Use of the word template


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This wikiHow teaches you how to select or create a template in Microsoft Word for Windows and Mac. Templates are pre-formatted documents designed for specific purposes, such as invoices, calendars, or résumés.

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    Open Microsoft Word. Double-click the Word icon, which resembles a white «W» on a dark-blue background.

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    Search for a template. Scroll through the Microsoft Word home page to find a template you like, or type word into the search bar at the top of the page to search for matching templates.

    • For example, if you wanted to find budget-related templates, you would type «budget» into the search bar.
    • You must be connected to the Internet in order to search for templates.

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    Select a template. Click a template that you want to use. This will open it in a window where you can take a closer look at the template.

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    Click Create. It’s to the right of the template preview. Doing so opens the template in a new Word document.

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    Edit the template. Most templates have sample text; you can replace this text by deleting it and typing in your own.

    • You can also edit most templates’ formatting (e.g., font, color, and text size) without ruining the template itself.
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    Save your document. Click File in the upper-left side of the page, click Save As, double-click a save location, enter your document’s name, and click Save.

    • You can re-open this document by going to the folder where you saved it and double-clicking it.
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    Open Microsoft word. Double-click the Word icon, which resembles a white «W» on a dark-blue background. Depending on your Word settings, this will either open a new document or bring up the Word home page.

    • If the Word home page opens, skip to the «search for a template» step.
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    Click File. It’s a menu item in the top-left side of the screen. A drop-down menu will appear.

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    Click New from Template. You’ll find this option near the top of the File drop-down menu. Clicking it opens the template gallery.

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    Search for a template. Scroll through the available templates to see pre-set options, or type a search term into the search bar in the top-right side of the page.

    • For example, to find invoice-related templates, you might type «invoice» into the search bar.
    • You must be connected to the Internet in order to search for templates.
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    Select a template. Click a template to open a preview window with the template displayed.

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    Click Open. It’s in the preview window. This will open the template as a new document.

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    Edit the template. Most templates have sample text; you can replace this text by deleting it and typing in your own.

    • You can also edit most templates’ formatting (e.g., font, color, and text size) without ruining the template itself.
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    Save your document. Click the File menu item, click Save As, enter a name for your document, and click Save.

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    Open your Microsoft Word document. Double-click the document to which you want to apply your template.

    • This will only work for recently-opened templates. If you haven’t recently opened the template you want to use, open the template and then close it before continuing.
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    Click File. It’s in the upper-left side of the page.

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    Click Options. You’ll find this in the bottom-left side of the «File» page.

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    Click the Add-ins tab. It’s on the left side of the Options window.

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    Click the «Manage» drop-down box. This box is at the bottom of the Add-Ins page. A drop-down menu will appear.

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    Click Templates. It’s near the middle of the drop-down menu.

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    Click Go…. This button is to the right of the «Manage» drop-down box.

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    Click Attach…. It’s in the upper-right side of the page.

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    Select a template. Click a template that you want to use.

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    Click Open. It’s at the bottom of the Template window. This will open your template.

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    Check the «Automatically update document styles» box. You’ll find this box below the template’s name near the top of the page.

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    Click OK. It’s at the bottom of the window. Doing so will apply your template’s formatting to the document.

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    Save your document. Click File in the upper-left side of the page, click Save As, double-click a save location, enter your document’s name, and click Save.

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    Open your Microsoft Word document. Double-click the document you want to open.

    • This will only work for recently-opened templates. If you haven’t recently opened the template you want to use, open the template and then close it before continuing.
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    Click Tools. This menu item is on the left side of the Mac’s menu bar. Clicking it prompts a drop-down menu.

    • If you don’t see Tools, click your Microsoft Word window to make it appear.
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    Click Templates & Add-Ins…. It’s an option near the bottom of the drop-down menu. Doing so opens a window.

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    Click Attach. You’ll find this in the Templates & Add-Ins window.

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    Select a template. Click a template that you want to apply to your document.

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    Click Open. Doing so will apply the template’s formatting to your document.

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    Save your document. Click the File menu item, click Save As, enter a name for your document, and click Save.

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    Open Microsoft Word. Double-click the Word icon, which resembles a white «W» on a dark-blue background.

