except for Author and Company, which both say Microsoft Corporation. Template has no wizard smart objects. To accomplish this: To avoid wizard smart objects If your template contains wizard smart objects, the Publication Design task pane will appear when the user opens the template. We don’t want the user to modify the template using the options in the Publication Design task pane, so we must avoid having wizard smart objects in the template. However, Publisher automatically adds wizard smart objects to every publication, even blank ones. If you design a template from a blank Publisher publication, use the following procedure to prevent wizard smart objects from being added: 1. Launch Publisher and create a blank document. 2. On the Tools menu, click Options, and then click the User Assistance tab. 3. Under Wizards, clear the Use a wizard for blank publications check box. If you want to base the design of the template on an existing Publisher publication, for example, an existing business card wizard, the procedure would work like this: 1. Launch Publisher and select a design (e.g., Accent Box Business Card) from the preview gallery 2. On the File menu, click Page Setup, note the Publication Type and Page Size, and then click OK. 3. On the File menu, click Convert to Web (do not save and do not add a navigation bar). 4. On the File menu, click Convert to Print (do not save). 5. On the File menu, click Page Setup and reset the Publication Type and Page Size to their original values. Click OK MS Publisher Template Development Kit Page 3 of 13 Version 1.0, International Edition, April 21, 2004. In the workspace, select all objects and move them back to their original positions. Repeat this step for every page of your template. Tip: To accurately move objects back to their original position, before step 3, insert a rectangle at the origin point (0, 0) of the publication and group all the objects on the page. After resetting the Publication Type and Page Size, select the group and use the Measurement toolbar to set the origin of the group back to 0, 0. Remember to ungroup the objects and delete the rectangle when finished repositioning. The result should be the same file with the wizard objects stripped out. CHOOSING PAPER SIZES Standard paper sizes have been used if possible. Existing standard forms, calendars, etc. were used as examples to work from. If a template was converted from U.S. English (8 ½ x 11 with 1 inch margins) to A4 with 2.5 cm margins, the following procedure was used: 1. Set metric units (Tools/Options. On General tab, choose Measurement units: Centimeters. Click OK.) 2. Open a template, make a copy, and go to page 1 of template. 3. If there isn't an object aligned to the upper left corner of margins (the blue guide lines), then insert a rectangle the size of the margin guides in this position (use mouse, or on Measurement toolbar type in height and width, and x and y coordinates). 4. Select all objects on the page (Ctrl+A, or Edit/Select All). 5. Group them (click Group Objects under the selection, or Arrange/Group). 6. Change margins to 2.5 cm (Arrange/Layout Guides. On Margin Guides tab, set all margins to 2.5 cm. Click OK). 7. Scale the group at 96.8% (can use mouse, or on Measurement toolbar type in height and width, or Format/Object. On Size tab, select Lock aspect ratio check box, type 96.8 in Scale Height edit box. Click OK). 8. Move group to new margin position (use mouse, or on Measurement toolbar type in x and y coordinates). 9. Ungroup objects and delete the rectangle inserted in step 3. 10. Repeat steps 3-10 for all remaining pages and save and close template. MACROS No macros are used. There should be no macros in templates until guidelines for them are included here. USING COLORS AND COLOR SCHEMES All objects and text colors are based on one of the 8 colors in the top row of any color drop- down list. The template has NO custom colors or custom color schemes because they will not change if the user changes the color scheme of the template. In every color scheme, there are eight colors: Main, always Black Accent 1, the color with the deepest saturation Accent 2, color varies in saturation Accent 3, color varies in saturation Accent 4, always 20% tint of Black Accent 5, always White (0% tint of Black) MS Publisher Template Development Kit Page 4 of 13 Version 1.0, International Edition, April 21, 2004. Hyperlink, color of unvisited hyperlink Followed, color of visited hyperlink Use primarily Black (main), Accent 1, 2, 3, and 5 (white) for templates. USING FONTS AND FONT SCHEMES All text in the template is defined using one of the predefined styles, and you have not created styles or formatted text manually. This is so that the template will work with font schemes Template uses font schemes, not hard-coded fonts. If the template will be