How does word templates work

A template is like a mold for Word documents; it contains formatting options and document properties that you can use again and again when creating new documents.

If you find yourself applying and creating the same properties, features, or content each time you create a new document, you can save yourself some time by creating a template. You can search for additional templates using the search field or click one of the suggested searches to begin browsing templates. Once you start searching for templates, a list of categories will appear on the right.

You can select categories from this list to narrow down the templates that appear. A pop-up window opens, with more information about the selected template. If you use Microsoft Word to create your documents, you can use templates to reduce the amount of time you spend on the keyboard. Word templates allow you streamline many document production tasks and help free up your time for other business activity.

Launch Microsoft Word on your computer. Microsoft Word ships with a number of preconfigured templates you can use right away. A list of templates that match your search criteria appears in the Available Templates window. If using a template from the Office. The template opens as a new document in Microsoft Word. Edit the company name and address information in the template.

Change any default text that you would like to reuse in future documents based off the template. If the template has fields for recipients or the address information, you should leave the field values intact and not change them, since you will probably use the template many times. You can also add content controls such as a date picker, instructional text, and graphics that you want to appear in all new documents that you base on the template.

Give the new template a file name, select Word Template in the Save as type list, and then click Save. Click a template or a document that is similar to the one that you want to create, and then click Create New. Make the changes you want to the margin settings, page size and orientation, styles, and other formats. You can also add content controls such as a date picker, instructional text, and graphics you want to appear in all new documents that you base on the 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.

Save and close the template that you have designed just the way you want it and to which you want to add building blocks for template users to choose from. When you fill out the information in the Create New Building Block dialog box, in the Save in box make sure to click the template name.

When you send or make the template available to others, the building blocks you saved with the template will be available in the galleries you specified. You can offer flexibility to anyone who may use your template by adding and configuring content controls, such as rich text controls, pictures, drop-down lists, or date pickers. For example, you might provide a colleague with a template that includes a drop-down list, but your colleague wants to use a different set of options in the drop-down list in the document that he's distributing based on your template.

Because you allowed editing to the drop-down list when you added the content control to the template, your colleague can quickly and easily change the template to meet his needs. To use content controls, you must convert the document to the Word file format by clicking the File tab, clicking Info , clicking Convert , and then clicking OK.

Under Customize the Ribbon , click Main Tabs. Insert a text control where users can enter text. Set or change the properties for content controls. To keep several content controls or even a few paragraphs of text together, select the controls or the text, and then click Group in Controls group. Important: Office is no longer supported. Upgrade to Microsoft to work anywhere from any device and continue to receive support. Upgrade now. Click the Microsoft Office Button , and then click New.

You can also add instructional text, content controls such as a date picker, and graphics that you want to appear in all new documents that you base on the template. Click the Microsoft Office Button , and then click Open. Click a template that is similar to the one that you want to create, and then click Create New. You can also add instructional text, content controls such as a date picker, and graphics you want to appear in all new documents that you base on the template.

Give the new template a file name, click Word Template in the Save as type box, and then click Save. Note: You can also add content controls to documents.

Open the template to which you want to add content controls, and then click where you want to insert a control. On the Developer tab, in the Controls group, click the content control that you want to add to your document or template.

For example, you can click Rich Text to insert a rich text control that will appear in any document that is created by using the template. Note: If content controls are not available, you may have opened a document that was created in an earlier version of Word. To use content controls, you must convert the document to the Word file format by clicking the Microsoft Office Button , clicking Convert , and then clicking OK.

After you convert the document, save it. Sometimes it is useful to include placeholder instructions for how to fill out a particular content control that you have added to a template. The instructions are replaced by content when someone uses the template. If you haven't already added a content control to your document, click where you want the control to appear, and then click a control. Note: If content controls are not available, you may have opened a document created in an earlier version of Word.

If you add a text box content control and you want the placeholder text to disappear when someone types in their own text, in the Controls group, click Properties , and then select the Remove content control when contents are edited check box. Save and distribute building blocks with a template.

Add protection to all of the contents of a template. In the Protect Document task pane, under Editing restrictions , select the Allow only this type of editing in the document check box. To choose additional restriction options, such as who can read or change the document, click Restrict permission. Restriction options include setting an expiration date for the document and allowing users to copy content.

To assign a password to the document so that only reviewers who know the password can remove the protection, type a password in the Enter new password optional box, and then confirm the password. For example, a business plan is a common document written in Word. Templates are exactly like documents in that you can provide recommended sections or required text for others to use, as well as content controls such as a predefined drop-down list or a special logo.

You can find Word templates for most kinds of documents on Microsoft Office Online. If you have an Internet connection, click the Microsoft Office Button , click New , and then click the template category that you want. Alternatively, you can create your own templates. Click your template, and click Open. Make the changes you want, then save and close the template.