CORPORATE TEMPLATES USER GUIDE in Microsoft Word

CORPORATE TEMPLATES USER GUIDE In Microsoft Word

May 2017 This version of the guide Brand 2017 Edition will be revised soon.

This guide provides an overview of the Word templates that have been installed on your computers to produce documents compliant with our Brand Guidelines. It also gives instructions on how to best use the template system features, assuming that it has been rolled out in your region. Please contact your local marketing team for more details on this matter. Illustrations used in this guide were captured using international paper size standard (ISO 216) co-branded templates but the information also applies to templates made for North American paper sizes. Also note that template layouts presented here may be slightly different from region-specific templates that were adapted to accommodate regional requirements and best practices. This guide will be updated on a regular basis to stay in sync with new features that will progressively appear in your corporate templates. Useful tip: For easy browsing, the Table of Contents can be clicked to jump to a featured subject. Page footer arrows will take you back to the Table of Contents. Underlined words will also take you to specific places in the document. Likewise, you can click on buttons in the illustrated ribbon tabs to navigate to their full definition and usage.

For any questions regarding the use of these templates, or to report any problem, please contact your local super user.

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Custom Features Summary 4 Project Sheet Templates 28 TABLE OF Home Custom Buttons 4 Page Layout 28 Template Custom Tab 4 Report Templates 32 CONTENTS User Profile 5 Documents 32 Creating a New Document 7 Main Report Template 33 Example of Combinations 8 Pre-Printed Windowed Covers 39

Using Styles 9 Report Cover Template 40 Style Settings 9 Reports 11" x 17" or A3 Format 41 Stylesheet 10 Service Proposal / Bid Templates 42

Picture Insertion 13 Documents 42 Project Datasheets 13 Main Proposal Template 43 Other Images 13 Proposal Cover Template 50 Image Size 13 Divider Template 51 Appendix Divider Template 52 Stationery Templates 14 Envelope Template 14 Description of Common Tools 53 Letter Template 15 Memo Template 17 Agenda and Meeting Notes Templates 18 Blank Document Template 19 Transmittal Form 20 Fax Transmittal Form 21

Curriculum Vitae Templates 23 Documents 23 Page Layout 23

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CUSTOM FEATURES

Summary

This addition offers several ways to improve usage efficiency and uniformity in our corporate templates. Customized ribbons will feature several tools depending on document type. Figure 1 - Home custom buttons HOME CUSTOM BUTTONS The Home tab of the ribbon now features two new buttons: New and User Profile. See Figure 1. Both buttons features are detailed in next chapters.

TEMPLATE CUSTOM TAB When creating a new document using corporate templates, a new ribbon tab will be available. See Figure 2. Documents created with templates prior to New Brand may also offer the same features, if the program establishes that the previous version of the template is compatible with this new system.

This User Guide will detail each template tab. Please refer to the Table of Contents to navigate to a specific Figure 2 - Template custom tab template. Reminder: We have integrated hyperlinks on the illustrations of the custom buttons so clicking on a button will take you directly to its definition and usage.

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USER Profile This feature stores user information as default settings and you can update your profile anytime by clicking on the new User Profile button on the Home tab. However, corporate templates will feature a template- specific dialog box to confirm or edit document information. Edited data will temporarily override your default profile, e.g., if you have to prepare a letter for someone else in a different office location.

FIRST PAGE First page (tab) of this window is used for general information about you/ your work: First and Last Name: These fields must be populated to avoid getting this dialog box each time you open Word. Middle names and/or initials are placed in the First Name field. Designation: Used in regions where professional designations are required, such as professional title, degrees, etc. (ex.: P.Eng, MBA, PhD). Office Phone: Employee direct line or full number with extension. Mobile Phone: Employee business mobile phone. Position. Email Address: Employee business email address. Sector: (e.g. Transportation, Environment - optional). Business Unit: (e.g. Human Resources, Marketing - optional).

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SECOND PAGE Second page allows selection of default office address. Office Selection: They are sorted by regions, country, administrative divisions (state, province, etc.), and by office. Once selected, standardized address will be displayed. Legal Entity: Allows selection of any legal entities used in countries where local legislation requires details about official registration, often placed in letter footers or in service proposals. An office must be selected first to get a list of country legal entities. If no entity is listed, this information may not be required in your region. Address: Standard address, phone and fax numbers for the selected office. Email and web addresses are mainly used if they are different from our corporate generic addresses. Edit Button: Allows the user to enter information manually in case the office is not listed. Also enables edition of current information if there is an error or an omission. Project offices are not listed because of their temporary status. Users will have to enter information using the Edit Button. Dropdown lists can no longer be used after going in manual edit mode. Dialog must be closed and reopened to reactivate dropdown lists. If an error appears in default office information, please contact your local super-user to report the issue so it can be corrected.

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CREATING A New Document There are several ways to create new documents from templates. Office 2013 / 2016 — Click dropdown button New located on ribbon Home tab (recommended method). — Use Windows Explorer to navigate and locate template in C:/Corporate Templates/Workgroup Templates sub-folder and double-click it. — Under Office 2010, use New button on ribbon File tab, then select My templates. Depending on your configuration, you may have several tabs available in that window. Corporate templates are located under Personal Templates tab. See illustrations on the left – May very depending on your set of personal templates. — Under Office 2013/2016, use New button on ribbon File tab. Select Shared on the right pane, then optionally Workgroup Templates. See illustrations on the left. Note: Any template (.dot, .dotx, .dotm) placed in that folder will appear in the New dropdown list and in the New/Personal Templates or New/Workgroup Templates dialog box.

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Front cover Inside cover Table of contents EXAMPLE OF COMBINATIONS The new templates are designed so that different combined documents can be harmonized not only in their colors, but also compatible in styles for easy copy/paste operations.

Dividers Main document Table

Appendix dividers Curriculum vitae Back cover

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Template Tab USING

Styles

STYLE SETTINGS Styles are saved sets of formatting options that are used to keep documents consistent. Each heading and Home tab – Quick Style Gallery paragraph has a specific style. These styles should not be altered and new ones should not be added.

