Create an Efficient Microsoft Word Invoice Template for Accounting

Microsoft word invoice template for Accounting

hi and in today's video I'm going to show  you how to create this invoice in Word   so let's open a new document and I'm going to  construct this invoice using several different   tables you can use one complete table if you  want to and take out various lines and borders   I'm going to do it with three different tables  the first thing I'm going to do is move this   cursor down you see it's in the top left there  I'm just going to hit the return key a few times   and that would just give me the space to put in my  title at the top and not have to push it down so   I'm going to put it in a text box so if we go to  insert text box click on the drop down and select   draw text box and then we're just going to click  and drag out a text box then we're just going to   type the word invoice and if I click away you can  see I've got this black board around the outside   I've also got a white fill color we're going to  get rid of both of those so let's select it go to   shape format go to shape outline click on the drop  down and select no outline go to shape fill click   on the drop down and select no fill and then with  your text box selected let's go to the Home tab   and I'm just going to change the text click  on the font and I'm going to select Brasilia   for this one and the font size I'm just  going to click and enter 72 and press enter   then I'm just going to make that box a little  bit smaller so my cursor is now here we're going   to insert our first table so go to insert table  click on the drop down and I'm going to select   three columns and two rows and then whilst we've  got this table in view I'm going to select this   square at the top left here and that will select  all of my table then I'm going to go up to layout   and I'm going to go to height now the height  here will change the height of your rows so   this height here they're just a little bit narrow  at the moment just want to give it a little bit   more space to put in our text our readable text so  I'm going to go up to here and I'm going to select   0.75 it's 0.43 at the moment so 0.75 press enter  and you can see they're just a little bit taller   now my text I want in the very center of my cells  so again with my table selected go to layout and   then go to this section here you can see that  this section here allows you to place your text   wherever you want in your cells so I'm going to  select the center one so now when I type you can   see my text is perfectly centered in my cell so  I'm just going to put all my text in now I've   just pasted that in because I'm sure you don't  want to watch me type all of this out now I'm   also going to hide all of these grid lines so I'm  going to select my table again go to table design   and then in this section here this will allow  you to alter all of your Border Lines so here   we've got this is actually to do the cell color  and we're going to change that anyway so if you   click on this one the bucket click on the drop  down and I'm just going to select a light gray   so let's select that light green you can  see it's changed the color within my table   and then if we go up to there again border Styles  you can select that and you can see from all of   the different colors you can also change the  weight of your border if you want to as a vast   range there you can also change the color of your  borders if you wanted a red board or green border   Etc and then this one more important is the one  you're going to use more often than not this is   all the different borders bottom top left right  etc etc and how you use all of these so at the   moment I'm going to select no border but when  you select no border you can see that everything   disappears sometimes a little bit more tricky to  see what you're dealing with so if we select it   go up to the table design go back to borders go  all the way down to the bottom and select few   grid lines now the view grid lines will allow  you to see the table but it will not be printed   so if you saved it as a PDF or you printed this  out the grid lines would be invisible you might   be able to see them so once you've finished with  that section there we're going to insert our next   table and this next table will be two columns and  six rows down and again we're going to select the   entire table we're just going to make some broad  customizations to this table so this time when   we go up to layout we're going to increase the  height to one centimeter so one and press enter   and we're going to put everything over to the  left but middle of the text in this icon here   and then again table or table design we're going  to take out those borders again now because we've   already selected no borders which you can see here  there's no black borders just click on it and it   will take all those borders out for you so again  I'm just going to insert all of my text okay so   once again I've just inserted all of that text  and now I'm going to customize the table or the   text in the table so I'm going to select these  two cells here then go up to the Home tab then   I'm going to select font size 16 and then click  bold I've obviously got a return key there and   for this one I forgot to reduce the font size down  to 10.5 I wanted a little bit smaller there we go   and then if we go back to the original you can  see we've got this line underneath here so all   we need to do for that is to select all four cells  and the reason we select all four cells is because   when we go up to table design go along to borders  here what we actually need to do is put an inside   Border in so where you can see that line is in  the middle we have to select those four cells so   the line will be in the middle here so click  inside line here we go and that line appears   just there now in the same way you can select any  border you like but you must select the cells you   want it to apply to so if you wanted a border just  around these two cells at the bottom you'd select   these two cells go to borders and you would select  outside borders and that would take the Border all   the way around the outside of those two cells so  let's move on to the next table and let's go back   to the original and then let's just put all the  grid lines in just so we can see what we've done and as you can see here we've got four columns  and we've got eight rows so let's go back now   one thing I've noticed from the previous table  is that actually we've made everything in this   table one centimeter High whereas if we do that  we're not going to have enough room so we've got   to reduce the height of these so I'm just going  to select just the cells underneath not the top   ones where we've got this bold text just the ones  underneath go to table design sorry go to layout   and here we're just going to put in seven five  press enter now you can see if they don't nudge   it's because you've got a return key or something  blocking this reduction so just hit the return key   and then you can see they've all reduced in  height so let's move the cursor down here   go to insert again to table and here  we're going to select four by eight perfect so if we go back to the original we've  got a wider column here and then three smaller   columns so again I'm just going to grab all of my  text I'm just going to copy it and paste it into   those cells there and when you paste into a cell  go up to paste click on the drop down and go to   overwrite cells and click and then in these three  cells here we're going to want everything in the   middle so select the sorry in these three columns  select the cells go up to layout and I want to   Center them and I'm going to want to Center this  one at the top here so let's Center that one too   and we're just going to move this line over so  select it and then move see I've selected just   that cell if I select just the cell it's only  going to move the line of that cell so let's   go back command or control Z just deselect so  I'm not actually formally selecting a cell now   I've got my cursor in there but I'm not actually  