![]() Note: You can only use Word themes if you use HTML as your message format. On the Tools menu, click Options, and then click the Mail Format tab. In the Compose in this message format list, click HTML. Tell me more about message formats Microsoft Outlook supports three message formats: • HTML This is the default message format in Outlook. It is also the best format to use when you want to create messages that are similar to traditional documents, with various fonts, colors, and bullet lists. By default, when you select either of the options that allow formatting ( HTML or Rich Text), the message is sent in HTML format. So when you use HTML, you know that what you send is what the recipient will see. • Plain text This is a format that all e-mail applications support. You can set Outlook to open messages that you receive in plain text format only. Plain text doesn't support bold, italic, colored fonts, or other text formatting. It also doesn't support pictures that are displayed directly in the message body, although you can include the pictures as attachments. • Outlook Rich Text format (RTF) This is a Microsoft format that only the following e-mail applications support: • Microsoft Exchange Client versions 5.0 and 4.0 • Microsoft Office Outlook 2007 • Microsoft Office Outlook 2003 • Microsoft Outlook 2002, 2000, 98, and 97 You can use RTF when sending messages within an organization that uses Microsoft Exchange; however, we recommend that you use the HTML format. RTF supports text formatting, including bullets, alignment, and linked objects. Outlook automatically converts RTF formatted messages to HTML by default when you send them to an Internet recipient, so that the message formatting is maintained and attachments are received. ![]() Microsoft Word templates to use with preprinted stationery. Choose the design that matches your professionally printed letterhead. The margins on these templates are preset, so you will automatically know where to place words on the page. When your letter prints on official stationery, your text will be positioned perfectly in. Create a professional stationery quickly & easily with this free stationery template for Microsoft Word & Publisher. Get premium layouts, free logo & artwork. Outlook also automatically formats meeting and task requests and messages with voting buttons so that these items can be sent intact across the Internet to other Outlook users, regardless of the default format of the message. If the Internet-bound message is a task or meeting request, Outlook automatically converts it to Internet Calendar format, a common format for Internet calendar items, so that other e-mail applications can support it. ![]() ![]() What do you want to do? Customize a Word theme To customize a theme, you start by changing its components, such as the colors, fonts, or the line and fill effects that are used. Changes that you make to one or more of these components affect the open e-mail message immediately. If you want to apply these changes to new messages, you can save them as a custom theme (see “Save a Word theme” below). Customize the theme colors • On the Options tab, in the Themes group, click Colors. • Click Create New Theme Colors. • Under Theme colors, click the button for the theme color element that you want to change, and then choose the colors that you want to use from the color palette. The sample is updated with the fonts that you select. • Repeat step 3 for all the theme color elements that you want to change. • In the Name box, type an appropriate name for the new theme colors. • Click Save. Tip: To return all theme color elements to their original theme colors, you can click Reset before you click Save. Customize the theme fonts • On the Options tab, in the Themes group, click Fonts. • Click Create New Theme Fonts. • In the Heading font and Body font boxes, select the fonts that you want to use. ![]() The sample is updated with the fonts that you select. • In the Name box, type an appropriate name for the new theme fonts. • Click Save. Select a theme effect • On the Options tab, in the Themes group, click Effects. • Select the effect that you want to use. Save a Word theme • On the Options tab, in the Themes group, click Themes. • Click Save Current Theme. • In the File name box, type an appropriate name for the theme. At the end of a letterhead design project, it’s pretty common to hear your client say: “I want this as an editable letterhead template in Microsoft Word.” They usually don’t own or know how to use advanced graphics-editing programs like Adobe Illustrator, InDesign or Photoshop, and it simply doesn’t make sense for them to purchase those expensive programs. Microsoft Word is pretty low-tech compared to Illustrator or InDesign; however, that’s what your clients are using and your letterhead design is useless to them if they can’t edit and add content to it, so knowing how to create