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Create, Save, Edit and Use Templates in Microsoft Word

by Avantix Learning Team | Updated February 14, 2021

Applies to: Microsoft^® Word^®  2013, 2016, 2019 or 365 (Windows)

You can create, save, use and edit templates in Microsoft Word for frequently-used documents such as letters, reports, proposals and manuals. Templates include basic character, paragraph and page formatting and may include text, custom styles, tables, images, macros, sections, headers and footers. If you save a document as a custom template, you can create a new document based on that template.

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A document can be saved as a Word Template (dotx file) or a Word Macro-Enabled Template (dotm file).

In this article, we’ll take a look at 3 types of templates in Microsoft Word:

1. Normal template (the default global template)
2. Custom user templates
3. Microsoft ready-made templates

Understanding the Normal template

Unless you select a different template, Word bases new documents on the Normal template by default. The Normal template is named Normal.dotm and its default style is the Normal style. It also includes built-in heading styles such as Heading 1, Heading 2 and so on.

Specifying a location for custom user templates

In Word 2013 and later versions, if you want to create your own custom user templates, you will need to specify a location for the templates so you can easily access them.

Custom user templates are typically stored in the following location (in 2013 and later versions):

C:Users[UserName]DocumentsCustom Office Templates

You will need to specify a path to the Custom Office Templates folder (which should be created automatically when you install Microsoft Office) in your Documents folder as the default storage location. If you want, you can select a different folder but this folder is easy to find and use.

To specify the default storage location for your custom user templates in Word 2013 and later versions:

1. Create a folder in your Documents folder called Custom Office Templates if it does not already exist (assuming you are going to use this folder as the default personal templates location).
2. In Word, click the File tab in the Ribbon.
3. Click Options.
4. In the left panel, click Save.
5. Enter a path for the Default Personal Templates location (see the Options dialog box below).
6. Click OK.

For example,

C:UsersNancyDocumentsCustom Office Templates

Note the path for the Default Personal Templates in the Options dialog box:

Some users may prefer to set the default personal templates location as the Templates or User Templates folder in the Appdata folder.

Creating a custom user template in Word

You can create your own custom user template by creating a document and then saving it as a template. If you have created a document based on an existing template, you can modify it and save it as a new template.

To save an existing document as a custom user template in the Custom Office Templates folder:

1. In Word, click the File tab in the Ribbon.
2. Select Save As.
3. Enter a name for the template.
4. Double-click This PC or Computer and then navigate to the Custom Office Templates folder (or the folder you specified as the default personal templates location).
5. Select Word Template in the Save as type list. You can select Word Macro-Enabled Template if you have created macros in the file.
6. Click Save.

Creating a new document based on a custom user template

If you have saved a template in the Custom Office Templates folder, you can easily create a new document based on that template.

To create a new document based on a custom user template you have created and saved in the Custom Office Templates folder:

1. In Word, click the File tab in the Ribbon and then click New.
2. In Word 2013 and later versions, click Personal. You must have set the file path in the Options dialog box first.
3. If necessary double-click the Custom Office Templates folder.
4. Double-click the desired template. Word creates a new document based on the template that you can modify.

Understanding the relationship between a Word document and its template

Every Microsoft Word document is based on a template. If you create a new, blank document, Word uses the Normal template.

When a Word document is created, it includes three elements from its template:

1. Styles such as Normal, Heading 1, Heading 2 and so on
2. Content such as text, tables and images
3. Page settings such as margins, page breaks, section breaks, headers and footers

Once a document is created, it is no longer connected to its template so the styles, content and page settings can be modified or deleted.

A template also makes the following available in the document:

1. Building Blocks such as QuickParts
2. User interface customizations (including Ribbon customizations)
3. Keyboard shortcuts
4. Macros (if created) and the template was saved as a Macro-Enabled Template

Editing a custom user template

To edit a custom user template:

1. In Word, click the File tab in the Ribbon and then click Open.
2. Double-click This PC or Computer and navigate to the Custom Office Templates folder.
3. Double-click the template you want to edit.
4. Make changes to the template.
5. Close and save the template.

