Both Word and Excel are powerful programs for creating forms and other “reusable” documents. However, unless you take care to lock these documents down, they can easily be overwritten.
Have you ever opened up an existing document on your computer, meaning to Save As a different file, but after changing a bunch of information, you accidentally hit Save instead, overwriting the original file?
It’s a pain, but it happens, all the time. Even to the best of us. But, you can protect yourself from problems like these by turning your document into a template.
Reasons to Create a Template
- When you are creating a reusable form
- To lock the form down so it can’t be overwritten
- If you want your document to automatically Save As when you hit save
How to Create a Template
Creating a template out of a Word or Excel file is extremely easy. All you have to do is change one setting when you’re saving the file.
First setup your form. When you’re ready, go to File > Save As. In the File Name field, type in the name of your template. Then, from the Save As Type dropdown (underneath the File Name field) select Word Template (or Excel Template).
Important Note: Be mindful! Sometimes when you select Template, the Save As location changes, so make sure you are still saving the file in the proper location prior to hitting Save.
How to Edit a Template
Editing a template is easy, but does require a few extra steps. If you open the document by double clicking on it, it will open a new instance of the document, and when you hit save it will ask you where you want to save the document. This is NOT the same as editing it, and any changes made will not be saved to the main template.
Instead, to edit your template you have to open it slightly differently. Navigate to your template file, and right click on it. Then click on Open (older versions may say Edit). Now you are editing the main template, and any changes made will be saved to the template.
(Note: Changes only apply to future uses, and will not update past forms created with outdated template.)
Creating, editing, and using templates are so easy that once you start to use them, you’ll wonder how you got along without them.
Do you remember when the fax machine first made its appearance? In many ways faxing revolutionized business, allowing contracts and other documents to be quickly transmitted between companies.
A similar revolution occurred when the Internet and email became an active part of business. Instead of faxing a document over the slow telephone lines (and hoping the copy isn’t too grainy for the recipient), documents are now emailed. They can even be signed electronically now, removing the need to ever print anything out on paper.
If the Internet and email changed the way business is done, do you still need a fax machine? Well, yes and no.
Having the capability to fax is still a good idea, especially since not all businesses (or individuals) have the ability to receive files electronically. However, you probably don’t need that old dinosaur of a fax machine taking up space on the desk.
Instead, consider an electronic fax system. Electronic fax bridges the gap between traditional faxing and sending things via email.
While all electronic fax systems are slightly different, they’re all similar as well. To send a fax though one of these systems, typically you send an email with the documents attached to a specified email address (generally [email@example.com]), and then the system converts it, and faxes it to where it’s going.
And that’s one of the benefits of using an electronic fax system, it’s as quick and easy as sending an email. However, other benefits include:
- Receive faxes electronically – typically in PDF format
- Less work – no need to scan documents, just save PDF
- Smaller file sizes (typically)
- Higher resolution files – no more losing quality because of transmission
- Higher quality files – no need to print documents on low quality fax machine, further degrading the quality
So if you’d like to reclaim desk space and finally get rid of that clunky old fax machine, consider an electronic fax service.
If you have questions, or would like help determining the best service for your business, give us a call. We have experience with quite a few of the solutions available, and can help determine the best system to use for your needs.
One of the greatest things about technology is that it has enabled us to do just about everything more quickly, including conducting business. Signing contracts and other documents 20+ years ago involved mailing the items, or a trip to wherever to sign them in person, but now we can just fax or email the documents, and print, sign, scan, and return them just as quickly.
However, even that process is still a bit clumsy. Did you know there was a better way?
Setup your signature as a stamp in Adobe, and forget about printing and rescanning your document. Instead, sign them digitally, and save yourself some hassle.
Creating a Signature Stamp in Adobe Acrobat
Here’s what you’ll need to turn your signature into a digital stamp:
- Adobe Acrobat Pro
- Paper – Blank and unlined
- Pen – Black ink preferred
- Photo editing software
In order to use the stamp function, you must have the full version of Adobe Acrobat installed on your computer. One way to quickly tell is to look for the word PRO in the title. If you see it, you have the full version.
Grab the paper and pen, and sign the paper. Practice your signature in a few different places so that you can use the one that looks the best. Make sure to space out your signatures, so that you have enough “white space” to adequately crop it later.
If you initial a lot of documents, make a stamp out of your initials using the same procedure outlined above. You can even write the two on the same paper.
When done, scan the paper. Then, open the scanned copy in your favorite photo editing software. (I like Photoshop, but you could use any software that can crop photos.) Crop your favorite signature, and save it as a .JPG file. Do the same thing for your initials, if needed.
Acrobat. On the bar across the top, at the far right are the words “Tools,” “Comments,” and “Share.” Click on Comments, go to Add a Stamp > Custom Stamps, and click on Manage Stamps.
The Select Image for Custom Stamp window will appear. Click on the Browse button, and locate the JPG file of your signature. Once selected, a preview of your image will appear. If it is the image you want to use, click OK, otherwise, click Browse and locate a better image. Click OK when done.
Then, the Create Custom Stamp window appears. From the Category drop down, select “Sign Here.” Give your stamp a nickname by typing a name into the Name Field. By default, “down sample stamp to reduce file size” is checked, leave it check and click OK. Repeat the process for any additional stamps you need to create.
How to Use a Stamp in Adobe Acrobat
To use your stamp, open a PDF. Go to Comment, in the top right, and click on the drop down next to the stamp tool. On the menu, go to Sign Here, and your recently created signature will appear at the bottom.
Click on your signature, then click on signature line of the PDF. Your signature will appear. Resize as necessary to fit the document.
Important Tip!: It’s not enough to save your document after it’s signed. You flatten the image prior to saving, so that the recipient cannot change the document, or move or copy your signature.
To flatten the document prior to saving, go to Layers (located on the right, under the paperclip). If Layers is not shown, go to View (at the top), Show / Hide, Navigation Pane, Layers. Then, click Layers on the right to access the menu.
From the Layers menu, select Flatten Image, then save your document. Now it’s ready to send to whomever you’d like.