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Create a receipt template for Facilities

hi and in today's video i'm going to show you how to create this business receipt in word so the first thing i'm going to do is just open a new document and the way in which we're going to do this and keep everything as neat as possible is into a table so we'll go up to insert table click on the drop down go down to insert table and i'm going to select 5 columns and 33 rows and click ok now you can see my rows are very narrow at the moment so i'm just going to select my table either by clicking on this square at the top left here or by just clicking and dragging across my entire table then i'm going to go to layout and along to height and in the height i'm going to select naught point seven and press enter maybe i'll raise that to 0.8 um 0.75 0.74 okay so everything at the moment is positioned at the top of my cells to the left and as you can see the shading is up towards the top of my cells but for the majority of what we're going to do today i would like the text in the center but over to the left so again make sure the whole of the table is selected go to layout and along to this section here now you can select any of these and this shows you where your text will lie in each of your cells i'm going to select this one here align to center left so when i type everything will be in the center left of my cells now at the moment we've got lots and lots of borderlines all the way around every single cell which if we look at our original you can see that actually we've only got a few of those border lines so we need to take them out so once again select the table go to table design go along to this borders section here and click on this icon here on the drop down and we're going to go all the way down to no borders now once i've taken out the borders you can see everything vanishes and it's going to be really hard to work where i can't see where all the cells are so in order to see the cells if you go up to borders here click on the drop down and go down to view grid lines and click now you'll see that there's some gray dotted lines around each of the cell borders this means that although you can see where the cells are if you were to print this out or save it as a pdf you wouldn't be able to see these grid lines these are just guides for you so what we can do is manipulate this table and then come back at the end and then put all the grid lines in that we choose or all the borderlines now in order to move these lines so that we can enter all the different data all you need to do is simply hover your cursor over the line that you want to move click and then just drag it and that will move those lines now you can see it moves the entire line all the way down this table if you only want to move an individual line let's just say this one here select the two cells either side of it click in the middle wait till the cursor changes and then you can just move that one line because you've selected those cells once again that you can do that with several cells again select them and then you can just move this line in the middle here so it's really versatile in addition to that you can merge the cells so if you want all of these cells here to be one cell just select them all go to layout and go along to merge cells here and just click and as you can see that will take those cells and merge them into one cell if you want to go back just press command or control z so those are a few of the basic instructions so if we switch the grid lines on for this particular design let's just go across to borders and put the grid lines in so now you can see where all the grid lines are for this particular table so we've merged many of the cells at the top here so what i'm going to do is go back to this one and i'm going to merge all of these cells here so select them all go up to layout merge cells along to here layout merge cells and then all you'll need to do in these cells is just enter your own personal details so here we've got the company name so it'll be your company name your details such as address email addresses websites phone numbers and also the date so i'm just going to select all of this data i'm going to copy it command or control c go back to my document and just paste that in now if you press enter here you can extend those rows but it will have a knock-on effect to your next page now if that happens you can delete cells at the bottom here so you can just grab this row here just press delete on your keyboard and it will say shift cells left just click ok and it will take that line of cells off at the bottom there now again i can move this line in the center so if i just select these two cells wait till my cursor changes and i can just move this line over and then all i need to do again is grab my logo copy it and just go to this and paste it again this will be your own logo if you place your logo into your document usually you'll go to insert picture picture from file then select your picture from your folders if you bring it into word and you can't move it around all you need to do is select it right click on it go down to wrap text and then simply select in front of text and that will allow you to move your icon or your logo anywhere on your page now don't forget at any point you can just simply select your table go to table design go to borders and you can just switch off grid lines and then you can just have a look and see how you're getting on and whether you like the design go straight back up to borders and just click view gridlines and they'll switch back on next thing to do is to just go to this build section here we've got one two three four columns but we've also got two rows here so we're going to do four by two so going back to my document so we're going to merge these two cells here layout merge cells and then we're going to select four of these rows again layout merge cells this column here can be completely merged layout merge cells and then once again we'll merge these four cells here and then all i'm going to do is select these two cells i'm just going to move this column over a bit then i'm going to select all of these and just merge them and once again just select these series of cells and just move this line over here again i'm just going to enter in all the details so select it all copy and paste once all your information's in once again you can go ahead and you can simply manipulate this if you want to okay so then we've got a deeper cell here so there's about three rows here incorporated with this receipt element here so go back to the document we'll select three rows and merge them together layout merge and then again we'll grab this text whoops now this is just ordinary text and we just increased the size of it and turned it bold if you want to change the color of your text just select it go to the home tab go along to this icon here click on the drop down and then you can just select from any of these colors or you can go to more colors and select another variety of colors from the color wheel next we're going to go down to this section here which is obviously where you put all of your details so for this one i've got 10 rows so i'm going to go back to my document and one two three four five six seven eight nine ten now for these i am going to put the border lines in straight away just to give me a better guide of separating them out from the rest of the details so i've selected my ten rows go up to table design along to borders click on the drop down and select all borders and that will just put those border lines in there for me next we're going to enter description quantity unit price and total so you can see here we've only got four columns and on here we've got five columns so all we need to do for this section is select it go up to table layout go to split cells which seems odd because we're not actually going to split them we've got 10 rows which we want to keep but we only want four columns so we just select four click ok and word