    • If you want to create a template from an existing document, double-click the document itself and skip to the «edit your document» step.
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    Click the «Blank document» template. It’s in the upper-left side of the Word window.

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    Edit your document. Any formatting changes you make (e.g., spacing, text size, font) will be parts of your template.

    • If you’re creating a template from an existing document, you might not need to edit anything.
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    Click File. It’s a tab in the upper-left side of the page.

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    Click Save As. This option is near the top of the File pop-out window.

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    Select a save location. Double-click a save folder or location here to set it as the template’s storage spot.

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    Enter a name for your template. Type in the name you want to use for your template.

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    Click the «Save as type» drop-down box. It’s below the file name text box. A drop-down menu will appear.

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    Click Word Template. This option is near the top of the drop-down menu.

    • You can also click Word Macro-Enabled Template here if you put macros in your document.
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    Click Save. It’s in the bottom-right side of the window. Doing so saves your template.

    • You’ll be able to apply the template to other documents if you want to.
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    Open Microsoft Word. Double-click the Word icon, which resembles a white «W» on a dark-blue background.

    • If you want to create a template from an existing document, double-click the document itself and skip to the «edit your document» step.
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    Click the New tab. It’s in the upper-left side of the home page.

    • If there isn’t a home page, click the File tab and then click New from Template first.
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    Click the «Blank Document» template. It’s a white box. This will create a new Word document.

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    Edit your document. Any formatting changes you make (e.g., spacing, text size, font) will be parts of your template.

    • If you’re creating a template from an existing document, you might not need to edit anything.
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    Click File. It’s a menu item in the top-left side of the page.

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    Click Save As Template. You’ll see this option in the File drop-down menu.

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    Enter a name for your template. Type in the name you want to use for your template.

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    Click the «File Format» drop-down box. It’s near the bottom of the window. A drop-down menu will appear.

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    Click Microsoft Word template. This option is in the drop-down menu, and has the «.dotx» extension next to it.

    • You can also select Microsoft Word Macro-Enabled template if you put macros in your document.
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    Click Save. It’s the blue button at the bottom of the window. Doing so will save your template.

    • You’ll be able to apply the template to other documents if you want to.
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Add New Question

  • Question

    How do I save an edited template as a default template in Word?

    Community Answer

    You can open HTML window in editor and you can place your code there. It will work if your editor has an edit HTML option.

  • Question

    How can I use a template in Outlook?

    Community Answer

    Prepare your template and save it as .oft (Outlook template). Next time you need it, go to the Home tab and select New Items / More Items / Choose Form / Look in: User Templates in File System and select your template.

  • Question

    How do I add lines inside the text box?

    Community Answer

    Draw them using the line tool in the box. On updated computers, go to insert>illustrations>shapes. On non-updated computers, go to insert>shape. You can also underline text by highlighting it, then going to home>underline text.

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  • Templates are extraordinarily helpful when invoicing or creating pamphlets.

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Whether you’re starting from a built-in template or updating one of your own, Word’s built-in tools help you update templates to suit your needs. To update your template, open the file, make the changes you want, and then save the template.

  1. Click File > Open.

  2. Double-click This PC. (In Word 2013, double-click Computer).

  3. Browse to the Custom Office Templates folder that’s under My Documents.

  4. Click your template, and click Open.

  5. Make the changes you want, then save and close the template.

Building templates

  • Add building blocks to a template

  • Add content controls to a template

    • Add content controls

    • Insert a text control where users can enter text

      • Insert a picture control

      • Insert a combo box or a drop-down list

      • Insert a date picker

      • Insert a check box

      • Insert a building block gallery control

    • Set or change the properties for content controls

  • Add instructional text to a template

  • Add protection to a template

    • Add protection to parts of a template

    • Assign a password to a template

Add building blocks to a template

Building blocks are reusable pieces of content or other document parts that are stored in galleries to be accessed and reused at any time. You can also save building blocks and distribute them with templates.

For example, you may create a report template that provides your template users with two cover letter types to choose from when they create their own report based on your template.

Add content controls to a template

Make your templates flexible by adding and configuring content controls, such as rich text controls, pictures, drop-down lists, or date pickers.

For example, you might create a template that includes a drop-down list. If you allow editing to the drop-down list, other people can change the list options to meet their needs.

