Discover the Best Transportation Invoice Format in Word for HR

Transportation invoice format in word for HR

hi and in today's Microsoft Word tutorial I'm going to show you how to make this editable form so that you can fully customize it put in all the different information that you need and allows your client or your user to be able to simply go into the form and type the information they need to and then just simply send the file back to you so let's get started so we're going to start with our a4 piece of paper and we're firstly going to adjust the margins of our page currently by default if we go up to the Layout tab you'll find that your margins will be around about two and a half centimetres wide but what we want to do to increase the amount of information we can get on our page then we want to make those margins as small as possible so if we go out to the Layout tab up here go to the margins icon click on the drop-down and I'm going to select narrow and as you can see it just reduces your margins down to just over a centimeter next thing I want to do is add the title so if you just want a simple title in the middle of your document then you can just simply go ahead and put a title in highlight it increase the font by using this icon here you can make it bold and also underline it if you want to put it at the center of your document then just click the center alignment button here and there's your title but for this particular demonstration I'm actually going to put my title on in the textbox that way I can move it around anywhere I want in my form so I'm just going to highlight that and I'm just going to press command or control C to copy it so I can put it straight into a textbox and I'm going to delete it I'm going to go to the insert tab go along to textbox click on the drop down and click draw textbox then I'm just going to simply click and drag my cursors inside my textbox and I'm just going to click command or control V now this is automatically centered the title in my text box but I'm just going to go up to the Home tab click on my title and just left align it and then I'm just going to reduce the size of my text box if I click off you can see I've got a border around my text box which I don't want so if I select my text box click on shape format go to this icon here which is the outline tab click on the drop down and click no outline now I can move my text box anywhere around my document so I'm just going to pop my title up here and then perhaps there's some description or text that you want to put in text books around about here to give the reader some information again I'm going to put that text into a text box because it allows me to move it around the document and I'm just going to select some random text I do this it makes quite a lot of text so I'm just going to extend that out a second and then just get rid of half of that just for demonstration purposes and then again I can move this around anywhere I want to so I'm just gonna get rid a little bit more text and then reduce the size of my text box again if I click off you can see I've got a border select the text box go up to shape format click on the drop down here tip now outline and that way we can just move these around any way we want to just click off that a second we can move these around any way we want to and we can also align them so if we click on this text box we we hold down the command or control key click on this text box around the title and you can see it's highlighted both text boxes if you go up to shape format and then along to this tab here which is a line click on the drop down and click align to left now my more already lined up but if we just move this oops but if I just move this text box and then highlight this text box go to shape format now if I align to left you can see what's happened is that's aligned these two lines here perfectly which means that this set of text and this set of text is lined up the next thing I'm going to do is just add a quick logo so I'm going to go up to the insert tab go to picture picture from file click on my logo and click insert and then now what happens here sometimes is that you'll find that your picture or logo will not be able to move particularly well and will be a bit clunky when you try to move it so all we need to do is to go to the wrap text make sure that your logo is highlighted and you're in the picture format tab go to wrap text click on the drop-down and just click in front of text and you can move this around any way you want to and then you can also use your arrow keys to just move it to exactly where it suits you click off and then you've got your logo here now the next part of this form will be a table if you want somebody to be able to edit this form then you're going to have to select tables because it allows you to control where your user will place the information you want them to fill out so let's go ahead and insert a table and then I can show you exactly what I mean so if you go up to the insert tab go to the table icon click on the drop down and we're just going to select 4x4 tables are really versatile so I can adjust all the widths and the heights and the lengths and the colors of this table to suit my needs at the moment all I'm going to do is I'm going to look at just adjusting this top row here so I just want to make this row a little bit wider so I highlight the row I then go to lay out and then I go down to this icon here that says height and I'm just going to go to this up arrow here and just click until the height of that row suits me and then I want the text of this row to actually line up along the bottom of this cell here so I'm going to go up to these cells here these icons here and I'm just going to hit this bottom left tab here the line to bottom left then if I just type in some text you can just see it's lined up here now I can obviously increase the size of this text if I want to now if I want my user to write in this box here then I'm going to move this line here along to the end of this text so I'm going to highlight these two cells we're going to just select this central icon here central line and I'm just going to move it along to here so when your user comes in to use this form they're not going to try and write the reference in here they will click on this box here and type it along here now if you want your user to type it into the center of this box then all you need to do go up to the Layout tab and then just use one of these icons to highlight where you want the text to lie when your users typing so if we selected this one here it will mean that when your user clicks on here and types the text will be the center left alignment