How to Create a Personal Letterhead in Microsoft Word

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How to Create a Personal Letterhead in Microsoft Word

You can create your own letterhead template in Word so that it is easier for you to write and format letters. Techspirited will tell you how to create a personal letterhead in Microsoft Word and provide you with some samples.

Important Tips

  • Do not go overboard with the design; keep it simple.
  • Never forget the margins; it makes the layout seem unprofessional.
  • Avoid using funky colors, unless it is for some colorful business―flower arrangements, bakery, book clubs, etc.

A letterhead is nothing but the heading on the top of letter paper. This is what distinguishes it from regular letters. It is unique to a person / firm / organization / business . The term ‘letterhead’ is used to address such a letter as a whole. Often, while writing business letters, the first page is the letterhead and the other pages are regular. These letterheads can be created using different software, but you have the option of simplifying the complexities of using them by means of Microsoft Word. You would be amazed at how easily you can create your own templates, even modify existing ones. Proceed to the paragraphs below, which enlist the procedure of how to create a personal letterhead template in Microsoft Word.

A Background

  • A letterhead, as mentioned before, is a heading on the top of the sheet.
  • It normally contains the company/firm/business name.
  • Most of the time, the related logo or some other symbol is also printed. That is when people will know that the letter belongs to that organization, and it is what creates your identity in the corporate world.
  • Generally, their dimensions remain almost the same for most enterprises; they change as per the country, though. For example, the regular letterhead size for the United States of America is 8.5 X 11 inches.
  • Letterheads are usually manufactured by letterpress methods. Of late though, many design software have come up to incorporate a variety of logo designs and other elements to distinguish the letterhead from the more common ones in the market.
  • You can create one for yourself using Word. A couple of methods are given below.

Methods to Create a Personal Letterhead in Word

Header and Footer Options

  • One of the most primary and simple methods of creating a personal business letterhead template is to use the header and footer features of Word.
  • Decide on the layout first. May be you could even draw the same on a sheet of paper so that you have a clear idea about what is to be done.
  • Decide the margins―go to the Page Setup option and adjust the margins.
  • Next, go to the View tab and click on Header and Footer. A dialog box opens.
  • On this dialog box, go to the Format tab and click on Tabs. Then, click on Clear All and then on OK.
  • The header and footer will have appeared by now on your page. You can directly click on the location of the header and change the text.
  • Write your company name or your name, address, phone number, fax―whatever important information that needs to be there on the letterhead.
  • Press the ‘Enter’ key after typing, and you will have your data on the header. Click on the same tab if you want to make any changes.
  • You can beautify your text by using the Font option under the Formatting tab.
  • Display the page number in the footer area by using the Page Number option. You may even display a tag line.
  • Add a logo in the header area. It would be preferable to add it to the right of the page.
  • You would be having your logo prepared and ready If not, you can get one created from a professional. Click on Insert, then Picture, and then From File.
  • Select your logo and press ‘Enter’.
  • You need to adjust the logo. You may want yo resize it, shift it, even modify it. You can do all that in the header area.
  • You can right-click on the logo and go to the Format Picture option. All the same, if your logo is designed the way you want it to be, just adjust the position and let go of the designing part.
  • You may even add other elements to the letterhead. Perhaps a horizontal line, or a circle, or a pie chart, etc. Go to the Shapes option and select the shapes.
  • Click on ‘Esc’. The editing mode of the header area will now close.
  • Visualize the letterhead carefully and check if you have missed anything. Next, click on Save As, and save the letterhead with a .dot extension in the ‘Templates’ section. Your letterhead template is now ready.

Customized Templates

  • Customized templates are the ones that already exist in the ‘Templates’ folder in Word.
  • Open the Word document, go to the ‘Templates’ folder, and select the option, ‘Letterheads’.
  • Choose from a number of templates. Select one and it will appear on your sheet.
  • You will find that you can edit these templates there itself, i.e., the Header and Footer option is already present.
  • Click on the template inserted, and update the information you want.
  • These customized templates do not have the company logo, so you have to insert your logo using the same procedure as described in the previous option.
  • Click on ‘Esc’ and preview the letterhead.
  • Save the letterhead as a template using the .dot extension.

The Import Option

  • This option is not used very often; it is used when you have come across a ready-made letterhead and want to save it as a template.
  • First, you need to open the letterhead file, i.e., the program with which you have created the letterhead. It may be Photoshop, CorelDraw, or Illustrator.
  • Next, you have to export the file as a ‘PNG’ file. Click on File, then Export, and then PNG.
  • Depending upon your software, the location of these options may change. Another point is that while exporting, make sure the file is of a high resolution, as Word tends to compress such images. The resolution must be at least 300 ppi.
  • Now, open your Microsoft Word document. Open a new blank sheet, and adjust the margins, similar to how it is done in the previous method. Also, set the Non-printable Areas to ‘User Defined’.
  • Again, use the Header and Footer options and add the text you want.
  • Next, insert the template you want, using the same method as described earlier. Use Insert, Picture, From File. Your picture will be inserted in the ‘Header and Footer’ area.
  • Click on Format Picture and adjust the height and width.
  • Then, click on the Layout tab and choose the ‘Behind the text’ option. This is done so that your text appears in front of the design you have selected.
  • Set the ‘Horizontal’ and ‘Vertical’ to Page.
  • Then, click on ‘OK’ and then press ‘Esc’; you will find the template you want. The design will be incorporated along with the necessary text, and it will get repeated on the subsequent pages; the area will be editable to write a letter.
  • Save it in the ‘Templates’ folder with the .dot extension.

Sample Templates

Template I:

         Company Name
Address, Phone/Fax, Website

    Tag Line/ Page Number

Template II :

        Company Name
Address, Phone/Fax, Website

     Tag line/Page Number

Template III:

               Company Name
         Address, Phone /Fax, Website

            Tag line/Page Number

Template IV

                            Company Name
   Address, Phone/Fax, Website

        Tag line/Page Number

Template V

Company Name
Address, Phone/Fax, Website

  Tag line/Page Number

You can certainly use other attractive software to create your template. However, using Word is a simple, hassle-free option, and will save you the trouble of learning the components of the other software. Moreover, Word is more user-friendly and certainly encompasses sufficient features for you to create decent, corporate letterhead templates.

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