Publications

Templates

Branded Word document and brochure templates can be personalised from desktop computers. University, school and department specific stationery templates have been developed in Word for use on both PCs and Macs.

These templates may only be used by employees of the University for official use.

Templates available:

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Course handbook covers

The following Word documents can be downloaded for use as generic course handbook covers, or as simple poster designs. For more information on their use, downloading images or logos, contact publications@sussex.ac.uk.

A4 Cover (with half page B and W picture)
A4 Cover (with half page colour picture)
A4 Cover (with watermark image and white logo)
A4 Cover (plain text)

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Brochures and booklets – A5 template

This is an A5 Word document template intended for use as, for example, brochures, booklets, or for general information. For more information on their use, downloading images or logos, contact publications@sussex.ac.uk.

A5 brochure and booklets template

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Flyer – A5 template

This is an A5 Word document template for a flyer. There is an A5 Word document with a single flyer the Print Unit could print, and a template with two flyers that can be printed on any A4 printer, and then cut in half.

A5 single flyer template

A5 double flyer template

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Newsletter template – Word and InDesign

There are two branded templates available for producing internal University of Sussex newsletters: an InDesign template and a Word template. Whichever you choose to use, we recommend that before you start work on your newsletter you take a moment to read the guidance on internal newsletters by the Internal Comms team.

There are now many channels available through which to present news stories and it may be that there are other media that you could use that are more appropriate for your target audience.

Please also take a look at our writing and style guidelines. The University has a 'house style' – a consistent way of writing – that is part of our brand. Having a set house style helps convey an impression of quality and thoroughness, no matter who is writing or editing. Our online guide aims to provide a fast, user-friendly way to find the information you need when you are writing for Sussex-branded materials.

InDesign template

If you are using an approved designer to produce your newsletter, we can supply your designer with an InDesign template on which to base your publication. This should reduce design costs, as your designer will not have to charge for the creating the look and feel of the newsletter and will only need to make minimal modifications to the template. Please contact publications to ask for the template to be sent to your chosen designer.

Word template

If cost is an issue and you would like to produce your newsletter in Word, we offer a branded template, with guidelines for its use. Please contact publications to ask for the template to be sent to you.

Guidelines for using the Word template

Before you start work on your newsletter please take a moment to read the guidance on internal newsletters by the Internal Comms team.

The template provided is intended for use in Word 2007. All instructions below therefore relate to the 2007 version of Word.

Keep the Word template as your master file for reference. The template shows the different styles you can use for different types of news items.

To create your own newsletter document, open the template and, before you start to do any work, choose ‘Save as’ from the File menu and give the new file your newsletter title. You can then start work on your newsletter in the new file you have created. You should follow this process each time you start a new issue of your newsletter so that you don’t overwrite previous versions.

The basic design grid

The newsletter is set up using text boxes and picture boxes. The design is based on three columns of text of equal width, with vertical rules between columns. There is a basic grid to help with layout – newly created boxes and rules will snap to the grid but if you are using existing text boxes to type or paste your text in to  (or copy/pasted text boxes) you will need to make sure that your text boxes and rules are properly aligned within the grid. To see the grid first display the Drawing toolbar by clicking View, Toolbars, Drawing. On the Drawing toolbar, click Draw, and then click Grid Options. Select the 'Display gridlines on screen' check box. The grid will not be visible when you print out the newsletter – it is simply provided to help you line up your text boxes and pictures.

Please note that it is bad practice to have any news article stretching over the width of all three columns (ie to have text running across the full width of the page) and this should always be avoided. It is better to have a mix of articles with some running over one column and some running over two, as in the template provided. The only exception to this rule is to have footnotes running across the whole width of the page.

Placing your text in the layout

We recommend that you use the existing text boxes for new text. Simply click on the text box and highlight the text that you want to replace with your own text. As you start typing your new text will appear in the same style as the text you are replacing.

It is also possible to copy and paste text from other files, but be aware that this may cause style problems as Word imports styles as well as text. To get round this, paste your existing text into Wordpad/Notepad first, then cut and paste from there (takes out styles). Or in the edit menu select Paste Special and select Paste as unformatted text.

You may prefer to set up your newsletter so that when you click in text box and start typing you automatically overtype the existing text. You need to make sure, however, that you don’t inadvertently retain some of the original text. If you prefer the ‘overtype’ option, go to the Tools menu, click Options, and then click the Edit tab. Select the Overtype mode check box.

Tip: for a quick way to switch between Insert mode and Overtype mode, double-click OVR on the status bar (horizontal bar at bottom of window). When OVR is dimmed, Insert mode is on; when OVR is bold, Overtype mode is on.

