How to Use Templates in Microsoft Office 2021

Edited 1 day ago by ExtremeHow Editorial Team

Microsoft OfficeTemplatesCustomizationProductivityWindowsMacProfessionalCreativityDocument

Microsoft Office 2021 has many features that make creating, editing, and sharing documents efficient and user-friendly. One such feature that reduces the workload to a great extent is the use of templates. Templates act as pre-designed documents or files that you can use as a starting point. Instead of starting from scratch, you can use templates to quickly and efficiently create different types of documents without worrying about formatting. In this comprehensive guide, we will discuss in-depth how you can effectively use templates in Microsoft Office 2021, which includes the main applications: Word, Excel, PowerPoint, and Outlook.

Understanding templates

A template in Microsoft Office is essentially a blueprint for creating a specific type of document. It contains pre-configured settings, styles, and themes to jump-start your document creation process. Templates can be used to create resumes, invoices, reports, brochures, presentations, calendars, to-do lists, letters, and more. Templates save time, ensure consistency, and are especially useful for users who may not be familiar with the ins and outs of document formatting.

Benefits of using templates

There are many benefits to using templates in Office applications. Here are some of the most notable benefits:

• Time savings: Templates save significant time by providing an already structured layout, allowing users to focus on adding content rather than worrying about the design.
• Consistent format: Templates ensure that documents look professional and consistent for frequently used tasks, like newsletters or presentations.
• Ease of use: The templates are user-friendly and especially useful for beginners who may find it daunting to start from the beginning.
• Customization: While templates provide a set structure, they also provide the flexibility to make adjustments and customize the document to suit specific needs.

Accessing templates in Microsoft Office 2021

Microsoft Office 2021 offers a variety of built-in templates as well as the option to download additional templates online. Let's learn how to access these templates in different applications.

Using templates in Microsoft Word

Microsoft Word is used to create text documents such as reports, resumes, and letters. Here's how you can use templates in Word:

1. Open Microsoft Word.
2. On the start page, you'll see a gallery of templates you can choose from. If you don't see it, you can go to File > New.
3. Browse featured templates or use the search bar to find specific templates like "resume" or "invoice."
4. Select the template you want to use by clicking on it.
5. A new document opens, and you can customize it with your own text and data.
6. To save the document, go to File > Save As, select the destination, and choose your file format.

Example: If you want to create a professional-looking resume, type "resume" in the search bar. Browse the available templates and choose one you like. Modify the template by entering your details, such as your name, experience, and skills. Save the document and it's ready to send to potential employers.

Using templates in Microsoft Excel

Templates in Excel are especially useful for creating spreadsheets for various purposes such as budgeting, calendars, and data analysis. Here's how to access and use Excel templates:

1. Open Microsoft Excel.
2. You will see a number of templates on the Start screen. If it is not visible, click on New from the sidebar.
3. Choose from the available templates or use the search bar for specific needs such as "budget", "invoice" or "schedule".
4. Choose the template you want.
5. The template opens in Excel, and you can begin inputting your data. Customize the cells, formulas, and formatting as needed.
6. To save, go to File > Save As, choose your save location and format.

Example: If you need to track expenses, search for a "budget" template. Open a template that suits your style, and input your financial data. Modify the columns and cells according to your budget needs, and save your work for future updates.

Using templates in Microsoft PowerPoint

PowerPoint templates are invaluable for creating attractive presentations with already designed and formatted slides. Here's how to access templates in PowerPoint:

1. Launch Microsoft PowerPoint.
2. On the main screen, the templates will be displayed. If you are already in the application you can click on New.
3. Browse exclusive templates or search for a specific design or theme for your presentation.
4. Choose a template to get started. Once selected, a new presentation opens using that template.
5. Add your own content, such as text, images, and data. Customize the slides to suit your presentation needs.
6. Save the presentation by going to File > Save As and selecting the desired location and file type.

Example: For a business presentation, you can choose a template with a corporate theme to maintain a professional look throughout the presentation. Insert your company's data and charts, making sure each slide aligns with the message you want to convey.