primarily used online, italic fonts are not used because they are harder to read. Verdana is designed for use in online documents. There is enough contrast between fonts and background colors to work with both b/w and color printers. Automatic is used for font color rather than specifically choosing black or white because Automatic is more likely to appear properly under high contrast settings. WORKING WITH FONT SCHEMES Although only two styles are shown in the Font Scheme task pane, there are about 20 styles defined in each font scheme. Use the following color guideline when working with fonts. Dominant Accent 1 Accent 2 Accent 3 Accent 4 Accent 5 - Black text text text text text - White Dominant No No No No No Yes background Accent 1 No No No No No Yes background Accent 2 No No No No No No background Accent 3 No No No No No No background Accent 4 No No No No No No background White Yes Yes No Yes No No background Hyperlink and followed (visited) hyperlink follow the same rules as Dominant. Text on top of fill patterns and gradients is permitted as long as the colored text on top of each of the two colors individually is allowed. MS Publisher Template Development Kit Page 5 of 13 Version 1.0, International Edition, April 21, 2004. USING MARGINS, TEXT BOXES, AND HEADERS/FOOTERS To prevent text and objects from getting cut off when printed, these items are no closer than 0.33" (0.8 cm) from the edge of the page. Any background that you want to bleed off the page should extend at least 0.2" (0.5 cm) beyond the edge of the page. Each text box has been clicked in, and if an ellipse (…) appears at the bottom, the text box has been resized larger because this means that there was too much text in it for its size. You have avoided having items in headers and footers because customers find working with them confusing. TABBING VS COLUMNS VS TABLES: WHEN TO USE EACH To do the following: You should use: Space leader characters or when working in headers or footers Tabs Create left-, center-, and right-aligned entries in headers and footers Tabs Align numbers in a column along their decimal points Decimal tabs Create vertical lines between columns Bar tabs Flow text from one column to the next on the same page Newspaper-style columns Create columns Table (or Format/Columns) Line up text horizontally Table Tabs have not been used to indent body text. Increase Indent or Decrease Indent (or options in Format/Paragraph) have been used instead because, unlike tabs, these features are incorporated into styles. Tables that cover more than one page have been set to repeat the table header rows. Nested tables have been avoided because they’re hard for users to work with. All table cells have appropriate vertical/horizontal alignment set. MS Publisher Template Development Kit Page 6 of 13 Version 1.0, International Edition, April 21, 2004. USING PLACEHOLDER TEXT Placeholder text is text or a field that’s holding the place where a user will enter his or her own information. Placeholders will vary depending on the type of template. For example, many Word templates, such as letters, will contain macrobutton fields to serve as placeholder text. Other templates will use sample text (such as the generic Company Name or a fictional name) so that the design of the template is apparent, and so that users have an idea of what type of text to enter. Capitalization of placeholder text follows whatever capitalization would be used in the actual text. For example, proper nouns are capped. Placeholder text is 1-3 words whenever possible, because placeholders that break to a second line are likely to result in error messages. Placeholder text that holds a place for a name uses the following construction: Recipient name, Company name, (not Name of Recipient, Name of Company.) If there are any instructions in the template they are in placeholders. Following are recommended placeholders for generic text: Company name Company Name Business tagline Your business tagline here Company contact information Company Name Street Address Address 2 City, Country. Phone and FAX numbers Use for example an incorrect area code and 555 as prefix, and numbers between 0100 and 0199 for suffix E-mail and Web Addresses E-mail address, Web site address Recipient mailer information Recipient Name Street Address Address 2 City, Country. MS Publisher Template Development Kit Page 7 of 13 Version 1.0, International Edition, April 21, 2004. PERSONAL INFORMATION SETS A personal information set contains information about the user, business or organization name, address, etc. The purpose for the personal information sets is to maintain the user information once it’s entered so the user doesn’t have to re-enter in each document. Every new publication opened has the Primary Business personal information set selected by default. Each