Department of Administrative Services Templates and Document Standards

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Department of Administrative Services

Department

Templates and Document Standards

News and Announcements

What's New
     How to Convert Old Presentations to New Templates
     posted 7/28/08
     - Use these instructions to combine or copy slides from one
        or more existing PowerPoint presentations.

     Certificates posted 7/14/09
     - Use in divisions, sections or work units to recognize
       outstanding employees or partners; present awards; show
       appreciation.

     Revised Letterhead posted 5/3/09
     -Formatted to fit standard window envelopes.

     Stand Alone Reports posted 2/18/09
       -Use for documents that do not require a special title page.

     Policy Templates posted 2/2/09
       -Use to create DAS policies.

     Fax Cover Sheets posted 1/14/09
       -Download by division.

     Themed PowerPoint templates posted 1/8/09
       - Three new selections to choose from.

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. Background on DAS' mandatory templates (pdf)

Templates

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.

Agendas	Also see "recaps."
Certificates	Use in divisions, sections or work units to recognize outstanding employees or partners; present awards; show appreciation.
E-mail Signatures	Use this guide to build your e-mail signature block to clearly communicate with customers.
Fax Cover Sheets	Download by division.
Issue Papers	Use these templates for a look that's less formal and shorter than a report. As a generic template it's suitable for meeting handouts, etc.
Letterhead	Download by division.
Logos and the State Seal	Download by division.
Memorandum	Download by division.
Policy Templates	Use to create DAS policies.
PowerPoint	Choose from formal, informal or something inbetween.
Recaps (Minutes)	Also see "agendas."
Reports - Covers	Also suitable for plans, manuals or booklet covers.
Reports - Inside Pages	Mix and match the report cover of your choice with your choice of inside page.
Reports - Stand Alone	Use for documents that do not require a special title page.
Web Projects	Contact DAS Public Affairs before launching a new Web project or online system.

Unless otherwise noted, all downloads are Word documents.

Agendas

Board		Presets, Rules and Options
	Headings	Arial (bold) size 12 Upper or lower case
	Text Choices	Times New Roman size 12 (best for hard copy) Arial size 11 (best for on-screen reading) Footer, Arial size 10
	Logo	Placement: top right Size: no larger than 1.5” wide State seal may replace DAS logo for products sponsored by a multi-agency group
	Margins	.5" on all sides
	Column Headings	OK to modify words in the upper portion of the document or in the table; maintain fonts and formatting
	Download	Hard Copy, Board Agenda On-screen Reading, Board Agenda

Formal		Presets, Rules and Options
	Headings	Arial (bold) size 12 Upper or lower case
	Text Choices	Times New Roman size 12 (best for hard copy) Arial size 11 (best for on-screen reading) Footer, Arial size 10
	Logo	Placement: top right Size: no larger than 1.5” wide State seal may replace DAS logo for products sponsored by a multi-agency group
	Margins	.5" on all sides
	Column Headings	OK to modify words in the upper portion of the document or in the table; maintain fonts and formatting
	Download	Hard Copy, Formal Agenda On-screen Reading , Formal Agenda

Informal		Presets, Rules and Options
	Headings	Arial (bold) size 12 Upper or lower case
	Text Choices	Times New Roman size 12 (best for hard copy) Arial size 11 (best for on-screen reading) Footer, Arial size 10
	Logo	Placement: top right Size: no larger than 1.5” wide State seal may replace DAS logo for products sponsored by a multi-agency group
	Margins	.5" on all sides
	Column Headings	OK to modify words in the upper portion of the document or in the table; maintain fonts and formatting
	Download	Hard Copy, Informal Agenda On-screen Reading, Informal Agenda

Certificates

		Presets, Rules and Options
	Text Choices	The template contains pre-set fonts.
	Logo	Placement: top left Size: no larger than 2.75” wide DAS logo may replace State seal. To replace state seal with a department logo: - Select View > Header and Footer - Delete state seal and using Insert menu insert desired logo - Select Close on Header and Footer toolbar Instructions to set transparency to logo backgrounds.
	Download	Cursive font Blue Certificate Yellow Certificate Standard font Blue Certificate Yellow Certificate

Fax Cover Sheets

		Presets, Rules and Options
	Font	Arial size 12
	Download	BAM DO EISPD FAC FAC - Operations & Maintenance HRSD OEA Operations SCD - 1st floor SCD - 3rd floor SDC SSD - Administration SSD - Fleet SSD - Publishing & Distribution SSD - Risk Management SSD - State Procurement Office SSD - Surplus Property TSC