RIBBON TEMPLATE TAB On the Template tab, all corporate templates feature buttons to apply most styles used for the specific type of document.

Styles pane Dropdown arrow QUICK STYLE GALLERY The Quick Style Gallery on the Home tab has been Styles Pane button edited so only Styles used in the template are shown. On some monitors, you may need to click on the dropdown arrow to view them all. Since Office 2010, the Quick Style Gallery shows a real-time preview directly in the document when placing your cursor over a given style.

STYLES PANE Click on the small Styles pane button below the toolbar. Note: This is not the same arrow as mentioned for the Quick Styles Gallery. This displays a window listing all styles available in the document. You can dock this pane to the left or right side of the Word window by dragging it to the edge of the window. Ticking Show Preview checkbox enables preview of all styles proposed for the template (recommended for quick use) as shown opposite.

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Keyboard shortcuts CTRL-SHIFT-N Normal STYLESHEET CTRL-ALT-T Body Text For quick formatting, use keyboard shortcuts to CTRL-ALT-1 to 6 Heading 1 to 6 apply most common styles (See list on the left). CTRL-ALT-L List Bullet CTRL-ALT-N List Number Pointing your mouse over the buttons on the Template tab also displays their respective keyboard shortcuts. CTRL-ALT-E Emphasis 2 Note: Formatting of the styles can be different from one template to another. 1 Normal (not shown), in most templates, it is used only as base style for all headings that appear in Montserrat font. 2 Body text is the style in use everywhere for narrative text and is the base style for list styles that appear in Gentium font. It has 6 pt or 12 pt spacing before and after each paragraph. It is always left aligned. Left alignment is part of corporate branding so free text should never be 3 justified. 4 3 Headings 1 to 6. Most templates use headings 1 to 6 for hierarchical organization of sections or chapters. Heading 1 may or may not start on a separate page. If you prefer to start each chapter on a new page, modify the style Heading 1 by ticking Page Break Before checkbox in the Paragraph window. Numbering is automatic for headings 1, 2, 3 and 4 in some of the templates. On the Template tab, all heading styles are grouped under the Headings dropdown list. 4 List Bullet. This style has three predefined levels of indent. Styles such as Bullet 1, Bullet 2, and such should never be used. Having different kinds of bullets in a single document increases the chances of unpredictable behavior of the format like sudden and unwanted changes in paragraph settings (indent, margin, etc.).

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To change the indent level on a bullet, press TAB (and SHIFT-TAB to decrease indent). You can also use the Increase Indent and Decrease Indent buttons on the Template tab. IMPORTANT: Never use default Bullets and Numbering buttons on Home tab. 5 5 List Number. This style can be used when a client 6 needs numbered paragraphs or when presenting a numbered list. Indent levels work the same way as List Bullets. 6 List Paragraph. This style is used when you want to 7 insert a paragraph aligned with text in List Bullet or List Number styles. 7 Emphasis. This is a character style that displays selected text in bold . 8 Table 1. This is a table style. It does not appear in 8 the Styles pane, nor in Quick Style Gallery, but on the Template tab. To use it, you must click inside a 9 table first. Table 1 is listed in the Design tab and is the default table style. Table styles set their font, borders and shading properties. Corporate custom tables sometimes don’t have vertical borders. To make tables with multiple columns easier to read, tick Banded Columns checkbox on the Template tab or in the Design tab Table Style Options to add shading to the odd-number columns. Alternately, you can deactivate First Column at the same location. 9 Caption. Use to insert captions for tables or images inside the main document.

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To insert a caption, you must right-click the table, image or map and select Insert Caption. The type of label will determine in which table the object will be listed (Table, Figure, etc.). By default, Map is not listed so you have to click on New Label to create it for your document. Most people prefer to include chapter numbers in the caption – See dialog boxes on the left. You also have the option to place the caption above or under the object. Be consistent throughout your document. When the caption is inserted, press TAB and insert the caption text after its number. 10 Special text. This style is used to outline important quotes, excerpts, etc. Most other styles appearing in the Styles pane are designed for single use such as different styles used in the inside cover, page footer, etc. They should not be used for other purposes.

APPLYING STYLES WITH FORMAT PAINTER This option should be avoided altogether. It yields unpredictable results when it comes to headings or bullets and can generate formatting errors that are difficult to fix.

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PICTURE Insertion In templates, photos are placeholder images. You must substitute images that are more representative of the project you are working on. PROJECT DATASHEETS To change images in project sheets and CVs, delete and insert new photo in the table cell. Wrapping style for these images is In line with text. By default, project sheet and CV tables have columns of fixed width. This means that photos wider than the cells will be automatically resized. Photos of smaller size must be stretched. In this case, grab the corner of the image and slide it until it fills the width of the cell. The cell can also be stretched to accommodate bigger landscape pictures. However, the width of the cell should not exceed 2/3 of the total table width to leave enough room for the data on the right. OTHER IMAGES Images on covers and dividers are also In line with text and placed in table cells. In dividers, you need to access headers and footers first. To replace an image, right-click it and select Change picture... Adjust size and crop if necessary. IMAGE SIZE To minimize file size, make sure that when resizing your pictures, you set resolution at 150 ppi. You can also compress images in Word. When you select an image, you can click Compress Pictures button in Picture Tools tab and apply settings illustrated to the left. These settings are sufficient for any office printer. Only third-party commercial printers are precise enough to make a notable difference.

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STATIONERY 2 Templates

ENVELOPE TEMPLATE The template only uses the Normal Style. Creating different styles for sender’s (1) and recipient’s (2) addresses was considered unnecessary since it is 1 sufficient to simply format the Normal style. If you print on a regular envelope already pre-printed with a logo and address, you do not need the header content. So after accessing page header, you must select all (CTRL-A) and delete. The Escape key will quickly get you back to the main document. You do not need the template for pre-printed windowed envelopes since the destination address is printed on the letter and viewed through the window.

TEMPLATE TOOLS

Sender Address This button displays the Office Information window that allows editing of the return address. By default, the address stored in your User Profile is proposed. Use dropdown lists to select another office from the list, or click Edit button to modify the proposed address or enter a new one manually. New address will only affect this document.