If you need to add new text boxes you can copy an existing box, pasting the new box where you want in your layout. This has the advantage that the box keeps the correct column width, but you will still need to align the box within the grid. If you want to create a completely new text box, click where you want the box to appear and go to the insert menu and scroll down to text box. The new box will appear and you will need to extend it horizontally to fill a column width (or two column width).

Changing the newsletter masthead (the strip at the top that carries the title of the newsletter, the University Logo and the date of publication)

You should amend the newsletter title so it reflects your newsletter title. You will also need to change the date/issue number details. Please do not change the position of any of the elements of the masthead. The University logo should not be modified in any way (eg do not change the colour or ‘squash ‘ the logo horizontally or vertically). If you wish, you may use your school/unit logo in place of the main University of Sussex logo, ie the version of the Sussex logo that carries your school’s/unit’s name in writing underneath. These logos are available to download from the Publications and Branding Team’s web pages.

Changing the running heads (the headers at the top of each page after the front page)

To edit the text in the running heads you should click on the View menu and scroll down to Header and footer. The text in the header will then appear in an editable format at the top of the page.

Styling of text

Please use the styles from the template, rather than local formatting. To see how styles are used, click on text and look at the Styles menu in the toolbox, or to get an overview of the whole document, choose View/Normal instead of View/Print Layout in Word. Styles are listed at the side each time the style changes. You should use the styles provided rather than creating new ones. To apply a style to your text from the style sheet, highlight the text you want to style, go to the format menu and choose style. A list of approved styles will be displayed and you can pick a style and see what it looks like by clicking on the apply button.

There should be sufficient choice of heading sizes and styles and body copy to differentiate between types of articles in your layout and you should avoid creating any additional styles as this will begin to make the design look cluttered and unprofessional.

As part of the University’s visual identity, and to make your newsletter easy to read and readily accessible for people with visual impairments, all text should left aligned and not justified (ie with the right-hand margin left uneven). This is how the text has been set up in the styles in the template and you should not deviate from this.

Font/typeface

Only Arial should be used in your newsletter. Please do not introduce any other fonts into your layout. This is in line with University policy for any document produced in Word.  Refer to typefaces for more information.

Adding pictures to your newsletter

Picture boxes have been drawn in as a guide only. You cannot replace the image in a picture box, so you will need to make picture box. Click where you want to insert the picture then go to Insert/Picture/From File. Locate the picture you want to insert. Double-click the picture you want to insert.

Tip: by default, Word embeds pictures in a document. You can reduce the size of a file by linking a picture. In the Insert Picture dialog box (Insert menu), click the picture, click the arrow to the right of the Insert button, and then click Link to File. While you can't edit the picture, you can see it in your document and print it when you print the document.

Page numbering

If you need to add pages to your newsletter the running heads will automatically appear on the new pages along with the correct additional page numbers. If you are planning to have your newsletter printed via the Print Unit, page quantities in any document should ideally be in multiples of four for printing.Writing and style guidelines

Before you start you may want to have a looking at our writing and style guidelines. The University has a 'house style' – a consistent way of writing – that is part of our brand. Having a set house style helps convey an impression of quality and thoroughness, no matter who is writing or editing. Our online guide aims to provide a fast, user-friendly way to find the information you need when you are writing for Sussex-branded materials.

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Awards certificates – A4

This is an A4 Word document template for awards certificates, prizes etc. Please contact publications@sussex.ac.uk to request the template be sent to you.

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PowerPoint templates

Sample presentations (to be copied and amended for your own use) and Design templates (for use with new or existing presentations in the same way as a standard Microsoft design template) are now available in Sussex flint and Sussex white.

Most machines serviced by ITS have the Microsoft Office 2010 suite, for which you should use the appropriate samples, templates and instructions. The files for PowerPoint 2003 are still available, although it is recommended you use Windows Remote to access the latest version or contact ITS to update your software.

To download, click on appropriate link and choose Save. It is highly recommended that you read the instructions [pdf] for use with these Sussex templates.

PowerPoint 2010


PowerPoint 2003

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Templates for alternative word processing packages (LaTeX)

We recognise that other colleagues may use different word processing systems. A template has been developed for LaTeX. For a copy, contact publications, publications@sussex.ac.uk.

Other systems: Sussex letter layout guidelines

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Full information on using PC templates

Includes the following:

  • Press release template
  • Screensaver template

University of Sussex Branding Guidelines: Using PC templates

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Full information on marketing communications

Guidelines for layout and design of:

Booklets and brochures: A4 (front covers, back covers, pages),
Booklets and brochures: A5 (front covers, back covers, pages),
Booklets and brochures: A6 (front covers, back covers, pages),
A4 brochures: concertina folding,
Postcards, posters, carrier bags, franking stamps.

For further information on marketing communications, contact publications@sussex.ac.uk, phone 8523.

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