Issue Papers

One-page One-column		Presets, Rules and Options
	Headings	Arial (bold) size 18 - 26 Upper or lower case
	Sub-headings	Arial (bold) size 12 Upper or lower case Black or white text (must be readable)
	Text Choices for Body	Times New Roman size 12 (best for hard copy) Arial size 11 (best for on-screen reading) Footer, Arial size 9
	Shaded Bar	Choose one color to complement graphics or document look
	Logo	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
	Margins	.5” on all sides
	Photos, Illustrations	Insert image(s) throughout document or delete placeholder if not applicable
	Download	Hard Copy, One-page One-column On-screen Reading, One-page One-column

One-page Two-column		Presets, Rules and Options
	Headings	Arial (bold) size 18 - 26 Upper or lower case
	Sub-headings	Arial (bold) size 12 Upper or lower case Black or white text (must be readable)
	Text Choices for Body	Times New Roman size 12 (best for hard copy) Arial size 11 (best for on-screen reading) Footer, Arial size 9
	Shaded Bar	Choose one color to complement graphics or document look
	Logo	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
	Margins	.5” on all sides
	Photos, Illustrations	Insert image(s) throughout document or delete placeholder if not applicable
	Two-column Separator	Format or delete to complement document (located in header; once selected, right click for options)
	Download	Hard Copy, One-page Two-column On-screen Reading, One-page Two-column

Multi-page One-column		Presets, Rules and Options
	Headings	Arial (bold) size 18 - 26 Upper or lower case
	Sub-headings	Arial (bold) size 12 Upper or lower case Black or white text (must be readable)
	Text Choices for Body	Times New Roman size 12 (best for hard copy) Arial size 11 (best for on-screen reading) Footer, Arial size 9
	Shaded Bar	Choose one color to complement graphics or document look
	Logo	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
	Margins	.5” on all sides
	Photos, Illustrations	Insert image(s) throughout document or delete placeholder if not applicable
	Download	Hard Copy, Multi-page One-column On-screen Reading, Multi-page One-column

Multi-page Two-column		Presets, Rules and Options
	Headings	Arial (bold) size 18 - 26 Upper or lower case
	Sub-headings	Arial (bold) size 12 Upper or lower case Black or white text (must be readable)
	Text Choices for Body	Times New Roman size 12 (best for hard copy) Arial size 11 (best for on-screen reading) Footer, Arial size 9
	Shaded Bar	Choose one color to complement graphics or document look
	Logo	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
	Margins	.5” on all sides
	Photos, Illustrations	Insert image(s) throughout document or delete placeholder if not applicable
	Two-column Separator	Format or delete to complement document (located in header; once selected, right click for options)
	Download	Hard Copy, Multi-page Two-column On-screen Reading, Multi-page Two-column

Letterhead - by Division

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

		Presets, Rules and Options
	Example	View a guide for line spacing and format (doc)
	Font	Times New Roman size 12
	Margins	1" on all sides
	Illustrations	If a letter requires a chart, graph or other illustration, align it along the left margin
	Download	Print version, use on division letterhead Electronic versions: BAM DO EISPD FAC FAC - Operations & Maintenance HRSD OEA Operations SCD - 1st floor SCD - 3rd floor SDC SSD - Administration SSD - Fleet SSD - Publishing & Distribution SSD - Risk Management SSD - State Procurement Office SSD - Surplus Property TSC

Logos and the State Seal

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

BAM	Horizontal Vertical
DAS	Horizontal Vertical
Director's Office	Horizontal Vertical
EISPD	Horizontal Vertical
Facilities	Horizontal Vertical
HRSD	Horizontal Vertical
Operations	Horizontal Vertical
State Controller	Horizontal Vertical
State Data Center	Horizontal Vertical
State Services	Horizontal Vertical
State Seal	Watermark Black and White Color

Memorandum - by Division

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)

		Presets, Rules and Options
	Font	Times New Roman size 12
	Margins	1" on all sides
	Illustrations	If a memo requires a chart, graph or other illustration, align it along the left margin
	Download	Print version, use on division letterhead Electronic versions: BAM DO EISPD FAC FAC - Operations & Maintenance HRSD OEA Operations SCD - 1st floor SCD - 3rd floor SDC SSD - Administration SSD - Fleet SSD - Publishing & Distribution SSD - Risk Management SSD - State Procurement Office SSD - Surplus Property TSC

Policy Templates

		Presets, Rules and Options
	Instructions	Use these templates to conform with DAS' guidelines on policy development. The templates contain preset headings, section breaks, fonts, etc.
	Download	Policy, Internal Policy, Statewide Process, Internal