of that cell again if you want the same for this text here then just click this one here and then in this one here we can do the same we can highlight these two and actually go up to this one here I think it looks better in the middle actually and now I originally put it down at the bottom but I think it especially in the middle and then I'm just putting in some random text here it doesn't really mean anything but obviously your specify and customize this form for your needs just make the other case okay now you can move these all of these cells so if you just decided actually the reference number is not going to be that long so let's just move this line here you just need to highlight the cells left and right just click the central line and drag until you're happy and then of course you can give the user more room to type the job application name again I want to move this line so I'm just going to move this line to the left here now of course if you don't want to line in between these two cells then you can just highlight these two cells here go up to table design and then you have to play around with this section here which is the borders you click on the drop-down you can see all of these are ticked because all of the borders are available now if I didn't want this middle one here then I've got to go and uncheck this inside vertical border here so if I uncheck that you can see the line between these two cells has vanished but they are still two cells so if your user clicks here then obviously they will type their job application name there but it means you don't have a line okay and so you want to give somebody the option of ticking a box so this can get a little bit more complicated but it is simple when you know how so the first thing we're going to do is to get rid of three cells and we're going to merge them into one so highlight the three cells go up to layout and then go along to this icon here that says merge cells so now what we're going to do is we're going to introduce some additional boxes into here to allow people to tick those boxes to say where they've heard about the job role but actually looking at it this row here is actually a little bit too small so we're going to increase the height so just going to highlight the two rows go up to layout again along to height and we're just going to increase that height a little bit more and then we'll just select that text we'll go up to this icon here just to align it to the center left again you can of course put this in the middle you can put this text any way you want to whatever suits you it's really up to you so what I'm going to do is just zoom in a little bit and then what we want to do is to put some boxes in here so if you move your cursor down to the bottom of the box just press the return key just to give yourself a little bit of space go up to the insert tab and go along to shapes click on the drop-down and then just click this one here which looks like a square it's called rectangle then click and drag while holding down the shift key to ensure that you get a perfect square now my square is going to be about this big now each of our shapes come as a default with a border and an internal color so I'm going to get rid of the color in the middle and to do that make sure your shape is highlighted go to the shape format go on to shape fill here click on the drop down and click no fill and then for the outside the border I'm going to go along to this icon here click on the drop down and click black when I click off you can now see that I'm left with this perfect square I'm going to make six of these so all I'm going to do is click on the shape take command or control C command or control V three four five six times and then I'm going to simply drag and roughly place them where I want them in my cell because we can use the align tool to line these up shortly so before we line all those up we're just going to get the words in that will go with each box so again I'm going to use the text box because they're brilliant go to the insert tab along to text box click on the drop down draw text box and all I'm going to do is just draw out a simple text box and then I'm just going to select all the different texts that need to go in here and while I do that I'm just going to speed up the video you okay now that I've written all of the different texts that I need in these text boxes I'm just going to get rid of all the borders okay I'm just going to click and just drag them up to where I want them whatever order you want them in again you don't worry I have to have to worry about being too careful at the moment so now what we need to do is align everything so and don't worry about too much about this textbook that's going over the top of here we can sort that out as well now the first thing we're going to do is just line up these squares here so click on the square and just click on the top row ones by holding down the command or control key makes your own shape format go along to the align tab click on the drop-down and we're just going to click distribute horizontally and that's just going to distribute them evenly with equal distance between them then we want to align them to the top so they all line up along the top of the squares again go to alignment and click align to top and those squares are now all lined up again do that with the squares at the bottom align distribute horizontally align align to top and again they're now all perfectly lined up again we'll do exactly the same with the text and all we're going to do with these is align to top and again align to top now in some cases when this happens you may not be happy with where they're lined up which is absolutely fine so for example this see here I would like sort of in the middle of this box here then all I need to do is just click on the text and then use my arrow key and then I can just move this to where I want it I'm just going to move my arrow key to just adjust that slightly now as you can see there the white background of this text box covers up the box so what we're gonna do is get rid of that white background click on the text box up to shape format click shape field click on the drop-down and click no fill and there you've got a completely transparent box again I'm just going to move this newspaper one along slightly so it's sort of in the middle of that box and then again just move this one down a bit you can leave it across but I'm going to align those two in a seconds so don't worry too much about that and then just nudge that up okay so again highlight those text boxes go to the align tab and then we will align to middle okay and now they're all lined up to this middle square here