Stationery templates and University fonts

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1 Stationery templates and University fonts a guide to installation, setup and everyday use Compatibility note The new fonts and templates are tested with Windows XP and Windows 2000 Professional. They may work with older versions, but will not be officially supported on such systems. An installer for Max OSX is available on request. Stationery templates and University fonts For more information, please contact: James Lloyd Head of Design Tel (0118)

2 The stationery process The process diagram below shows the six stages in setting up stationery in the new brand. 1 Introduction The thinking behind the new templates 2 Installation Installing the new templates 3 Choosing a template Different templates serve different functions. You ll need to pick a template that complements your printer and your paper stock 4 Opening a template Where to look for your new templates 5 Customisation Putting in your own contact details 6 Saving a template Once it s customised, save your template to use again 2

3 1 Introduction Glossary What is a device The Henley device is the combination of the shield and the words HENLEY, University of Reading in a particular configuration. Some people call this a logo, but device refers to something that combines words and images. What are styles Use the styles palette in Microsoft Word to automatically apply the correct formatting to text as you write. All the new templates include styles for common things like bullet lists and headings. Most Departments at the University of Reading have pre-printed stationery with the University device (the shield and lettering) printed in full-colour on high-quality, laid notepaper. Whether or not staff at Henley follow this system is a decision for administrators in individual Schools and offices. Henley stationery can be typeset and printed in the Design and Print Unit at Reading and, because of the bulk quantities produced, it is cost effective. From August 2008, all new Henley stationery will follow the new design which uses the new version of the HBS device, and University fonts for the address and contact details. The old version will gradually be phased out. A range of Microsoft Word templates are now available to meet the needs of people using stationery in diverse ways. The new templates (for letters, faxes and memos) use new fonts, Rdg Swift and Rdg Vesta. The templates are designed to be customised by staff to include address and contact details and printed from office laser or inkjet printers. Some key points to remember The new templates work in the same way as the old ones with fixed positions for certain information, and styles to help you format your letters. You ll need to customise the templates for your own office. Apart from adding in your details, you shouldn t change the design of the templates in any way. If you re using the new design of pre-printed stationery, you ll need to use the new templates to match. You can move over to the new templates gradually, but the aim is to complete the process as soon as possible. 3

4 2 Installing the new templates Glossary What is a font? A font is a small file that lets your computer use different styles of lettering. The University fonts are embedded in the Word templates, so most users will not need to install them. What is a template? Microsoft Word uses template files to help you create different documents that are based on the same basic design. You can recognise a template file by its 3 letter extension of.dot. When you first open a template, you ll be able to fill in some basic information specific to you and your office. You can then save the file as a new template, so that it retains all this data (like your address, or phone number). Links to all out new templates are available from the Reading branding website at Some templates, including all stationery templates, are also available to Greenlands staff from the T:drive on the Henley server. For PC users, there is no need to install fonts, as the University fonts are embedded within the templates themselves. Mac users do need to install the fonts and should contact the Head of Design at for more information. The instructions below are for installing the new stationery templates for writing letters. Templates The templates are all for Microsoft Word. You can store them wherever you choose, but for easy access, we suggest the following: 1 Follow the links from (or check the T;drive if you are at Greenlands). Download the templates to your desktop. 2 Once all the files are on your computer, select all the Word documents and copy them (press ctrl+c) 3 In My Computer navigate to your Templates folder at: C:\Documents and Settings\[YOUR_USER_NAME]\Application Data\ Microsoft\Templates. NOTE: You may have to switch on display hidden files in your Control Panel in order to view all the files inside your C:\drive. 4 Paste the documents into the Templates folder (press ctrl+v). Whenever you want to write a letter in future, just go back to the template you saved so you ll never have to enter this information again. 4

