e-skills UK Guide
Using templates
Productivity Software and Templates
Vendors of office productivity software (for example spreadsheet and word processor applications) often include templates as part of the product. These templates are predefined document styles and layouts that give users a head start in writing attractive, professional and compelling content for customers and partners alike.
By creating a good visual image many small businesses are able to “punch above their weight” when negotiating with new clients as they come across as professional and competent.
Templates also allow you to create standard material (known as boilerplates) that can be included into different documents as needed. For example, you might have standard terms and conditions ready for inclusion wherever needed or maybe a standard 100 word description of what your business delivers.
Templates for Microsoft Word
Microsoft Word is a popular word processor application that can be used for typing letters and other documents. It can be purchased as a stand alone product but is more commonly available as part of a suite of software called Microsoft Office.
Microsoft Word uses templates as the basis for all documents. The default global template, called the Normal template, is set up when you install the software. This defines the basic structure of all documents you produce including the fonts, menus and page layouts. If you wish to adopt a standard look and feel for your business – for example change the default font from Times New Roman to Arial - then this can be completed in the Normal template. All of the documents you subsequently type will then be in Arial font.
Document templates can be set up to determine the look and feel of your other documents such as letter heads and fax headers.
Templates for Microsoft Excel
Microsoft Excel is a spreadsheet application that enables you to manipulate numerical data. It is used in many small businesses as a tool for running the financial side of the company.
In a similar way to Word, Excel enables you to create workbooks that have a standard look and format that suits your business. Typically a template will have standard way in which numbers are represented including colour and monetary symbols. The default workbook template is used to store these settings.
Templates for Microsoft PowerPoint
Microsoft PowerPoint is a software application that can be used to create slideshow presentations. These presentations can be used to communicate all sorts of information from sales presentations through to complex technical data. Many small business owners fall foul of PowerPoint presentations as they produce difficult to read, overly complex slide decks.
PowerPoint comes with its own design templates that can be applied to a presentation to give it a better look and feel. A slide master is used to define the layout and style of slides in a particular presentation. A content template is similar to a design template but has the added benefit of suggesting an outline for a presentation as well. This is useful if you are unsure about creating a PowerPoint slide show and can be used with an Auto Content Wizard to make life even easier.
Sharing Templates
Probably one of the most powerful aspects of templates is the ability to share them with other people you are working with. Custom templates can be created by users and then stored in a network location that is available to your team. A shortcut can then be created to this folder enabling quick and easy access to the templates.
If you are uncertain about how to create a small business network then you may wish to look at the Sharing Data Guide.
In addition to sharing templates locally Microsoft have a selection of templates you may find useful.
This site has a large number of templates for all of the common Microsoft Office software including:
● Agendas.
● Award certificates.
● Brochures.
● Budgets.
● Business cards.
● Calendars.
● Content slides.
● Contracts.
● Databases.
● Design slides.
● Diagrams.
● Envelopes.
● Expense reports.
● Faxes.
● Flyers.
● Gift certificates.
● Greeting cards.
● Inventories.
● Invitations.
● Invoices.
● Labels.
● Letters.
● Lists.
● Memos.
● Minutes.
● Newsletters.
● Plans.
● Planners.
● Postcards.
● Presentations.
● Purchase orders.
● Receipts.
● Reports.
● Resumes.
● Schedules.
● Stationary.
Other Office templates
There are a number of third parties that supply templates for a range of Microsoft Office software:
Commercial suppliers
We do not recommend specific products or suppliers; instead we provide you with a representative sample which covers the range of suppliers/products available. You may choose to look at these suppliers or products but this is entirely at your discretion.
What Now
* In order to print the guide or open it in PDF format, you will need to install Adobe Acrobat Reader.
