MTips E-Zine

Newsletter for MT’s using MS Word

Vol 1 No 5 April 29, 2001

Laura Bryan Editor

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Table of Contents:

1. Feature Article: Blueprints: Building a Perfect Document Every Time-Part I

2. QuickTakes-Keyboarding Tips: TNR…Not Again!

3. Technical Advice: Automating Tasks

4. Bloopers

5. Other Sites To See

Blueprints: Building a Perfect Document Every Time

Part I

Just as a construction crew uses blueprints to construct a building, MS Word uses template files to give it specific instructions about how to format a document. Template files "store" information such as font type and size, page margins as well as AutoText entries, toolbar settings and macros. There are two main types of templates: global and document. The global template—also known as the Normal template or normal.dot—is always active and absolutely essential to running Word. The normal.dot is the default template, and you use it every time you create a file using Word; whereas a document template is only active when you specifically "load" it. You can have an unlimited number of document templates. You can only have one normal.dot.

The best way to see document templates in action is to compare the fax and letter templates that are installed with Word. With Word open, select File/New. Choose the tab labeled "Letters and Faxes." Double click the icons with the extension .dot and see how each template creates a completely different type of document. Notice how each template changes the fonts and margins. All these templates contain standard text with fields and some even contain graphics.

Next time, we will talk more about the normal.dot.

QuickTakes-Keyboarding Tips

Times New Roman…Not Again!

Ever noticed that no matter how many times you change your font, it always reverts back to Times New Roman? This is the "default" font for the normal.dot when MS Word is installed on your computer. To change your font, use CTL+D to open the font dialogue box. In this one box, you can make many changes to your font settings at one time. If you want to make these changes permanent, click the button in the bottom left corner labeled "default." A box will pop up to confirm that you want to make the change for all documents (current and future) based on the normal.dot. Answer "yes" and this will be your new default font. When you close Word, it may ask you if you want to save changes to the normal.dot. In this case, you should answer "Yes."

Do you have 2 cents?

Saturday seminars are difficult for many to fit into their schedule. I will begin holding split seminars—either two consecutive nights, Friday night/Saturday morning split or spread over 2-3 weeks. I’m taking a poll, so if you have an opinion, let me know!

Also, I am often asked when I will be speaking outside the Dallas area. I am available for AAMT Chapter meetings, Symposiums, Education Days, etc. If you would like to have your local chapter, employer or any other organization sponsor an MS Word mini-seminar or training day, just drop me a line. I’m here for you!

Technical Advice

From Bob’s PCWerks

Automating Routine Tasks

Your computer can be made to automate certain tasks while you are away from your computer or while you are doing other things. Routine tasks such as uploading or downloading work, backing up critical data, even checking e-mail can be "scheduled" at pre-determined intervals or times. Though there are several ways to automate tasks in Windows, we will explore the two easiest methods—the Startup folder and Task Scheduler. They are fundamentally very different, so a brief description is in order.

The Startup folder is used to run an application every time the computer is started. The application may or may not run throughout the session, but it is only started once. If the application needs to run a second time, the operator will either need to start the program manually or re-start the computer. The best use of the Startup folder is to start applications that you use throughout your day such as dictionaries, expanders, and virus checkers. The startup folder is also used to automatically start service programs such as Winfax® or pcAnywhere® on remote computers in case of power failures or other restarts.

The Task Scheduler is used to "schedule" tasks periodically, e.g., hourly, daily, weekly, monthly, every so many minutes, or on a certain day of the week. Tasks can also be scheduled to occur during off hours or while we sleep. Scan disk, Defragmenter, full-drive virus scanning, and full or partial backups are examples of tasks that could be done while we are away or asleep. We can even use the Task Scheduler in some cases to "download" work, so it is there when we are ready to start.

Next time I will explain how to use the Task Scheduler to automate backing up your Normal template, custom dictionary, and other files so that you can restore them in case of disaster.

This Week’s Blooper:

"Lumbar range of motion is excellent. She can touch her toes to the ground."

Other Sites to See:

For more technical information on MS Word architecture, especially the role of templates, see this Knowledge Base article:

MTWerks is your resource for using MSWord for Medical Transcription.

We hope you enjoy your subscription to MTips E-Zine. If you like the information here, check out our book "Make It Your Own-Productivity Manual for MS Word" which is full of ideas for working faster and smarter! Great for "Newbies" and Veterans, alike. To learn more about the book or the "Make It Your Own Productivity Seminar", see

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