Tips for using Systems2win Word documents

How to find & open a Systems2win Word template

You can use any one of the alternative ways to find and open a System2win template.

Known issue: If Word > Tools > Options > View > Windows in Taskbar is enabled, (and it usually is), then Systems2win menu > Open a New Template will sometimes not work after you have opened several documents.
Solution: Either restart Word, or use one of the other alternative ways to find and open a System2win template.

View Print Layout

All Systems2win Word documents (and all Word documents in general) look better on-screen when viewed in Print Layout. (View > Print Layout)

For Word documents that aren't protected (Tools > Protect document or Review tab > Protect document)...
you can update the Table of Contents to reflect the most recent changes.
How? Right-click anywhere on the Table of Contents and select "update field".

Reminder: The Table of Contents will include only headings that use the Styles: Heading 1, Heading 2, or Heading 3.

Keyboard shortcuts to make a paragraph into a heading are Control-Alt-1, Control-Alt-2, and Control-Alt-3.
The keyboard shortcut for Normal style text is Control-Shift-N.

Tip: You can view a Document Map (which works almost the same as a Table of Contents) in ANY Word document - even if it doesn't have a Table of Contents. (View > Document Map)

Form Fields

Many Systems2win Word documents are created as "forms" - where the user simply fills in the gray boxes.

Despite their valuable ease of use, Word "forms" have some disadvantages:

1. Forms must be protected in order to function. When a form is protected, only field content can be edited.
   Tools > Protect document or Review tab > Protect document
   Tip: Since 2006, all Systems2win Word templates have been delivered unprotected. For older templates, Contact Systems2win to get the password.
2. If you unprotect a Word form - you will lose all of the data within the fields - so do your form editing BEFORE beginning to enter field data.
3. Forms can't take advantage of some functions that make it easier to get around the document.
   1. For instance, you must use the scroll bar to view much of the document, because when you click anywhere on the document, your cursor is taken to the next field that you need to fill in.
   2. For additional tips for how to navigate Word "forms" - refer to Search Tips.

Unlocked Field Codes

One way that Systems2win gets around the limitations of Word "forms" in some documents is to use Unlocked Field Codes instead of form fields.

When you place your cursor on an unlocked field code and start typing, the "placeholder" text is replaced with your text.

How to identify unlocked field codes

1. Unlocked field codes usually appear within brackets, like this: "<placeholder instructional text>"
2. Tip: Field codes will be highlighted in gray if you select Tools > Options > View Tab > Field Shading > either Always or When Selected.
   Or in Word 2007: File > Word Options > Advanced tab > Field Shading: Always or When Selected
3. You can also press Alt-F9 to toggle the display of field codes.

Track Changes

Track Changes can be used to suggest changes to the Author.

How to use Track Changes.

Link Icons

Version 5.1 and higher Word templates come with Link Icons that are perfectly sized and formatted to make highly visual hyperlinks easy.
In a licensed (not trial) Systems2win Word template, version 5.1 or higher, select Systems2win menu > Insert Link Icon.

Spell Check

Tools > Spelling and Grammar or Review > Spelling and Grammar or F7

Spell check does not work in password secured documents.

Suggested get-around if you can't unlock a document: Copy the text that you want to spell check,
and paste it into a blank Word document.

How to insert screen shots

Alt+Print Screen then follow the instructions in the window below

Tip: If you want to capture your entire screen, rather than just the active window, press the Print Screen key without holding down the Alt key.

To insert a pre-formatted table

In Word 97-2003 - Select Table > Insert > Table > AutoFormat > Table Style: Table Systems2win.

In Word 2007 - Select Insert > Table. Then select Table Tools > Design > Table Styles > Table Systems2win.

Or, of course, you can select any table style that you prefer.

Copyright Terms

Just because a template is not password protected does not mean that it is not still subject to copyright laws. Refer to your License Agreement.

To distribute electronically - save as a PDF file

Important: Any document created using a Systems2win template that is distributed outside of your licensed users must be in a non-editable format, such as a printed paper, or a PDF.

Upgrade to the latest version

Systems2win is continually improving your tools for continuous improvement. Benefit from the time-saving enhancements to the newest versions, and new templates that weren't released when you bought yours.

See what's new?

And remember, you get a free or discounted upgrade when you refer a new client.

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Tips for printing web pages (like this one)
Option 1) Print in landscape. Internet Explorer - File > Page Setup > Landscape.
Option 2) Print the web page as a PDF file, (which can then be easily printed).  Training: How to download and use free PDF writing software
Important: Any document created using a Systems2win template that is distributed outside of your licensed usersmust be in a non-editable format, such as printed paper or a PDF

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