Using The Templates For Word 2003 Manitobaca

Summary

USING THE TEMPLATES – FOR WORD 2003
1 INTRODUCTION TO THE MUNICIPAL EMERGENCY PLAN TEMPLATE..... 2
2 WHEN YOU FIRST OPEN THE DOCUMENT ....................................................... 3
2.1 DOCUMENT PROTECTION AND NAVIGATING THE DOCUMENT 3
2.2 FORM FIELD SHADING.......................................................................... 3
2.2.1 Turning Form Field Shading On or Off...................................................... 4
2.3 TEXT PROMPTS ....................................................................................... 5
2.4 TABLE EXAMPLES.................................................................................. 5
3 COMPLETING THE TEMPLATE ............................................................................ 6
3.1 ENTERING INFORMATION IN TEXT FIELDS WITH BRACKETS
AROUND NORMAL TEXT...................................................................... 6
3.2 ENTERING INFORMATION IN TABLES .............................................. 6
3.3 ENTERING TEXT AND IMAGES IN FREE EDITING SECTIONS ...... 7
3.4 DELETING PROMPTS AND TABLE EXAMPLES................................ 8
3.5 UPDATING THE TABLE OF CONTENTS ............................................. 9
3.6 UPDATING THE YEAR IN THE FOOTER........................................... 10
3.7 CHECKLIST FOR ANNUAL UPDATES............................................... 13
4 PROTECTING YOUR DOCUMENT FOR DISTRIBUTION................................ 14
5 INSTRUCTIONS FOR SPECIFIC DOCUMENTS................................................. 16
5.1 USING FORMS DOCUMENTS.............................................................. 16
5.2 PART 3 – RESOURCES AND CAPABILITIES..................................... 16
5.2.1 Organizing the Tables ............................................................................... 16
5.2.2 Required Information................................................................................ 16
5.2.3 Formatting New Tables............................................................................. 17
6 TABLE OF EDITING OPTIONS ............................................................................ 20
1 INTRODUCTION TO THE MUNICIPAL EMERGENCY
PLAN TEMPLATE
The Municipal Emergency Plan Template contains three main documents, several
appendices, and numerous forms

These documents have been set up as templates which contain
 standardized emergency management information and directions for
Manitoba municipalities, and
 “fill-in-the-blank” textboxes, tables, or free editing spaces that allow you
to customize the documents to fit your municipal situation

This fill-in-the-blanks format will
 ensure that documents are consistent within your region, allowing for ease
of use by exchange coordinators,
 protect you from accidentally deleting formatting, and
 increase the speed and ease at which you can complete the written
component of your emergency plan

To assist you in completing or updating your documents, a table is included at the
end of this document that lists all the areas where you can add information that is
specific to your municipality

Municipal Emergency Plan – Using the Templates – For Word 2003 2
2 WHEN YOU FIRST OPEN THE DOCUMENT
2.1 DOCUMENT PROTECTION AND NAVIGATING THE DOCUMENT
All of the documents in the template have been protected so that only certain
sections can be edited

Because of this protection, you will not be able to click on anything but the areas
that are set up for editing; however, you can still scroll through the document
using your scroll bars or mouse scroll wheel

Once you complete a document, you will need to unprotect the document and then
re-protect it as read only. This setting allows you to click anywhere in the
document, but prevents you from changing the document’s contents. Instructions
on how to do this are provided in 4 –Protecting Your Document For
Distribution

You can also move forward through the text field portions of the documents by
hitting the Tab, → (forward arrow), or ↑ (up arrow) keys and move backward
through the text fields by hitting the Shift+Tab, ← (backward arrow), or ↓
(down arrow) keys

2.2 FORM FIELD SHADING
When you open the document you will see grey boxes in some of the places
where your specific municipal information can be entered

This grey colouring, called Form Field Shading,
 highlights the locations where you can enter information in text boxes,
 will not appear when you print, and
 can be turned off using the Forms Toolbar

Municipal Emergency Plan – Using the Templates – For Word 2003 3
Figure 1 – Example of Form Field Shading
2.2.1 Turning Form Field Shading On or Off
1. Open the Forms Toolbar by clicking on the View tab → Toolbars →
Forms

Figure 2 - Opening the Forms Toolbar
2. The Forms Toolbar will open

3. Click on the Form Fielding Shading button on the Forms Toolbar to turn
shading on or off

Form Field Shading button
Figure 3 - Forms Toolbar
Municipal Emergency Plan – Using the Templates – For Word 2003 4
2.3 TEXT PROMPTS
The template contains prompts that tell you what kind of information should be
put in different sections of the documents

There are three kinds of prompts:
1. Text fields with brackets [ ] around italicized text
These fields contain information only and do not require you to enter any text

They typically precede a table and explain how to fill out the table

2. Text fields with brackets [ ] around normal text
These fields require you to enter text. The text in the brackets will direct you
as to the information that should be entered in the text field

3. Normal text with brackets [ ] (no shading)
These prompts require you to enter information, but do not limit you to just
text. The prompts are located in areas with free editing (areas that allow you
to do any normal Word function) and look like text fields, but do not have any
Form Field Shading as they are not actually text fields

2.4 TABLE EXAMPLES
Part 2 – Operational Emergency Plan includes table examples. These examples
are marked in red and contain example information to help you understand how to
complete the table

Municipal Emergency Plan – Using the Templates – For Word 2003 5
3 COMPLETING THE TEMPLATE
3.1 ENTERING INFORMATION IN TEXT FIELDS WITH BRACKETS
AROUND NORMAL TEXT
1. Click on or key to the text field where you want to enter information

