Instructor Manual Template and Participant Guide Instructions/Styles

Table of Contents

Introduction

Saving Instructor and Participant Template Documents To Create a New Document or Revise an Existing Document

Creating an Instructor Manual (Using the Instructor Manual Template)

Locating Template Styles

Updating the Table of Contents (TOC)

Instructor Manual Template Styles

Sample Instructor Manual Page

Sample Participant Guide Page

Participant Guide Styles

Applying Template Styles

Cutting and Pasting Content into the Instructor Manual

Formatting Header and Footer in the Instructor Manual

Creating a Participant Guide

Exposing Hidden Instructor Manual Content within the Participant Guide and Making Corrections

Instructor Manual Template and Participant Guide Instructions/Styles

Introduction

Creating documents using existing templates saves timeby establishing page settings, fonts, and styles for any content that may be used to form many documents. The template styles can be applied to any new or updated content that is inserted into the original or new document. New styles may be defined based upon existing ones within the template. There are not any restrictions, except that the Instructor Manual styles need to be marked as hidden within the Participant Guide template.

The two templates, Instructor Manual Template.dotx and Participant Guide Template.dotx, are usedto create the Unit content for the Instructor Manual and Participant Guide. First,you will create the Unit contentwith the Instructor Manual Template. Then, to create the Participant Guide, apply the Participant Guide Template;only the Participant Guide content will appear.

However, this process does NOT:

  • Changeany content (e.g., You have to change “Instructor Manual” to “Participant Guide” manually).
  • Permanently deleteany content.(Instructor Manual content is marked as “hidden” in the Participant Guide.)
  • Change anything in the front matter or other materials not developed using the Instructor Manual template.
  • Create or update a Table of Contents (TOC). The TOC is generated using the assigned Headings styles within the Instructor Manual template.

Note: Essentially, a template is attached to the document, leaving only the information relevant to the participant. Once a modified template has been created, it can be attached to the document (via the instructions in this document) and once the “update styles” box is checked, it will automatically update the styles to match the template.

Saving Instructor and Participant Template DocumentsTo Create a New Document or Revise an Existing Document

To save the two templates, Instructor Manual Template.dotxand ParticipantGuide Template.dotx,so that they can be accessed for document revision and creation:

  1. Click on the Microsoft Office Button.
  1. Click on Save As.
  2. Select Word Template.

  1. Click onTemplates folder.
  1. Name the templateInstructor Manual Template.dotxor any other name that you choose to distinguish it from your other templates.
  1. Save as a Word Template (*.dotx).
  2. Click Save.

Repeat Instructor Manual Templateinstructions for the Participant Guide Template. Remember to save your file as Participant Guide Template.dotx.

Creating an Instructor Manual (Using the Instructor Manual Template)

Open the Instructor ManualTemplate.dotx file.The file will open in Word as an untitled .docx file.*

  1. Click on the Microsoft Office Button.
  2. Click on Save As.
  3. Select Word Document.
  1. Give appropriate file name for your new Instructor Manual document.
  2. Select file save location.
  3. Click Save.

*As with all templates, you can open the template file. But, if you simply open the .dotx template file (which will open as an unnamed .dotx) and begin modifying, you will be editing the template itself, rather than a new document based on the template. This is why you need to save as a .docx before you begin creating the Instructor Manual.

LocatingTemplate Styles

The Instructor Manual Template contains predefined text styles that should be used in place of those normally part of a Microsoft Word document to create the Instructor Manual. When creating or updating an Instructor Manual, use the Styles provided by the Instructor Manual Template for populating content within the document. These styles can be found on the styles section of the Home tab in Word.

Click on the “More” button of the Styles list:

A box will appear with all Instructor Manual and Participant Guidetemplate styles:

To view styles already in use within current document:

Click on the dropdown arrow located on the Change Styles box on the Home tab.

A dropdown box will appear showing all styles available for use within the document.

To show which styles are in use within the current document, select Options at the bottom of the Style dropdown box:

Click on Options.

A box appears showing whether the selected style is in use within the current document. This is simply a way of checking whether a style is being used or not.

Updating the Table of Contents (TOC)

Both the Instructor Manual and the Participant Guide have a custom TOC created for each document. What follows are instructions for updating the information contained within the TOC as well as the page numbers:

  • Place cursor within content of TOC.
  • Right click.
  • Choose Update Field.

Then, select which TOC field option to update:

  • To update page numbering, chose Update page numbers only.
  • To update the TOC table to reflect new or additional content, choose Update entire table.
  • ClickOK.

The TOC for the Instructor Manual is specific to the Instructor Manual. Once Participant Guide is created, the entire table for the TOC will need to be updated by updating page numbers only.Warning: Some formatting will be lost if you update the entire TOC. Update the PAGE NUMBERS only!

