| Templates and Document Standards |
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| News and Announcements |
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What's New
E-mail Signature Guide posted 9/15/08
- A new guide to build your e-mail signature block to clearly communicate with customers.
Recaps posted 8/7/08
- A new "Traditional" template is suitable for lengthy meeting minutes.
- All recaps now contain second page formatting (date and page number in footer).
Introduction
You've reached a new resource for employees of the Department of Administrative Services -- templates and document standards. Use the templates linked below to improve the look of your documents and enhance your communications with customers.
Please check this section of the site often for announcements of new or improved templates.
If you don't see a template to meet your need, or just want to talk about the best approach for your project, please contact the following staff in the Public Affairs section of the Director's Office.
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Ready to begin? Click a category below to view the template choices and associated guidelines. Once you've decided on a document style, click the "download" link and save a copy to edit on your local drive. There's no need to change margins, fonts or sizes. Simply replace the template text with your own. Refer to the guidelines that accompany each template for specific rules related to your template choice.
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| Templates |
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In most cases, the same template is available in two versions to accommodate reading in hard copy or on-screen. Why two versions? Studies show that hard copies are easiest to read in a Serif font (such as Times New Roman). Reading on-screen in easiest in a Sans-serif font (such as Arial). You make this style choice on behalf of your audience.
Unless otherwise noted, all downloads are Word documents.
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| Agendas |
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Board
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Presets, Rules and Options
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Headings
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Arial (bold) size 12
Upper or lower case
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Text Choices
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Times New Roman size 12 (best for hard copy)
Arial size 11 (best for on-screen reading)
Footer, Arial size 10
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Logo
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Placement: top right
Size: no larger than 1.5” wide
State seal may replace DAS logo for products sponsored by a multi-agency group
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Margins
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.5" on all sides
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Column Headings
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OK to modify words in the upper portion of the document or in the table; maintain fonts and formatting
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Download
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Hard Copy, Board Agenda
On-screen Reading, Board Agenda
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Formal
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Presets, Rules and Options
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Headings
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Arial (bold) size 12
Upper or lower case
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Text Choices
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Times New Roman size 12 (best for hard copy)
Arial size 11 (best for on-screen reading)
Footer, Arial size 10
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Logo
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Placement: top right
Size: no larger than 1.5” wide
State seal may replace DAS logo for products sponsored by a multi-agency group
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Margins
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.5" on all sides
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Column Headings
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OK to modify words in the upper portion of the document or in the table; maintain fonts and formatting
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Download
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Hard Copy, Formal Agenda
On-screen Reading , Formal Agenda
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Informal
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Presets, Rules and Options
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Headings
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Arial (bold) size 12
Upper or lower case
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Text Choices
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Times New Roman size 12 (best for hard copy)
Arial size 11 (best for on-screen reading)
Footer, Arial size 10
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Logo
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Placement: top right
Size: no larger than 1.5” wide
State seal may replace DAS logo for products sponsored by a multi-agency group
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Margins
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.5" on all sides
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Column Headings
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OK to modify words in the upper portion of the document or in the table; maintain fonts and formatting
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Download
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Hard Copy, Informal Agenda
On-screen Reading, Informal Agenda
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| Issue Papers |
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One-page One-column
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Presets, Rules and Options
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Headings
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Arial (bold) size 18 - 26
Upper or lower case
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Sub-headings
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Arial (bold) size 12
Upper or lower case
Black or white text (must be readable)
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Text Choices
for Body
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Times New Roman size 12 (best for hard copy)
Arial size 11 (best for on-screen reading)
Footer, Arial size 9
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Shaded Bar
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Choose one color to complement graphics or document look
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Logo
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Placement: bottom right (within footer)
Size: no larger than 1.5” wide
State seal may replace DAS logo for products sponsored by a multi-agency group
