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: Design & Print Studio [email protected] Tel (0118) 378 8085 www.reading.ac.uk/dps

Stationery templates and University fonts

The stationery process The process diagram below shows the six stages in setting up stationery in the new University brand.

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Introduction

2

Installation

3

Choosing a template

The thinking behind the new templates

Installing the new templates

Different templates serve different functions. You’ll need to pick a template that complements your printer and your paper stock

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Opening a template

5

Customisation

6

Saving a template

Where to look for your new templates

Putting in your own contact details

Once it’s customised, save your template to use again

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Stationery templates and University fonts

1 Introduction Glossary What is a ‘device’ The University device is the combination of the shield and the words ‘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, schools, divisions and centres have pre-printed stationery with the University device (the shield and lettering) printed in full-colour on high-quality, laid notepaper. This stationery is typeset and printed in the Design & Print Studio and, because of the bulk quantities produced, it is cost effective. From April 2006, the pre-printed stationery has had a new design that uses the new version of the University device, and new 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 by late 2007.

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Stationery templates and University fonts

2  Installing the new templates Glossary What is a font?

The new University fonts should have been installed automatically by the installer programme that came with this document. If you are concerned that they have not installed properly, please email the Design & Print Studio at [email protected]

A font is a small file that lets your computer use different styles of lettering.

The instructions below are for installing the new stationery templates for writing letters.

When you install the new fonts, you’ll be able to use them whenever you write a letter.

The templates are all for Microsoft Word. You can store them wherever you choose, but for easy access, we suggest the following:

To install a font, you need to copy it from the installation disk and put it into your computer’s ‘Fonts’ folder. What is a template? Microsoft Word uses template files to help you create different documents that are based on the same basic design.

Templates 1 The stationery templates are in the ‘Reading stationery starter kit’ folder on your Desktop. 2 Select all the Word documents in the folder 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).

You can recognise a template file by its three-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). 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.

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Stationery templates and University fonts

3  Choosing a template Can I print my own colour stationery? Many offices around the University now 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 University. 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 Studio 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 University 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 Reading will use ‘Rdg Vesta’ and ‘Rdg Swift’.

Rdg Vesta Rdg Swift

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 Your printer Your paper

Blank or pre-printed Black & white

Either or

Blank

The template you need

Pre-printed University device only

A University fonts

Windows fonts

Fully customised pre-print

B

Rdg Letter A

The fonts you can choose

Either or

Rdg Letter B

University fonts

Windows fonts

C Rdg Letter C

University fonts

Windows fonts

Which set of fonts should I use? All the letter templates are available in two versions. One version uses the new University fonts. The other version uses standard Windows fonts. You won’t need to change the fonts yourself – the templates will do it for you. University fonts (Uni-fonts): ‘Rdg Vesta’ and ‘Rdg Swift’ These are the preferred University fonts and will work on any computer on the campus. Use them for: • all printed letters • all internally-circulated attachments • any document the you are sending as a PDF Windows fonts (Win-fonts): ‘Arial’ and ‘Times New Roman’ These are standard Windows fonts that will work on computers anywhere in the world, but will not give the best impression of the University’s new brand. Use Win-fonts for: • Email attachments that you’re sending outside the university Although there are several templates for letters, there is only one template for faxes, and one for memos – these use the University fonts.

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4  Opening the templates These instructions are for Microsoft Office 2003. 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. It uses the University fonts 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: Rdg

Uni-fonts

This is short for ‘Reading’. It helps you see the Reading templates, rather than the standard Microsoft ones.

These files are set-up to use the new University fonts, ‘Rdg Swift’ and ‘Rdg Vesta’. You should use the Unifonts files in most circumstances (see page 3)

Letter / FAX / MEMO There are lots of kinds of letter, but only one fax, and one memo. A, B, C, D … These refer to the kind of printer and paper you’re using. See page 3 for a full explanation.

Win-fonts These files are set-up to use standard Windows fonts, ‘Times New Roman’ and ‘Arial’. They are less distinctive, but you may need to use them if you’re sending attachments outside the University.

Stationery templates and University fonts

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 Rdg Letter B.

1 5

2 3

* * *

4

* *

6

7

8

This is Rdg Letter B. It’s used for printing from your desktop printer onto pre-printed blank stationery ordered from the Design & Print Studio. This version is the Uni-fonts version, so it also contains the new University fonts. 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: Department of Geography It should not list the complete hierarchy of the university. 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 ‘University of Reading’ as this is obvious from the device in the top left. 4 Most people will only need phone, fax and email 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 University 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.

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Stationery templates and University fonts

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, ‘Finance Letter’. If you like, you still can use the standard codes from page 4 (like ‘Uni-fonts’ and ‘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

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’

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.

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