personal information set contains eight components: My name My name Job or position title Personal Name Organization name Organization Name Address Primary Business Address Your Address Line 2 Your Address Line 3 Your Address Line 4 Phone, fax and e-mail: Phone: 555-555-5555 Mobile: 555-555-5555 E-mail: email@example.com Color scheme Blue bird is default color scheme Tagline or motto Your business tag line here Logo Generic Logo Make sure that all personal information set information is generic and has been created following the guidelines for street addresses, telephone numbers, e-mail addresses, company names and Web sites, and personal names. ADDING ART If the template will ship on a CD or within another product, or if it will be hosted or excerpted in any form outside of the Microsoft Office Online Web site, you have explicitly contacted the Templates team (oott), and they have cleared all Office media images in the template. All art has alt text. No piece of art includes text because art that includes text cannot be localized into other languages if the template is chosen for this. If the template has multiple instances of art, the art it not grouped. However, if a single piece of art is made up of more than one clip, the clips may be grouped. If the piece of art is one that the user is likely to want to replace with their own, then grouping the clips will make it easier for them to highlight/replace. If the art is not likely to be replaced, such as in a greeting card, then it does not need to be grouped. If clip art has been resized larger or smaller, proportion was maintain by pressing the SHIFT key as you dragged. Vector graphics and AutoShapes are used rather than bitmaps when possible. If a bitmap is used, JPEG is the preferred picture file format. MS Publisher Template Development Kit Page 8 of 13 Version 1.0, International Edition, April 21, 2004. GRAPHICS FORMATS You can insert the following types of graphics into templates: Vector or bitmap formats Encapsulated PostScript (.eps) Windows Metafile (.wmf) Compressed Windows Metafile (.wmz) Windows Enhanced Metafile (.emf) Compressed Windows Enhanced Metafile (.emz) Macintosh PICT (.pct or .pict) Compressed Macintosh PICT (.pcz) Word Perfect Graphics (.wpg) CorelDraw (.cdr) Computer Graphics Metafile (.cgm) Bitmap-only graphic formats Graphics Interchange Format, CompuServe format (.gif or .gfa) JPEG File Interchange Format (.jpeg, .jpg, .jfif, or .jpe) Portable Network Graphics (.png) TIFF, Tagged Image File Format (.tif or .tiff) Microsoft Windows Bitmap (.bmp) PHOTOS Photos are not used as backgrounds unless they really add value, because they greatly increase file size. Any photo used as a background has sufficient resolution quality to withstand the enlargement process, mentioned below. Any photos used have a resolution of about 96 dpi. Any photos used are not resized larger (because quality decreases greatly), but rather the original was scaled and downsampled to 96 dpi. Originals are of high resolution; low resolution photos will pixelate when enlarged. Any photo made smaller was done so by using a graphics editing program, such as Photoshop, to scale it and then downsampled to 96 dpi. MS Publisher Template Development Kit Page 9 of 13 Version 1.0, International Edition, April 21, 2004. PRINTING AND SAVING Text in the Help tip scratch area has been compared to the final text and it is the same. Spelling has been checked and corrected, and Design Checker has been run. Templates look good in Print Preview and on a black and white printer and there are no extra blank pages. In Print Preview, you have verified that overlapping objects overlap in the correct order. Page breaks are in logical places. Manual page breaks are avoided because after the user has edited the template, the page breaks may no longer appear in logical places. Template is less than three pages if it is providing blank space for users to fill out. Placeholder blanks or lines in templates intended for hardcopy use are long enough for written entries and backgrounds are light enough so that handwriting can easily be seen. After printing, folding, cutting, or assembling has been checked and works. Before saving, the template window is maximized. Before saving, the Zoom is default (100%) or whatever looks best on screen when first opened. APPENDIX A: RESPECT FOR DIVERSITY RECOGNIZING GEOPOLITICAL ISSUES Images that include people show diversity as much as possible. A variety of ethnicities and genders have been used across all templates. Images that might have religious connotations have been used only in context, such as in religious holiday cards. Photos and art that include hand gestures can be offensive. Maps and flags can also be sensitive images. If there are clips in a template about which you’re unsure, you have checked with