Word templates

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.

• General (allmän)
• Decision (beslut)
• Governing document (styrande dokument)
• Notice of meeting (kallelse)
• Notice of meeting - academic appointments board/docent board (kallelse - lärarförslagsnämnd/docentnämnd)
• Minutes (protokoll)

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.

   

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

   

   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.

• General (allmän)
• Decision (beslut)
• Governing document (styrande dokument)
• Notice of meeting (kallelse)
• Notice of meeting - academic appointments board/docent board (kallelse - lärarförslagsnämnd/docentnämnd)
• Minutes (protokoll)
  
  

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

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.

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.

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.

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.

Pdf files are not automatically accessible to all. We therefore recommend that you avoid this format when possible. Instead, publish your content directly on a web page as html.

If you have no option but to publish a pdf file, a summary of the content helps the end-user decide whether to download the document or not.

The Act on the Accessibility of Digital Public Services (known in Swedish as the DOS Act) applies to all documents created after 23 September 2018. Any older pdf files that are important, or often downloaded, also need to be accessible. 

Creating accessible pdf files in Word

For a pdf file to be accessible, it needs to be created from an original document, usually Word, with correct formatting. A correctly formatted document has

• text and headings formatted only with defined styles;
• alt texts for pictures and all other non-text content;
• tables with a defined header row and alt text.

Pictures:

1. Click the picture to select it.
2. Right-click and select Format Picture.
3. Select Layout & Properties, then Alt Text. The alt (alternative) text is the text a screen reader will read for those who cannot see the picture.

Tables:

1. Select the table. 
2. Right-click and select Table Properties.
3. Click the Alt Text tab and enter your text in the Description field.
4. Then select Table Tools - Design from the main menu and check the Header Row checkbox.

Testing document accessibility in Word

Before you save your document as pdf, you can test it using Word’s accessibility checker. Type “accessibility checker” in the help field (lightbulb icon in the menu bar) and follow the instructions. Any warnings and errors will be displayed in a separate window together with instructions for how to fix them.

You can also listen to the pdf file to make sure it is understandable when read. To do this:

1. Open the file in Edge.
2. Right-click and select Read aloud.

SLU document templates

SLU’s document templates for Word have been edited for accessibility, but their current design does not allow for complete accessibility. If you run the accessibility checker on a document created with an SLU template, you will get some warnings and errors that cannot be avoided.

These are the most common ones:

• The placement of the logotype in the document header (Objects not inline).
• Empty table cells in documents where tables are used to structure the content (for example minutes).

Correcting a pdf file

If you need to correct accessibility issues in a pd file, you can do this using Acrobat Pro. However, it is quicker and easier to make sure you create your pdf from a properly formatted file to begin with.

Pdf files created in software other than Word

The accessibility requirements also apply for pdf files created from software such as Powerpoint or Indesign. The Microsoft accessibility checker is available in all Microsoft products. Indesign also has some inbuilt accessibility checks, including a checklist. However, the recommendation is to avoid publishing pdf files on the web and instead present the information on web pages.

Reports

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