How to Create and Use Templates in Microsoft Word

Edited 2 weeks ago by ExtremeHow Editorial Team

Microsoft WordWindowsMacProductivityStandardizationWorkflowTime-SavingEfficiencyCustomizationDesign

Microsoft Word is one of the most widely used word processing programs in the world. One of its most powerful features is the ability to create and use templates. Templates in Microsoft Word are pre-designed documents that you can use as a starting point for your work. They can save you time by providing a consistent structure and layout that you can apply to new documents, ensuring consistency in your work. In this guide, we will explain in detail how you can create and use templates in Microsoft Word.

What is a template?

A template is a document type that serves as a predetermined format for your files. It defines the layout, style, and sometimes the content or boilerplate text. Templates can include pre-defined settings such as font, margins, headers and footers, and other formatting options. For example, you might have a template for a business letter that you use every time you write to a client or a template for your monthly reports. Templates can be customized for many types of documents, including letters, resumes, flyers, and invoices.

Why use templates?

There are many benefits to using templates in Microsoft Word:

• Consistency: Templates help ensure that the look and feel of similar types of documents is consistent.
• Efficiency: By starting with a template, you don't have to set up your document from scratch each time. This saves time and reduces repetitive tasks.
• Professionalism: Templates often follow best practices and standards in formatting and content presentation, which can enhance the professionalism of your documents.
• Customization: Once you have the template ready, you can customize it to suit your specific needs while maintaining the overall structure.

Creating a template in Microsoft Word

Creating a template in Microsoft Word is a straightforward process. Follow these steps to create a template:

1. Open a new document: Start Microsoft Word and open a new, blank document.
2. Set up your template: Whenever you create a new file with this template, format the document the way you want. This includes:
   • Setting the page layout (margins, orientation, size).
   • Defining styles for various elements such as titles, body text, and captions.
   • Adding header and footer information if needed.
   • Including any standard text or placeholders that you want to appear in every new document.
3. Save as a template: Click File in the top menu. Choose Save As. In the Save As dialog box, change the file type to Word Template (*.dotx) in Word versions later than 2007. Name your template and choose a location to save it. By default, Word will save your template in a custom Office Templates folder.

Using templates in Microsoft Word

Once you've created a template, you can use it to create new documents. Here's how:

1. Open Word: Start Microsoft Word.
2. Find your template: Click File and then New. You'll see a selection of featured Office templates. To use your custom template, click the Personal option at the top of the screen or search for it if necessary.
3. Create the document: Click the template you want to use. Word will open a new document based on the template you selected.
4. Edit and save: Make the necessary changes to your document. Be sure to save your new document with a new name to preserve the template.

Editing the template

Sometimes you may need to update your template with new styles or text. To edit an existing template, follow these steps:

1. Open the template: Open Microsoft Word and go to File > Open. Go to the location where you saved your template. You may have to change the file type to Template to view your file.
2. Edit: Make necessary changes to your template.
3. Save: Click File > Save or Save As if you want to save it as a new template.

Managing templates

It's important to manage your templates effectively, especially if you have multiple templates that you use regularly. Here are some tips:

• Organize templates: Store your templates in a dedicated folder or location so you can access them easily.
• Give templates clear names: Use descriptive names for your templates so you can quickly identify their purpose.
• Regular updates: Keep the templates updated to reflect any changes in your document requirements or company standards.

Advanced tips for template use

As you become more familiar with the templates, you can explore more advanced features to enhance productivity:

• Macros: Use macros to automate repetitive tasks. Macros can be recorded and saved in templates for greater efficiency.
• Content controls: Use content controls in your templates to create fields that users can fill out, such as forms or data entry documents.
• Linked Styles: Create templates with linked styles to ensure consistent formatting across different sections of your document.

Common template types in Microsoft Word

You can create several types of templates in Word, depending on your needs:

• Business letters: Standard templates for business communications, with the company address and format already in place.
• Resume: Pre-formatted sections for all relevant information, such as personal details, experience, skills, and education.
• Reports: Templates that format a consistent layout for reports, with headings, subheadings, and consistent styling.
• Invoice: A ready-made template for billing customers, including fields for date, services, fees, and contact information.

Conclusion

Templates are a powerful feature in Microsoft Word that can greatly increase your productivity and ensure consistency across your documents. By understanding how to create, manage, and use templates, you can streamline your workflow and focus more on content rather than formatting. Whether you need templates for business letters, resumes, or any other document type, Microsoft Word offers flexible solutions to meet your needs.

With these insights, you're well-equipped to make the most of Word templates and customize them to your specific needs.

  Share This Article

If you find anything wrong with the article content, you can request an update