Creating a document based on a Microsoft ready-made template

You can create new documents based on hundreds of Microsoft ready-made templates. These templates are normally accessed online so you must be connected to the internet to use them. There are templates for all kinds of documents including letters, brochures, flyers, reports and proposals. Templates may differ depending on your version of Microsoft Word.

To create a new document based on one of Microsoft’s ready-made templates:

1. In Word, click the File tab in the Ribbon and click New.
2. In the Office area, click the suggested searches or enter search criteria in the Search box and press Enter.
3. Scroll through the templates.
4. Double-click the template you want to use. Word creates a new document based on the template that you can modify.

In the following example, we selected New and then Business in the suggested searches (using Word 365):

Templates can be a huge timesaver, particularly if you are working on long documents like reports and proposals.

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Once is often more than enough, particularly when creating a lengthy or comprehensive template. Each template, though differing in format and layout, is essentially a pre-constructed document in which users can input their own information in lieu of repeatedly designing the page themselves. They’re incredibly convenient and time-saving — likely the reason why most versions of Microsoft Word come pre-loaded with a venerable swath of the framed documents — while delivering robust layout options for all manners of copy, whether you’re looking to create that knockout resume, hefty business brochure or real tearjerker of a card reserved for that special someone in your life. Thankfully, the American tech giant has made implementing Word templates a simple, three-click process (though the same can’t always be said for creating and saving them for later use in Word).

Here’s our straightforward guide on how to use document templates in Microsoft Word, regardless of whether you’re simply opening a preexisting document or looking to create your own from scratch. Also, check out our top picks for the best Microsoft Office alternatives if you’re looking for a non-Microsoft workaround. There’s also our guide on how to convert a PDF file to Word if you need a simple means of converting PDF files to a more accessible format on either Windows or Mac OS X.

Skip ahead to creating a Microsoft Word template.

Opening and using a Microsoft Word template

Step 1: Launch Microsoft Word — Open Word from the dock or main Applications folder in Mac OS X or launch the software using the main Taskbar or Start menu in Windows. Alternatively, search and launch the program using either operating system’s search utility, dubbed Spotlight and Windows Search, respectively.

Step 2: Select a template — Depending on which version of Microsoft Word you’re using, you may be presented with a pop-up window presenting the various template choices available at your disposal. If using Mac OS X, click the File menu in the application Taskbar, select New from Template near the top of the resulting drop-down menu, and select your desired template from the resulting list of options prior to clicking the gray Choose button in the bottom-right corner of the window. If using Windows, click the File menu in the application toolbar, select the New panel on the left-hand side and double-click your desire template from the resulting list of options. Regardless of your OS, each version of Word should present a healthy selection of template options culled from assorted categories including Calendars, Stationary, Newsletters, Resumes, Proposals, and the like.

Step 3: Input your own copy — Each individual template serves a different purpose, but almost each one operates as a blank slate within a specified framework. Whether you previously chose a simple resume template, a more elaborate brochure template or a different option entirely, you’ll have the option to edit the content within. Change the images, font, colors, or any other facet of the template, and replace the default placeholder text or instructions with information of your own. Keep in mind the changes will not affect the original template, and when done, name and save the file as you would any other blank Word document.

Creating a Microsoft Word template

Step 1: Launch Microsoft Word — Open Word from the dock or main Applications folder in Mac OS X or launch the software using the main Taskbar or Start menu in Windows. Alternatively, search and launch the program using either operating system’s innate search utility, dubbed Spotlight and Windows Search, respectively.

Step 2: Open a blank document — Open a blank document once Word launches.  If using Mac OS X, click the File menu in the application taskbar, select New Blank Document at the top of the resulting drop-down menu. If using Windows, click the File menu in the application toolbar, select the New panel on the left-hand side and double-click Blank document near the top of the resulting section, directly above the slew of available templates.