PowerPoint Presentations

Formal		Presets, Rules and Options
	Headings	Arial (bold) size 40-44 Upper or lower case
	Sub-headings	Arial (bold) size 32 Upper or lower case Black or white text (must be readable)
	Text for Body	Arial size 24-32 (do not overfill slides; maintain size 24-32)
	Bullets	Limit to approximately 11 lines Do not customize
	Logo	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
	Footer	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)
	Download	Formal PowerPoint, Blue Formal PowerPoint, Gold Formal PowerPoint, White How to Convert Old Presentations to New Templates

Data*		Presets, Rules and Options
	Headings	Arial (bold) size 40-44 Upper or lower case
	Sub-headings	Arial (bold) size 32 Upper or lower case Black or white text (must be readable)
	Text for Body	Arial size 24-32 (do not overfill slides; maintain size 24-32)
	Bullets	Limit to approximately 11 lines Do not customize
	Logo	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
	Footer	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)
	Download	Data PowerPoint, Blue Data PowerPoint, Tan Data PowerPoint, Dark Blue * Best when using charts and graphs. How to Convert Old Presentations to New Templates

Informal		Presets, Rules and Options
	Headings	Arial (bold) size 40-44 Upper or lower case
	Sub-headings	Arial (bold) size 32 Upper or lower case Black or white text (must be readable)
	Text for Body	Arial size 24-32 (do not overfill slides; maintain size 24-32)
	Bullets	Limit to approximately 11 lines Do not customize
	Logo	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
	Footer	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)
	Download	Informal PowerPoint, Yellow Informal PowerPoint, Blue How to Convert Old Presentations to New Templates

Theme		Presets, Rules and Options
	Headings	Arial (bold) size 40-44 Upper or lower case
	Sub-headings	Arial (bold) size 32 Upper or lower case Black or white text (must be readable)
	Text for Body	Arial size 24-32 (do not overfill slides; maintain size 24-32)
	Bullets	Limit to approximately 11 lines Do not customize
	Logo	Placement: bottom left 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
	Footer	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)
	Download	Theme PowerPoint, Graph Theme PowerPoint, Money Theme PowerPoint, Puzzle How to Convert Old Presentations to New Templates

Recaps (Minutes)

Board		Presets, Rules and Options
	Headings	Arial (bold) size 12 Upper or lower case
	Text Choices	Times New Roman size 12 (best for hard copy) Arial size 11 (best for on-screen reading) Footer, Arial size 8
	Logo	Placement: top right Size: no larger than 1.5” wide State seal may replace DAS logo for products sponsored by a multi-agency group
	Margins	.5" on all sides
	Column Headings	OK to modify words in the upper portion of the document or in the table; maintain fonts and formatting
	Download	Hard Copy, Board Recap On-screen Reading, Board Recap

Formal		Presets, Rules and Options
	Headings	Arial (bold) size 12 Upper or lower case
	Text Choices	Times New Roman size 12 (best for hard copy) Arial size 11 (best for on-screen reading) Footer, Arial size 8
	Logo	Placement: top right Size: no larger than 1.5” wide State seal may replace DAS logo for products sponsored by a multi-agency group
	Margins	.5" on all sides
	Column Headings	OK to modify words in the upper portion of the document or in the table; maintain fonts and formatting
	Download	Hard Copy, Formal Recap On-screen Reading, Formal Recap

Informal		Presets, Rules and Options
	Headings	Arial (bold) size 12 Upper or lower case
	Text Choices	Times New Roman size 12 (best for hard copy) Arial size 11 (best for on-screen reading) Footer, Arial size 8
	Logo	Placement: top right Size: no larger than 1.5” wide State seal may replace DAS logo for products sponsored by a multi-agency group
	Margins	.5" on all sides
	Column Headings	OK to modify words in the upper portion of the document or in the table; maintain fonts and formatting
	Download	Hard Copy, Informal Recap On-screen Reading, Informal Recap

Traditional		Presets, Rules and Options
	Headings	Arial (bold) size 12 Upper or lower case
	Text Choices	Times New Roman size 12 (best for hard copy) Arial size 11 (best for on-screen reading) Footer, Arial size 8
	Logo	Placement: top right Size: no larger than 1.5” wide State seal may replace DAS logo for products sponsored by a multi-agency group
	Margins	.5" on all sides
	Column Headings	OK to modify words in the upper portion of the document or in the table; maintain fonts and formatting
	Download	Hard Copy, Traditional Recap On-screen Reading, Traditional Recap

Reports - Covers

Also use for plans, manuals or booklet covers. After you select a cover, select a style for inside pages.

