After following the download instructions, open your letterhead template in Microsoft Word.



You will have chosen either a Formata BQ template or an Arial template. You must have the appropriate font loaded on your computer to view the placeholder masthead copy in the correct font and to be able to replace it with your information in that font. (If the address type is a serif font, it is not the correct font; it is a default replacement.) Note that most computers purchased within the last few years will have Arial already loaded. If you have Arial on your system, please use the Arial template. There is no need to request Formata BQ.

The Masthead
To access the masthead to make changes, go to View > Header and Footer or double-click on the masthead. If the toolbar is in the way, move the document out from under it. The toolbar will stay in place.

1. Logotype
   The Rutgers logotype has been provided in the proper position and size. It is strongly recommended that you use the logotype as provided. If you must replace it with a unit signature, replace it with a signature from your zip files that has been sized specifically for use in desktop letterhead. This will maintain proper alignment and spacing in the template.
   
   Note: Unit signature zip files should now contain a TIFF file sized for placement in your desktop letterhead template. The letterhead file has the extension _LH. Please contact the visual identity project manager if you did not receive this TIFF in your zip files.
   
   Follow these steps to insert your new signature into your letterhead template:
   
   
   1. Double-click in the header area to edit the masthead.
   2. Click the current logotype or signature to highlight.
   3. Go to Insert > Picture > From File, and navigate to the correct file. Once you have located the correct TIFF, click "Insert." You should now see the new signature in your masthead, exactly where the previous graphic was placed.
   4. Click the "Close" button in the Header/Footer toolbar to close the masthead.
   5. Scroll down or press "Return" or "Enter" to see the second page, where you'll repeat steps 1–4.
   6. Save your updated template.
      
      
2. Address Column
   Click once on the address column. A box will appear. You may now enter your specific information. The following are guidelines for the order and placement of your information:
   
   Line 1: Enter your department, office, or program, using the complete, correct name.
   Line 2: If you wish to include a building name and room number, enter it here.
   Line 3: Enter your school name or umbrella office, using the complete, correct name.
   Line 4: This line should not change. It should read: Rutgers, The State University of New Jersey
   Line 5: Street Address
   Line 6: City Name, State, and Zip
   
   The box allows for six lines. If you require additional lines, open the box up from the corner.
   
   Any items that are long enough to flow onto two lines will automatically indent one em space on the second line.
   
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3. Web/Email/Phone Column
   Click once on the web/email/phone column. A box will appear. You may now enter your specific information.
   
   The following are guidelines for the order and placement of your information:
   
   Line 1: The universitywide web address currently appears here. You may leave this as is, or you may replace it with a more specific web address. You may also delete this line altogether if you wish.
   Line 2: Enter an email address, if desired. You may also delete this line altogether if you wish.
   Line 3: Leave one line space between the web information and the phone information. If there is no web information, move the phone information to the top of the column.
   Line 4: Enter your phone number. If you have an extension, use the following style: 000-000-0000, Ext. 6000
   Line 5: Enter your fax number here using the following style:
   Fax: 000-000-0000
   
   
4. When you have completed all your changes, proofread them very carefully. Close the masthead by clicking "Close" in the toolbar. The template should be saved now before entering the letter.
   
   Body of Your Letter
   The remainder of the copy in the template is a dummy placeholder and should be replaced with your letter. The preferred style for the date, inside address, greeting, body, and closing is indicated in the dummy copy.
   
   Second Page
   If you hit the return key repeatedly, you will access the second page (and subsequent pages), which contain the Rutgers logotype alone or your selected campus signature at the upper left. Again, if you must, you can replace the logotype with a unit signature, importing the TIFF specially sized for use in letterhead templates, now available in unit signature zip files.

Need More Help?
Refer to the FAQs, use the site map, or contact the visual identity project manager.

Resources

• Size and Space Requirements for Logotype and Signatures
• Visual Identity Manual [PDF–10MB]
• Rutgers Editorial Style Guide
• Request Form

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