How to Customize the Content of Your Desktop Letterhead Template

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

If you download the Formata BQ template (Rutgers logotype template only), you must have the Formata BQ font loaded on your computer. To request Formata BQ contact the visual identity project manager. 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 have selected one of the other desktop letterhead templates, these too have been provided in the proper position and size. Do not alter the position or size of the Rutgers mark in the template you have selected.

    If you need to replace the logotype with a unit signature, replace it with the TIFF file provided in your unit's signature zip packet that has been sized specifically for use in desktop letterhead. The file can be found in the folder marked Letterhead and has the extension .TIF. This will maintain proper alignment and spacing in the template.

    Note: Updated signature zip files now also include a desktop letterhead template. To request an updated signature zip file, contact the visual identity project manager.

    Do not combine the shield with your unit signature.

    If you are inserting your unit's signature into the desktop letterhead template, follow these steps:

    1. Double click in the header area to edit the masthead.
    2. Click the current logotype or signature to highlight.
    3. Go to Insert >Photo > 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, using the complete, correct name
    Line 2: Enter your school or administrative unit name
    Line 3: Enter the appropriate Rutgers name
    Line 4: Enter the street address
    Line 5: Enter the city name, state, and zip

    The box allows for five 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.

  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. As URL may be long, we suggest you use your top level URL (for example sph.rutgers.edu). Do not use "http://" or "/index.html" in your web address.
    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 using the following style: p. 000-000-0000. If you have an extension, use the following style: p. 000-000-0000, ext. 6000.
    Line 5: Enter your fax number using the following style: f. 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 with the appropriate 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. Updated unit signature zip files now also contain a letterhead template.