so all the middle squares line up now we want to ensure that they're lined up top and bottom here so you can get them as close as you want to but then if you just highlight the two text boxes you want to line up go to the line tab and we're going to align to left now when you're in the alignment tool just make sure it says align selected objects make sure it's not aligned to the margins or align to the page because it will start aligning over here somewhere so just click align to left and as you can see again these two boxes all these set of boxes here are all lined up again the white background of this text box is over the top of this box here so we just get rid of that shape format oops shape Phil no Phil and again with these two we'll just highlight them these two are quite close to the boxes here so I can just nudge them along they jump around the page just click command or control Z and it will just take you back one step so now I'm going to use the arrow key and just notice them along again I've got that background again I don't want and then again if I just highlight the to go to a line and a line to left again all the boxes line up here and I'm happy with that again I'm going to move these over slightly and this one over and just click the no fill again up here we're going to highlight the two and aligned to the left and again those are lined up let's just zoom at so now what we've got is we've got all of our boxes that your user can tick now if you want to enter some more information in here and ask your user to put some information in a box here now if you want your user to put a lot of information into a box and be able to type it then we've actually got to use several rows for that so clearly we need to get rid of the three cells and just reduce this down to one so we highlight them go to layout and click merge cells now if you you're asking the user to put several sentences in then obviously they're not going to fit it all in here so in order that you give them that space and that your form all fits in one then you just need to insert a return key ing to how much space you want to create then with this section here highlight your text go along to these this section here and click center here now we're just going to put in another area here which may occur on a form and we just simply want some yes/no answers and please specify if they've answered yes so again we're going to reduce this down to one cell they show on the Layout tab click merge cells now because we've created these before we can actually use these shapes now that we've created them and just simply copy and paste them so I'm going to highlight the box try this one let's just go to the Home tab copy move to here click paste there we go and we can move that with our arrow key and then just click off that and just press paste again and then again I'm just going to use my arrow keys just to move down there and then I'm going to line these up let's just zoom in just to make this a bit easier and then I'm going to align them again so go to shape format and I'm just going to align to top ok good they're already aligned and I'm gonna use these text boxes again because the borders have been taken out the backgrounds been taken out and it's all been customized so again I'm just going to copy move my cursor and then paste just move that pops there and then just double click into my text box and then just type snow reduce that down and then copy it but there and then I'm going to copy and paste that and then just copy move my cursor and paste move that to here double click inside then type yes now I want to put a please specify area along here so I'm just gonna move this box over we don't need that much space move this box over I'll go back and check the alignment shortly and then I'm going to use another text box copy paste double-click inside please specify now in order for them to be able to type next to this section here we actually do need another cell here if they try and click here and what's going to happen is they're going to highlight the text box Neath if they click here the curse is going over here what we want is the cursor to go over here so if we highlight this cell and then just go to layout and then just go to this tab here that says split cells this dialog box will appear and I just want to columns just stay one row and click OK and then you've got this line here that you can move so once this is all highlighted if you just highlight the two cells you can actually move this line if you wish to do so sometimes you'll have to move the text box then click on this move the line then move the text box back okay so now we've highlighted the two cells we'll just move the line now if this is slightly confusing for your user because it has this line here then we can take the line out but what we have got is still two cells so although we the line is invisible your user will be able to just simply click and begin to type so what we need to do is highlight the two cells again go up to table design go along to the borders icon click on the drop-down and then uncheck inside vertical border and that line will disappear but they're still two cells so when your user goes into type please specify then they can just begin to type here now just to ensure these are all lined up we can just click on each one holding down the command or control key go to shape format along to a line and we're going to align to middle so all those central boxes here will be aligned you can obviously adjust these you can adjust the text or you can say for example on this box here if we double click click command or control a to highlight everything we can go to the Home tab and we can actually put this in bold it disappears just stretch it out slightly because it's just increased in size and then when your user hits that section there then they can begin to type and once again if you want your user to type to the middle then just highlight the cell put the cursor in that cell go up to layout and then just select from here which element of the alignment you want so if you want it to the center but the left then click that one and then when they begin to type then they type into the center and it really depends on how much information you want them to give in this section let's just zoom out and there's our form so far so the next section is perhaps some personal information you want your client to give about themselves such as their address so again if we just use our cursor and then just move it down the page and leave a little gap between this section here and the next table so for the next table I'm going to insert go down to the drop down and I'm going to insert 8 