Step 3: Create the template — There’s no one way to create a Word template. Like the Microsoft-culled templates already available within the software, each template you create will likely serve a different purpose and fit your individual aesthetics. However, whether you’re creating a business newsletter or resume, it’s important you initially format the document so you’ll be able to quickly alter its content for whatever occasion it may warrant. A template should be specifically designed to be void of specifics, while keeping it as generic and clear as possible so you can later add the tailored content in the appropriate spot. For instance, avoid inserting specific dates and addresses as they may frequently change. Instead, stick with something like “[Date]” and “[Street Address],” while incorporating placeholder text to better visualize the template’s overall appearance without delving into the specifics. Remember, it’s intended to be bare bones.

Step 4: Save the template — If using Mac OS X, click the File menu in the application Taskbar and select Save As near the middle of the resulting drop-down menu. If using Windows, click the File menu in the application toolbar and select Save As from the left-hand column. Afterward, appropriately name the file, chose a save location, and select the template format suited best for your particular software suite. Word Template (.dotx) will suffice in most cases, but you may want to consider saving the template as either a Word 97-2003 Document (.dot) or Word 97-2004 Document (.doc) if you plan on utilizing the template on an older system. When finished, click the Save button in the bottom-right corner of the window. The newly-minted template will be available in either the My Templates or Personal sections depending on which incarnation of Word you’re using to open the new document from a template.

What do you think of our simple guide on how to use document templates in Microsoft Word? Still perplexed by any one facet of our article? Let us know in the comments below.

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In Microsoft Word, templates are pre-designed documents that you or someone else (such as Microsoft) creates to use as a pattern for a project. The template could be for a business card, brochure, resume, presentation…the list goes on. Regardless of the purpose, templates provide the design consistency that any organization (or individual) needs to look professional. (You can also find templates for Excel, PowerPoint, and other applications, but in this article we’re focusing on Microsoft Word.) 

The template contains a specific layout, style, design and, sometimes, fields and text that are common to every use of that template. Some templates are so complete (such as business cards), you only have to change the individual’s name, phone number, and email address. Others, such as business reports or brochures, could require that everything is changed except the layout and design. 

Once you create a template, you can use it over and over. Remember that while you open a template to start a project, you save the project as another file type, such as the basic .docx Word format, for editing, sharing, printing, and more. The template file stays the same, unless or until you want to change it (more on that later). 

JD Sartain / IDG Worldwide

How to access Microsoft Word’s stock templates

Fortunately for us, Microsoft provides many hundreds of templates for all of its programs. Note that most of Microsoft’s templates are online, which means you cannot access them unless you’re connected to the Internet.

To open one of the system-provided templates in Word:

1. Open Microsoft Word and select New.

2. Peruse the Suggested Search categories: Business, Personal, Industry, Design Sets, Events, Education, or Letters. For this exercise, select Business.

3. Word displays a message that says, “Searching thousands of online templates.”

4. Word displays template search results on-screen, plus a comprehensive list of categories in a scrolling panel on the right.

5. Scroll down the page or choose a different category, then select a template that fits your current project.

JD Sartain / IDG Worldwide

We selected the Internet Café template. Notice the photos, graphics, and main information, such as hours, are already created in the template. You only have to type over the existing data with your company’s data, and the brochure is complete. 

How to modify a Microsoft Word template

You can change the colors, font, photos, logo, and anything else on this template. If you have not selected the Internet Café brochure, please do so now. Before you make any changes, go ahead and save this template with a new filename.

1. If you follow normal document-saving procedures (and you can here), you select File > Save As > Computer > Browse. Then navigate to the applicable folder and give the template a new name.

2. Remember that once you click the down arrow beside the Save As Type in the input box and select Word Template (*.dotx) from the list (and change the name, of course, in the File Name input box), Microsoft automatically puts the file in its own template folder.

3. Once saved as a template, close the file.

4. Now open it again. Note that it is not in the folder you specified. Don’t panic. Navigate to C:UsersownerDocumentsCustom Office Templates and your custom templates are there. Select the one you just saved from the list and open it.

JD Sartain / IDG Worldwide

5. Change the sections on the new template that will be on every brochure, such as the logo, or contact information. Then save it as a template again by pressing Ctrl+ S. It will save in the same location.

6. Next, fill in all the other information and save it—this time, as a document, so you can print it out or share it with others.

Whenever you’re ready to create a new brochure, just open the template, enter the new data, and save the completed brochure as a document.