Other Tools Template tab Click on a tab button on the illustration on the left to buttons jump to its description.

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LETTER TEMPLATE

PAGE LAYOUT

Regional layout of this template may vary from

illustration on the left to comply with your local best practices. For example, in some regions, having the corporate registration data is a legal requirement therefore the information is automatically The template mainly uses Body Text Style, except where information needs to appear as a block, like addresses, signature block, or notations under it where Body Tesxt2 style is used. However, basic corporate styles such as Headings, Lists and Tables are also available on the ribbon Template tab, on Quick Style Gallery or the Styles pane. Please refer to the Stylesheet for more details. If you plan on using a windowed envelope, you may need to adjust the vertical position of the recipient address and the left margin. The signature is located inside a two-column table so that if a document is co-signed, the second signature is properly placed inside the second cell. Because of signature “Keep with next” property, signature and notations should overflow in one block on the next page. If not possible to fit everything on a single page, stretch the letter a bit so the last page does not start with a signature. On second page and all that follow, sender address automatically disappears and is replaced with page numbering in footer, as shown opposite. Text is always left aligned to comply with the brand guidelines.

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TEMPLATE TOOLS Template tab buttons Document Details When creating a document from this template, a dialog box is displayed to edit several parts of the document. Once the dialog box is closed, click Document Details button to reopen it at any time to modify the Tab 1 Tab 2 information. Most elements of the letter are edited through this dialog, except for the letter body. The date is also entered with a date selector on the page. It is recommended to always use the dialog box to edit automatic fields. You may enter data directly in document fields, but it will be restored to values previously entered in the Document Details dialog if you use it before saving and closing the document. Tab 1 – Sender Office Info: By default, the information stored in your User Profile is proposed. Use dropdown lists to select another office, or click Edit button to modify proposed address or to enter a new one. It works the same as the User Profile dialog (please refer to that section for more details). New data will only affect this document. Tab 2 – General: Contact name can include designation and title. Address block can begin with Corporation Tab 3 name. If the Information Classification or Greeting Phrases you would use is not listed, enter a new one in the dropdown boxes. Tab 3 – Signature and References: Notations are optional. Unticking the checkboxes will remove them from the letter. Ticking them again will reset the text box to default value. Ticking Signature 2 checkbox allows entering a second signatory on the letter.

Other Tools Click on a tab button on the illustration on the top left to jump to its description.

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MEMO TEMPLATE

PAGE LAYOUT Regional layout of this template may vary from illustration on the left to comply with your local best practices. Text is always left-aligned to comply with the brand guidelines. Note: Office address under the logo is used only in a few regions, even if Office Information dialog suggests otherwise. The template mainly uses Body Text Style, except in heading and signature sections. However, basic corporate styles such as Headings, Lists and Tables are also available on the ribbon Template tab, on the Quick Style Gallery or the Styles pane. Please refer to the Stylesheet for more details.

TEMPLATE TOOLS

Office Info If office address should appear under the logo, a dialog box is displayed to edit signature and address fields whenever you create a new memo from the template. Once the dialog box is closed, click Office Info button to Template tab reopen it at any time to modify the information. Note: If there is no address block, the dialog box will not buttons appear but default profile signature will be populated in the document. It may be edited in the document without using the dialog.

Other Tools Click on a tab button on the illustration on the left to jump to its description.

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AGENDA AND MEETING NOTES TEMPLATES

PAGE LAYOUT Layout of this template may vary from illustration on the left to comply with your local best practices. The items listed in the notes are placed in a table in which uses Headings 1 and 2 and List Bullet Styles are used. You can select the numbered items (labeled Table Item and Table Sub-Item, and associated with both Headings styles) from the Headings button on the Template tab of the ribbon or use keyboard shortcuts CTRL-ALT-1 and 2. Numbering is automatic. You can add new rows at end of table by placing cursor on last table cell and pressing the TAB key. Numbering will use the same style as the previous row. Note: These templates do not have styles defined for Headings 3 and above. Please use List Bullets instead. If you press Enter at the end of a table item or sub-item, a new table row will not be created but a new line will be added in the same table cell, using the List Bullet style, as shown on the illustration on the left. However if you need to have separate information for each bullet in the Action column, it is preferable to place bullets on separate table rows so that the text in Action column aligns properly.

Template tab TEMPLATE TOOLS buttons Office Info This button displays the Office Information window that allows editing of the sender’s address. The dialog is exactly the same as the Envelope template Sender’s Address button.

Other Tools Click on a tab button on the illustration to the left to jump to its description.

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BLANK DOCUMENT TEMPLATE

PAGE LAYOUT The multi-purpose template can be used when someone wants corporate colors and styles. It is an empty shell that contains all commonly used styles including tables. Please refer to the Stylesheet for more details. On the second page and all that follow, sender address automatically disappears and is replaced with page numbering in the footer, as shown opposite. Text is always left aligned to comply with brand guidelines.

TEMPLATE TOOLS

Office Info This button displays the Office Information window that allows editing of the address below the logo. Dialog is exactly the same as Template tab the Envelope template Sender Address feature. buttons Other Tools Click on a tab button on the illustration to the left to jump to its description.

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TRANSMITTAL FORM

PAGE LAYOUT This form is used as an attachment to documents, parcels or packages as a means to list all items that should be included and to confirm reception. Regional layout of this template may vary from illustration on the left to comply with your local best practices To edit form, click on a field or control and fill in the information. List of items is entered in a table. New rows can be added at end of table by placing cursor on last table cell and pressing TAB key. Table will overflow on the next pages if necessary. The form fields and table are already formatted with proper styles so no changes are necessary. IMPORTANT: In some regions, this form has been standardized by Quality Assurance department to comply with ISO requirements. No changes should be made to the information layout.

TEMPLATE TOOLS Template tab buttons Other Tools Click on a toolbar button on the illustration to the left to jump to its description.

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FAX TRANSMITTAL FORM

PAGE LAYOUT

This form is used as a cover page for documents sent by fax, so it is designed in black in white. Regional layout of this template may vary from illustration on the left to comply with your local best practices. The form fields and table are already formatted with proper styles so no changes are necessary. It is possible to use heading and list styles in the comments section. The form is designed to fit in a single page. It serves only as an introduction to its object and the comment section should never be too exhaustive.

