Master Files Steps

The following procedures provide the steps to:

* Produce Master Files

* Name and store Master Files

* Print copies of Master Files,

* Circulate copies of Master Files.

Using Microsoft Word in line with 123 Primary Schools documentation standards.

Producing Master Files

• Master Files (templates and macros) are to be designed and developed by authorised personnel only, to ensure they are designed in the correct format and style in line with ABC Primary School’s documentation standards.


Authorised personnel are required to use the appropriate application software to produce master files (templates and macros) in line with the organisations style guide. 123 Primary School, uses Microsoft Word to produce document templates and macros.
Master files (templates and macros) must be tested to ensure they work correctly before being circulated for usage by personnel that produce documents on a daily basis as a part of their regular work tasks.

Name and Store Master Files

• Master files (templates and macros) are to be stored on the organisations intranet. All Master Files will be saved in a folder labelled - 123 Primary School Document Master Files in the My Documents Folder on the organisations intranet.
• When naming template and macro master files this format is required:
• File name, version number, authorised personnel’s name, description, Click Save as type.

Template – file extension .dotx

Macro – file extension .docm

• Backup copies of all organisational templates and macro master files will be kept both on disk (stored in a locked filing cabinet), and stored in an external web based storage system (such as Dropbox) which will be password protected to ensure no unauthorised access occurs. Files are to be backed up weekly in case the organisations intranet fails or becomes corrupt in any way.

Steps to take to save a Template Master File

• After designing and developing the template in the required format in Microsoft Word, click on the File Tab in the Microsoft Word Ribbon.
• Scroll down the menu using the keyboard or mouse to Save As and choose the folder 123 Primary School Document Master Files found in the My Documents folder.
• Give the template a name in the required format – file name, version number, authorised personnel’s name, description, and click Save as – Word Template.dotx. For example, the file name may be - Standard letter – version 1.0 – T. Barrie - Welcome. dotx
• Click Save.

Steps to take to save a Macro Master File

• After designing and developing the macro in the required format in Microsoft Word, click on the File Tab in the Microsoft Word Ribbon.
• Scroll down the menu using the keyboard or mouse to Save As and choose the folder 123 Primary School Document Master Files found in the My Documents folder.
• Give the macro a name in the required format – file name, version number, authorised personnel’s name, and description. Click Save as – Word Macro-Enabled Template.docm. For example, the file name may be – Budget table macro– version 1.0 – T. Barrie – Monthly budget. docm.
• Click Save.

Print copies of Master files

• Printing copies of Master Files can be undertaken by any employee when requested to do so.
• Open a copy of the template or macro required, which is located on the company’s intranet, using its designated file name. Template and Macro Master Files can be found in the folder – 123 Primary School Document Master Files in the My Documents Folder on the organisations intranet.
• Check that the designated printer is turned on.
• Ensure the printer is loaded with the correct paper.
• Determine the number of copies of document required.
• Determine whether the document is printed in greyscale or colour (according to ABC Primary Schools document standards – what documents are to be printed in colour).
• Print the required number of hard copies of the document.

Steps to take to print copies of required documents

• Open the document to be printed.
• Click File in the Microsoft Word ribbon.
• Using the mouse or keyboard scroll down the menu to Print.
• Click on the word Print in the menu to open the Printer dialog box.
• Enter the number of copies to be printed where required.
• If colour printing is required, change within the printer dialog box, otherwise print in default greyscale.
• Press the Print icon to start printing copies.

Circulate copies of Master Files

• Copies of Master Files are to be distributed to all staff members who are employed to produce documents as a regular part of their work tasks. Details of templates and macros will be distributed to both internal, and external staff who are affected by them by way of email.
• A detailed list of template and macro file names and where they are stored will be provided to staff who use them to ensure they are easily located on the organisation’s intranet.
• The latest version of all templates and macros will be available to all personnel who use them. Superseded versions of templates and macros will be removed from the organisation’s intranet, and a new detailed list circulated to staff who use them.
• Copies of Master files will also be used during all training sessions relating to document production, in order for staff to learn how to use them properly in line with organisational document standards.