formally selecting it so I'm going to move this   over and this is a personal choice you can move it  over as far as you want to or not at all I'm going   to move those over to about here and then you can  see these three are now not equal distance apart   so to make sure they're equal select all three  columns it's just these three we want to be equal   then go to layout and then go to this icon here  that says distribute columns and click and it   will distribute all those columns beautifully and  equally again we're going to increase the height   of our cells again and we're going to do that to  one centimeter so again layout height and put one   in and press enter and you can just about see here  what we've got is because I pasted these items in   these this text here is in the middle but this  text here is up towards the top so now we've got   the table selected we can just make sure that  everything is in fact that's going to change   both of those so select this column here we want  the left Center and you can see those blue lines   have just moved down slightly and again you can  see the difference between these columns here   everything's in the middle and these two blue  lines are up towards the top of those rows there   so again select them all and we go to Center  again now they're all beautifully centered so   again we're going to take out all those Border  Lines to select the table go to table design   go to borders and select no borders and you  can already see because I've pasted this text   here and it's actually pasted the coloring of  this top line but again if you want to do that   you can select the top row go to shading and then  select one of the colors of your choice now if we   go back to the original if we take out these grid  lines just go to uncheck view grid lines what you   can see is we've got some slightly darker lines at  the top and bottom of this top row and a dark line   at the bottom then some slightly shaded lines  in the middle and I'll show you how to do that   so we've selected the top row here go to the  weight icon here and click and on the drop down   and we're going to go to two and a quarter then  go to borders and select the top border there we   go and then select bottom border now sometimes  this doesn't always work and sometimes you'll   have to select the two rows there and go for the  inner border sometimes you'll have to select this   row here and go for the top border sometimes  it can just get a little bit clunky so you   just have to play around with it a little bit  so at the bottom here in fact what we'll do now   because it sometimes makes it easier select  all of the rest of the table not the top row   we're going to change the shading of the line to a  dark gray so we'll go to this gray here then we're   going to change the weight to one and then we're  going to go to borders and we're going to select   inside horizontal borders and then we've got all  the lines so let's just take off the grid lines   and you can see now we've got all the  internal lines here and they're slightly   lighter but we need that dark one at the bottom  so again let's switch back on those grid lines   go to grid lines and then we're just  going to select the very bottom row   and then change it again to two and a quarter and  the pen to Black and then select bottom border   there we go we've got that dark line there  perfect now let's go to the final part then   we'll put the logo in so we've got this table  here let's go to view grid lines and this is   made up of three columns and six rows so let's  go back pop our cursor here go to insert table   three columns and six rows now often what will  happen is when you start to insert stuff you can   create a second page it can be a little irritating  so what I'm going to do is the first thing is to   select this table and customize it with the height  of the rows so select it go to layout and we're   just going to move this to 0.75 and press enter  and again we're going to put everything over to   Center left although we will have to change some  of that shortly and the way in which we get rid   of this second page or to give ourselves more  space on this page we're going to go over to   our rulers so if you can't see your rulers go to  view and then make sure rulers are checked hover   your cursor between the White and the gray  section click and then just pull down that   margin and eventually you'll see that that page  does disappear it's giving us I'm going to do the   top one here just move everything up there we go  just to give ourselves a little bit of extra space   perfect so now let's go and grab our  text so let's select everything here   command or control C and then in the table  we'll go to home paste overwrite cells   and again we've made that jump so again we'll  just move those margins up perfect and then we   also need to move this line here so hover my  cursor over that vertical line move it across   there we go and again let's select these two  columns to equalize them go to layout distribute   columns and then for this column here we want to  move everything over to the right so select it   and go to Right Center there we go and then again  we're going to get rid of all of the Border Lines   so go to table design borders no borders and then  you can also once you've selected it you can go to   table layout just take off those grid lines and  then you can see how your invoice is looking   so everything's a little too high on the page so  let's see if we can put our cursor at the top here   and just nudge that down with our return key  let's see how far it knows so go to delete   there we go and then we can just move the word  invoice down you can move it over so that it   lines up beautifully with this outer line here  and then we've got enough room to put the logo   here so if you want to put your logo in just go to  insert picture picture from file select your logo   click insert now when this happens everything  goes Bonkers but don't panic just keep your   logo selected go to picture format go over  to wrap text and select in front of text   again it's not perfect but we just need to  resize it so grab the corner and just pull   it up so that it's smaller and then you can go  ahead and move this anywhere in your document   but I'm going to pop mine about here you can  line it up with the edge there if you think   that looks neater but it's completely your choice  so I've obviously filled all of this out some of   it you can fill out because you'll use it over  and over again but if you want to save this as   a template it's probably a good idea not to fill  out all of these sections here because obviously   they're going to change I'm just doing this as  a demonstration so if you want to save it as   a template then take out all of the different  elements that you fill in for each customer but   then go up to file and save as template so make  sure that when you save it as a template it's in   this templates file here that's really important  otherwise you won't be able to save it as template   then again file format Microsoft Word template  you just click save now once you've done that   it means that each time you open this in word it  will be saved as a template so if I went to open a   new document if I go to new so I'm personal here  you can see the office ones are here these are   the ones that will come with your software but  in personal you'll see there's an invoice here   now this means that it's been saved to your word  software and now you can click on that and use it   over and over again because when you click on it  it will open a brand new document the one that you   saved you can fill it all out and when you go to  save it it will ask you to save it as a brand new   document so you'll have to call it invoice01  meaning that this one is always saved in your   software so if you really don't want to go ahead  and do all this yourself you can go to my patreon   account which I'll link in the description below  and have a look at the options there to download   this particular document but if it has helped you  please like And subscribe and have a great day