Word templates

Last changed: 15 January 2021

On this page, you will find information about the SLU templates for Word documents such as minutes and decisions.

There are six Word templates for different types of documents:

  • General
  • Decision
  • Governing document
  • Minutes
  • Notice of meeting (two versions)

Some of the templates can, with small changes, also be used for other types of documents. Read more under Using the templates for other types of documents.

Do you have a standard SLU computer?

If you have an SLU computer (Windows or Mac) with a standard installation provided by the Division of IT, the templates are already installed. 

If you do not have a standard SLU computer

If you don't have a standard SLU computer, you can download the templates from this page and install them by following the instructions.

What is a template?

A template is a file that creates a copy of itself when opened. Once you have opened the template, creating a copy of it, you need to save the copy as a docx file.

  • dotx = template
  • docx = document

Installing Word templates (Windows)

If you have an SLU computer

The templates are already installed. Select File > New in Word, select the language folder and then the template you want to use.

If you do not have an SLU computer

If you do not have a standard SLU computer, you need to download the templates yourself and install them. These instructions are for Office 2016.

Start by entering the path where document templates are saved. That way, Word will find them when you create new documents.

  1. Open the folder ~\My Documents\Custom Office Templates.

  2. Click the address bar at the top of the file explorer and copy the path.

  3. In Word, select File > Options > Save, then paste the path you copied into the field Default personal templates location.

  4. Download the template(s) you wish to use from the list below. You can right-click the file and save it directly to the folder Custom Office Templates.

  5. If you have already downloaded the templates to another folder, just move them to Custom Office Templates.

Click the template you want to download. These templates are in English. To download the Swedish templates, go to the Swedish template page.

Installing Word templates (Mac)

Installing all templates (Office 2019)

  1. Download the SLU templates.

  2. Double click SLU-templates_2021.dmg in your Downloads folder.

  3. Drag the template folder(s) you want to install to the Templates shortcut.

    Screenshot showing how to install the templates.

    Open Microsoft Word and select New. The template folders should now be visible:

    Screenshot showing the installed templates.

    If they are not, you may have to search for them the first time. Simply enter "SLU" in the search field that you can find in the top right corner of Microsoft Word.

Installing individual templates (Office 2019)

These templates are in English. To download the Swedish templates, go to the Swedish templates page.

1.      Download the template file(s) to your computer.

2.      Open Finder.

3.      Press Command + Shift + G on your keyboard, or click Go in the menu on the top left of your screen and select Go to Folder…

4.      Enter (or copy/paste) ~/Library/Group Containers/UBF8T346G9.Office/User Content/Templates/ and click Go.

5.      Drag the downloaded template file(s) into the folder. If you wish, you can create new folders here to separate the Swedish and English templates.

6.      Open Microsoft Word and select New, the templates should now be available.

To use a template, select the one you want to use from one of the folders above and click Create. If you have already opened a document, select File > New from Template to open the dialogue box.

Using the templates for other types of documents

Using the templates for other types of documents

The general template (allmän)

The general template can also be used for certificates, letters, memoranda and other documents where you only need the basics such as a header and formats for headings and body text.

Letter

Use a suitable closing such as Yours sincerely. Add the headings Distribution list and Copy for information if needed.

Screenshot showing a letter.

Memorandum

If you use the general template for a memorandum, you should add the following:

The heading "Purpose and objective"

Explain who initiated the memorandum and who it is intended for. This could be the SLU Board, the vice-chancellor, a faculty board, dean, the chief operating officer etc.

Describe the reason for writing the memo and what is expected to lead to, such as changing a rule or solving a problem.

Summary

A memo should have a summary. The summary should be as short and concise as possible, and clearly state the consequences of any proposals. It should be based only on information in the memo, do not add any new information. A summary should not exceed two pages.

Table of contents

If the memo is long, it is a good idea to add a table of contents. Select Table of Contents from the References menu in Word.

Screenshot showing how to insert a table of contents.

To update a table of contents, click it and select Update table on the grey tab. You can also click the table of contents and press F9, or right-click it and select Update table.

The decision template (beslut)

Simplified decision

For less complex decisions, the headings Grounds and Content and likely consequences can be deleted.

Request

The template for decisions can also be used for requests. A request is sent from a subordinate to a superior level, e.g. from a dean to the vice-chancellor or from a faculty board to the SLU Board.

All facts and grounds should be described to make it easier for the recipient to act. The sender needs to clearly explain what they want, and financial consequences and the grounds for their request.

By using the decision template, the document can easily be turned into a decision if necessary.

Screenshot showing a request.

The notice of meeting template (kallelse)

There are two templates for this purpose:

  • general notice of meeting
  • notice of meetings for boards where minutes are kept by case, such as academic appointment boards and docent boards.

For shorter, less complex meetings you can delete the preliminary agenda.

Report template

Reports

There is no official SLU report template, but you are welcome to use the SLU Library's report template.

Facts:
Publishing?

For tips and support for students, researchers, communicators and administrators, please visit the Library's pages on publishing.


Contact

IT support, phone 66 00: For questions on the templates.

dokumentmallar@slu.se: Suggestions for improvement or ideas for further development of the templates.

Page editor: dokumentmallar@slu.se