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Richard L Matteo, AIA, CSI, CCS
Senior Member
Username: rlmat

Post Number: 436
Registered: 10-2003
Posted on Sunday, August 07, 2011 - 11:23 pm:   Edit PostDelete PostPrint Post

I need to create a template in Word 2007 for formatting specification sections similar to CSI's Page Format
Does anyone have something that they'd be willing to share, or tell me how to go about creating one.
I've tried to use the online help from MS with little success.
J. Peter Jordan (Unregistered Guest)
Unregistered guest
Posted on Monday, August 08, 2011 - 12:53 pm:   Edit PostDelete PostPrint Post

I use templates and property fields on every project which streamlines the process (somewhat) and facilitates certain types of changes. Usually, these are set up to accomodate automatic paragraph numbering (including changing type of numbering when promoting or demoting paragraph levels)

Basically, get a document set up like what you want and save it as a template file. It can be a bit complicated if you don't have a "smart" file set up the way you want it. Each paragraph level needs to be set up with a different style; this includes the Section title (name and number), Part and Article titles, and the "End of Section." MasterSpec uses Art, P1, P2, P3, etc. which is pretty standard); ARCAT uses something slightly different. You may want to tweak the font size and style, the space between paragraphs, and the justification.

If your masters are set up as "smart" documents, the utility of this approach may be somewhat diminished.

Please feel free to contact me if you have additional questions.
Karen L. Zaterman, CCS, LEED-AP, SCIP
Senior Member
Username: kittiz

Post Number: 81
Registered: 10-2005


Posted on Monday, August 08, 2011 - 03:40 pm:   Edit PostDelete PostPrint Post

Rich, I use BSD SpecLink -- so at the beginning of the project will program my client's formatting requirements, then distribute a template from BSD in .doc for any consultants on the design team.
I can send you samples if you email me.
Karen L. Zaterman, CSI, CCS, SCIP-Affil, LEED AP BD+C
Moffatt & Nichol - Long Beach, CA
David E Lorenzini
Senior Member
Username: deloren

Post Number: 123
Registered: 04-2000


Posted on Wednesday, August 10, 2011 - 01:13 am:   Edit PostDelete PostPrint Post

Richard, Peter's instructions are right on. When you create your sample document with all the correct formatting, save it as a .dotx, .dot, or .dotm file. Call it anything you want, such as CSI Master.dotm. (The m allows the use of macros.)The purpose of this file is to attach it to your section documents using the Templates and Add-ins dialog box. In Word 2010, it appears under the Developer tab in the Templates group and is labled Document Template. Version 2007 may be different.

I find that it is more effective to import the text of the section into a file created from the template and then Save As with the number of the section you are creating. Kept the sample text that is formatted with your new styles at the end of the section until you use them to format your paragraphs with Format Painter. Then you can delete the sample text. The import procedure preserves your headers and footers, as well as your margins better than expecting the newly attached template to do it for you. The added benefit is that the format of every section is exactly alike.

You may run into a problem of paragraph numbering if the original section is based on outline numbering, such as MasterSpec. (This may be what Peter calls Smart documents.) In this case, it is best to harden the numbers so that they don't disappear when you change the styles. If that is a problem, let me know and I'll post a macro. Your other option is to create styles that use outline numbering.

One last piece of advice. Switch to Office 2010 and you will find a much improved ribbon, with more flexibility to customize a Quick Access Toolbar and any macros you might use.
David Lorenzini, FCSI, CCS
Architectural Resources Co.
a (Unregistered Guest)
Unregistered guest
Posted on Wednesday, August 10, 2011 - 02:20 pm:   Edit PostDelete PostPrint Post

David, would you be able to clarify what you mean by the following?

>The purpose of this file is to attach it to your section documents using the Templates and Add-ins dialog box.

i.e. What does attaching it do? Is it necessary, given the steps you then describe in your following paragraph (copying text into a new file based on the template)?

Also, what do you mean by "harden the numbers"?

I would be very interested in any macros or steps that automate the process, you do post.
David E Lorenzini
Senior Member
Username: deloren

Post Number: 124
Registered: 04-2000


Posted on Thursday, August 11, 2011 - 09:25 pm:   Edit PostDelete PostPrint Post

Copying text to a document that is based on the template does not require the "attach" process. However, there are times when you may want to "attach" a new template to a document that uses the same styles to create a modified format for a different client. Using the same style names for differnt templates allows you to instantly change the format of a document.

I use the word "harden" to describe removing the autonumbering aspect of the numbers created by the outline numbering process, but maintaing the original number. Applying a new style will make the outline numbers disappear unless your new styles also use outline numbering.

Automating the process of converting a type of document with one format to another has to be customized for that type of document. This would be the case where you want to convert your master spec format to a format using different style names. The macro would be created by recording the actual process, and may require a lot of trial and error. The main problem is being able to use keycodes to move the cursor and select text. You can't record mouse movements when recording macros.

There are a lot of variations on this process, and verbal explanations can be more confusing than demonstrating the process itself.
David Lorenzini, FCSI, CCS
Architectural Resources Co.

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