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Margins
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.5” on all sides
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Photos, Illustrations
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Insert image(s) throughout document or delete placeholder if not applicable
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Download
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Hard Copy, One-page One-column
On-screen Reading, One-page One-column
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One-page Two-column
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Presets, Rules and Options
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Headings
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Arial (bold) size 18 - 26
Upper or lower case
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Sub-headings
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Arial (bold) size 12
Upper or lower case
Black or white text (must be readable)
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Text Choices
for Body
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Times New Roman size 12 (best for hard copy)
Arial size 11 (best for on-screen reading)
Footer, Arial size 9
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Shaded Bar
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Choose one color to complement graphics or document look
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Logo
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Placement: bottom right (within footer)
Size: no larger than 1.5” wide
State seal may replace DAS logo for products sponsored by a multi-agency group
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Margins
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.5” on all sides
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Photos, Illustrations
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Insert image(s) throughout document or delete placeholder if not applicable
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Two-column Separator
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Format or delete to complement document (located in header; once selected, right click for options)
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Download
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Hard Copy, One-page Two-column
On-screen Reading, One-page Two-column
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Multi-page One-column
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Presets, Rules and Options
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Headings
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Arial (bold) size 18 - 26
Upper or lower case
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Sub-headings
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Arial (bold) size 12
Upper or lower case
Black or white text (must be readable)
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Text Choices
for Body
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Times New Roman size 12 (best for hard copy)
Arial size 11 (best for on-screen reading)
Footer, Arial size 9
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Shaded Bar
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Choose one color to complement graphics or document look
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Logo
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Placement: bottom right of last page
Size: no larger than 1.5” wide
State seal may replace DAS logo for products sponsored by a multi-agency group
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Margins
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.5” on all sides
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Photos, Illustrations
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Insert image(s) throughout document or delete placeholder if not applicable
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Download
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Hard Copy, Multi-page One-column
On-screen Reading, Multi-page One-column
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Multi-page Two-column
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Presets, Rules and Options
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Headings
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Arial (bold) size 18 - 26
Upper or lower case
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Sub-headings
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Arial (bold) size 12
Upper or lower case
Black or white text (must be readable)
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Text Choices
for Body
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Times New Roman size 12 (best for hard copy)
Arial size 11 (best for on-screen reading)
Footer, Arial size 9
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Shaded Bar
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Choose one color to complement graphics or document look
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Logo
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Placement: bottom right corner of last page
Size: no larger than 1.5” wide
State seal may replace DAS logo for products sponsored by a multi-agency group
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Margins
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.5” on all sides
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Photos, Illustrations
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Insert image(s) throughout document or delete placeholder if not applicable
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Two-column Separator
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Format or delete to complement document (located in header; once selected, right click for options)
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Download
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Hard Copy, Multi-page Two-column
On-screen Reading, Multi-page Two-column
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| Letterhead - by Division |
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Use a letter to:
- Communicate with individuals external to DAS (e.g. Mr., Mrs., Ms.)
- Communicate internally within DAS in a manner that is more formal than a memorandum
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| Logos and the State Seal |
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Use the DAS logo on all external publications and written materials to identify them as products of the department. If appropriate, also use the state seal, but rarely on the same page. Example: A tri-fold brochure might contain the state seal on panel 1 and the DAS logo on panel 6 alongside contact information for the sponsoring division.
If you have questions, please contact Raelynn Henson.
If you need a logo or seal in a different size, please contact Linda Morrell.
To download, click a link to open file. Save to your local drive by clicking the floppy disk icon (Ctrl+S); navigate to the desired folder and select Save. Logos and seals are tiff files.
