Logon - Do you have a company-wide Word template?
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A company-wide Word template brings many benefits e.g.:
- Consistency - It's important to maintain consistency on documents internally and for clients
- Automatic footers and headers - Showing the latest edit time and who the editor was, updating automatically on save
- Branding - More and better branding and correct company colors
❌ Figure: Bad example - Creating an email/document does not have the company templates
✅ Figure: Good example - Creating an email/document with the company templates
How to have a company-wide Word template:
- Modify your Normal.dotm file to have the headings and format that you want for Word document
- Create standard employee email footer files e.g.
JamesZhou.htmorJamesZhou.txt - Put the files on a network location - this is the place that will have the master copies
- Have a logon script which is set up through Group policy that will copy the file to the users' computer when they logon
ECHO Copy Office Templates To Workstation >> %LogonLogFile%call %ScriptFolder%\SSWLogonScript\BatchScript\SafeCopyNewerFile.bat "\\fileserver\DataSSW\DataSSWEmployees\Templates\Normal.dot" "%APPDATA%\Microsoft\Templates\Normal.dot" %LogonLogFile%call %ScriptFolder%\SSWLogonScript\BatchScript\SafeCopyNewerFile.bat "\\fileserver\DataSSW\DataSSWEmployees\Templates\Normal.dotm" "%APPDATA%\Microsoft\Templates\Normal.dotm" %LogonLogFile%call %ScriptFolder%\SSWLogonScript\BatchScript\SafeCopyNewerFile.bat "\\fileserver\DataSSW\DataSSWEmployees\Templates\ProposalNormalTemplate.dotx" "%APPDATA%\Microsoft\Templates\ProposalNormalTemplate.dotx" %LogonLogFile%call %ScriptFolder%\SSWLogonScript\BatchScript\SafeCopyNewerFile.bat "\\fileserver\DataSSW\DataSSWEmployees\Templates\NormalEmail.dot" "%APPDATA%\Microsoft\Templates\NormalEmail.dot" %LogonLogFile%call %ScriptFolder%\SSWLogonScript\BatchScript\SafeCopyNewerFile.bat "\\fileserver\DataSSW\DataSSWEmployees\Templates\Microsoft_Normal.dotx" "%APPDATA%\Microsoft\Templates\Microsoft_Normal.dotx" %LogonLogFile%call %ScriptFolder%\SSWLogonScript\BatchScript\SafeCopyNewerFile.bat "\\fileserver\DataSSW\DataSSWEmployees\Templates\Blank.potx" "%APPDATA%\Microsoft\Templates\Blank.potx" %LogonLogFile%xcopy /Y "\\fileserver\DataSSW\DataSSWEmployees\Templates\NormalEmail.dotm" "%APPDATA%\Microsoft\Templates\" >> %LogonLogFile%xcopy /Y "\\fileserver\DataSSW\DataSSWEmployees\Templates\NormalEmail.dotx" "%APPDATA%\Microsoft\QuickStyles\" >> %LogonLogFile%ECHO Templates Copied
❌ Figure: Bad example - This is a snippet of an old login script
You can automatically have your SSW Word doc template on sign-in via a script. E.g. PowerShell login script.
✅ Figure: Good example - New Login script on Github
Note #1: We don't want people using .RTF emails.
Note #2: If you use a Mac computer, a login script will not work. In order to use a Word template, you must open the template on Word locally, hit "Save as Template", and then upload that document to Teams.