Note:  If content controls are not available, you may have opened a document or a template that was created in an earlier version of Word. To use content controls, you must convert the document to the Word 2013 file format by clicking File > Info > Convert, and then clicking OK. After you convert the document or template, save it.

Before you can add content controls, you need to show the Developer tab.

  1. Click File > Options > Customize Ribbon.

  2. Under Customize the Ribbon, select Main Tabs.

  3. In the list, select the Developer check box, and then click OK.

Turning on the Developer tab in the Word ribbon

Add content controls

On the Developer tab, in the Controls group, click Design Mode, and then insert the controls that you want.

developer mode design button

Insert a text control where users can enter text

In a rich text content control, users can format text as bold or italic, and they can type multiple paragraphs. If you want to limit what users add, insert the plain text content control.

  1. In the document, click where you want to insert the control.

  2. On the Developer tab, in the Controls group, click Rich Text Content Control rich text control or the Plain Text Content Control plain text control.

Insert a picture control

  1. Click where you want to insert the control.

  2. On the Developer tab, in the Controls group, click Picture Control picture control.

Insert a combo box or a drop-down list

In a combo box, users can select from a list of choices that you provide or they can type in their own information. In a drop-down list, users can only select from the list of choices.

  1. On the Developer tab, in the Controls group, click the Combo Box Content Control combo-box control or Drop-Down List Content Control drop-down menu contriol.

  2. Select the content control, and then on the Developer tab, in the Controls group, click Properties.

    developer mode control properties

  3. To create a list of choices, click Add under Combo Box Properties or Drop-Down List Properties.

  4. Type a choice in the Display Name box, such as Yes, No, or Maybe. Repeat this step until all of the choices are in the drop-down list.

  5. Fill in any other properties that you want.

Note:  If you select the Contents cannot be edited check box, users won’t be able to click a choice..

Insert a date picker

  1. Click where you want to insert the date picker control.

  2. On the Developer tab, in the Controls group, click the Date Picker Content Control date picker control.

Insert a check box

  1. Click where you want to insert the check box control.

  2. On the Developer tab, in the Controls group, click the Check Box Content Control check box control.

Insert a building block gallery control

You can use building block controls when you want people to choose a specific block of text.

For example, building block controls are helpful if you’re setting up a contract template, and you need to add different boilerplate text depending on the contract’s specific requirements. You can create rich text content controls for each version of the boilerplate text, and then you can use a building block gallery control as the container for the rich text content controls.

You can also use a building block control in a form.

  1. Click where you want to insert the control.

  2. On the Developer tab, in the Controls group, click Building Block Gallery Content Control building block gallery control.

  3. Click the content control to select it.

  4. On the Developer tab, in the Controls group, click Properties.

    developer mode control properties

  5. Click the Gallery and the Category for the building blocks that you want to make available in the building block control.

Set or change the properties for content controls

  1. Select the content control, and click Properties in the Controls group.

    developer mode control properties

  2. In the Content Control Properties dialog box, choose whether the content control can be deleted or edited when someone uses your template.

  3. To keep several content controls or even a few paragraphs of text together, select the controls or the text, and then click Group in the Controls group.

    developer mode group button

For example, perhaps you have a three-paragraph disclaimer. If you use the Group command to group the three paragraphs, the three-paragraph disclaimer cannot be edited and can be deleted only as a group.

Add instructional text to a template

Instructional text can enhance the usability of the template that you create. You can change the default instructional text in content controls.

To customize the default instructional text for your template users, do the following:

  1. On the Developer tab, in the Controls group, click Design Mode.

    developer mode design button

  2. Click the content control where you want to revise the placeholder instructional text.

  3. Edit the placeholder text and format it any way you want.

  4. On the Developer tab, in the Controls group, click Design Mode to turn off the design feature and save the instructional text.

Add protection to a template

You can add protection to individual content controls in a template to help prevent someone from deleting or editing a particular content control or group of controls, or you can help protect all of the template content with a password.

Add protection to parts of a template

  1. Open the template that you want to add protection to.

  2. Select the content controls to which you want to restrict changes.

    Tip:  Select multiple controls by holding down the CTRL key while you click the controls.

