This article provides an overview of how Word templates work in Legatics. Whether you're creating templates for lists or our upcoming revamped binders, understanding the structure, styles, and formatting options will help you design documents that are both professional and consistent.
Good to know: This article explains the why and how behind Word templates. If you're looking to dive deeper into setup steps, see our guides on:
Note: Word templates can be tricky to setup. If you're having trouble, contact us at support@legatics.com and we can help out!
What Word templates do
Word templates control what exports look like in lists and binders.
Lists
Users can export a list to Word or PDF, or download a ZIP of files from a list (with an index). The Word templates you upload defines what these exports look like.
Binders
When users generate a binder, an index is included. The Word template you upload defines what this index looks like.
Heads-up: Binder Word templates apply only to our upcoming revamped Binders. They won’t work with the current version of binders in the platform (which use the portrait template from list Word templates).
Users won’t see or use binder Word templates until the new Binders experience is released. We've made them available early so you can prepare and set them up in advance.
Differences between Word templates
Binder Word templates and list Word templates are separate, but they share some common elements. Understanding how they differ is important to understand.
| List Word Templates | Binder Word Templates |
Used for | Lists | Binders |
Number supported | 2 (landscape + portrait) | Unlimited |
Group by category | No | Yes |
Template for Word file | No | Yes |
Publish and unpublish | No | Yes |
Styles required in the Word file |
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Preview before replacing Word file | Yes | Yes |
When Word file replaced | All lists will use the new Word file for all future exports. | All Binders using the template won't use the new Word file.
To apply the new Word file, users must first select a different template, then reselect the intended template. This refreshes the binder with the updated file. |
Example files
This section provides example files showing:
prepared template with placeholders; and
generated sample from the prepared templates
Note: If you don't upload a Word file, the default Legatics-branded version will be used instead.
List
Template | Used when | Template | Sample |
Landscape | |||
Portrait | User downloads a zip of file in a list (and includes a Word index_ |
Binder
Template | Placeholder | Sample |
Binder |
Converting Word templates
Because of the shared elements set out above, Word templates for lists or binders can easily be converted. This can save time and ensure a consistent look across different exports.
List Word template > binder Word template
If you’ve already created a list Word template, you can use it as the foundation for a binder Word template. Since binder Word templates support more advanced formatting, you’ll just need to add a few additional styles before uploading.
To convert a list Word template to a binder Word template:
Download Your list Word template: This file already includes the table style and table title text style required by both template types.
Add binder-specific text styles: Add the additional text styles for 3 levels of sections and documents.
Upload binder Word template: Head to the binder Word template setup article and follow the steps to upload and configure your binder template in Legatics.
Binder Word template > list Word template
If you’ve already created a binder Word template, you can use it as the foundation for a list Word template. Since binder Word templates have the same styles as list Word templates, this is super simple.
However, keep in mind that binder Word templates are typically designed in portrait format. So any binder Word template is likely only useful for portrait list Word templates.
To convert a binder Word template > list Word template:
Download Your binder Word template: This file already includes the styles required by both template types.
Upload list Word template: Head to the list Word template setup article and follow the steps to upload and configure the template in Legatics.
Text and table styles
Text and table styles in Word files play an important role in templates. This section explains what they are, the role they play in templates, and explain how to create them.
What they are
Text styles
Text styles in Word are predefined formatting rules applied to text, such as headings, body text, and lists. Each style controls the font, size, spacing, and other formatting applied to text in a document.
Table styles
Table styles in Word are predefined formatting rules applied specifically to tables. They control the appearance of elements like header rows, borders, shading, font, size, and spacing.
Role in Word templates
When you upload your template file, you define which text and table styles should be applied to specific elements in the export. During the export process, those elements are automatically formatted using the styles you’ve assigned.
Heads-up: This means you need to create specific text and table styles in your Word files.
Creating and editing styles
Please refer to Microsoft Word's official documentation to learn how to create and create and edit text styles and table styles. We've included specific guidance on each stye below
Text styles
When designing your text styles, keep in mind the following:
Use "Normal style" as base | Base all styles you create on the default Word "Normal" style to ensure compatibility.
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Table styles
When designing your table style, keep in mind the following:
Delete your table | To create a table style, start by inserting a table in your Word document. After applying and saving your styling, be sure to delete the table - only the style needs to remain in the template. |
Spacing | Use Paragraph Spacing instead of Cell Spacing |
Formatting of header row | You can customise the appearance of the header row (which often contains the names of columns) by adjusting the formatting of the Header Row in your table style.
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Formatting of number column | Exports may have number columns, which numbers items in the export
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Fill colour of sections | The fill colour for sections is set within Legatics when you upload your template. For more details, see our specific articles on setting up your templates. |
Colour of text in sections | The colour of text in section is set within Legatics when you upload your template. For more details, see our specific articles on setting up your templates. |
Keep with next | The "Keep with next" feature is not supported. Applying it will not affect section or sub-section placements. |
Width of columns | You can't specify the width of columns in tables. This is done automatically by the system in proportion to the columns width in the list. |