a Microsoft Word letterhead template is key. Let’s get started. Create your letterhead design We’ve created this example in Illustrator, but Photoshop and InDesign can be used to create letterhead designs too. We’re using a full bleed design in this example with a 1/8″ bleed, which will give s us a document that is about 8.63 x 11.13 inches. Create your design in CMYK color mode, and if you’re using photos or complex graphics make sure that they 300ppi or higher, because Microsoft Word compresses all images that you place into it. There’s a great full-bleed letterhead template that you can download. Export your letterhead design as a high res PNG file To do this, click File > Export > PNG. Make sure you select 300 ppi as the resolution. You can also save your design as a JPG and even as a TIFF; however TIFF files will dramatically increase files size and loading times in Microsoft Word for your client. Set up your Microsoft Word document Next, set up a Word document to insert your letterhead design into. Click File > New Blank Document. While the document opens, click File > Page Setup > Paper Size > Manage Custom Sizes. Set the paper size to 8.75 x 11.13 to accommodate your full bleed design, set all the margins to “0”, and set the Non-Printable Areas to “User Defined.” Doing this lets you set up your letterhead as a full bleed instead of conforming to Word’s default margins. Place your letterhead design into your Microsoft Word document Your letterhead design is going to be placed into the Header and Footer section of your Word document, which will automatically repeat on all additional pages. Go to View > Header and Footer. Now some guidelines for headers and footers will show up on the document. Click Insert > Photo > Picture from File. Select your PNG file. Now your.png file will appear centered in the middle of the page. Select the png image, click Format > Picture. A “Format Picture” menu will pop up. First, go to Size.Word automatically scales down your artwork, but you can fix that by setting the height and width to 100%. Next, click on the Layout tab, and select the “Behind the text” option. Click the “Advanced” button and make sure the Horizontal and Vertical Absolute positions are set to Page. Now hit ok to apply all these picture formatting adjustments. Your letterhead design should now appear at 100%. Adjust the positioning if needed. Go to View, and uncheck Header and Footer so that you can leave the Header and Footer area and start editing your text area. Now that you’re not in header and footer editing mode the letterhead design will appear to be faded, but it won’t actually print that way so let your client know that. Adjust your margins and paragraph styles as desired. If you hit return until word creates a new page for you, you’ll notice that the same design has appeared on the next page. This is because you inserted your design into the header and footer section of the document, and the design will automatically repeat on every additional page. Save it as a template Go to File > Save As. Choose.dot as your format and Save. Now you can send your editable Microsoft Word letterhead template to your client! Prepare the Microsoft Word letterhead template for printing If your client is printing the Microsoft Word letterhead template at a printer who is able to print full-bleed pages, tell your client to save the finished file as a PDF file for better printing results. Printing directly from a Microsoft Word document can have mixed results. To save the template as a PDF, go to File > Print > Save to PDF. Now the file is ready to print ? It’s important to let your client know the colors in your Microsoft Word letterhead template will display the colors slightly differently than the original design. In creating the template, the trick is to get its colors as close to the original design as possible – they simply won’t display the exact same way no matter what, and are bound to look different when printed. On the chance that your client has or, you should recommend they edit their letterheads in those programs instead because the print quality will be higher than in Microsoft Word. Additionally, if the design is full bleed and your client wants it as a Microsoft Word letterhead template, make sure to inform them that it cannot be printed properly on a typical home or office printer, as this will result in a white margin around the edges. They need to take the full-bleed design to a professional printer who can print full-bleed designs. Microsoft Word has a lot of disadvantages and is simply not on par with other more advanced graphics-editing programs, but it’s likely what your clients know and you have to work with that. Do you know other Microsoft Word template-creating techniques? Share in the comments below! In case someone else looking for this the way is to: Different First Page and Odd/Even Headers and Footers Create a new Word