  3. On the Developer tab, in the Controls group, click Group, and then click Group again.

    developer mode group controls

  4. On the Developer tab, in the Controls group, click Properties.

    developer mode control properties

  5. In the Content Control Properties dialog box, under Locking, do any of the following:

    • Select the Content control cannot be deleted check box, which allows the content of the control to be edited but the control itself cannot be deleted from the template or a document that is based on the template.

    • Select the Contents cannot be edited check box, which allows you to delete the control but does not allow you to edit the content in the control.

Use this setting when you want to protect text if it is included. For example, if you often include a disclaimer, you can help ensure that the text stays the same, and you can delete the disclaimer for documents that don’t require it.

Assign a password to a template

To assign a password to the document so that only reviewers who know the password can remove the protection, do the following:

  1. Open the template that you want to assign a password to.

  2. On the Review tab, in the Protect group, click Restrict Editing.

  3. Under Start enforcement, click Yes, Start Enforcing Protection.

  4. Type a password in the Enter new password (optional) box, and then confirm the password.

Important:  If you choose not to use a password, anyone can change your editing restrictions.

Use strong passwords that combine uppercase and lowercase letters, numbers, and symbols. Weak passwords don’t mix these elements. Strong password: Y6dh!et5. Weak password: House27. Passwords should be at least 8 characters long. In general, longer a password is, the more secure it is.

It is critical that you remember your password. If you forget your password, Microsoft cannot retrieve it. Store the passwords that you write down in a secure place away from the information that they help protect.

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). 

01 sample templates JD Sartain / IDG Worldwide

This is a sample template in Microsoft Word.

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.

02 select new category JD Sartain / IDG Worldwide

Select a template from a category, then start filling in your own data and images. 

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.

03 save the document as a template JD Sartain / IDG Worldwide

Save the document as a template.

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.

04 internet caf template modifiedsaved as a document brochure JD Sartain / IDG Worldwide

This Internet Café template has been modified and saved as a document brochure.

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.

05 create a custom event template JD Sartain / IDG Worldwide

Create a custom event template.

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.

06 open your custom template under new personal JD Sartain / IDG Worldwide

Open your custom template under New > Personal.

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.

07 insert a date field that automatically updates JD Sartain / IDG Worldwide

Insert a date field that automatically updates.

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.

08 create a combo box control so users can select options from a list JD Sartain / IDG Worldwide

Create a Combo Box Control so users can select options from a list.

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.

new create a custom style JD Sartain / IDG

How to create a custom stylesheet

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.

new format a custom style JD Sartain / IDG

How to format a custom stylesheet

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.

09 where the personal custom templates and the stock templates are located JD Sartain / IDG Worldwide

Where the personal custom templates and the stock templates are located

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.

10 show hidden files and folders JD Sartain / IDG Worldwide

Show Hidden Files and Folders

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.

11 two more ways to locate the stock templates folder JD Sartain / IDG Worldwide

Two more ways to locate the stock templates folder

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.

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.

Recommended article: How to Check Word Count in Microsoft Word (4 Ways)

Do you want to learn more about Microsoft Word? Check out our virtual classroom or live classroom Word courses >

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:

Options dialog box in Microsoft Word for setting template location.

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):

Microsoft Word templates in the business category.

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

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To create high-impact documents your best tools are Microsoft Word templates. Template files come with all the design decisions already made by a professional graphic designer. Just replace the placeholder text and images with your own. 

Customizable TemplateCustomizable TemplateCustomizable Template

One of several MS Word you’ll learn to customize in this tutorial.

Microsoft Word templates are also created to be customizable. This means you can change the fonts and colors as you see fit.

This article will show you how to use a Word template—from finding and downloading one, to editing design elements and making the document truly your own. You’ll save time and effort, while still producing documents you’ll be proud of.

Find Hundreds of Great MS Word Templates on Envato Elements

I’ll be using Microsoft Word templates from Envato Elements. If you’d like to follow along  buy and download the templates for yourself.

Word templates from Envato ElementsWord templates from Envato ElementsWord templates from Envato Elements

Envato Elements offers thousands of Word templates designed by professionals.

With an Elements membership, one flat subscription fee gives you unlimited downloads of Word templates—as well as other design elements you might need. These include fonts, icons, graphics, and stock photos.

For one-off Word projects, GraphicRiver is an excellent source of Microsoft Word templates. You can download templates and other creative resources on a pay-per-use basis.