TEMPLATE TOOLS The template only features colour theme selector and Template tab the Help button. Click on a toolbar button on the illustration to the left to jump to its description. buttons

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Document Details When creating a new form from a Fax Transmittal template, a dialog box is displayed to edit several parts of the document. Once the dialog is closed, click Tab 1 Tab 2 Document Details button to reopen it at any time to modify information. Most elements of the form are edited through this dialog, except for the Comments section. Date is also entered with a date selector on the page. It is recommended to always use the dialog to edit automatic fields. You may enter data directly in document fields, but it will be restored to the values previously entered in the Document Details dialog if you use it before saving and closing the document. Tab 1 – Sender Info: By default, the information stored in your User Profile is proposed. Use the dropdown lists to select another office, or click Edit button to modify the proposed address or to enter a new one. It works the same as in the User Profile dialog (please refer to that section for more details). New data will only affect this document. Tab 2 – General: Recipient Details include recipient name and company name, phone and fax numbers. Untick the Carbon Copy checkbox if no additional copies are sent. Subject is usually the purpose of the message. References include project name and number if it applies. The number can be the client’s reference number or our own project number. Note: Please remove the contents of any unused field in the dialog box so it is displayed as blank in the transmittal form.

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Regular CV CURRICULUM VITAE Templates

DOCUMENTS There are two templates used for a curriculum vitae (CV): — Regular CV: the only one that features macros; it should be used for all master CVs. — Single-page CV; used only to simplify formatting when a client requires a one-page version; necessary information is then pasted. Note: In some regions, the single-page CV may not be available.

CREATING A CURRICULUM VITAE A master CV is intended to show the full professional experience and expertise of an employee. It should include all project experience, not just ‘selected’ projects Single-page CV or most recent projects. Copies of the master CVs are edited to suit submission requirements for proposals, so it is important that they include as much information as possible. IMPORTANT: Please refer to your regional guidelines or contact your marketing team to learn more about CV editing, naming conventions, storing and sharing.

PAGE LAYOUT Layout of these templates may vary from the illustrations to comply with regional best practices (e.g. some countries do not show photographs of their employee). On the second page and all that follow, only the name and designation appears in the header, and page numbering is displayed in the footer, as shown opposite.

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STYLESHEET The CV templates feature the following styles. You will notice that the Quick Style Gallery and the Styles Pane 4 display only the styles that are needed and accepted. DO NOT alter existing styles or create new ones. 1 Normal, used only as base style for heading. Do not use apply it anywhere. 2 Body Text, only used in the profile. 3 Body Text 3, used for items in the left column. 2 4 Title and Subtitle, for first and second line of 7 header, respectively. 5 Heading 1, for title of a section. 6 Heading 3, as a heading for a category in the professional experience. 5 7 Heading 4, as a heading for items in the left column; 3 8 Heading 5, as a heading for a sub-category in the professional experience section. 9 List Bullet, featuring three predefined levels of indentation. To change the indent level on a 9 bullet, press TAB (and SHIFT-TAB to decrease indent). You can also use the Increase Indent and Decrease Indent buttons on the Home ribbon. 6 Bullets button on Home ribbon should never be used (see illustration to the left). 8 10 List Paragraph (not shown), used to align with the first level of bullets. 11 Emphasis (not shown), to display selected text in bold, when required for a submission (e.g., a client wants you to identify relevant projects). Not to be used in master CV. Text is always left aligned to comply with Brand Do not Increase Indent and Guidelines. use this Decrease Indent Please refer to the general Stylesheet for more details for bullets buttons on using styles.

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EDITING THE DOCUMENT

Header

Employee name, designation, title and discipline, as well as the column in the left margin can only be edited by accessing the document header with a double click at the very top of the page. Press ESC to close header. Note: Name and designation need to be manually repeated on second page.

Career Summary The Career Summary section may contain hidden text that provides minimal instructions on writing up a profile (as shown opposite). Text will be displayed when you try to edit the section so you can view the instructions. You can remove hidden text after edition is complete.

Page or Section Breaks Sections breaks should NEVER be inserted because they will damage the layout of the document. It is also a best Template tab buttons practice to avoid page breaks. Paragraph Keep With Next property should be used instead to manage blocks of text that should be kept together. Please read Para Keep With Next instructions for more details.

Changing Paper Size

CVs were designed to support changes in paper format. This means, for example, that a CV made for UK in A4 format can be converted easily into a Letter US CV for a project in North America. To convert to another paper size, simply use the standard Size button on the Page Layout ribbon.

Template Tools Click on a toolbar button on the illustration to the left to jump to its definition.

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Para Keep With Next — Applied to text that you want to keep with the following paragraph so that it doesn’t appear on separate pages. Used for Headings, Titles, and with level 1 List Bullet when they are followed by a level 2 as shown on the left.

— If the box is checked, it indicates that the text cursor is in will always be kept with the next paragraph. — Note that ‘Keep with Next’ is built into all the Heading styles in our CVs.

Convert All Bullets This feature reformats bullets copied from another document even if the source bullets were given a different style name. It will convert the bullet list and rearrange it with the new hierarchy. It will remove all unwanted styles from the list. Note: This feature has limitations because not all original CVs were created using correct styles, if styles were used at Corrupted table Repaired table all, and very often present user-made bullets.

Reformat All Tables When data is pasted from another document, table columns may not align or formatting may not be right. This feature fixes cell padding, rearranges column widths, removes cell borders, restores style, and prevents rows from breaking between pages for all tables in the document. It also takes into account page size and single-column tables.

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Repair Document

This feature finds and fixes many potential issues in the document and prevents eventual formatting problems:

— Cleans up the list of styles, removing all user- made styles that can corrupt documents, leaving only built-ins. — Removes hard-to-locate page breaks which should never be used. Page breaks act unpredictably when trying to remove or insert text or when changing the page size. — It turns on or off the Keep With Next property for all bullets in the document so that a page does not start with an orphan bullet. Note: The macro does not remove section breaks. This operation requires manual intervention, because section breaks contain page setup parameters of a section.