Using templates in Microsoft Outlook

Outlook allows you to create email templates for messages you send frequently. You can use templates in Outlook to:

1. Open Microsoft Outlook.
2. Compose a new message by clicking New Email.
3. Design the email with the subject line, body text, and any formatting you regularly use.
4. Once done, go to File > Save As.
5. In the Save As Type list, select Outlook Template (*.oft).
6. Enter a name for your template and save it.
7. To use the template, go to Home > New Items > More Items > Select Form.
8. In the Choose Form dialog, choose User Templates in the File System and open the template you saved.

Example: If you send weekly updates to your team, create a template with a structured framework of your message. Save the template and reuse it each week by updating specific sections with the latest information.

Creating your own templates

While Microsoft Office 2021 offers a variety of built-in templates, there are situations where you may want to create your own custom template. Creating a custom template ensures that you include all the elements you need on a regular basis and adjust the design according to your unique preferences. Here's how you can create your own template in Word, Excel, and PowerPoint:

Creating a template in Microsoft Word

To create a custom Word template:

1. Open a new blank document in Microsoft Word.
2. Add all the text and design elements you want to include in your template, such as fonts, headers, footers, styles, and standard content.
3. Make sure your document has the correct page settings and structures.
4. Once done, go to File > Save As.
5. In the Save as type list, select Word Template (*.dotx).
6. Provide a name for your template and save it in the default Word Templates folder or a location of your choice.

To use your saved template, open Word, click File > New, and select Custom to find your template.

Creating a template in Microsoft Excel

To create a custom Excel template:

1. Start a new blank workbook in Excel.
2. Customize your workbook by setting the required sheets, columns, headings, styles, and formulas.
3. Your workbook should include standard data formats or elements that you need on a regular basis.
4. When ready, go to File > Save As.
5. Select Excel Template (*.xltx) from the Save as type list.
6. Name your template and save it in the default Excel templates folder.

Access your saved templates by going to File > New and checking under the Personal section.

Creating a template in Microsoft PowerPoint

To create a custom PowerPoint template:

1. Create a new blank presentation in PowerPoint.
2. Add your desired design, slide masters, themes, and standard text or visual elements.
3. Make sure each slide reflects the layout and style you typically use.
4. When you're done, go to File > Save As.
5. Select PowerPoint Template (*.potx) from the Save as type options.
6. Give it a name and save it.

You can access your custom templates by choosing File > New and looking under Custom Categories.

Downloading templates online

There may be times when the built-in templates don't exactly fit your needs or you're looking for more variety. You can download additional templates from the online Office Template Library.

You can download templates online as follows:

1. Open any Office application such as Word, Excel, or PowerPoint.
2. Go to File > New.
3. In the search box, type keywords directly related to what you're looking for. You can also browse categories or featured templates.
4. When you find a template you like, select it to see a preview and click Create or Download to start using it.

Sharing templates

If you've created a template that you think others might benefit from, Microsoft Office lets you share your template with colleagues or across different devices. You can email the template file or use cloud services like OneDrive to share a link.

1. Find your template file, which will have an extension like .dotx for Word, .xltx for Excel, or .potx for PowerPoint.
2. Select the file, right-click, and choose Share or Send to send it via email or upload it to a shared drive.

Additional tips for using templates

Consider the following tips for using templates effectively in Microsoft Office 2021:

• Update your templates regularly to reflect new design trends or organizational needs.
• Organize your templates into specific folders or categories to make them easier to find.
• When downloading templates online, make sure they are compatible with Office 2021.
• Basic customizations, such as changing colors and fonts, can help make the template more personalized.

Conclusion

Templates in Microsoft Office 2021 come as a great boon for boosting productivity and maintaining consistency across different document types. Whether you're creating slide decks, writing reports, managing budgets, or sending repetitive emails, templates reduce the hassle of starting from scratch, providing both blueprinted designs and room for creativity. By understanding how to effectively leverage templates, you can significantly streamline your workflow and ensure all your outputs stand out with professionalism and clarity.

  Share This Article

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