JD Sartain / IDG Worldwide

Custom templates can be as simple or complex as needed. For example, you might create a template for your company’s newsletter, posters for a seminar, or invitations for corporate events. You can also create interactive templates to load on the Intranet, so others can fill in the blanks to print their own envelopes and letterhead, for instance.

First, create a document—design and format it, add graphics and photos. If it’s interactive, select Controls from the Developer tab and create custom input fields for user interaction.

For this exercise, create an announcement flyer for a Meet & Greet conference including lunch, cocktails, and dinner for the company’s senior management and its new interns.

1. Start with a blank document.

2. Create two columns: The left is 4.5 inches and the right is 2.5 inches, and the space between the columns is about 3/8 of an inch. These measurements are only suggestions. Adjust as necessary for your project and the images and graphics you choose.

3. Add a title.

4. Choose a font (we’re choosing Century Gothic), style (sans serif), and color (white), for that title.

5. Repeat this process for a subtitle. In our example, we’re changing the font color to dark teal.

6. Create some graphic boxes for the title (dark teal) and the subtitle (light teal). Select Insert > Shapes and choose a rectangle from the icon list.

7. Insert an applicable photo in both columns. Choose Insert > Pictures and select photos from your Pictures Library. Adding images gives you an opportunity to eyeball image sizes and column widths and adjust them as needed.

8. Enter the schedule and agenda in column one. Use Century Gothic 14 (in black) for the body text and Century Gothic 18 (in dark teal) for the headers.

9. Enter the time and place plus the conference hosts in column two, with the same fonts and colors for the body text and headers.

JD Sartain / IDG Worldwide

10. Once satisfied with the final product, click Save As > Meet+Greet.docx (a regular Word document), so you can share or print.

11. Before you exit, also save this document as a template. Click Save As > Save As Type, choose Word Template [*.dotx] from the list, and save as Meet+Greet.dotx. Next conference, the template is ready to get you started.

Once you have some custom templates in your Custom Office Templates folder, when you open Word and select New, Word provides a new category on the backstage menu called Personal. Click this category to see and open your saved templates.

JD Sartain / IDG Worldwide

How to add an interactive component to a template

Some templates use interactive controls for user input. For example, imagine that once a month, the branch managers, assistant managers, and loan originators of a large banking institution have a meeting at one of the 12 branches. It’s your assistant’s job to email the date, time, location, speakers, topics, and agenda to each attendee. Rather than have that person retype the data in a regular template, you can create a template where options can be chosen from a list. For example:

1. First, create the template, then decide which fields (date, time, etc.) can be selected from a list.

2. Click the Developer tab.

3. Position your cursor on the template where the date goes.

4. Select Insert > Text > Quick Parts > Field, then choose Date from the Categories panel and select a date format from the Properties panel. Click OK. Now the date will update automatically.

JD Sartain / IDG Worldwide

5. Next, position your cursor on the template where the location goes.

6. Select Developer > Controls > Combo Box Content Control. Word places this item on your template.

7. With the Developer tab still selected, click Controls > Properties, and the Content Control Properties dialog window opens.

8. Click the Add button, enter a branch name in the Add Choice dialog box, then click OK. Repeat this process until all the branch locations are entered, then click OK again to close this dialog window.

JD Sartain / IDG Worldwide

9. If you want to modify, remove, or move an entry up or down, highlight the entry, then click the appropriate button.

10. You can change the color of the Combo Box frame and change or create a custom style (fonts, color, attributes, etc.) for the typeface used inside the Combo Box.

11. Repeat steps 5 through 8 above to create Combo Box Content Controls for the remaining fields: meeting date and time, speakers, and topics.

12. When finished, save the document as a Word Template (*.dotx).

Template tips: how to create custom stylesheets

The default stylesheet in MS Word is called normal.dotx. It’s not a good idea to alter this stylesheet because, later on, it could result in some unwanted effects. It’s best to create custom stylesheets for each custom template. For example, the normal.dotx font is Calibri, paragraphs are left aligned, spacing is 1.15, etc. Heading 1 is Cambria 16 point, etc. You can change these settings manually throughout your document without saving them to the normal stylesheet, and before you save the document as a template.