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Project Sheet page 1 PROJECT SHEET Templates

CREATING A PROJECT SHEET Project sheets are intended to promote the expertise and accomplishments of the firm by giving details on a particular realization. It should include as much information as possible so that more specific data is available when required by a request for proposal. IMPORTANT: Please refer to your regional guidelines or contact your marketing team to learn more about project sheet editing, naming conventions, storing and sharing. When creating a new document from the template, a dialog box automatically appears to allow input of project title and optional sub-title. Please read Edit Project Header instructions for more details. Project Sheet page 2 PAGE LAYOUT Layout of these templates may vary to comply with regional best practices (e.g., some countries do not use the last section). The same applies to the organization and the naming of sections. The project sheet first page should be able to stand alone as marketing reference material. However, more detailed description should overflow the second page right column. All additional pages are meant to capture pertinent information that can be used in proposals, as required, but are for internal use only. They should never be sent to clients. IMPORTANT: Do not delete any sections if you do not have information available. You may indicate “Not Available”. These can be populated in future updates.

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The template has been prepared in two sections to Section Break mark allow different footers and page number formats. The section break (shown opposite) is at the bottom of the second page, below the table of additional images. It must never be deleted. Section 2 pages have a “FOR INTERNAL USE ONLY” watermark to remind users never to send them to clients.

STYLESHEET The Project Sheet templates feature the following 4 styles. DO NOT alter existing styles or create new 6 ones. 1 Normal, (not shown) used only as base style for 3 heading. Do not use apply it anywhere. 2 Body Text, only used in the project description. 3 Body Text 2, only used in the summary 7 information. 4 Title and Subtitle, for first and second line of header. 5 List Bullet, featuring three predefined levels of indent. To change the indent level on a bullet, press TAB (and SHIFT-TAB to decrease indent). You can also use the Increase Indent and Decrease Indent buttons. 6 Heading 5, for heading in the summary information and first level heading everywhere. 7 Heading 6, as second level heading everywhere. 8 Heading 7, not shown as black heading in last section. Text is always left aligned to comply with the brand guidelines. Please refer to general Stylesheet for more details on using styles. 2 Note: Numbering in headings start at 5 for easier copy and 5 paste into the standard corporate service proposals.

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PAGE NUMBERING Template tab buttons Page numbering on first section appears as Page x, whereas it appears as Page x of y in second section. Since only first section can be published or sent to client (as pdf), total number of pages is irrelevant. On the other hand, this can information can be useful when printing a sheet for internal use to be able to determine if a page is missing.

TEMPLATE TOOLS Click on a toolbar button on the illustration to the left to jump to its definition.

Edit Titles The Project Identification dialog normally appears when creating a new document from Project Identification the template (see illustration to the bottom Dialog left). It is also possible at all times to reopen the dialog and make changes to the project title and sub-title. Clicking OK will update the header in all pages of your project sheet. Tip: If longer titles wrap to the next line at the wrong place, it is possible to use non-breaking spaces. CRTL-SHIFT- Spacebar does not work in a dialog, but you can use ALT-0160 to insert a non-breaking space.

Repair Document This feature finds and fixes minor issues in the document and prevents eventual formatting problems: — Cleans up the list of styles, removing all user- made styles that can corrupt documents, leaving only built-ins. — Removes double spaces that should no longer be used in Word documents.

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NOTES ON IMAGES — If a project is worthy of a project sheet, it is worthy of at least one image. However we must have permission to use all images on our project sheet, Please contact your regional marketing team for information on copyrights. — A project sheet should not exceed 1 MB in size. If larger, compress or resize the photos, or remove additional photos. Resolution should be between 150 and 200 dpi. Original images that are too heavy can be compressed within the Word document with Compress Pictures tool. — A maximum of 5 images can be included: 1 on page 1 and up to 4 on page 2. — Text on that page should not appear above the images. Text overflowing from page 1 should be moved under the pictures, as shown opposite. Images must never appear alone on page 2 and must be accompanied by some text below.

CHANGING IMAGES ON PAGE 2 Please read Picture Insertion section for more details.

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Pre-printed windowed cover REPORT Templates

DOCUMENTS Several elements are included in a report: — Cover — Body of the report — Appendices There are two options regarding the hard-copy Editable cover without windows presentation of a report: — Using pre-printed windowed covers with a report that is made to match the Corporate Blue-Red theme; or — Using a cover template without a window, which allows selection of another colour theme. Note: Pre-printed windowed covers may not be available in your office. Please contact marketing or office supply services teams to learn if they are.

Report

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MAIN REPORT TEMPLATE The generic report template contains the following elements: Inside cover Presentation letter Intro pages — Front cover (optional, identical to the front cover in the report cover template); — Inside cover page; — Presentation/introduction letter (optional); — Intro pages, including the signatures, the production team, the summary and/or, the revision pages; — Table of contents; and other tables (if applicable); — Body of the document; — Appendices. In some regions, the layout and organization of sections may be different from the illustrations to the left.

Table of contents Body of the document Appendices

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TEMPLATE TOOLS Click on a tab button on the illustration on the left to jump to its description.

Document Details The Document Details dialog box (shown opposite) will appear automatically when creating a new document from the report template. This feature will automatically populate recurring data in the report. This button brings back the dialog box so you can modify a previous input. First page of dialog refers to general project information. Following pages are analog to Letterhead template Document Details button.

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FRONT COVER Most of the information on cover page is inserted by the Document Details feature. Please see section about this page.

INSIDE COVER Like the front cover, most of the information on cover page is inserted by the Document Details feature. Note: If you have chosen to use the windowed covers, the above information will appear through the front cover. It is important NOT to resize or move the table cell containing this information. Both in the front and inside cover, it may occur that long titles will cause the page to overflow. If that is that case, you can reduce the size of the fonts until the text fits.

PRESENTATION LETTER Most regions include, in their reports, a presentation or an introduction letter. Please refer to the section on Letterhead templates for further details.

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INTRO PAGES

These pages, not being part of the body of the report, are located right before the Table of Contents. Any of these pages can be deleted by selecting the page from top to bottom, including the section break at the end.

