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How do I indent when I'm using a Word agenda or report template?
Because they use tables to contain the text, hitting the tab key as I usually do just takes the cursor to the next cell.
| Either (a) hold down Control while you hit the tab key, or (b) In the View menu go to Toolbars and check Formatting – you can then indent table text by using the Increase Indent right arrow button on that toolbar. |
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If the addressee of a letter has a particularly long address, the bottom line of it disappears as I add an extra line. What's the solution?
| You can avoid the end of a long address scrolling out of sight by clicking on the grey marker that appears in the left hand ruler next to the "date" line, and dragging that down a bit to make room for the extra address line above it (In the View menu Ruler has to be selected so that you see the rulers on screen). Of course you'll need to check that the whole address will still show in the envelope window as the letter is folded. |
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When I print a letter using the Word template, the Office Of The Vice-Chancellor sample header prints out too. What's wrong?
| "Print Hidden Text" has been turned on in Word on your computer. In the Word menu, go to Preferences, select Print and uncheck the Hidden Text box. |
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How do we arrange our departmental name at the top of our letterhead?
| The vertical arrangement of the majority of departments' names has been decided in line with the preferences expressed by heads of department. In those cases where departments did not express a preference we have devised vertical layouts that we think are logical and that fit with the visual identity guidelines. The University Print Service holds a list of all these arrangements. |
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Do you have an example of a letter on University headed paper?
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Do we have to use the letterhead Word template?
| Yes. The template is designed specially for use with the letterhead. |
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How do I make Blake the default font in Word on my PC?
Open a document in Word. From the menu bar select 'Format', 'Font'. Select 'TUOS Blake' from the drop down list of fonts. Then select 'regular' and font size '11'.
Click on the 'default' button in the bottom left corner. It will ask you if you want to change the default font. Click on 'yes'. |
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Stephenson and Blake - which font should I use for headings, which for the main body of the text in word processed documents?
| There is no hard and fast rule, but in the majority of University printed publications we use Stephenson for headings and Blake for body text. |
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Why do the fonts look strange on my PC screen?
You probably don't have the 'font smoothing' setting enabled, so you need to do the following:
1. Click on the Start button
2. Control panel
3. Display
4. Appearance
5. Effects
6. Make sure the 'smooth edges of fonts' box is checked.
Change the setting from Standard to Clear Type.
Select OK to save. |
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I haven't been able to get the new fonts to work on my computer. What do I do about using the letter template?
| Contact us by email at sram@sheffield.ac.uk . We'll most probably have the solution, but if it isn't possible to solve your font problem immediately we can advise on how to use the template so that you can still write letters in the meantime, while we get it sorted out. |
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Can we customise the letterhead template?
| Yes, you can use the 'save as' command in Word to save as a template in a shared folder a version that already includes your department's standard address details etc. That way everyone in your department who writes letters can simply open this and add in the main body of the letter. |
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Can we change the design or layout of the stationery?
| No. There should be scope to cope with all reasonable departmental needs within the stationery and template designs, which were only finalised after detailed consultation with users across the University. |
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Can we have blank letterheads or compliments slips?
| No. They must include a printed departmental, divisional or section heading. This consistent representation of names of is a vital part of the University's visual identity. |
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Can we order black and white artwork to print letterheads on our own laser printer?
No. A letter laser printed onto copier paper does a real disservice to the University's status and reputation, and is a discourtesy to the recipient.
The first page of a letter should always be laser printed onto the University's official printed letterhead, and subsequent pages should use continuation paper of the same quality, which can also be ordered from the University Print Service. |
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Why are the numbers smaller than the letters in the postcode and telephone numbers on compliments slips and why don't they line up?
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We are a section within a department, how does that appear on our stationery?
| Generally speaking the name of the department should appear at the top of the printed letterhead, and the name of the section should appear as the first line within the address field. However, if it’s clear that the name of the section will be much more meaningful to the recipients of most of your letters than the name of the department, you can elect to put the section name at the top and the department name in the address field, subject to the approval of your Head of Department. This will, for example, apply to some research centres. |
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Can we adapt the content of the address field in Word template to suit our requirements, e.g. do we have to put HOD on?
| Yes, certainly. The name at the start of this field is optional so if your department prefers not to include one at all, that's fine. If you include a name, the one you include doesn't have to be the HoD. For example, if as above the section name appears at the top of your letterhead, it would be logical to include the name of the section head instead of the HoD. If there's a really good reason for doing so you could include both, but we advise against this in most cases because it makes the address field unnecessarily long. |
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Where can we put chairs/professors names within the Word template?
| It's almost always preferable to give information about senior staff on your departmental web pages and refer the reader of your letter to the appropriate pages by citing the web address when it's relevant to do so. If, however, for any reason you feel that it's really essential to name all chairs/professors in a letter, you can include the list, arranged in alphabetical order as a continuous block of text, at the end of the main body of the letter, after the signature. |
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Can we personalise the compliments slips?
| If you need to send out large numbers of compliments slips with your name on, you can have it included as the first line within the address space. However, it's not cost-effective to do this unless you really do need large quantities, because it means that one department will need to order several different compliments slips. Also, hand writing your name is a personal touch often appreciated by recipients (just as a real signature on a letter is). |
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Can we remove 'with compliments' from the slip?
| Yes, if this wording takes up space that you routinely need to write in – but of course if you need to write much it’s always better to write a letter instead. |
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Can we leave the phone number blank on our letterheads and compliments slips to fill in the relevant extension number?
| No. If you want to include a direct line extension number it's best to add it below the signature of the sender. This makes it absolutely clear whose number it is and removes the possibility of forgetting to add a number and thus giving no phone number at all. |
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Do I use Shef or Sheffield when quoting web addresses in correspondence?
All web addresses should use www.sheffield.ac.uk. This address makes is absolutely clear whose web address it is.
Note:If you're copying and pasting a www.shef.ac.uk web address from your browser into a letter or email, all you need do is type in the missing five characters. |
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Can we use our departmental logo on stationery?
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Can we use subsidiary logos on stationery and if so how many?
If you want to acknowledge a partnership or research council funding on your letterhead, or include IiP or Queen's Award logos, you can include up to three subsidiary logos. These are always reproduced in grey, at the bottom right of your letterhead.
If you need to acknowledge more than three partners or funders, instead of logos you can include an appropriate line of text at the end of the main body of your letters, after the signature – for example, "Working in partnership with DfES, the Joseph Rowntree Trust and Corus plc. ESRC funded."
For reasons of space subsidiary logos are not included on compliments slips or business cards. The only exceptions are those cases in which including an external funding body's logo on all stationery items is a stated contractual condition of its funding of a post or activity. |
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There's a small dot about a third of the way down the left side of our new letterheads. Why?
| The dot is not a printing fault – it's there for a reason. It shows you where to make the first fold so that the address will display properly in a window envelope. |
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