by 3 so in this section we're going to work on the personal information of the client such as their name and address so I want this to be a highlighted section so I want this cell here to be a different color so I've highlighted the cell table design go to this section here that says shading click on the drop down and then I'll just turn this particular cell gray and then I just want this cell to be a little bit taller so again up to layer at height and click the arrow until I'm happy and then this text here into the middle of my cell so again I go along to this one here and it puts it into the middle of my cell now if I want it completely in the middle of the cell I'll just go to this one here and for the rest of this I think we'll put these in this Center as well but aligned to the left so here we'll just put title and then we'll just move this line here over to the left so that they know that they need to type in this section here and then here generally I think that the cell Heights for the cells are generally a bit too narrow so I'm just going to highlight all of them check them on the Layout tab just increase the size to no point seven and then to align the text to the center of the cell and then I'm going to reduce these two cells to one by merging them so I highlight them and then make sure on the Layout tab and click merge cells then go to surname again get rid of these two cells merge them now the reason that it's easier to merge the cells is because often you don't know how many cells you'll need so it's easier just to merge them than just to keep splitting them all along now you can do it that way if you want to it's completely up to you so merging or splitting cells it doesn't matter now in this one you'll want their address so I'm actually going to merge these three cells here and then just write address here so I'm just going to merge the cells address there and I'm going to give them two full boxes here to write their address and then I'm just going to type postcode here or zip code and then just move this line here over so they know where to put that and here again we want telephone numbers and we won't might want a variety a different telephone number so again I'm going to merge these two cells and then we can put home in here and then when your user uses this they'll just click Next to there and they can begin to type and then you can take this cell out if you want to just merge this one you don't have to and then you've got those three telephone numbers there now sometimes you might not want to use tables and that's absolutely fine you can just continue to use boxes and text boxes so for example if you wanted a section where you just wanted a series of these check boxes so you can just simply add in something here it doesn't give you the level of flexibility that putting this into a text box will because of course you can move this around and align it but we can just go ahead and do that and then we can copy and paste these boxes so again copy the box move your cursor paste and then again we can copy and paste a number of these boxes let's just do three of them for now and let's just align those go to shape format a line go to distribute horizontally so now they're equally distributed and then that's just a line to top so now they're all perfectly aligned then again if you select a text box that we've done before because again it's taking out the borders taking out the background and then just copy move the cursor paste then we can use this to insert as much information as we need to you double click inside their command or ctrl a to highlight the text and then put in a text that's required for this section now if you don't want this section to take up too much room then you can always reduce the size of the text go to the Home tab and you can use this icon here which is decrease font size and again you can just reduce that down if there isn't one that suits your needs you can just simply put in the value in this section here and then just reduce the size of that box or in it decrease it if you want the text to move further across depending on how much room you want this section to take up once you've done that you just highlight the text box we're just going to move that up slightly so it's in the middle of this checkbox checkbox command or ctrl C command or ctrl V and then once again once you've got them roughly in the center again we can just hold down the command or control key and highlight those three boxes go to shape format click on the drop down of the align tool and align to middle and those there will all be perfectly lined up now if again you wanted them distributed equally horizontally click on the drop down and distribute horizontally and they will be equally set apart now you can obviously see here that the gap between this check and this text here is not the same as these two and that's absolutely fine all we need to do is just use the arrow keys move them over slightly like that now the other way to do this to ensure that you can do this in a slightly quicker way is to actually we just take these out I'm going to show you how to use groups which is another fantastic tool so once you've customized this section so your text is exactly the right size and your text box is the right size and the distance between these two are correct and let's say you align these two and align them to the center or align to middle if you're happy with exactly the way that looks you can actually highlight both of these and go up to this tab here called group click on the drop down and click group and magically that becomes one group and then what you can do is you can copy and paste that group and again and then you can edit these I'll go back to how you edit these in a second but the first thing to do is align every single one perfectly so highlight them again by clicking on the command or control key and clicking on each text box or group go to the alignment and align to middle so now you can see all of these text boxes are perfectly aligned to the middle now obviously you're going to want to change the text here so highlight this group go up to the group tab and click ungroup and now you can just simply go in and increase decrease and change the text here so let's put change text yeah and then again with this section go to group and group double click command or control a to highlight now if you've only got one line and it looks a little bit odd then you can just reduce the size of this and you can you'll feel that it actually clicks into place when it has its correct dimensions command or control and click on the text box go to align align to middle right that's pulled it up so if we go back