Instructions to change background or text color to white
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| Memorandum - by Division |
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Use a memorandum to:
- Communicate with groups of people (e.g. committees, work groups, distribution lists) internally within DAS or externally
- Communicate internally within DAS in a manner that is more formal than an e-mail (regardless of the number of recipients)
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| PowerPoint Presentations |
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Formal
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Presets, Rules and Options
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Headings
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Arial (bold) size 40-44
Upper or lower case
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Sub-headings
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Arial (bold) size 32
Upper or lower case
Black or white text (must be readable)
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Text for
Body
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Arial size 24-32 (do not overfill slides; maintain size 24-32)
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Bullets
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Limit to approximately 11 lines
Do not customize
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Logo
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Placement: bottom middle beginning on page 2
Size: no larger than 1.5” wide
To replace state seal with a department logo:
- Select View > Master > Slide Master
- Delete state seal and using Insert menu insert desired logo
- Select Close Master View
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Footer
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To add optional text in footer:
- Select View > Header and Footer
- Select Footer checkbox
- Type text in Footer field
- Select Apply, or Apply to All (for text to appear on all slides)
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Download
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Formal PowerPoint, Blue
Formal PowerPoint, Gold
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Data*
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Presets, Rules and Options
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Headings
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Arial (bold) size 40-44
Upper or lower case
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Sub-headings
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Arial (bold) size 32
Upper or lower case
Black or white text (must be readable)
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Text for
Body
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Arial size 24-32 (do not overfill slides; maintain size 24-32)
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Bullets
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Limit to approximately 11 lines
Do not customize
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Logo
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Placement: top right or bottom right beginning on page 2
Size: no larger than 1.5” wide
To replace DAS logo:
- Select View > Master > Slide Master
- Delete logo and using Insert menu insert desired logo
- Select Close Master View
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Footer
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To add optional text in footer:
- Select View > Header and Footer
- Select Footer checkbox
- Type text in Footer field
- Select Apply, or Apply to All (for text to appear on all slides)
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Download
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Data PowerPoint, Blue
Data PowerPoint, Tan
* Best when using charts and graphs.
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Informal
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Presets, Rules and Options
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Headings
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Arial (bold) size 40-44
Upper or lower case
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Sub-headings
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Arial (bold) size 32
Upper or lower case
Black or white text (must be readable)
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Text for
Body
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Arial size 24-32 (do not overfill slides; maintain size 24-32)
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Bullets
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Limit to approximately 11 lines
Do not customize
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Logo
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Placement: top right or bottom right beginning on page 2
Size: no larger than 1.5” wide
To replace DAS logo:
- Select View > Master > Slide Master
- Delete logo and using Insert menu insert desired logo
- Select Close Master View
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Footer
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To add optional text in footer:
- Select View > Header and Footer
- Select Footer checkbox
- Type text in Footer field
- Select Apply, or Apply to All (for text to appear on all slides)
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Download
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Informal PowerPoint, Yellow
Informal PowerPoint, Blue
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| Recaps (Minutes) |
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Board
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Presets, Rules and Options
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Headings
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Arial (bold) size 12
Upper or lower case
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Text Choices
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Times New Roman size 12 (best for hard copy)
Arial size 11 (best for on-screen reading)
Footer, Arial size 8
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Logo
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Placement: top right
Size: no larger than 1.5” wide
State seal may replace DAS logo for products sponsored by a multi-agency group
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Margins
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.5" on all sides
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Column Headings
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OK to modify words in the upper portion of the document or in the table; maintain fonts and formatting
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Download
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Hard Copy, Board Recap
On-screen Reading, Board Recap
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Formal
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Presets, Rules and Options
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Headings
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Arial (bold) size 12
Upper or lower case
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Text Choices
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Times New Roman size 12 (best for hard copy)
Arial size 11 (best for on-screen reading)
Footer, Arial size 8
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Logo
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Placement: top right
Size: no larger than 1.5” wide
State seal may replace DAS logo for products sponsored by a multi-agency group
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Margins
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.5" on all sides
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Column Headings
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OK to modify words in the upper portion of the document or in the table; maintain fonts and formatting
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Download
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Hard Copy, Formal Recap
On-screen Reading, Formal Recap
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Informal
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Presets, Rules and Options
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Headings
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Arial (bold) size 12
Upper or lower case
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Text Choices
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Times New Roman size 12 (best for hard copy)
Arial size 11 (best for on-screen reading)
Footer, Arial size 8
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Logo
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Placement: top right
Size: no larger than 1.5” wide
State seal may replace DAS logo for products sponsored by a multi-agency group
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Margins
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.5" on all sides
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Column Headings
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OK to modify words in the upper portion of the document or in the table; maintain fonts and formatting
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Download
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Hard Copy, Informal Recap
On-screen Reading, Informal Recap
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Traditional
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Presets, Rules and Options
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Headings
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Arial (bold) size 12
Upper or lower case
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Text Choices
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Times New Roman size 12 (best for hard copy)
Arial size 11 (best for on-screen reading)
Footer, Arial size 8
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Logo
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Placement: top right
Size: no larger than 1.5” wide
State seal may replace DAS logo for products sponsored by a multi-agency group
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Margins
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.5" on all sides
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Column Headings
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OK to modify words in the upper portion of the document or in the table; maintain fonts and formatting
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Download
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Hard Copy, Traditional Recap
On-screen Reading, Traditional Recap
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| Reports - Covers |
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Also use for plans, manuals or booklet covers. After you select a cover, select a style for inside pages.