Once satisfied, use those custom settings for your new stylesheet, which could be named something similar to the template name. For example, if you’re creating a custom brochure template, you might name it and the stylesheet Brochure1. Then future brochures will be much easier to design.

1. Choose the Home tab, then click the small arrow in the bottom right corner of the group called Styles. From the drop-down menu, click the New Styles button (bottom left).

2. In the popup dialog Create New Style from Formatting, enter the name of the style, such as Brochure1.

3. Next select Paragraph from the Style Type field list, which affects the entire paragraph, as opposed to a Character style, that affects only the characters inside a paragraph.

4. You can choose to make the style based on another style, such as the Normal style, one of the Header styles, or No style. If you plan to use most of the formatting features in the Normal style except a few differences, then base it on the Normal style. If the custom style will be completely different, then choose the No style option.

5. Under Formatting, select a Font and Size, then choose a Font Color such as Brown, Alignment such as Justify, Spacing such as 1.15, and Indents. Notice that the box in the center of the dialog window shows how the paragraph looks with the format options you select.

JD Sartain / IDG

6. In the bottom left corner, click the Format button. Notice the nine options in the drop-down list. In the Font dialog, you can further customize the font options such as font style (bold, italic, etc,), underline style; Sub- and Superscript, Small Caps, etc.

7. In the Paragraph dialog, you can customize the Indents & Spacing and the Line & Page Breaks. Use the Tabs dialog to customize the alignment and the leader of your tabs, such as the dots between the chapter name and chapter page number on a table of contents.

8. The Borders & Shading dialog provides Border options such as Box, Shadow, 3D, etc.; and Shading options include colors and patterns. The Language feature is, of course, the language of the paragraph such as French or Italian. Note that if you want only specific words in another language, such as c’est la vie in the middle of a paragraph, then create a character style called French.

9. The Frame option is actually the Text Wrap feature, which includes how the text wraps around a graphic in a paragraph, the spacing around the graphic, and how it’s positioned on the page. Choose Numbering to define how you want the numbers to appear such as the standard Arabic numbers, Roman Numerals, or Characters; how they are spaced; and delineated such as with a period after or parentheses, etc. Bullets are also defined under this list choice, which provides standard and custom bullets.

10. Next is the Shortcut Key options, which lets you choose a custom Shortcut key for your Paragraph or Character style, such as Ctrl+B for bold (which is a Word default), or define your own. Last on the list is Text Effects, which lets you define the color, gradient, pattern, outline, and transparency of a paragraph such as the title on the title page of a book or manual. Additional Text Effects include Shadow, Reflection, Glow, Soft Edges, and 3D Format.

JD Sartain / IDG

Where to find the template files on your computer

The custom templates that you create or modify from one of Microsoft’s stock templates are stored at C:UsersOwnerDocumentsCustom Office Templates, where <Owner> is your login name. When you open the Users folder, you’ll see your login name on the list of folders. If not there, it should be in the folder that’s actually called Owner.

JD Sartain / IDG Worldwide

Microsoft stores its templates at:

C:Users<your login name>AppDataRoamingMicrosoftTemplates

Again, if you failed to create a unique login name, this folder may be called <Owner>. If you can’t find it, the AppData folder and all of its files and subfolders are hidden.

JD Sartain / IDG Worldwide

To view the Hidden files:

1. Select the Start/Windows button > Control Panel > Appearance and Personalization
2. Select File Explorer Options/Folder Options > Show hidden files and folders
3. On the next screen, check the tick mark beside Show hidden files, folders, and drives, then click Apply and OK.

JD Sartain / IDG Worldwide

To discover the actual name of the Templates folder:

1. Select File > Options > Advanced
2. Scroll about two-thirds of the way down the screen.
3. Click the File Locations button, and the File Locations window appears.
4. Word displays the locations and paths to all the template-related files.

You can also click the Start button, then copy and paste this: %appdata%MicrosoftTemplates in the Search box and press Enter. The Templates folder appears in the Start box. Double-click to go straight to the stock templates folder.