How to Use
the MS Word Documents
or
the MS Word
Templates
(To go to a specific section, click
on the links below.)
Table of Contents:
To
Add a Squadron Burgee or District Flag to the Letterhead
The MS Word
Letter Document version is probably the easiest to use. Save the file on your computer by
double-clicking on the filename you
need (Squadron, District, or National). When the Download
Window opens, select Save, and save the file to your
computer. Either write down where the
file is saved or try to remember where it was saved.
When the
file has been downloaded, locate the file using any method you are comfortable
with and double-click on the filename. This should launch MS Word. Once the file is open, across the top Menu, select View and on the drop down
Menu, select Header and Footer. The Header
will now be displayed
You can also do the same thing by double-clicking on the top of the
document (Header) where the Ensign and the information you want to
personalize is located. Once the
contents of the Header are
displayed, personalize the items you need to change. If you make a mistake, don’t worry – you can
close the document and say No to the
Save request. Then in the top Menu, select File and
on the drop down Menu, select Open and then find the document
again. If you mess up really bad, you
can always get another copy from the website.
When you
have made the changes, under the top Menu,
select File. Under File,
select Save As. Another window will be displayed where you
can type the NEW document filename. You want to do this BEFORE you start your letter.
Then when you want to type a letter you simply find the document you changed
and saved and double-click on the filename. When MS Word opens, you start typing your
letter and when you’ve finished, do a Save
As with a NEW document filename so you keep your original
personalized document.
The MS Word
Template requires a little more MS Word knowledge and some tenacity. You have to first get a copy of the file by
double-clicking the filename (Squadron, District, or National). When the Download Window opens, save
the file to your computer. Remember where
the file is saved. This file has a
Template filename extension of dot (.dot). The trick is to find WHERE Microsoft stores the Templates for YOUR computer. But before you store the Template, you have
to make the changes. So let’s change the
Template.
When the
file has been downloaded, locate the file using any method you are comfortable
with and double-click on the filename. This should launch MS Word. Once the file is open, across the top Menu, select View and on the drop down
Menu, select Header and Footer. The Header
will now be displayed. You can also do
the same thing by double-clicking on the top of the document (Header) where the Ensign and the information you want to personalize is located. Once the contents of the Header are displayed, personalize the items you need to
change. If you make a mistake, don’t
worry – you can close the document and say No
to the Save request. Then in the top Menu, select File and
on the drop down Menu, select Open and then find the document again. If you mess up really bad, you can always get
another copy from the website.
When you
have made the changes, under the top Menu,
select File and under File, select Save As. What should happen is
MS Word will display the location where the Templates are stored. If you don’t see other Templates,select Cancel. Select the Save As but save the document somewhere (remembering the location)
for later use. The reason to store the
Template (preferably with another filename)
with other MS Word Templates BEFORE
you start your letter is to allow you to use the Template for other letters.
To find the
Template location, do the following:
across the top Menu, under Tools, select Options. Under Options, select the Tab
marked File Locations. In the
Window displayed, there should be a line item labeled User Templates. Select (highlight) the User Template line and click on the Modify button below the Window. (You're not going to
Modify ANYTHING but you want to see the exact location that Microsoft is using
to save Templates.)
Another Window will open – navigate the structure using the small arrow
located next to the top smaller Window in order to get the entire path name.
What you
want to do now is to put the new Template with the other Templates. Use the My
Computer Icon on your Desktop to
find the specific location of the Templates.
Now, single click on the Template file and holding the Right Mouse
button down, drag the new Template to the Window
where the other Templates are located.
Once the file is in the Window,
let go of the Right Mouse and a drop down Menu will be displayed. Use the Copy option.
Now to use the Template. Launch MS Word. In MS Word, across the top Menu, under
FILE, select New. A new
Window will be displayed with the Templates you can make new documents
with. If everything went OK, there
should be an entry that says “your
filename”. Select the file by
double-clicking on the “filename”.
Once the
new document, based on the correct Template, is open, your cursor should be positioned
in the first line of the letter just below the Header. Now just start
typing your letter! If you need
additional pages in your letter, a page number will automatically be entered in
the Footer from page 2 on.
The MS Word
Flagged Envelopes (Squadron, District,
or National) are developed for Size 10 Envelopes. Get a copy of the envelope you want by
double-clicking the filename you need (Squadron, District,
or National). When the Download
Window opens, save the file to your computer. Remember where the file is saved. When the file has been downloaded, locate the
file using any method you are comfortable with and double-click on the filename. This should launch MS Word. Change the Return address of the envelope and save the envelope. When you need an envelope, open the Saved envelope document and add the To address. Load your printer with a size 10 envelope the
way your model printer requires and Print.
To Add a Squadron Burgee or District
Flag to the Letterhead
To add your
Squadron Burgee or your District Flag to the letterhead, open the Header by selecting View on the top Menu, and on the drop down
Menu, select Header and Footer. The Header
will now be displayed. You can also do
the same thing by double-clicking on the top of the document (Header) where the Ensign and your personal information is
located. Now, position your cursor in
the area or box located to the right of your personal information.
On the top Menu, select Insert and on the drop down
Menu, select Picture. On the next drop down Menu, select File. The next Window
will allow you to locate the graphic to be inserted. Once found, select the filename and click on the Insert
button (or hit Enter). The graphic will be inserted.
Remember to
“Size” the graphic to be the same size or less than the Ensign. To size the graphic,
double-click on the graphic in the Header. The Format
Picture Menu will be displayed. Use
the Size tab and resize the
graphic. Remember the Undo works and you can discard the
changes by answering No to the Save Changes question.