Microsoft Office’s kid brother Microsoft Works is jam packed with fun and functionaltemplates – we show you how to find and use them, and how to create your own
Microsoft Works 6.0is a productivitysuite consisting of abasic word processor,spreadsheet, database,calendar and address bookand often comes bundled withnew PCs. However, upgrade toWorks Suite 2002 for about£85 extra and you get a fullcopy of Word 2002 (whichretails on its own for almost£300) as well as other usefulprograms such as MicrosoftMoney, Encarta and Picture It.
Regardless of whetheryou’re using Works Suite2002 or Works 6.0 you’ll findeach has over two hundredtemplates to hot start a rangeof projects. There aretemplates for all the majorapplications in each suite. Youcan also create your owntemplates and find anddownload templates from theWorks website.
Works templates are a strongfeature of the suite and makeusing the applications simple,fast and intuitive. Thetemplates are quite detailedand specific, for example, thetemplate to record a travelitinerary includes a series ofheadings which are ready foryou simply to insert therequired information – youdon’t have to worry about anyof the layout and the headingsprompt you to include datayou may have overlooked.
Designed for you
Works templates are alsocustomisable so you canmake changes to them. Forexample, if there aren’tenough items in the itineraryworksheet, add more orremove any you don’t need.
You can also change theheadings or text in mosttemplates to suit your needs.
Works templates have beenprofessionally designed tolook neat and attractive. Thisis a big plus, particularly ifyou’re not creative and if youhave trouble working out howto make a document lookgood. You can use a templatesimply for its design andchange its purpose entirely(for example, turn a Wordgrocery list into a reminderlist for any task). You’ll alsofind that studying how Workstemplates are formatted canhelp you design betterdocuments in the future.
To see the range of templatesin Works, open the TaskLauncher and click Tasks. Thisview of Works shows all theprogram templates grouped byfunction. You won’t knowexactly which application thetemplate uses until youchoose to open it up. Choosea template from the Tasks listwhen you know exactly thetask you want to perform andyou don’t care whichapplication it uses.
Choosing the Programsoption in the Task Launchershows you the applications inyour version of Works downthe left of the screen. Choosethe application to use from this list and then you’ll seethe templates available forthis application in the middleof the screen. In most cases,the template descriptionsinclude multiple templatesgrouped together. Select thegroup you are interested in,and open the appropriateapplication and the TemplateWizard so you can select aspecific template. Use thisoption when you’re sure youwant to use, say, thespreadsheet tool – this wayyou’ll only see templateswhich are available for it. It’salso a useful option whenthere isn’t a template forexactly the task you want toperform but you know youwant to use a certainapplication (database forexample) and you think youcan find a template which youcan adapt.
Finding moretemplates online
There is a limited range ofWorks templates availableonline (most already comewith your Works program). Tofind these templates visitworks.msn.com and choosethe Offers and Free Stuff link– there you’ll find the NewTemplates link which you canclick to see the templatesavailable. Click any template to download it and, whenasked if you’d like to Openthe file or save it to yourcomputer, choose Open. Thefile will download and theninstall itself – most likely inyour My Documents folder. Ifyou don’t find it there, use thefilename which appears onthe website under thetemplate icon to search for iton your hard drive.
When you’ve downloadedthe template, you will need toadd it to your Works TaskLauncher lists. To do this,open the file in the Worksapplication it was created in,for example, XLR files arespreadsheets, DOC are Word,WPS are Works wordprocessor, and WDB aredatabase files. When the fileis open, save it as atemplate. In the Worksspreadsheet, database andword processor you do this bychoosing File, Save As andclick the Template button.Type a name for your templatein the box (make it descriptiveof what the template does)and click OK.
In Microsoft Word, save adocument as a template bychoosing File, Save As and,from the ‘Save as type’dropdown list, chooseDocument Template (*.dot).Type a name for your templateand store it in the locationwhich Word chooses for youto use. You can then discardthe original document.
Now, whenever you openthe Works Task Launcher,you’ll find your templateappears in two places. ClickTasks and the template will belisted in your PersonalTemplates collection – the linkto this is at the foot of the liston the left of the page.Alternatively, choose Programsand click the program namethat you used to create thetemplate. You’ll find yourtemplate in the alphabeticallist of templates in the middleof the dialog.
There are two ways to createa Works template. You canbegin with a document whichis similar in style or layout tothe document you want tocreate and alter this to suit,or start from scratch usingthe blank document option inthe Works Task Launcher.
Creating a template
Your template should includeall the details you want toappear every time you createthis type of document. Beaware that it’s much easier todelete a paragraph than it isto type it. So, you may opt toinclude in your template aparagraph that you only use,say, one in four times, simplybecause you can delete iteasily when you don’t want itand it’s there when you do.When you’ve completed yourtemplate, follow theinstructions so it will appearin your Task Launcher.
You’ll find Works templatesare a great tool for getting arange of tasks done veryquickly indeed. You may evenfind that you miss thetemplates when working inMicrosoft Office as they’re notavailable in that suite. If thisis the case, remember thatWorks’ spreadsheet and wordprocessor files can be openedin Word and Excel!
USING A TEMPLATE TO SAVE TIME
Pick a template, choose your formatting and hey presto, all the work has been done for you!
To use a template that you’ve located in the TaskLauncher, click the Task group name and click the‘Start this task’ link. Wait as the application opensand the wizard appears. Here you can choose theactual template to use from the list displayed in thedialog. To see what each looks like, click it once toselect it, then look on the screen behind the dialogas the basics of the document will appear here foryou to see. If the dialog is in the way, either click theMinimize wizard button or drag the dialog out of theway by grabbing its title bar with your mouse.
Some wizards offer more than one screen ofchoices, for example, the Word wizards also have aFormat option which lets you choose the fonts andcolours to use for the document. Once you’ve madeyour choices from the wizard, click Finish to close it.You now have your document on the screen andyou can begin working on it.
This material is the copyright material of or licensed to Future Publishing Limited , a Future Network plc group company, UK 2004. All rights reserved.