Word Templates Styles and Numbering


“Using robust templates as the starting point for new documents ensures that all documents conform to the same formats, house styles, house fonts and house colours.

Documents that use properly created styles are less likely to become corrupt and are much easier to edit. Legal documents are notorious for problems with keeping numbered items consistent and templates with robust and easy to use customised numbering systems enable inexperienced Word users to quickly edit a document.

When firms combine templates with their own customised toolbars (which are very easy and straightforward to create, everyone in the organisation can quickly select the tools and commands they need from visible buttons and thus use less time to edit a document, whilst keeping it looking consistent and well presented.”


What is a Template

  • Introduction to Templates
  • Purpose of a template
  • Where templates are stored
  • How to use a Template to create new document

Hierarchy of a Word Document

In order to create a template it is important to understand how the following are used within a Word document and their order and impact when creating a template.

  • Document Theme
  • Document Defaults – setting up the defaults for headings and body text
  • The Normal style
  • Default font
  • Document Styles
  • Headings
  • Numbered Headings (single and multi numbered)
  • Numbered Paragraphs (single and multi numbered)

Document Theme

  • Create a document theme
  • Font for body and Font for headings
  • Create a colour theme file – four standard colours and six accent colours
  • Save the colour theme and font files into an overall style
  • Edit theme files (xml) and (thmx) files
  • Apply a document theme

Creating Styles

  • Create Heading Styles
  • Create Numbered Heading Styles
  • Create Paragraph styles
  • Create Bullet Point Styles
  • Create Paragraph number styles

Complex Headers and Footers

  • Create single header and footer
  • Create first page header and footer
  • Create odd and even page header and footer
  • Insert Page numbers

Section Breaks

  • Creating multiple sections within a document for:
  • Page Layout Orientation
  • Header and Footer variations
  • Insert automated Section numbering using Word fields
  • View and remove section breaks

Table of Contents

  • Insert Table of Contents based on Heading styles
  • Modify Table of Contents to include other text marked up with Styles
  • TOC Styles to format Table of Contents
  • Update Table of Contents
  • Remove Table of Contents

Building Blocks and Galleries

Word has a number of Galleries into which additional content can be saved and reused across documents. This is particularly useful with templates, enabling users to insert standard paragraphs, pre-formatted tables, Pull Quotes etc.

  • Create re-usable content and store in appropriate Building Block Gallery
  • Save content to template files
  • Difference between Template file and Building Block file
  • Create Cover Pages

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