Instructor Manual Template Styles

The Instructor Manual Template defines specific styles that only the instructor needs to see. Apply the Participant styles (shown in the next section of this document) in the Instructor Manualfor any content that will be visible for the participants. The table below defines the Instructor styles and notes when they should be used.

Instructor Manual Styles

Style / Font / Use
Instructor Heading / Arial, 11 pt, Bold / Style applied to identify start of a new chapter within a Unit. Style is also used to populate Table of Contents for both Instructor Manual and Participant Guide.
Instructor Text / Times New Roman, 12 pt / Style applied to all Instructor Manual text.Add italics and bold to the action verbs separately. (Italics and bold for individual words is not a set style.*)
Instructor Bulleted /
  • Times New Roman
  • 12 pt
/ Style applied to bulleted lists within the Instructor Manual. Bullet consists of a solid circle.
Instructor Bullet 2 /
  • Times New Roman
  • 12 pt
/ Style applied to 2nd level of bullet tier. Bullet consists of an outlined circle.
Instructor Numbered /
  1. Times New Roman
  1. 12 pt
/ Style applied to text within the Instructor Manual that requires a numbered list. List begins with 1.
Major Section Headings / Times New Roman, 20 pt, Bold, Underlined. / Style applied to Unit title at the beginning of each unit in the Instructor Manual. Style is hidden in Participant Guide.
TOC / Times New Roman, 20 pt, Bold, Underlined. / Style to be applied to the Table of Contents (TOC) title. Title also includes .5 pt paragraph border.
Unit Title / Times New Roman, 12 pt. Bold / Style applied to the Unit title at the start of each Participant Guide Unit (in the Notes section). Style remains visible for both Instructor Manual and Participant Guide.

*Action Verbs

To cue instructors, action verbs are displayed in bold italic type. The italicized content that follows an action verb is an indication that the instructor may read that sentence aloud to the participants. Both styles can be created within the Instructor Manual by applying the Instructor Text style and selecting bold, italic, or both styles from the Home tab.

Sample Instructor Manual Page

/ Notes
Unit Overview: Welcome and Overview
Time: 0 minutes (Preparation prior to class)
Participant Guide Page(s) Overview-1
Instructor Guidance – Disaster Cycle Services: An Overview
Conduct Activity:Participant Arrival
  • Display this slide prior to participants entering the room.
  • Greet students.
  • Pass around the sign-in sheet as students enter.

Disaster Cycle Services: An Overview
Thank you for joining us today!

Thumbnails of the PowerPoint (PPT) slides the instructor will be showingduring class are in the top left of each new Instructor Manual page. References to pages in the Participant Guide are located in the top right box of the instructor manual, called “Notes.”The Normal + Bold template style should be applied to the word “Notes” so that it does NOT remain hidden when applying the Participant Guide Template to the Instructor Manual.

Participant Guide page numbers in the “Notes” section of theInstructor Manual should have the Instructor Text style applied so that the Instructor content remains hidden within the Participant Guide.

Sample Participant Guide Page

/ Notes
Unit Overview: Welcome and Overview
Disaster Cycle Services: An Overview
Thank you for joining us today!

The Participant GuideStylesare to be applied to the participant content of the Instructor Manualafter the Instructor Manual Styles have been applied to the Instructor content.

This includes the paragraph line for the PPT slides as well as any other image content that is to remain visible within the Participant Guide.

Participant Guide Styles

Apply these styles within the Instructor Manual document to any content that will be visible for participants.

Within the Instructor Manual Template, styles for the Participant Guide are defined. These styles are:

Participant Guide Styles

Style / Font / Use
Normal / Times New Roman, 12 pt. / Style applied to normal text within Participant Guide. Style is also to be applied to any graphic images for both Instructor Manual and Participant Guide.
Normal Heading / Arial, 11 pt. Bold / Style applied to a new chapter within a Unit in the Participant Guide. Style is also used to populate TOC for both Instructor Manual and Participant Guide.
Normal Bulleted /
  • Times New Roman
  • 12 pt.
/ Style applied to bulleted lists within the Participant Guide. Bullet consists of a solid circle.
Normal Bullet 2 /
  • Times New Roman
  • 12 pt
/ Style applied to 2nd level of bullet tier. Bullet consists of an outlined circle.
Normal Bullet 3 /
  • Times New Roman
  • 12 pt
/ Style applied to 3rd level of bullet tier. Bullet consists of a solid square.
Normal + Bold / Times New Roman, 12 pt. Bold / Style applied to emphasize text within the Participant Guide. Style is also applied to the “Notes” text box within the Instructor Manual.
Normal Numbering /
  1. Times New Roman
  1. 12 pt
/ Style applied to text within the Participant Guide that requires a numbered list. List begins with 1.
Normal + Italic / Times New Roman, 12 pt. Italic / Style applied to emphasize text within the Participant Guide.
Unit Title / Times New Roman, 12 pt. Bold / Style applied to the Unit title at the start of each Participant Guide Unit (in the Notes section). Style remains visible for both Instructor Manual and Participant Guide.

