Article: KB-BSTTMPLT

Module: WordTricks and QlickForms

Best Practices for Working with Word Templates

Many WordTricks support issues are derived from unstable or incorrect underlying Word templates. This document is an attempt to aid in the process of minimizing these issues.

Originate - Do Not Copy Templates!

The majority of problems can be eliminated by making it standard practice to Never copy an old template as a basis for a new one.

In addition, any template should be created with Word running in "No Add-Ins" mode.

Start Word in "No Add-Ins" (/a) Mode

This eliminates known common corruption issues from third party products like Adobe, Microsoft RHD tool, etc. and keeps Word's memory load to a minimum. Even the WordTricks and ListTricks Add-ins can cause problems during the original creation of templates.

This also forces Word to use the Factory Default Normal.dot template as the basis for your new template, thus eliminating potential corruption that may already be in your default Normal.dot template.

To start Word in "No Add-Ins" mode, it must be started with the "/a" command line argument. So use the Windows "Start > Run" and Browse to the location of the MS Word executable.

Then edit the commad to add the "/a" at the end.

Example: "C:\Program Files\Microsoft Office\OFFICE11\WINWORD.EXE" /a

Create a new Clean Blank Template

While Word is in the "No Add-Ins" mode, create and save a new blank template.

From the Word 2003 or XP Menu, choose File > New then "On My Computer" from the Task Pane.

From Word 2007, Office Button > New then from New Document Dialog, My Templates > New and Template Option.

Then save the newly created Template1 to a known location.

Example: "[My Documents]\MSWord2003Factory.dot"

Close MS Word.

Note: Now that you have created a Factory Clean template, keep a copy of this template and use it as a basis to copy and create other templates.

Restart Word in Normal Mode

It's not a requirement, but you may wish to restart Word in Normal mode instead of "No Add-Ins" mode, so that you have access to all available tools and your Document Managment System if needed.

Copy In Text and Objects

Copy in text and objects from other documents and or templates, bearing in mind the following:

A. Never copy in the last paragraph symbol from another document or template. It contains a reference to a great number of hidden objects.

B. Never copy in a Section Break symbol or allow your selection to cross over a Section Break when copying. (Unless using Paste Unformatted) This minimizes the risk of copying in corrupt, headers, footers, margins, paper layouts, etc.

C: Avoid if possible copying whole tables, or frames and text boxes that contain other shaped objects. It's fine to copy in (as necessary) simple graphics and text boxes.

D: Avoid copying and pasting formatted text (use paste unformatted) unless you are specifically wanting to copy in the styles assigned to the paragraphs from the source.

E. To copy in Styles from other documents, use the Template Organizer to do this. (Tools > Templates and Add-Ins > Organizer button.)

Format Margins and Sections

Complete major formatting (associated with Sections) like Margins, Headers, Footers, Page Numbering.

Be sure to save your template including backups as you progress. This is so that any mistake of copying in a section symbol/break can be undone by going back to your last backup template.

Print and Revise Formatting... And Revise... And Revise

OK. Take your time during this step.

Make sure that your template looks correct and that any styles that need to be created are complete and have been tested on multiple printers.

Remember PDF implications! Print the template to your PDF creator software/print driver so that you can be sure that the resulting document looks correct.

Additional Formatting Tips:

Styles

"Best practices" with Word documents dictates that significant formatting is based on Word Styles. You should understand Word Style concepts before attempting to work with templates or documents that will be copied and used by others.

The styles for unchanging items like a firm name, address and such should not be based on the template's Normal style. This is so that they will have a consistent look even if the user changes the default font of the document. All of these "fixed" styles can be based on some "Standard" style, but that style should be based on "No Style."

Styles that are used for dates, addressee information, and most fields or bookmarks for automation purposes, should be based on the template's Normal style. This is so that they will change with the body of the document when the user modifies the default font or other aspects of the Normal style.

Text Boxes and Frames

Often, portions of a template are placed in "Text Boxes" or "Frames" to allow them to be positioned. Frames are prefered over Text Boxes because of their greater flexibility in handling bookmarks and fields. Also, experience has proven that they have less tendency to cause documents to become unstable.

Frames are also preferable to Tables because they require less size in the resulting document's disk space usage.

Object Anchors

In general Frames, Text Boxes or other objects should not have their anchors at the top of a template. Also, they should be anchored relative to the page instead of a paragraph.

This is to prevent such objects from being accidentally deleted, moved or altered when a user moves or selects the top of a document. (Ctrl+Home)

It is beyond the scope of this article to provide detailed instructions on Anchoring Graphic Objects in Word.

Therefore, if you are not familiar with this subject, please seek out additional documentation. One good source is "Word 2003 for Law Firms" by Payne Consulting.

Insert Automation - Bookmarks, Fields, Sub-Documents, Etc.

Only once you are comfortable with the style, formatting and general visual performance of the template should you start the process of automating the template.

Again... Be sure to save your template including backups as you progress. This is so that any mistake of copying in a section symbol/break can be undone by going back to your last backup template.