Welcome to ITB's new column presenting simple tips to help you work with your office computer more effectively. We hope it will arouse your interest and eager support.

You are also welcome to e-mail us useful tactics in computer usage so they can be published and shared with others in the Force. Your suggestions and tricks can be sent to ap2-ss34-a-itb@police.gov.hk.

Let's introduce some Force templates that are preformatted documents for fast production of office correspondence and already installed in your PC.

There are about 200 templates available, classified into the following categories:

a. Police Forms by Name (Pol_Name)

b. Police Forms by POL Number (Pol_No)

c. Government Forms by Name (GF_Name)

d. Government Forms by GF Number (GF_No)

e. Correspondence for general purpose (Corres_Gen)

f. Correspondence for Crime (Corres_Crm)

g. Correspondence for Uniform Branch (Corres_UB)

h. Personal templates (Personal)

i. Miscellaneous templates (Miscellaneous)

To prepare office correspondence, you can make use of the templates by following these steps:

1. Launch MS Word 2000 from the short cut bar

2. Select 'file' on Word's menu bar

3. Then select 'new' for creating a new document and a dialogue box pops up

4. Select the category by clicking on the tag at the top of the dialogue box (e.g. Pol_No)

5. Double click on the desired template (e.g. Pol 154)

6. Edit the document

The document will appear in the protected mode. That means you can only edit values in the grey-coloured fields. In addition, you can traverse to the next field by pressing the 'tab' key or back to the previous field by simultaneously pressing the 'shift' key and the 'tab' key. When you finish editing the document, just save it with a file name in your working folder as usual.

Perhaps the templates may not perfectly suit your needs and you may want to edit them, these will be next issue's tips.

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