Quality Management Optional. Used to list report versions when many of them are issued to a client. Serves as quality control and is usually removed in final version.

Signatures Traditionally, placeholders for signature were set on the inside cover. Quite often, more than one signature is required for certification on different levels (production, review, approval, etc.). Additional blocks can be copied and pasted on the page. If they do not fit all in one page vertically, consider using two columns. Select the text right below the Signatures heading down to the end of the page and then, use the Columns button, in the Page Setup group of the Page Layout tab of the ribbon. This page is also the only one subsection of either the presentation letter or, if the latter is deleted, of the inside cover. Note: In regions where disclaimers must be included, they should appear right below the signatures.

Production Team Optional. Mostly used to draft a list of people involved in the project.

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TABLE OF CONTENTS AND OTHER TABLES

This section contains two parts: the regular table of contents and the additional tables that display lists such as tables, images and appendices. Additional tables update automatically according to the heading and caption styles used in the document. Additional tables only apply to original contents: if you use tables, maps or images printed from another document, you must reference them manually (below their respective tables). The styles used in these tables are Table of Figures, TOC 7 and TOC 8. Table of contents and other tables can be spread over several pages. However, it is possible that just a few lines overflow to the next page and such cases should be corrected. It is alright to decrease spacing of a few points before and after the paragraphs in TOC styles or to reduce top margin size but the Table of Content heading should never be higher than the left shape. Tables other than the main Table of Contents will update automatically, as long as the caption for tables, figures and maps were done properly. You can also place each table on a separate page. To do so, modify the paragraph parameters for so they start Heading 6 on a new page – See Paragraph dialog to the left.

Tick

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APPENDICES The appendices placed at the end of the template are actually dividers. The titles consist of numbered lists (styles List Number2 and List Number 3) so their numbering is automatic. This unusual structure is required for automatic update of the list of appendices after the Table of Contents. To place one or several pages between these dividers – to insert text, for example – click at the end of the title and insert a page break (not a section break). In double-sided document, you must insert two page breaks so the back of your divider remains blank. Each divider must be preceded by a section break. In fact, in the Appendices, the first page of each section is different from the other pages in that section, to display the backdrop shape only on dividers. To ease the process of inserting a new divider, special buttons were added to your Template ribbon. You must use these buttons to add a new appendix. Place cursor at the end of the page on a divider and then click on either of the Add appendix divider. This feature will create the new page and format its title. To delete an appendix divider, select the page, including the section break preceding it, and delete. IMPORTANT: DO NOT delete the Appendix A. It will damage the page set-up, headers and footers in the whole document. Note: Inserting a sub-divider will usually insert a blank page before it so it does not print on the back of the upper-level divider. It can be removed manually if you’re printing single- sided.

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Front cover Back cover PRE-PRINTED WINDOWED COVERS The file for this document is not available since these covers must be ordered from your local office supply service.

FEATURES These covers are pre-printed on glossy cover stock. The front page has a window cut-out on the inside cover where project title, number and phase are located, as shown opposite.

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REPORT COVER TEMPLATE Front cover Alternate front cover Back cover This cover is made using the Report Cover template, 1 2 4 3 which contains two pages: the front and back covers. Both pages must be printed on card stock (at least 220 g/m²). It is also possible to laminate these pages for hardness and for a more professional look, but this option is no longer recommended for sustainability reasons. It is best to use better quality coated paper.

ALTERNATE FRONT COVER If you do not have a picture for your project, you can remove the whole table row that contains the image and place a Corporate Red border between the two remaining rows.

EDITING COVER Only the front page needs editing. And if you are using the cover included in the main report template, it is done using the Document Details tool. Otherwise, simply enter the following information: 1 Report number. It may be the project or client reference number. Alternately, it can be used for

the client’s name. 2 Document title. It can be the name of the project or the title of the report. 3 Phase or sub-title. Optional. It may either be the phase (as a progression report) or simply a subtitle for the project. Remove the line if it has no use. 4 Month and year. Date of submittal for the report.

TEMPLATE TOOLS Click on a toolbar button on the illustration to the left to jump to its definition.

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REPORTS Front cover Inside cover 11" X 17" OR A3 FORMAT

In certain cases, reports can be produced in 11" x 17" or A3 format (landscape orientation), either at the client's request or based on the project manager's decision.

DOCUMENT LAYOUT The graphic design aspects of certain pages (e.g. title page, cover page and dividers) have been adapted while the rest of the document is arranged in a two- column layout for ease of reading. Like regular reports, there is always the possibility of using an Intro pages Table of contents image rather than a geometric shape on the cover page. The cover letter was omitted because it should always be printed in LetterUS or A4 format. Please use the letterhead template. If you do not have a picture for your project, you can remove the image and stretch the blue rectangular shape down to the bottom of the page.

TOOLBAR This template contains the same tools (with a few exceptions) as the standard template. Please read Main Report Template section for more details. Body of the document Appendices The following buttons were deleted from the standard report toolbar since they were no longer of any use given the page format: — Double-sided printing: This option is not available in this template; it is not designed to support this type of printing. — Insert landscape orientation section — Delete letter: This page does not exist in this template.

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Proposal SERVICE PROPOSAL / BID Templates

DOCUMENTS There are several parts to a proposal, each done in a different template: — Service proposal or bid Front cover (two options) and back cover — Cover — Service offer dividers — Appendix dividers There are two options for assembling a paper proposal: — Presentation in a binder that does not require cardstock — Presentation in coil or plastic ring binding (comb)

Dividers Appendix dividers

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MAIN PROPOSAL TEMPLATE

This template contains the following components: Front cover Inside cover Letterhead — Front cover (optional, identical to the front cover in the proposal cover template) — Inside cover page — Presentation/introduction letter (optional) — Quality management page (optional, no shown) — Table of contents — Body of the document, with its various sections, based on the client's requirements In some regions, layout and organization of sections may be different from the illustrations to the left. Cover page and letter of presentation are only kept when the proposal is produced in .pdf format. Cover and letter templates are available in separate files to facilitate printing on different paper. See their respective sections for further details.

