How to Create Amazing Document Templates with Microsoft Word Part 1

June 22nd, 2012 - Category - IT Best Practices

Do your documents look a little bland? Representing your brand is important whenever you do any corresponding, whether you are just using letter heads or creating custom documentation or project proposals. Microsoft Word makes it simple to standardise the look of your documents so your brand can shine through no matter what type of document you are creating.

Let’s start with a clean slate. Open up a new Word Document.

Standardise your Colours

It’s pretty likely you’ll want to stick with the colours of your logo or brand. For example, if your logo uses two basic shades of red and a light blue, you can work those into your documents. The best practice is to use colour sparingly – it’s more expensive to print and too much will make your proposal look like an invitation to the circus. What you want to do is only use colour to accent things like titles and other elements.

In your Word document, be sure you are on the Home tab. In the Styles section, click Change Styles > Colors > Create New Theme Colors.

Typically you can keep the first 4 boxes the default colours. This just means your default text will be black, your background will be white, but in cases where you want to invert that, the background will be dark gray and the text off-white. Leave these as they are.

Accent 1 would be the primary colour of your logo. Click on the colour and select More Colours. Don’t even worry about the ones it offers you by default, you want to be exact. If you aren’t sure what the RBG values of your logo are, you may need to check with your graphic designer or use a tool like Photoshop to get that information. It’s better to be completely accurate as opposed to guessing here. Inputting the values (Red, Green, and Blue) will give you the exact colour used.

Accent 2 would be your secondary colour, and so forth. You can change the Hyperlink and Followed Hyperlink colours as well.

Once you have your colours picked out, name the theme and click save. You can always come back later and adjust them.

Standardize Fonts and Styles

Now that your colours are selected, you can start editing the default styles. Still on the Home tab, in the styles section, there is a row of boxes labeled Normal, No Spacing, Heading 1, Heading 2, etc. You can set these to any font, colour, and size (as well as many other options) so you can reuse them throughout your documents. This gives you a standard set of fonts and keeps things from getting inconsistent both in documents and between multiple documents.

For example, right click on the Heading 1 option and go to Modify. This will let you choose the font type, size, and plenty of other formatting options to customise the look and feel of the Heading 1 font. The Format option on the bottom left of the Modify Style window lets you even change things like the paragraph parameters and text effects.

Repeat this process for as many styles as you need.

Typically you would use Heading 1 for the title of a section in a document, and heading 2 would be the first subcategory tier under it, and so forth.

Having trouble using Microsoft Office? Contact Netstar at 02036 574 489. Our experienced technicians can help you troubleshoot any issue you are having.

Related Articles

About Mit Patel

Mit - Managing Director. In 2002, Mit founded Netstar. He has helped grow Netstar to become an indispensable partner to some of London’s finest businesses, including well known names in the Financial Services industry. Mit works across all aspects of the business including strategic planning and key account management. Mit is focused on ensuring the delivery of a high quality service, and providing strategic value to help our customers overcome their business challenges.