click off highlight this box here and just move it down until you're happy so it's the same distance away from the text box it's just now in the center center aligned like the rest of these boxes now once you've done this and you're happy with it and you want to just be able to move this around anywhere as a section then of course what you can do is highlight everything go up to a group and click group and now you've got an entire group of text and boxes and information that you can move around your form and you don't need to worry about misaligning all these different elements because there's nothing worse than making up all these elements and trying to move them all around and then they have to realign everything again and it's just a real pain so using groups can be a real asset when trying to create these forms now if you want this lined up with this table here then just use your arrow keys to just move left or right and then just click off and zoom out to check you're happy perfect now if you wanted an additional section here very quick way to do it if it looks very similar to this and you're happy to use this what you can do is highlight this table then go to the Home tab and copy it move your cursor just move the cursor down don't worry about all this moving because like I said before working with groups is fab you can just then move it up and then click where you want that table to go and just click paste that table will then paste down here and then if you want to go in and just change all this let's say you need other information and it was driver's license then all you need to do oh my curse that's not working today let's move this along then again you can merge this if you want to you don't have to you can put the tick boxes in here recent matter again I'm going to and it's good up here I'm going to select one of these boxes here click on copy move my cursor and click paste and then again no copy move the cursor click paste and then just move that and then again copy move the cursor and then paste and then again click yes copy move the cursor and paste ok and once we're happy I'm just going to move that so let's say I just wanted to move it around right here we'll align it again so we always do now as you can see this can be a little bit tricky at times and can be a little bit frustrating so this is why groups are fantastic because you don't I'm only showing you this because it also it also shows you the problems that you can have and how temperamental these things can be so again let's just highlight these two format shape go to the alignment tab and line to the middle then I'm going to group them because I'm happy with exactly where they are so I'm going to group them and that just saves them so now I move it around there together and I don't have to worry about it again the know a little bit close to that box and then click come out of control and click up to the alignment tab and again align to middle and then I'm going to group it again so now we have two groups and now we can just move these around and not have to worry about it now this is this element here you don't have to worry too much about your client being able to edit it because all they don't going to do is insert a tick into this and the way to insert that tick is to just use a symbol and they can put the symbol in a in a text box and just pop the symbol over the top here and then we'll put some more information here now because this is another yes or no question I'm actually going to highlight this group here I like this group here by hitting the command or control key shape format I'm gonna turn the whole thing into a group I'm going to then go to the Home tab copy move my cursor Dan paste and look at that like magic so it's a really simple way to make lots of these different boxes and then just move them around you need to move them don't forget highlight the box or the group then you can just move your arrow keys to move those elements let's just see Maya to share yep happy with that and then just some more information to finalize this form again highlight that grid copy-paste and just move that up if you want these two to be perfectly aligned again highlight them both I think there are our on let's just miss align them so that you can see okay so just align the both good shape format go to the line and I'm going to align them to Center and then just hit the down arrow and just move them both down slightly there we go I'm just going to click that one just click down sometimes it does some weird things you can just see it's just slightly nudging so again here you'd probably want somebody to be able to type some information you can actually section this off so if you want a yes or no answer you can again highlight this section here but the yes or no box in here again OOP quite know how that's happened let's just move that along a section just just line these up again quickly we can do is just nudge that up and then put if yes please give details and then we can reduce the size of this go to the Home tab and just reduce the size of the text yeah we'll merge these as well perfect so if yes give details and then your client can then just simply click on this part here if you put two space bar spaces in here then it means that when they come to this form and they click up here it will automatically put the cursor here it won't put it here and then they can just begin to type and again we just take out this information let's merge these cells and let's copy this again and then place those actually we could line it up with these here then shape format align to left nope it doesn't like that - enter yeah there we go and I'm just going to notice that after it sits in the center of that cell so as you can see trying to put together an editable form isn't that challenging when you know how to use the tables the important thing is is giving the client some a space a cell to type in and make that fairly obvious and if it's not obvious then you just need to move the lines in between your cells over to the end of your text and then it makes it very clear that the client or the individual filling out form just needs to type in the box next to it in essence you just need to be able to split and merge different cells and then just use those groupings of all the different shapes and the text boxes in order to make up this kind of tick box element here again you can change the color and the sizes of any of these cells and all the tables and fully customize anything within this table so I hope that's helped you good luck I hope your forms come out well if you have any questions don't hesitate to leave them in the comments below and have a great day you