Report Cover #1
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Presets, Rules and Options
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Headings
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Arial (bold) size 26 - 36
Black or white text (must be readable)
Upper or lower case
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Text Choices
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Times New Roman size 18-26 (best for hard copy)
Arial size 18-26 (best for on-screen reading)
E-mail, phone number, Web site, Arial size 9
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Logo
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Placement: bottom right
Size: no larger than 1"
State seal may replace DAS logo for products sponsored by a multi-agency group
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Margins
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.75" on all sides
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Photos, Illustrations
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One large, two medium or four small images
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Shaded Bars
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Choose one color (and tint thereof) for header and side bar to complement graphics
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Download
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Hard Copy, Report Cover #1
On-screen Reading, Report Cover #1
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Report Cover #2
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Presets, Rules and Options
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Headings
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Arial (bold) size 32-40
Black or white text (must be readable)
Upper or lower case
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Text Choices
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Times New Roman size 18-26 (best for hard copy)
Arial size 18-26 (best for on-screen reading)
Within shaded bar, Arial size 14-20
Upper or lower case
E-mail, phone number, Web site, Arial size 9
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Logo
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Placement: bottom right of page
Size: no larger than 1"
State seal may replace DAS logo for products sponsored by a multi-agency group
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Margins
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.75" on all sides
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Photos, Illustrations
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Two, three or four images, equal in size
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Shaded Bars
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Choose one color (and tint thereof) for shaded bars to complement graphics
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Download
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Hard Copy, Report Cover #2
On-screen Reading, Report Cover #2
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Report Cover #3
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Presets, Rules and Options
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Headings
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Arial (bold) size 26 - 36
Black or white text (must be readable)
Upper or lower case
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Text Choices
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Times New Roman size 18-26 (best for hard copy)
Arial size 18-26 (best for on-screen reading)
E-mail, phone number, Web site, Arial size 9
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Logo
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Placement: upper middle
Size: 1” – 2”
State seal may replace DAS logo for products sponsored by a multi-agency group
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Margins
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.75" on all sides
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Color
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If desired, change background color
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Download
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Hard Copy, Report Cover #3
On-screen Reading, Report Cover #3
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| Reports - Inside Pages |
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After you've selected a report cover, choose one of the styles below for your inside pages. Choices include a traditional one-column format or a two-column approach.
Multi-page One-column
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Presets, Rules and Options
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Sub-headings
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Arial (bold) size 12
Upper or lower case
Black or white text (must be readable)
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Shaded Bar
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Choose one color to complement graphics or document look
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Text Choices
for Body
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Times New Roman size 12 (best for hard copy)
Arial size 11 (best for on-screen reading)
Footer, Arial size 8
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Margins
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.75" on all sides
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Table of Contents
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Use when document is 10 or more pages (template includes a sample; use Tab key to insert leader (...))
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Page Numbers
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Placement: lower right corner beginning with page 2
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Photos, Illustrations
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Insert image(s) throughout document or delete placeholder if not applicable
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Download
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Hard Copy, Multi-page One-column
On-screen Reading, Multi-page One-column
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Multi-page Two-column
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Presets, Rules and Options
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Sub-headings
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Arial (bold) size 12
Upper or lower case
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Shaded Bar
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Choose one color to complement graphics or document look
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Text Choices
for Body
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Times New Roman size 12 (best for hard copy)
Arial size 11 (best for on-screen reading)
Footer, Arial size 8
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Margins
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.75" on all sides
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Table of Contents
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Use when document is 10 or more pages (template includes a sample; use Tab key to insert leader(...))
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Page Numbers
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Placement: lower right corner beginning with page 2
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Two-column Separator
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Format or delete to complement document (located in header; once selected, right click for options)
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Photos, Illustrations
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Insert image(s) throughout document or delete placeholder if not applicable
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Download
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Hard Copy, Multi-page Two-column
On-screen Reading, Multi-page Two-column
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