Note:Any images that will be sharedin both the Instructor Manual and the Participant Guide should be assigned the Normal style. If the Normal style is not applied and anInstructor style is applied instead, these images will be hidden.

Applying Template Styles

To apply the template styles to the content:

  1. Place the cursor within desired content of the document.
  2. The applied template style will appear highlighted within the dropdown Styles section box.
  1. Select appropriate Instructor/Participant style for content.

Use this method to apply the styles for the Instructor content and the Participant content within the Instructor Manual document.

Cutting and Pasting Content into the Instructor Manual

  1. Select content you wish to copy and paste into Instructor Manual document.
  1. Click the Clear Formatting button in the Font category of the Home tab in Word. This action strips any existing formatting from the content and ensures that the content being pasted into the Instructor Manual document has all previous formatting removed before the correct template styles are applied.
  1. Pastecontent (with formatting cleared)into desired location of Instructor Manual document.
  1. The styles are located in the Styles category of the Home tab in Word.
  1. Apply the designated template style to the appropriate content within the document.

Formatting Header and Footer in the Instructor Manual

The Header and Footer of the Instructor Manual Templatehave the styles automatically pre-applied.The field code placeholders retain the proper style formatting within the Header and Footer for each new Unit. These fields will remain within your new document (.docx) when creating a new Instructor Manual. They will need to be updated for each new Instructor Manual you create.

To update the fields, place cursor within the Header and double-click. This action will automatically open up the Header and Footer within the document.

Within the Header:

  • Highlight [#] symbol.
  • Type in thenumber of that particular Unit.
  • Highlight [Unit Name].
  • Type in the name of that particular Unit.

Within Footer:

  • Highlight [Unit Name].
  • Type in name of that particular Unit.
  • Highlight [Month].
  • Type in month.
  • Highlight [Year].
  • Type in year.
  • Highlight [#]on right bottom of footer, next to Page Number.
  • Type in the Unit number.

You will need to manually update the footers within the Participant Guide once the Participant Guide has been created from Instructor Manual. It will read “Instructor Manual” and needs to read “Participant Guide.”

Creating a Participant Guide

Creating a Participant Guide is a matter of making a copy of a completed Instructor Manual and then applying or attaching the separate Participant Guide template that hides the Instructor styles. When you attach the Participant Guide Template to your document, any content using the Instructor Manual styles is hidden. Instructions on how to attach a template are below.

Make sure you have the Developer option open within Word.

To open the Developer Option:

  1. Click on the Microsoft Office Button.
  1. Click Word Options.
  2. Check Show Developer tab in the Ribbon selection.
  1. Click OK.

Open a copy of the Instructor Manual and save it under a different name (Participant Guide instead of Instructor Manual).

Apply the Participant Guide Template:

  1. Click the Developer tab.
  2. Click Document Template.
  1. Click Templatestab (on the left).
  2. Click Attach.
  3. Locate the template Participant Guide Template.dotx.
  4. Make sure the “Automatically update document styles” box is checked.
  5. Click OK.

Once the Instructor content is hidden, navigate back to the Document Template dialog box (using instructions above) and this timeuncheck the “Automatically update document styles” box before saving the file.

Note: Templates keep the framework of the document consistent for the multiple documents that will be created from that one document. You can accomplish the same thing by copying the styles from one document to another; however, you risk having errant styles within the document that may cause errors when applying the Participant Guide Template.

Finally, you will need to manually change the footer in the Participant Guide to say “Participant Guide” rather than “Instructor Manual.” Note that each unit has its own unique footer for that section, so you will need to manually enter the change for each unit in the Participant Guide.

Exposing Hidden Instructor Manual Content within the Participant Guide and Making Corrections

To expose the hidden Instructor Manual content, click the Paragraph symbol on the Home tab in Word.

The content that has been assigned as an Instructor designated style (and is marked as a hidden style in the Participant Guide Template) will become visible in the document, with broken lines beneath the content.

Final Corrections to the Participant Guide:If you see any Instructor content in the Participant Guide, you need to go back into the Instructor Manual and apply the instructor style to preserve the document relationship.

You should also check for any widows or orphans and to adjust the spacing in the Participant Guide. Do NOT change the spacing in the Instructor Manual to correct for orphans and widows, as it will create odd spacing when text is added to the manual in the future.

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