Now let’s learn how to find and use templates in Word.

1. How to Find and Use Microsoft Word Templates from Elements

The first step, of course, is finding the Word template you wish to use. In this example, I’ll show you how to work with Word templates from Elements.

How to Find Templates in Word

Start by finding the Word templates you want to use:

1. Log Into Your Elements Account

Log in Elements accountLog in Elements accountLog in Elements account

2. Search for a Template

From the Envato Elements homepage, click on the dropdown menu and select Graphic Elements. In the search box, type in your keywords. Click the search icon.

Search for a Word template in ElementsSearch for a Word template in ElementsSearch for a Word template in Elements

In this example, I’m looking for a Word template for a flyer. And so, I’m going to type “word flyer” in the search bar. 

How to find templates in Word - Keyword search in ElementsHow to find templates in Word - Keyword search in ElementsHow to find templates in Word - Keyword search in Elements

3. Refine Your Search

Further refine your search by using one of the filters and sorting options. Check on any of the filters you wish to use. You can also sort the results by Popular, Relevant, or New.

Refine search for Word templates in ElementsRefine search for Word templates in ElementsRefine search for Word templates in Elements

I’m refining my search by filtering only Print Templates and Portrait orientation. I’m also sorting the results by New

4. Choose a Template to Download

Click on a thumbnail or name of a template to explore it. 

The template page provides more details about the template, such as the document size and the template file types. It may also provide extra images of the template.

Word template details on ElementsWord template details on ElementsWord template details on Elements

When you find a template you want to use, follow the next steps to download it.

I’ve decided to use the Dance Studio Flyer.

Flyer Template - WordFlyer Template - WordFlyer Template - Word

Customize this flyer template (Word) to suit your needs.

It’s got a very clean and dynamic design, with plenty of white space balanced by hard-edged shapes. It’s visually attractive and readable at the same time. It comes with two customizable pages, which means my flyer can have two printed sides and each side could have a different layout.

How to Download a Microsoft Word Template

Download a Word template from Elements in one of two ways:

1. From the Template Thumbnail 

From the search results page, click on the download icon on a template’s thumbnail.

Download Word templates from thumbnails on ElementsDownload Word templates from thumbnails on ElementsDownload Word templates from thumbnails on Elements

2. From the Template Page

Or, from the template details page, click on any of the Download buttons.

Word templates - Download from ElementsWord templates - Download from ElementsWord templates - Download from Elements

The Add this file to a project box will pop up. 

3. Select a Project

Click on an existing project to add the template to it. Or, click Create new project and give the new project a name.

Word templates - Add file to a project in ElementsWord templates - Add file to a project in ElementsWord templates - Add file to a project in Elements

4. Click Add & Download

Word templates - add and download from ElementsWord templates - add and download from ElementsWord templates - add and download from Elements

Your computer’s document manager will pop up. 

5. Save the Template

Choose where you want to save the template in your computer hard drive. Click Save.

Word templates - Save to your computerWord templates - Save to your computerWord templates - Save to your computer

The template will be downloaded as a zip file. Follow the next steps to unzip the file, so you can open the Microsoft Word template.

How to Open Templates in Word

Here’s how to find the Microsoft Word template files you downloaded on your computer:

1. Unzip the File

Double-click on the zip file to unzip it. 

How to open templates in Word - Unzip template filesHow to open templates in Word - Unzip template filesHow to open templates in Word - Unzip template files

The unzipped file will appear as a folder in your document manager. 

Expand the folder to see the Word template files. If the template is compatible with other software, such as Adobe InDesign, there will be separate folders for those. Open the folder for Microsoft Word.

2. Duplicate the Microsoft Word File

This way, you’ll always have the original template file, if you ever want to revert to it.

To duplicate a file on a Mac, in Finder, click on the file. Then click on the Action dropdown menu. Select Duplicate

Word template - Duplicate template filesWord template - Duplicate template filesWord template - Duplicate template files

The file is copied.

3. Open the File.

Double-click on the duplicate file to open it.

MS Word templates - duplicate template filesMS Word templates - duplicate template filesMS Word templates - duplicate template files

Tip: Make sure to read the designer’s notes before attempting to edit the template. They include useful instructions. Some designers even let you know how you can reach them with your questions as you try to customize the template.