Report Cover #1		Presets, Rules and Options
	Headings	Arial (bold) size 26 - 36 Black or white text (must be readable) Upper or lower case
	Text Choices	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
	Logo	Placement: bottom right Size: no larger than 1" State seal may replace DAS logo for products sponsored by a multi-agency group
	Margins	.75" on all sides
	Photos, Illustrations	One large, two medium or four small images
	Shaded Bars	Choose one color (and tint thereof) for header and side bar to complement graphics
	Download	Hard Copy, Report Cover #1 On-screen Reading, Report Cover #1

Report Cover #2		Presets, Rules and Options
	Headings	Arial (bold) size 32-40 Black or white text (must be readable) Upper or lower case
	Text Choices	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
	Logo	Placement: bottom right of page Size: no larger than 1" State seal may replace DAS logo for products sponsored by a multi-agency group
	Margins	.75" on all sides
	Photos, Illustrations	Two, three or four images, equal in size
	Shaded Bars	Choose one color (and tint thereof) for shaded bars to complement graphics
	Download	Hard Copy, Report Cover #2 On-screen Reading, Report Cover #2

Report Cover #3		Presets, Rules and Options
	Headings	Arial (bold) size 26 - 36 Black or white text (must be readable) Upper or lower case
	Text Choices	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
	Logo	Placement: upper middle Size: 1” – 2” State seal may replace DAS logo for products sponsored by a multi-agency group
	Margins	.75" on all sides
	Color	If desired, change background color
	Download	Hard Copy, Report Cover #3 On-screen Reading, Report Cover #3

Reports - Inside Pages

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		Presets, Rules and Options
	Sub-headings	Arial (bold) size 12 Upper or lower case Black or white text (must be readable)
	Shaded Bar	Choose one color to complement graphics or document look
	Text Choices for Body	Times New Roman size 12 (best for hard copy) Arial size 11 (best for on-screen reading) Footer, Arial size 8
	Margins	.75" on all sides
	Table of Contents	Use when document is 10 or more pages (template includes a sample; use Tab key to insert leader (...))
	Page Numbers	Placement: lower right corner beginning with page 2
	Photos, Illustrations	Insert image(s) throughout document or delete placeholder if not applicable
	Download	Hard Copy, Multi-page One-column On-screen Reading, Multi-page One-column

Multi-page Two-column		Presets, Rules and Options
	Sub-headings	Arial (bold) size 12 Upper or lower case
	Shaded Bar	Choose one color to complement graphics or document look
	Text Choices for Body	Times New Roman size 12 (best for hard copy) Arial size 11 (best for on-screen reading) Footer, Arial size 8
	Margins	.75" on all sides
	Table of Contents	Use when document is 10 or more pages (template includes a sample; use Tab key to insert leader(...))
	Page Numbers	Placement: lower right corner beginning with page 2
	Two-column Separator	Format or delete to complement document (located in header; once selected, right click for options)
	Photos, Illustrations	Insert image(s) throughout document or delete placeholder if not applicable
	Download	Hard Copy, Multi-page Two-column On-screen Reading, Multi-page Two-column

Report - Stand Alone

One-column		Presets, Rules and Options
	Headings	Arial size 24 - 30 Upper or lower case
	Sub-headings	Arial size 12 - 14 Upper or lower case
	Text Choices for Body	Times New Roman size 12 (best for hard copy) Arial size 11 (best for on-screen reading) Footer, Arial size 8
	Shaded Bar	Choose one color to complement graphics or document look
	Logo	Placement: top left (within header) Size: equal to height of heading and sub-headings. State seal may replace DAS logo for products sponsored by a multi-agency group
	Margins	.75” on all sides
	Download	Hard Copy, One-column On-screen Reading, One-column

Two-column		Presets, Rules and Options
	Headings	Arial size 24 - 30 Upper or lower case
	Sub-headings	Arial size 12 - 14 Upper or lower case
	Text Choices for Body	Times New Roman size 12 (best for hard copy) Arial size 11 (best for on-screen reading) Footer, Arial size 8
	Shaded Bar	Choose one color to complement graphics or document look
	Logo	Placement: top left (within header) Size: equal to height of heading and sub-headings. State seal may replace DAS logo for products sponsored by a multi-agency group
	Margins	.75” on all sides
	Download	Hard Copy, Two-column On-screen Reading, Two-column

Contacts for more information

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.

Style, formatting and plain language	Raelynn Henson (503) 378-4481
Photos and graphics	Linda Morrell (503) 378-5223
Additional options and technical questions	Summer Warner (503) 378-5097

Page updated: July 28, 2009

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