will transform those five columns into four now the last column we want to line up with this line here because obviously want to continue that line across there so all we'll do is just select these set of cells and then just move that line over there then again we can move these lines over because these are just going to have numbers in and then we'll just put in description now for this we're going to customize it we're going to select them all go to the home tab go to the bucket icon here click on the drop down and select from any color i've selected a recent color here then i want to change my font to white so i'm going to go to font color here and change it to white but i'm also going to center all of my text in my cells so i just click center text next section now is the comment section here so we're going to miss out a row and then we're going to put comments in so let's miss out this row here and then merge these two cells together layout merge cells and just type comments the next part is we're going to make these two columns here so go back we're just going to select all these cells here we're going to leave the row at the bottom but again we're going to move this over for the numbers then just select this column here and merge it layout merge cells select this column here layout merge cells and then all we're going to do is type 1 enter 2 enter enter and then let's go and grab this text so this will be any instruction you have for your clients the way you want the payments etc so these numbers don't quite correlate with this text here so i'm going to select all of this go to layout go to top left and then again select all of this go to layout top left and then they should all correlate quite nicely uh the reason they don't is because i have reduced the size of this font so i'm going to reduce the size of this font here so select it go to the home tab i'm going to go to this reduce font size tool here i think it was size 10 let's just check yep size 10 and then just move this three down by clicking enter and now all of those numbers correlate now what i can do is move those numbers over to the right if i want to let's see how that looks go to layout sorry top right just turn the border lines off all the guidelines off just have a look at that no i think i'm going to move them back over so just press command or control z and once again and they'll go back to their original position what i can do is just select these two cells and actually just move this line over so that the text is a little closer to the numbers once again i'm going to select this comment section here and we're just going to put in a color and change the font to white so select the cell go to the home tab select the bucket icon you can just click on it now if it's the color you've chosen and again it's white on the font color so you can just click that and it will turn to white the next thing we're going to do is create this section here so this is now only two columns so again we're going to go back select this section here go back up to layout split cells keep our nine rows but we just want three sorry two columns click okay okay let's try another way let's try this section here split cells nine rows one column click ok there we go that's worked then we're going to just select that section again and we're going to move this line over to here and then we can enter all the details down here so if we go back to the original we can simply select all of this text here press copy command or control c just click at the top here command or control v now sometimes it will paste beautifully other times it won't if it doesn't just select the text click and drag it across and you can move that across now i'm going to move all this text over to the right so select it all go up to layout and then i'm going to center right along the bottom here i'm going to merge this row so just select it all layout merge cells and just type thank you for your business and then again select all of that to center it layout center text i'm going to go to the home tab and just increase the size of that and just turn it to bold and then i'm going to actually merge these two cells here just to make that amount pain sort of final figure a little bit bigger so we're just going to merge these two layout merge cells and again these two i'm going to merge layout merge cells and then if you want to you can change the color of this cell to stand out a little more before we do that though let's go to table design and then let's just take off the grid lines and see how that looks now the only difference between that and the original is that we've just got a couple of lines in there let's just select the table and take out those grid lines so we've just got these two lines here which we're going to put in so we go to this cell here go to borders view grid lines and then click on the border again make sure that your cursor has clicked on the cell here and then we want to insert the bottom border so let's just click bottom border you can see it's coming there and then once again on this one we want that bottom border which is already selected here so just click on it now you can see these border lines aren't the same so again you can just click on these set of cells here and move this line so you can do this by eye or if you select these two cells and go to layout you can see the width here is 5.51 so if you want them exactly the same click on it and then you can just move this to 5.51 let's just delete that press enter and then you can just move this line into the side here and now these two set of cells are exactly the same width now we want to put these border lines in here and just this text so let's just copy the text and then paste the text now something funny has gone on here so if we select this text move it across so i've selected top and bottom of this cell here and then press delete on your keyboard shift cells less click ok and it will get rid of that cell there let's just select these go to table design go to borders click on the drop down and select all borders and now you can see we've now got all of those borders around there let's go to borders again and just switch off the grid lines and then you can review your receipt so i need to move this number three up because it's not in line with the first line of this section here and i think i'm really happy with how that's turned out so the reason i've done this in a table is because you can see how flexible it is it keeps everything in line you can move all the lines you can adjust it you can merge them you can split them and it's actually really versatile once you've created this you can then save it as a template let me just move this text over here let's just go to layout move it that way there we go so you can now save this as a template if you go to file save as template now when you save it you have to make sure first of all it's in templates second of all it's saving as a microsoft word template that will ensure that then it's embedded into your software so when you open a file in word you'll have your templates and i'll show you that now so let's just type receipt and then click save so what will happen then is if i just close all of this down and then just then just open a word document you can see that if you go to new you've got personal which means all of your personal templates and office templates these are all the ones that just come with the software and you can see here i've got something called receipt which i've saved and this is now a template so i can now click on this click create so as you can see word has now opened this as document 3 and you can go ahead now and make as many changes as you like put in all of your details and when you go to save let's just click save it would automatically ask you to save this as a completely different document so that will mean that you'll create a new document but your template will always remain in your software so i hope that's helped you today if it has please subscribe and have a great day you