2. How to Edit and Use Microsoft Word Templates

Now that you’ve opened the Word template, you can edit it.

How to Edit the Text

Microsoft Word templates come with placeholder text, so you know exactly where to add your own content. To edit the placeholder text, follow these steps.

1. Click into a Text Box 

Select the text you want to edit.

How to change template Word - Change text How to change template Word - Change text How to change template Word - Change text

2. Type Your Text

Select the placeholder text, then type your text.

How to change template Word - Type text How to change template Word - Type text How to change template Word - Type text

3. Copy and Paste Text

Or, copy and paste your text from another application, such as Google Docs. 

But, make sure you don’t carry over any formatting from the other application. Copy the text in the other application. Go to Word, click Edit > Paste and Match Style.

How to change template Word - Copy and paste text How to change template Word - Copy and paste text How to change template Word - Copy and paste text

The built-in formatting in the template will be applied to the pasted text. 

How to Add Your Images

A well-designed Word template allows you to add your own images. 

In the following steps, I’m going to show you how to insert pictures in the Real Estate Brochure. 

Real Estate Brochure for Microsoft WordReal Estate Brochure for Microsoft WordReal Estate Brochure for Microsoft Word

This trifold brochure template for Word can be used for a variety of industries.

This is a Word template for a trifold brochure. It’s got plenty of spaces for pictures and can be used not just for real estate, but for other industries as well. Adapt this brochure for live events, a product-based business, personal services, and more.

Let me show you how to insert pictures (take note that the steps may be different for different templates. Read the documentation that comes with your Word template, to make sure).

1. Click on the Shape Where You Want to Insert Your Picture

Change Word template - Add your images Change Word template - Add your images Change Word template - Add your images

2. Insert Your Picture

Click on the Shape Format tab > Shape Fill > Picture ….

Insert your picture in Word templateInsert your picture in Word templateInsert your picture in Word template

3. Find Your Image File

Locate the picture you wish to use in your computer. Click Insert. (I’m inserting a photo I downloaded from Elements.)

Change template Word - insert pictureChange template Word - insert pictureChange template Word - insert picture

Tip: This works best if the picture you’re inserting has the same proportions as the shape you’re placing it into.

How to change template Word - Insert your pictureHow to change template Word - Insert your pictureHow to change template Word - Insert your picture

How to Change the Fonts in a Template in Word

In this example, I’m editing the Physiotherapy Business Card Word template from Envato Elements. 

Business Card Template for Word - PhysiotherapyBusiness Card Template for Word - PhysiotherapyBusiness Card Template for Word - Physiotherapy

This business card template for Microsoft Word is easy to read and visually appealing.

Despite its name, this business card template is actually adaptable to any position and industry. It’s got a clean, easy-to-read design with plenty of white space. The photo placeholder and use of circles and lines add visual interest.

To change the fonts, select the text, then:

1. Click on the Fonts Dropdown Button

Word templates - Change fontsWord templates - Change fontsWord templates - Change fonts

2. Select the Font You Want to Use

Scroll down the fonts list to find the font you wish to use.

3. Change the Font Size

Word templates - Font sizeWord templates - Font sizeWord templates - Font size

If you want to change the font size, click on the font size dropdown button and choose the font size.

4. Apply Other Font Settings

Use the other font formatting buttons on the ribbon to change other settings for the font, such as color and emphasis.

How to change Word templates - Font settingsHow to change Word templates - Font settingsHow to change Word templates - Font settings

If you notice, the changes applied only to one business card on this sheet. 

Customize business card template for WordCustomize business card template for WordCustomize business card template for Word

I could repeat the same steps for each one, but there’s a much easier and faster way. That’s by changing the font attributes on the Style level.

5. Select the Text You Formatted, Then Click on the Styles Button

How to change a Word templateHow to change a Word templateHow to change a Word template

We see that this text has the Style called Names.

6. Update the Style

Right-click on the Names button > Update Name to Match Selection.

How to change a Word template - Text stylesHow to change a Word template - Text stylesHow to change a Word template - Text styles

Now the new font attributes are applied to all text with the style Names.

Word template updatedWord template updatedWord template updated

How to Format Objects in a Word Template

Even with the best Word templates, sometimes you want to change the attributes of an object. For example, I’d like to change the accent color on this resume template for Word.

