Create or Modify a Storyboard Template with Microsoft Word 2007

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1 Create or Modify a Storyboard Template with Microsoft Word 2007 These instructions were created by Cindy Holmes-Radner at RWD Technologies for use with Microsoft Word It is strongly recommended that you develop both the template and the storyboard documents using the same version of Microsoft Word to avoid performance problems. You can use these instructions either to create a new storyboard template or to modify an existing storyboard template. In this procedure: Storyboard parts are created as individual AutoText entries, and then stored in a Custom Gallery. The Custom Gallery that contains the individual AutoText entries is added to the template and accessed via the Quick Access Toolbar. Custom Gallery 1 is used as the repository for storyboard parts. IMPORTANT: When creating AutoText for your storyboard template, be sure to use styles to format the document consistently. For example, make sure all screen titles use the same style; all body text uses the same style; and so on. This will help keep your storyboards looking professional and consistent. If you want to: Create a NEW storyboard template Modify an EXISTING storyboard template Then: Open Microsoft Word 2007 and begin at Step 1. Open the desired Microsoft Word 2007.DOTX file and begin at Step Create a new storyboard template. a. Open Microsoft Word 2007 and select Office Button>New>Blank Document to create a blank document. Note: The Microsoft Office Button is located in the upper left corner of the Microsoft Word 2007 window. b. Select Office Button >Save as>word Template. c. In the Filename field, type a name for your storyboard template. d. Click Save to save the storyboard template to your default template directory. Storyboard Template Instructions for MSWord /14/2010 Page 1 of 5

2 2. Add AutoText to your Quick Access Toolbar (QAT). a. Right click on a blank part of the QAT (or any part of the menu bar). Note: The QAT may be located above the menu bar or below it as shown. b. Select Customize Quick Access Toolbar to open the Word Options dialog box. c. In the Choose Commands from drop down menu, select Commands Not in the Ribbon, and then scroll down to select AutoText. d. Click Add. e. In the Customize Quick Access Toolbar dropdown menu, select the name of the storyboard template. f. Click OK to close the Word Options dialog box. g. The AutoText icon now appears on the QAT. 3. Add Custom Gallery 1 to your Quick Access Toolbar (QAT). a. Right click on a blank part of the QAT (or any part of the menu bar). Note: The QAT may be located above the menu bar or below it. b. Select Customize Quick Access Toolbar to open the Word Options dialog box. Storyboard Template Instructions for MSWord /14/2010 Page 2 of 5

3 c. In the Choose Commands from drop down menu, select Commands Not in the Ribbon, and then scroll down to select Custom Gallery 1. d. Click Add. e. In the Customize Quick Access Toolbar dropdown menu, select the name of the storyboard template. f. Click OK to close the Word Options dialog box. g. The Custom Gallery 1 icon now appears on the QAT. 4. Create (or modify) the header and footer for your storyboard template. a. Select the Insert tab and click Header (or Footer). b. Click Blank. c. Add the desired content to your header (or footer). Note: You can include in the footer items such as the filename and version, date, and page number/total number of pages. These fields can be selected from the Insert>Quick Parts>Field menu and can then be updated automatically as the information changes. d. Click Office Button>Save to save your changes. 3. Create a new menu item or modify an existing menu item for your Custom Gallery: If you want to: Then: Create a NEW menu item Go to Step 6. Modify an EXISTING menu item Go to Step To create and add a new menu item to the storyboard template: a. On the main body of the page, type (or paste) and format the text that you want to use as a menu item. Note: Anything that can be highlighted, including graphics, can be used to create a menu item. b. Click and drag to highlight only those elements on the page that you want to use in your menu item. Note: Only one contiguous block can be highlighted to save as AutoText. c. From the QAT, select AutoText>Save Selection to AutoText Gallery. d. Type a Name for your new menu item in the Create New Building Block dialogue box. Note: This is the name that will appear in the Custom Gallery menu. The character limit is 32 characters; short descriptive names Storyboard Template Instructions for MSWord /14/2010 Page 3 of 5

4 work best. Also, numbering your names can help keep your menu organized, since items are listed alphabetically in the gallery. You can use a number series for titles to keep items organized, for example: 010 Course Title Screen, 020 Course Objectives, and so on. e. From the Gallery dropdown menu, scroll down and select Custom 1. f. This is an optional step. Select Category>Create New Category to create separate categories to hold groups of storyboard menu items. Note: Using categories can help keep a template organized. Here are some possible categories to use based on our storyboard templates at RWD: 000 Storyboard Front Matter Contains all items for the front of a storyboard, such as the cover page, the table of contents, and Read Me First entry that provides basic template use directions to instructional designers. These are all named as 000 series items. 100 Storyboard Screens Contains all screen types, such as text only, text and graphic combinations, and interactions. Once inserted into a document, these items provide all parts required to describe a screen type. These are all named as 100 series items. 200 Storyboard parts Contains all screen parts such as Glossary entry, pop-up text, so pages can be customized as needed. These are all names as 200 series items. g. From the Save in dropdown menu, select the storyboard template. h. Click OK to save your new entry. i. Click the Custom Gallery 1 icon on the QAT and scroll to see the item just added. j. Repeat Step 6 until all desired storyboard menu items have been added. k. Go to Step 8 to finish creating a new storyboard template. 6. To modify an existing menu item in the storyboard template: a. Open the template and click Custom Gallery 1 on the QAT. b. Click to select and insert the item you want to modify. c. Modify the item as needed. d. Click and drag to highlight only those elements on the page that you want to use in your modified menu item. Note: Only one contiguous block can be highlighted to save as AutoText. e. From the QAT, select AutoText>Save Selection to AutoText Gallery. f. Type the same name that is already used for your existing menu item into Create New Building Block dialogue box. Storyboard Template Instructions for MSWord /14/2010 Page 4 of 5

5 g. From the Gallery dropdown menu, scroll down and select Custom 1. h. Select the same category that is already used for your existing menu item from the Category dropdown menu. i. From the Save in dropdown menu, select the storyboard template. j. Click OK to save your new entry. k. The modified item is now accessible from Custom Gallery 1 on the QAT. 7. Delete from the main page all of the text you used to create your AutoText entries. Leave your header and footer intact. Note: There should be only one page in the template when you save it and it should be a blank page (except for any header and footer information you added). 8. Select Office Button>Save to save the storyboard template to your default template directory or to navigate to and save it in the desired folder location. End Result: You have created/modified a storyboard template using Microsoft Word Next Steps: Use the template file (.DOTX) to create storyboard documents. To create a document from the template, select Office Button>New>From Existing and navigate to the storyboard template. The document file (.DOCX) that launches will have Custom Gallery 1 on the QAT available for use. Note: If you saved the storyboard template file to the Microsoft My Templates folder, create a new storyboard document by selecting the template via Office Button>New>My Templates. Storyboard Template Instructions for MSWord /14/2010 Page 5 of 5

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