document by clicking New on the Standard toolbar. Insert two page breaks by pressing CTRL+ENTER twice. This creates a three-page document. Position the insertion point on page one by pressing CTRL+HOME. On the View menu, click Header and Footer. Click Page Setup on the Header and Footer toolbar. Select the Layout tab. Select the Different odd and even and Different first page check boxes. In the Section start list, select New page, and then click OK. Excellent post and thank you for the great information and tips. Adobe is certainly established as the premiere PDF application on the planet, and the PDF format is so firmly established as a worldwide standard that a new version, like Adobe Acrobat XI, may not seem very exciting. In fact, though, Acrobat XI does more to simplify and streamline PDF editing and management than anything I’ve seen in a long time, and it’s an essential but costly. Acrobat XI comes in two commercial versions, Acrobat XI Pro ($449, upgrade $199) and Acrobat XI Standard ($299, upgrade $139). However, it is reality that a common person cannot afford Adobe software to get his/her simple or advance pdf editing job done due to the high price. I found a guy on Fiverr website who does all the pdf editing jobs for me for a very low price. You could also get his services and see. This guy is excellent on his work and quality is superb and delivers on time too. I recommend him to anyone! This is fantastic! Thanks so much. Quick question: If I’m designing a letterhead (without a full bleed) for a client who will be printing with Word in house, is there a recommendation for how much “margin” or gripper edge should I allow for on the top and bottom? How far should the address, website, etc. Be from the bottom of the page? Thanks for your help, Rebecca (or anyone)! *I’ve usually thought.25 inch was pretty standard, but it seems Word suggests that.6 inch from the bottom will be cut off. How to make a full bleed PDF from Word Now here’s something that has always annoyed me (which doesn’t annoy me anymore, because I just figured out Googled a fix) Whenever I have formatted an ebook in Word, I’ve always had a problem with the borders when I save to PDF. For instance, I’ll have a nice beautiful ebook cover that will appear to be edge-to-edge in Word, but when I save to PDF, I get a super ugly white border around the edge. (That’s the non-printable area, BTW. It’s where your typical home printer just can’t put ink.) HOWEVER, when I’m developing an ebook, most people will view it online, so I want the pretty appearance of a bleed. Here’s how you fix it (in Word 2010 I’m sure it’s similar for the Windows version). Select File > Page Setup In the Paper Size dropdown menu, chose Manage Custom Sizes Click on the “+” sign and type a descriptive name, like “Edge to edge” Under Non-Printable Area, choose User Defined Enter zero for all margin values Wa-la! – Thanks to Daniel G. Grau (whoever you actually are) on the Microsoft forum for your post! Great tutorial but I just have to offer a bit of advice for people using Word 2013 on Microsoft operating systems. I had problems trying to fit the header and footer of the template within the confines of the header and footer section in word without the template actually being pushed down the page! The template would fly off the grid and would seriously drive me bonkers. In order to prevent such madness read on: After fitting your template fully on the page go to “Insert” then click Header. After clicking Header go down and you’ll see a “Save Selection to Header Gallery”, click on it, then word will automatically recognize the header of your template as a header and save it in the header gallery. Repeat the process also for the footer. After that you can easily tweak the header and footer borders by entering numbers in the “Header From Top” and “Footer From Bottom” boxes without your template actually shifting off from the page. Also format issues, be sure to save your file as a “dotx” file, which is the latest Microsoft office template file, “dot” formats are mostly used for fixing compatibility issues when you want to use your template in older version of Office. Now open a new file and you can easily spot your template in the “Personal” section beside “Featured”. If it’s not there then open File, Options, on the left section there is a series of options, go to Save. After clicking on save on the right you’ll see a series of options to the right. Check and see whether the “Default personal templates location” field is empty. If it’s empty then enter the location of where you keep your template files, on Microsoft OS it’s mostly saved in the Libraries—>Documents—->Custom Office Templates section by default. Enter the address in the empty field then click OK. Close word and run it again, this time you should see your template ready in the “Personal” section.
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