How to Create a Custom Template in Word 2016

Edited 1 day ago by ExtremeHow Editorial Team

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Microsoft Word 2016 is a powerful word processing tool that allows users to create many types of documents, including letters, reports, flyers, and more. One of its useful features is the ability to create custom templates. Templates help standardize the look of documents and save time by not having to set up formatting and styles every time you create a new document. This guide will walk you through the steps to create a custom template in Word 2016 in detail.

Understanding templates

A template is a pre-designed document layout that defines the appearance of a document. Templates often include pre-defined fonts, styles, layouts, and content elements. When you apply a template to a new document, it opens as a copy, where you can add or edit content without changing the original template. This ensures consistency across all your files that use the template and also saves a significant amount of time.

Step-by-step process for creating a custom template

Step 1: Start a new document

Start by opening Microsoft Word 2016. Once the application starts, you'll see a blank document, or you can choose from one of several available templates. For our purposes, choose a new blank document by clicking "File" in the menu, then selecting "New" and double-clicking "Blank Document."

Step 2: Set your document format

Before you save it as a template, you should set up the document's default styles and formats. Think about which elements you need to standardize, such as:

• Margins and Orientation: Go to the "Layout" tab. Click "Margins" to set the margin sizes you want. You can customize the margins by choosing the "Custom Margins..." option for specific sizes. Set the document orientation (portrait or landscape) if necessary.
• Headers and footers: Go to the "Insert" tab, then select "Header" or "Footer" depending on your needs. Create consistent headers and footers for your document, such as including a document title, page numbers, or a logo.
• Styles and fonts: In the "Home" tab, you can customize your font type, size, and styles (bold, italic, underline) through the "Styles" group. Consider setting a theme and colors to maintain consistency.
• Paragraph and Spacing: Adjust line and paragraph spacing in the "Home" tab under the "Paragraph" section. This helps maintain a clean and readable document structure.

Step 3: Add and customize content elements

Templates often include placeholder text or content, which can serve as prompts when creating a new document based on this template. Add elements such as:

• Placeholder text: Use curly braces, such as {{title}}, {{date}}, or {{name}}, to mark areas where specific information should be inserted.
• Tables and charts: If tables or charts are used frequently in your documents, insert them with the specified formats and sample data. This can serve as a placeholder for updating later with the actual content.
• Images and logos: Insert images or logos at specified locations to maintain a standard look across all documents.

Step 4: Secure and lock the sections

Sometimes, you may want to lock certain parts of the template so that they cannot be changed after use. You can do this by using the "Restrict editing" option. Follow these steps:

1. Go to the "Review" tab and select "Restrict Editing."
2. A side panel will appear. Under "Editing restrictions," check the box and select "No changes (read only)" to restrict users from editing the entire document or specific parts.
3. You can fine-tune this setting by selecting exceptions or specific areas where editing is allowed.

Step 5: Save your template

Once you've customized your document the way you like it, it's time to save it as a template:

1. Click "File" in the menu.
2. Select "Save As" and choose your preferred location to save your template.
3. In the "Save as type" dropdown, select "Word Template (*.dotx)" or if you want to save macros, select "Word Macro-Enabled Template (*.dotm)."
4. Give your template a name and click "Save."

Step 6: Use your custom template

After you save your template, you can use it anytime by following these steps:

1. Open Word 2016 and click "File."
2. Select "New" to create a new document.
3. Select "Personal" from the template categories to view your custom templates.
4. Click the template you just created to open a new document based on that template.

Tips for creating an effective template

Creating an effective template can make work even more efficient. Here are some tips:

• Think about consistency: Make sure you create templates that can be used consistently across different documents, ensuring professional and consistent output.
• Use fields wisely: Using fields for dates, page numbers, and other automated content saves time and ensures accuracy.
• Keep it simple but versatile: Include only the essential elements and keep placeholders generic to accommodate a variety of uses.

Conclusion

Creating custom templates in Word 2016 can be an extremely useful tool for those who want to increase document consistency and workflow efficiency. By following the steps outlined in this guide, you can create templates that standardize elements across different documents, making your work more efficient and your documents more professional. Whether you need templates for business, education, or personal use, learning how to create them efficiently can streamline your document creation process for many projects and tasks.

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