2. Highlight the text that you want to erase. If you keyed to the field, all of the
text will automatically be highlighted

3. Start typing. Any highlighted text will be replaced by your new text

4. If there is a bullet point symbol ( -, , etc.) before the text field and you want
to have additional bulleted lines, hit Enter at the end of your line and a new
bulleted line will appear

Note: You cannot put a space in between the bulleted lines (and maintain the
automatic bullet formatting). Just hit Enter once and begin typing

3.2 ENTERING INFORMATION IN TABLES
1. Click in the cell where you want to enter information

2. Start typing

3. If there is a bullet point symbol ( -, , etc.) in the cell and you want to have
additional bullets, hit Enter at the end of your line and a new bulleted line
will appear in the cell

Note: You cannot put a space in between the bulleted lines (and maintain the
automatic bullet formatting). Just hit Enter once and begin typing. If you do
need a space between bulleted lines, you will need to apply the bullet
formatting to the lines after the space using the appropriate Word tools

Add an extra line to the table
1. Click in the bottom right cell of the table and hit Tab

2. A new row will appear at the bottom of the table

Delete a line from the table
1. Click in the row you want removed from the table

2. Click on the Table tab → Delete → Rows

Municipal Emergency Plan – Using the Templates – For Word 2003 6
Figure 4 - Deleting a Row
3.3 ENTERING TEXT AND IMAGES IN FREE EDITING SECTIONS
These sections are open for you to add any text/images/diagrams/flowcharts/etc

that will help you complete the information requirements of the section

For consistency, free editing sections where you are supposed to enter information
are marked by brackets; however, you cannot tab from text field to text field, as in
the other sections of the templates

Entering text
1. Highlight the text that you want to erase or click or key to the place where you
would like to insert new text

2. Start typing. Any highlighted text will be replaced by your new text

Entering pictures/diagrams/images
1. Highlight the text that you want to erase

2. Click on the Insert tab → Picture → From File, if the image is saved as a
file on your computer

Municipal Emergency Plan – Using the Templates – For Word 2003 7
Figure 5 - Adding a Picture from File
3. Find the correct file in your directories

4. Click on the file

5. Click Insert

OR
5. Copy the image and paste it into the document using the paste button ,
hitting Ctrl+V, or right-clicking and choosing Paste

6. Your picture will be inserted or pasted into the document

3.4 DELETING PROMPTS AND TABLE EXAMPLES
Once you no longer need the instructions in the text fields with brackets around
italicized text, delete the text in the field. Remember, you can always go back to
the original document you received to review the instructions

Once you no longer need the table examples (marked in red), delete the tables:
1. Click on the table

2. Click on the Table tab → Delete → Table

Municipal Emergency Plan – Using the Templates – For Word 2003 8
Figure 6 - Deleting a Table
3. The table will be deleted

3.5 UPDATING THE TABLE OF CONTENTS
You will need to update the Table of Contents once you have completed the
template:
1. Right-click anywhere in the Table of Contents

2. Click on Update Field

Figure 7 - Update Field
3. Click Update Entire Table

Figure 8 - Update Entire Table
Municipal Emergency Plan – Using the Templates – For Word 2003 9
4. Click OK

5. The table of contents will adjust any headings or page numbers that have
changed since the last update to the table of contents

Note: If you have manually adjusted the table of contents and you wish to
keep your formatting, choose Update page numbers only. Ensure that your
headings are correct before you choose this option, as the headings will not be
updated

3.6 UPDATING THE YEAR IN THE FOOTER
You will need to update the year in the footer after you have made your annual
updates. However, before you can make changes to the footer, you will need to
unprotect the document:
1. Click on the Tools tab → Unprotect Document

Figure 9 - Opening Unprotect Document
2. An Unprotect Document box will pop up and prompt you to enter a password

Figure 10 - Unprotecting Document with Password
3. Enter the default password: MEC
4. Click OK

5. Your document is now unprotected. Note: The Protect Document panel will
now be open at the right side of your screen

Now that you have unprotected the document, you can edit the footer:
Municipal Emergency Plan – Using the Templates – For Word 2003 10
1. Click on the View tab → Header and Footer

Figure 11 - Opening Header and Footer
2. Scroll to the footer at the bottom of any page

3. Highlight the year (or the [insert year] text the first time)

4. Type in the correct year

5. Double-click anywhere outside of the footer OR click Close on the Header
and Footer Toolbar

Figure 12 - Header and Footer Toolbar
Finally, you’ll have to re-protect the document:
1. Click on Yes, Start Enforcing Protection in the Protect Document panel at
the right side of your screen

Municipal Emergency Plan – Using the Templates – For Word 2003 11
Figure 13 - Start Enforcement in Protect Document Panel
Figure 14 - Enforcing Document Protection
2. Enter and reenter a password for the document

Note: Password is case-sensitive

Figure 15 - Entering Document Protection Password
Municipal Emergency Plan – Using the Templates – For Word 2003 12

Municipal Emergency Plan – Using the Templates – For Word 2003 2 . 2 WHEN YOU FIRST OPEN THE DOCUMENT . 2.1. DOCUMENT PROTECTION AND NAVIGATING THE …

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Creating a Template on Mac Open Microsoft Word. Click the New tab. Click the "Blank Document" template. Edit your document. Click File. Click Save As Template. Enter a name for your template. Click the "File Format" drop-down box. Click Microsoft Word template. Click Save.

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Creating a Template on Windows 1. Open Microsoft Word. Double-click the Word icon, which resembles a white "W" on a dark-blue background. 2. Click the "Blank document" template. It's in the upper-left side of the Word window. 3. Edit your document. Any formatting changes you make (e.g., spacing, ...

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