How to edit an existing document template

article ID: 1005724 

Mamut Business Software allows users to edit existing document templates to better suit their requirements. The instructions below demonstrate how to do this.

It is recommended that templates are saved with a new name during the editing process. This makes it easier to restore the earlier document if your amended document does not meet your expectations. See the references below for more information.

A document template is selected by clicking on it in the Document Templates window (View - Document - Document Templates). Clicking on the Edit button makes the template available for editing using Microsoft Word.

Choose font-type and size, header and footer text and other information about the documents presentation. You can also enter a heading and standard text. Meanwhile, be aware that this text will be entered into the document every time you create a new document based on this template.

Checklist for Formatting/Editing of Document Templates:

  • Font
  • Font Size
  • Line Spacing
  • Language (for use by Spellchecker, Grammatik and AutoCorrect)
  • Right and Left Margins
  • Other types of indentations and paragraphs
  • Text Justification
  • Header Information, including Logo and version control information
  • Footer information
  • Codes for mail-merging

These bullet points will affect the presentation of all documents created with the template.

To illustrate the time-saving advantages for creating document templates, let's say that you might find it useful to have a standard price list, which will be sent to customers every so often. This document would have a subject line that describes the content of the document (e.g. 'New prices for our products'), followed by a table of the products and their prices. The product names can also be predefined, together with a number of blank rows in the table for future new products.

To save you having to create this document from scratch every time, the above information can be predetermined in a template and then used to automatically create new documents.

Codes in Document Templates
Microsoft Word uses 'Merge Fields' to reserve space for text that will be supplied from other applications during a mail-merge. Typical information that will be supplied by Mamut is Name, Address and other data from the Contact Management register.

The merge field codes for this data can be chosen using the Enter Merge Field button. Place the cursor in the document where you wish to have the field code, click on the Enter Merge Field button and finally select the field from the Enter Merge Field window. The code is entered into the document template and can then be edited or moved. To format the output from this field, select it using the mouse pointer and then use the normal options contained in the Formatting toolbar.

When this is completed, can you enter the subject line or standard text. Select the text and choose Font, Font Size or Font Colour. Enter header and footer information, logos, telephone numbers etc. Finally, it can also be an idea to enter the date and year codes so that when the document is produced it is correctly dated – both these items are standard fields within Microsoft Word and can be found using the Insert Word Field button.