5 3 Choosing a template Can I print my own colour stationery? Many offices around Henley Business School have colour printers of their own. Unfortunately, the quality of the printing is often less than perfect, and can give a negative impression of the School. The new templates for writing letters are labelled A, B and C. Choosing the right template depends on two things: Your printer Colour or black & white Your paper Blank or pre-printed Your Printer Black & White Either or Your Paper Blank Pre-printed Henley Device only Either or Fully customised pre-print In order to ensure quality, we are not providing a full colour template for stationery at this time. Instead, we recommend that for optimal results you contact the Design & Print Unit at Reading to discuss a pre-printing option that will suit you best. Why do fonts make a difference? We want to do more than just add the new Henley device to every document and website. Using our own set of distinctive fonts is one way that we can build a more subtle and complete identity. After a short time, people around the campus and hopefully those outside it, too will come to recognise these fonts and associate them with a voice that is uniquely ours. Anyone can use Arial or Times New Roman, but only Henley and Reading will use Rdg Vesta and Rdg Swift. Rdg Vesta Rdg Swift The Template you need Which set of fonts should I use? A B C HBS Letter A HBS Letter C HBS Letter C All the letter templates use the Reading custom fonts. You won t need to change the fonts yourself the templates will do it for you. The University of Reading fonts: Rdg Vesta and Rdg Swift These are the preferred fonts for the University of Reading and will work on any computer on the all campuses. Use them for: All printed letters Any document the you are sending as a PDF By default, the fonts are embedded within the templates so that even those who do not have the fonts installed will be able to see them correctly. Although there are several templates for letters, there is only one template for faxes, and one for memos these use the University fonts. 5

6 4 Opening the templates These instructions are for Microsoft Office For other versions, use Word to open a new document based on a template from the Templates folder: 1 Make sure you followed the instructions on installing the templates 2 Open Microsoft Word and choose New from the File menu. 3 In the panel that appears on the right, click On my computer or My templates under the Templates heading, and choose the template that you need, based on the table on page 3. This file is a letter template, for use with blank paper and a black and white printer This is the fax template This is the standard dialogue box for opening a new document based on a template File names The different parts of the file names help identify one template from another: HBS This is short for Henley Business School. It helps you see the Henley templates, rather than the standard Microsoft ones. A, B, C These refer to the kind of printer and paper you re using. See page 3 for a full explanation. Letter / FAX / MEMO There are lots of kinds of letter, but only one fax, and one memo.

7 5 Customising the templates Before you can use your templates, you ll need to add in your own details, so that the template is customised for you or your office. First, double click on the header area to activate it. You add details by clicking on a block of text and typing over the top of it. The example below shows how this works on HBS Letter B This is HBS Letter B. It s used for printing from your desktop printer onto pre-printed blank stationery ordered from the Design & Print Unit. To use it, simply click your mouse over the text where prompted, and start typing. If a particular kind of information isn t relevant to you, just delete it. Note that some data must be included. This mandatory data is marked with an asterisk and should not be deleted. 1 This is the name of the single unit that you work for, eg: School Of Economics It should not list the complete hierarchy of the School. 2 The Building name should reflect where you are physically located and where mail should be sent to, rather than the official home of the unit you work for. 3 The Site Name is usually the campus name. There is no need to put in Henley Business School. 4 Most people will only need phone, fax and contacts. If you have more complicated needs or multiple phone numbers, this block of text has been set-up to give you extra flexibility. If you don t need it just delete it. 5 Most of the time, this list will just contain a list of staff members and their job descriptions. If you need to, you can list contact details that are different from the main contact information. If you don t need it just delete it. 6 The address space fits up to 7 lines of text in a window envelope. The text will automatically centre itself in the box. 7 The date should update automatically, and it is displayed in the standard format: Day/Month/Year. 8 Within the body of the letter, styles are included for three levels of heading and for numbered and bulleted lists. 7

8 6 Saving the templates Once you ve customised a template with all your own information, you can save it with a new name that makes more sense to you. You can also store it wherever you like, though it is best to save it back into your Templates folder. 1 Customise the template as described on page 5 2 Choose Save as from the File menu 3 At the bottom of the dialogue box, go to Save as type: and choose Document Template This will automatically take you to the Templates folder. 4 Choose a meaningful name for the new template, for example, DBA Response letter. If you like, you still can use the standard codes from page 4 (like A, B, C etc) to help identify different files, but don t replace the original templates. This is the standard Save as dialogue box for saving your document It s best to save your customised document back into the Templates folder at: C:\Documents and Settings\ [YOUR_USER_NAME]\ Application Data\Microsoft\ Templates When you ve saved your template, it ll be ready to use whenever you need it. 1 Open Microsoft Word and choose New from the File menu. 2 Under Templates in the panel that appears, click On my computer or My templates and choose the template that you need. You may have a lot of templates. Call your document something that will help you identify it later Save your customised document as a Document Template 8

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