Table of contents Document contents Project datasheet

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TEMPLATE TOOLS Click on a tab button on the illustration on the left to jump to its description.

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FRONT COVER 1 Most of the information on cover page is inserted by the Document Details feature. Please see section about this page.

INSIDE COVER Like the front cover, most of the information on cover page is inserted by the Document Details feature. Both in the front and inside cover, it may occur 2 that long titles will cause the page to overflow. If that is that case, you can reduce the size of the 3 fonts until the text fits. PRESENTATION LETTER Most regions include, in their proposals, a presentation or an introduction letter. Please refer to the section on Letterhead templates for further details.

4 5 6

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QUALITY MANAGEMENT / REVISION HISTORY PAGE Many units or regions will include a quality management page to display a control list of people involved in the creation of the proposal at different levels of the process. This page is usually removed before the document is sent to the client. To do so, select it from the top down to the end, including the section break marker, and delete it.

TABLE OF CONTENTS The tables are managed automatically, taking into account the title styles used in the document. Table of Contents can spread over several pages. However, it is possible that just a few lines overflow to the next page and such cases should be corrected. It is alright to decrease spacing of a few points before and after the paragraphs in the TOC styles. As a last resort, reduce font size for each of these styles. Never reduce upper and lower margins of this section. Since these pages are not generally counted, the fact that the Table of Contents takes an extra page has practically no effect on the page limit sometimes imposed by the client. The list of appendices has to be done manually because they are not part of the document. Important: To use less space, headings above level 1 are listed in lowercase, even though they appear in uppercase inside the body of the document. Make sure you type your headings as you would if they were lowercase. Tip: To prevent such errors, activate the Navigation Pane (checkbox under the ribbon View tab). All headings will appear in lower case as they were typed. Spell check can also detect errors in words spelled like this: Example.

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PROJECT SHEETS / DATASHEETS The proposal templates include a table used as a frame for project datasheets. The table cell can be stretched or narrowed to enable different formats of pictures. If no photo is available for the project, copy the contents of the first row and move it into the left cell to replace the photo. Then remove the first row. Note that if a project is worth appearing in a proposal, it is also worth having a photo for it. Bottom border should be raised up as much as possible so that project description is closer to its subject (as shown in bottom left illustration). Tip: We recommend not deleting the datasheet sample frame from your document until you are certain you will not be adding new projects.

Editing projects The datasheets are designed to be compatible with the project datasheets styles created from corporate templates. You cannot, however, simply copy the complete content of a datasheet and paste it all at once into the proposal. You have to copy the following sections separately: — Project title: paste using destination styles. — Photo: delete the photo, paste the new one into the table cell and then resize it so the width of the image matches the width of the cell. — Characteristics (location, client, cost, etc.): copy the text on the line below the word "LOCATION" to the end of the cell and paste it in the same location in the proposal file (see selection in image to the left). — Descriptive text: copy what is under the table and paste it using destination styles.

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Inserting new datasheets

1 2 3 The datasheets can be quickly reproduced as follows: 1 Select entire table by sliding the mouse over all cells or by clicking inside table and clicking Table tools>Layout>Select>Select table. 2 Extend selection by holding down Shift and clicking at the end of the datasheet. 3 Copy (CTRL-C). 4 Place cursor in the desired position. 5 Paste (CTRL-V) using Keep source formatting.

Multiple projects on one page By default, each new project begins on a new page. You can, however, place more than one on a single page (see procedure opposite): 1 Select first line of the table (project title). 2 Open the paragraph setting window using the Paragraph button on your Template ribbon. 3 Uncheck Page break before in Line and page breaks tab. 4 4 The datasheet should move to the previous page, provided there is enough space for it.

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PROJECT TABLES Another option, when there is less space in a proposal, is to use the sample project table included in the proposal template. This table is used when images are not required and a brief description is enough. You can also delete the features and put an image in the cell. In this case, the description text should make up for the omission of the features. If you use this option, you should also make sure that the images are the same size, for a more aesthetic look. The cell shading behind the images should also be removed.

ORGANIZATIONAL CHARTS Although organizational charts can be created directly in Word using forms, tables or, better yet, SmartArt objects, it is far better to use tools such as Adobe InDesign, Adobe Photoshop or Visio and to export the chart as an image, preferably .jpg because Word is more compatible with RVB mode. Samples of templates will for organizational charts will be made available soon.

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PROPOSAL COVER TEMPLATE Front cover layout 1 Front cover layout 2 Back cover The Proposal Cover template contains two pages: the 2 3 1 4 front and back covers that must be printed on card 5 6 stock (at least 220 g/m²). You can also laminate them for hardness and for a more professional look, but this option is no longer recommended for sustainability reasons. It is best to use better quality coated paper.

ALTERNATE FRONT COVER If you do not have a picture for your project, you can remove the whole table row that contains the image and place a Corporate Red border between the two remaining rows.

EDITING COVER Only the front page needs editing. And if you are using the cover included in the main proposal template, it is done using the Document Details tool. Otherwise, simply enter the following information: 1 Title and sub-title of the document. This could be the project name. 2 Number of the request for proposals. This is generally the client reference number. 3 Logo. To replace logo, double-click in header and right-click the logo. Select Change picture and navigate to the new logo, select it and click Insert. 4 Address. Enter address of bidding office. 5 Information Classification. In service proposals, this is used to identify a document as Original or as Copy in printed documents. 6 Boilerplate. The numbers expressed in the text need to be updated to reflect company expansion.

TEMPLATE TOOLS Click on a toolbar button on the illustration to the left to jump to its definition.

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DIVIDER TEMPLATE

TEMPLATE TOOLS Click on a toolbar button on the illustration to the left to jump to its definition.

Insert Divider This feature inserts a new divider page right after the page on which your cursor is currently placed. The numbering fields are automatically updated. It is not possible to insert a divider before the first page.

Delete Divider This feature allows you to delete the page on Numbering Style dialog which the cursor is placed. The numbering fields are automatically updated. It is not possible to delete the only remaining page.

Numbering Style Use this feature to chose between three different numbering styles for the dividers: Letters (A, B, C, …), Arabic numerals (1, 2, 3, …) or Roman numerals (I, II, III, …). A dialog window (see picture to the left) allows you to choose the style.