Word Templates - Anabelle Matthews Word Template Word Templates - Anabelle Matthews Word Template Word Templates - Anabelle Matthews Word Template

This colorful, dynamic resume template for Word is fully customizable.

The Anabelle Matthews resume/CV resume template for Microsoft Word is visually appealing, creative, and dynamic. But I want it to reflect my branding colors.

To change edit an object on the template:

1. Select the Object

How to change Word templates - Select objectHow to change Word templates - Select objectHow to change Word templates - Select object

2. Change the Color of the Object

Click the Shape Format tab > Shape Fill. Select the color you want to apply to the object.

How to change Word templates - Shape formatHow to change Word templates - Shape formatHow to change Word templates - Shape format

Do the same steps for the other objects on the template, if you want to change their colors, too.

3. Change Other Object Attributes

Use the other buttons on the Shape Format ribbon to change other attributes of the object, such as border, shadow, size, and so on.

How to change Word templates - Shape format optionsHow to change Word templates - Shape format optionsHow to change Word templates - Shape format options

Where to Find the Best Microsoft Word Templates: Elements vs. GraphicRiver Section

Now that you’ve learned how to find and use templates in Word, you may be wondering where to get them. Both Envato Elements and GraphicRiver have excellent high-quality MS Word templates. But which one should you choose? Let’s look at the key benefits of each.

1. Key Benefits of Envato Elements

The Microsoft Word templates used in this article are from Envato Elements. Elements is an exceptional source of templates for Word. For one flat subscription fee, download an unlimited number of Word templates. 

You also get unlimited downloads of other design elements you need for your document: fonts, graphics, icons, and photos. If you create other types of communication materials, such as slideshows, videos, and audios, you get unlimited downloads of those, too.

Envato Elements Word TemplatesEnvato Elements Word TemplatesEnvato Elements Word Templates

Microsoft Word Templates on Envato Elements 2020

2. Key Benefits of GraphicRiver (& Envato Market)

GraphicRiver is the leading digital marketplace for purchasing single-use graphics and visual assets. It’s part of the Envato Market suite of online marketplaces that cater to many creative digital needs.

If you need a single MS Word template for a single project, turn to GraphicRiver to buy your template. Here are the best Microsoft Word themes currently trending on GraphicRiver:

Word Templates - GraphicRiverWord Templates - GraphicRiverWord Templates - GraphicRiver

GraphicRiver is an excellent source of Word templates on a pay-per-use basis.

Your Choice (What’s Right for You?)

If you’re a serial entrepreneur launching new brands regularly, a digital marketer with many projects to promote, or a graphic or web designer with a lot of clients to serve, then Envato Elements offers a great bang for your buck. Sign up for Envato Elements now.

Envato Elements Design Without LimitsEnvato Elements Design Without LimitsEnvato Elements Design Without Limits

Envato Elements — Design Without Limits

But, if you just need a single MS Word template for a single project, you can find that on GraphicRiver right now.

More Microsoft Word Template Resources 

Whatever document you need to produce, you’re likely to find a Word template for it. It’s easy to get overwhelmed by the thousands of options available. To help you out we’ve created a resource on How to Find and Use the best Microsoft Word Templates.

You can find even more options in these articles:

Learn More About Using Microsoft Word

Microsoft Word is a powerful tool that allows you to create attractive and effective documents. You need to learn how to use its robust features.

Even when you’re starting with a well-designed template, knowing how to use Microsoft Word will give you the flexibility to make each template your own. Study the lessons in our learning guide on how to use Microsoft Word. Or, learn the basics with these tutorials:

Power In Your Hands: Working with Microsoft Word Templates

And as you’ve seen in this post, Microsoft Word templates give you a great starting point with your documents. Learn how to use them so you can produce high-impact documents faster.

You can use a Word template as-is. But templates also give you plenty of flexibility for customization. Aside from adding your own text and images, you can change fonts, colors, and objects to match your branding.

Use the tutorials and resources above to sharpen your skills in using Microsoft Word templates. Remember, good sources for Word templates are Elements and GraphicRiver. Go to Elements if you want unlimited downloads of downloads and other creative tools for one low subscription price. Or, get your Word templates at GraphicRiver if you prefer to pay for each use.

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