your Microsoft representative. ENSURING ACCESSIBILITY ALT TEXT Alt text shows when you mouse over an image on a Web page. It’s also used by screen readers, many of which read the alt text for images in Office documents that are not Web pages. Therefore, alt text must be added to all images in all templates. Alt text does not need its picture to make sense. It’s as concisely worded as possible. It uses fragments rather than complete sentences, but the first word is capped. It has no articles or “picture of”. It has no end punctuation. It is less than 100 characters. Any UI elements included in alt text are not bold. MS Publisher Template Development Kit Page 10 of 13 Version 1.0, International Edition, April 21, 2004. AutoShapes do not have alt text. Column- and/or row-headers are used to indicate what columns and rows are used for. If not, then cell comments are used to indicate usage for screen readers. Examples: Flowers in vase, Dog, Butterfly drinking, Woman at computer COLOR AND HIGH CONTRAST SETTINGS The most important thing about viewing templates in high contrast colors is whether you can see the text in the template. Automatic colors for font have been used if possible because this choice changes in high contrast mode to a color most likely to show up in that high contrast color scheme. Templates have been tested on the default high contrast black setting. Graphics are not as important to test unless critical for use or understanding of the template. If so, then the graphic must be visible for the template to be accessible. ACCESSIBILITY-SAFE COLOR COMBINATIONS FOR PUBLISHER Light text on dark background: White / Indigo White / Dark Blue White / Lt Blue White / Blue White / Blue-Gray White / Olive Green White / Dk Green White / Green White / Teal White / Sea Green White / Brown White / Dark Red White / Red White / Orange White / Plum Lt Yellow / Lt Yellow / Lt Green / Lt Green / Lt Turquoise / Dark Red Dark Blue Dark Green Dark Red Dark Blue Dark text on light background: Dark Blue / Brown / Tan Dark Green / Dk Blue / Dark Red / Lt Yellow Lt Green Lt Turquoise Gray 25% Brown / Dk Blue / Tan Dark Red / Dk Red / Dk Blue / Lt Yellow Lt Green Lt Turquoise Pale Blue Dk Red / Black / Rose Dark Blue / Dk Green / Dk Red / Lt Yellow Lt Green Lt Turquoise Pale Blue Dk Green / Black / Lt Yellow Black / Lt Green Black / Black / Pale Blue Lt Yellow Lt Turquoise You can use others, but check to make sure that they work in the Accessibility Mode. MS Publisher Template Development Kit Page 11 of 13 Version 1.0, International Edition, April 21, 2004. The chart below lists color names for the Font Color dialog box, shown above. Automatic Black Brown Olive green Dark green Dark teal Dark blue Indigo Gray 80% Dark Orange Dark Green Teal Blue Blue- Gray red yellow gray 50% Red Lt Lime Sea green Aqua Lt blue Violet Gray Orange 40% Pink Gold Yellow Bright Turquoise Sky blue Plum Gray green 25% Rose Tan Lt. yellow Lt. green Lt. Pale Blue Lavendar White Turquoise COMPLYING WITH NAMING GUIDELINES NAMES IN THE PUBLIC DOMAIN Places like parks and other city locations are in the public domain. You may refer to these names without trademark issue. Publicly disseminated information such as The American Heart Association Food Guidelines is also in the public domain and OK to mention as long as you credit the organization. STREET ADDRESSES They use sequential numbers. They use common street names. They use incorrect postal code for the city/country used in the address. Example: 12 Main St., London, EL2V 6LJ, UK. TELEPHONE NUMBERS They use incorrect area code for the country used in the address. They use for example 555 as the prefix, and suffix numbers between 0100 and 0199. Example: (425) 555-0150 MS Publisher Template Development Kit Page 12 of 13 Version 1.0, International Edition, April 21, 2004. E-MAIL ADDRESSES They use firstname.lastname@example.org, which has been reserved by Microsoft for use for sample purposes. "Someone" may be localized. "example.com" is NOT localized. Keep in mind that we want to minimize the use of fake names/addresses/phone numbers for localization considerations. COMPANY NAMES AND WEB SITES You may make up a person, company or web name to use provided that you: Have avoided any name that you know to be real. Have created generic or descriptive names, such as The Dental Office or The City Planning Office. Have used the names of various trees, such as Elm High School or Maple University, for creating names such as those for fake universities or high schools. Have researched your proposed name by looking it up on the Web, in the yellow pages, etc. Have contacted your Microsoft representative and asked advice if you are in doubt about the name you've chosen. MS Publisher Template Development Kit Page 13 of 13 Version 1.0, International Edition, April 21, 2004.