Same/different Pictures By default, dividers show the same image, and once you change it, all dividers will be changed. But if you have enough images, you might want to change the appearance of each divider.

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APPENDIX DIVIDER TEMPLATE

TEMPLATE TOOLS Click on a toolbar button on the illustration to the left

to jump to its definition.

Delete Divider This button opens a dialog box (as shown to the left) where you can enter the number of the page to be deleted. The numbering fields are automatically updated. It is not possible to delete the only remaining page.

Numbering Style Use this feature to switch between three different numbering styles for the appendix Numbering Style dividers: Letters (A, B, C, ...), Arabic dialog numerals (1, 2, 3, ...) and Roman numerals (I, II, III, ...). Furthermore, it automatically translates the word Appendix to the document language, if necessary. Never try to change this text manually. The titles are a numbered list (List Number 2 style) to which a prefix and a hard return have been added and numbering is automatic.

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DESCRIPTION OF Common Tools

USER GUIDE This opens the latest version of this guide on the Intranet for quick reference. Depending on your regional security settings, a window may appear with a warning that you are about to access internet. Click OK to confirm. PROOFING LANGUAGE Language When text is pasted from another document, Word keeps the language of the source status document, e.g. if the source document was written in English (U.S.), the pasted text will keep this property. This cannot be solved by Language Auto-detect. Note: For uniformity, English (Canada) is used in the global templates and in regions where English is not an official language. In other regions, like UK, US and Australia, region-specific English is used. Transfer of language properties while pasting text is a software limitation. To solve this, select the text and click Proofing Language. Important: If no text is selected, no changes will occur.

INFORMATION CLASSIFICATION By clicking on this button, information classification (FOR INTERNAL USE, PUBLIC, CONFIDENTIAL, HIGHLY CONFIDENTIAL, ORIGINAL or COPY) can be selected and inserted. Optionally, information can be entered manually (such as REGISTERED, URGENT, or delivery mode) in the dialog box.

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PASTE AND KEEP TEXT ONLY — Used mainly when copy/pasting text from fields such as those used in some header fields. — Using this button to paste will remove any formatting from the original text and paste the text only.

PASTE AND USE DESTINATION STYLES — Use to copy/paste text from another document. — The pasted text will take on the style of the text in the new location. It is recommended that you use these special paste buttons when transferring text from another document. Using default ‘Paste’ (or CTRL-V) may bring in Styles from the source document that could interfere with new document formatting.

DOUBLE-SIDED PRINTING This feature allows easy changing of the document layout from one-sided printing to double-sided and vice-versa. When you click this button, a dialog box tells you the current print setting and allows you to keep or change it. Button will When you choose double-sided printing, various parts of your documents, such as headers and footers, will be mirrored. That means, for example, that page numbers will be in the outside margin of each page, as shown opposite. Note: This setting may sometimes cause problems in landscape sections. This is due to an incompatibility between MS Word and some printer drivers. If this kind of conflict occurs, we recommend converting the Word file to .pdf format before printing it.

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INSERT MENU Landscape section This dropdown menu allows the insertion of different pages in the document:

Landscape Section

You have two options to insert a page with a landscape orientation: either in regular (LetterUS or A4) format or in enlarged (tabloid or A3) format. Make sure to place the cursor at the beginning of a preferably empty line before using this feature because the page will be inserted where the cursor is located. This feature manages sections breaks, layout in headers and footers, and page numbering. If you need to delete such a section, select the section breaks preceding AND following that section before you do. Activating the formatting marks is recommended. And for more safety, checking the page numbering after deletion would also be a good idea.

Appendix Dividers and Sub-Dividers Divider Sub-divider These two features can quickly and safely add dividers pages in the appendix section. Inserting such pages manually may be complicated due to the section management and the particularity of the styles involved, so it is better to make the macros to do it for you. You can remove all the added pages by selecting a page including the section or page break preceding it. BUT do not attempt to delete the first divider page (Appendix A) because you might damage all headers and footers in the process. Do not print last page if you don’t need it or, if it applies, remove it from the pdf file.

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DELETE MENU This dropdown menu allows the deletion of specific pages without the risk of damaging the document because of the section breaks they contain. Note: Once deleted, you cannot get the pages back.

TABLE OF CONTENTS This feature has four purposes:

1 It adjusts table parameters so that it matches regional settings. 2 It repairs the main table of contents if some levels have disappeared from it. 3 It allows setting up the amount of headings sub- levels included in the TOC. Numbers ranging from 1 to 4 are accepted. Any other input will be considered invalid and the process will be aborted.

Clicking OK in the dialog will replace the table

with a new one with all desired headings. 4 It refreshes all tables in a single click. Note: This does not address display problems when heading styles have been used in wrong places.

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CHAPTERS ON ODD PAGE This button lets you specify whether or not chapters will begin on an odd page – in

other words, whether, in a double-sided document, the chapters begin on the right- hand page. When you click this button, a dialog box tells you the current setting and allows you to keep it or change it. This setting is important if you are planning to use dividers between each chapter. When the document is printed, a blank page is inserted just before the beginning of the chapter, if necessary. Note that if the button already appears in darker grey, it means the document is already set to have chapters starting on odd pages. Note: In this setting, added pages are counted. This means that you cannot manually change the numbering of a right- hand page to an even number. You must take this into account if your proposal has a maximum allowable number of pages.

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PARAGRAPH This is not an exclusive feature but simply a Word command placed on the Template ribbon to make it easier to use without having to switch to another ribbon tab. (see dialog opposite)

COMPRESS TEXT This button is used to gradually change the vertical and horizontal space occupied by selected text. The feature only affects selected text. It is preferable to use this feature on text that is uniformly formatted. For example, select multiple Body text style paragraphs and bulleted lists and click Compress Text button. The feature gives best results when selected text is set to its default format. It is a good idea to hit CTRL-Space after selecting text and before clicking this button. The first three clicks gradually reduce the space between lines and the next three gradually reduce the horizontal spacing between characters. Further reduction may compromise legibility.

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