Where does Word store templates?

Word stores custom templates in your Documents > Custom Office Templates folder by default. Built-in templates come with Office. You can also save templates to shared network locations so colleagues can access them.

Can I modify a template and save it as a new template?

Yes, absolutely. Open any template, make your modifications, and go to File > Save As. Choose 'Word Template (.dotx)' as the format and save it with a new name. This creates a new template based on the original.

Do I need to close and reopen Word to see newly created templates?

Not necessarily. Templates usually appear immediately in the template gallery, but sometimes you might need to restart Word to see them in the start screen. They're always available through File > New.

How to Use Templates in Word (Create Documents Quickly)

Using templates in Microsoft Word transforms how you create documents. Instead of starting with a blank page and formatting each element individually, templates provide pre-formatted structures that you customize with your content. This guide explains how to find, open, and use templates effectively to dramatically increase your productivity.

Understanding Templates

Templates are pre-designed documents containing formatting, styles, layouts, and sometimes placeholder text. When you create a new document from a template, you get a copy of the template with all its formatting intact, while the original template remains unchanged. This allows you to create unlimited documents from one template without modifying the original.

Using Built-in Word Templates

Step 1: Open Microsoft Word

Launch Microsoft Word to see the Start Screen. The start screen displays template options before you open a full document.

Step 2: Explore Available Templates

The Start Screen shows featured templates such as “Letter,” “Resume,” “Business Plan,” and many others. These are built-in templates that come with Microsoft Word.

Step 3: Search for Specific Templates

If you don’t see the template you need, use the search box at the top. Type what you’re looking for—for example, “invoice,” “report,” or “memo”—to find relevant templates.

Step 4: Select a Template

Click on any template thumbnail to see a preview and more information. The preview shows how the template looks and sometimes includes a description of the template’s purpose.

Step 5: Click Create

After selecting your template, click “Create” or “Open” to create a new document based on that template.

Step 6: Replace Placeholder Content

The new document opens with all the template’s formatting. Replace placeholder text with your own content. Placeholder text typically appears in brackets like “[Your Name]” or uses different formatting to distinguish it from regular text.

Accessing Custom Templates

Click “File” in the upper left corner to access file options.

Step 2: Select “New”

Click “New” to access the template gallery. This shows all available templates, including custom templates you’ve created or saved.

Step 3: View Custom Templates

In the template gallery, look for “Personal” or “My Templates” section showing templates you’ve created or downloaded.

Step 4: Find Your Template

Look through your custom templates for the one you need. Templates are usually organized by category or type.

Step 5: Create New Document

Click your chosen template to create a new document based on it.

Working with Downloaded Templates

Step 1: Download a Template

Many templates are available from Microsoft’s online template gallery or third-party sources. Download the template file to your computer.

Step 2: Locate the Downloaded File

Find your downloaded template in your Downloads folder or wherever you saved it.

Step 3: Copy to Templates Folder

Copy the template file to your Custom Office Templates folder (usually Documents > Custom Office Templates). This makes it accessible through Word’s template gallery.

Step 4: Restart Word (If Needed)

If the template doesn’t immediately appear in your template gallery, restart Word to refresh the template list.

Step 5: Use Your Template

Your downloaded template now appears in your custom templates section and is ready to use.

Customizing Templates for Your Needs

Step 1: Create a Document from Your Template

Open your chosen template as you normally would.

Step 2: Modify Content and Formatting

Make any changes needed for your specific document. This might include updating text, changing colors, adjusting fonts, or removing unnecessary sections.

Step 3: Keep Template Elements

Preserve the template’s basic structure and formatting—the elements that make it useful. Only customize content-specific sections.

Step 4: Save as Regular Document

Save your customized document as a regular Word document (.docx), not as a template (.dotx). This preserves your original template unchanged for future use.

Finding Specific Templates

Built-in Office Templates

Word includes dozens of built-in templates. Access these through the Start Screen or File > New. Categories include:

Business: Letters, proposals, business plans, invoices
Academic: Reports, papers, thesis templates
Personal: Resumes, cover letters, invitations
Creative: Newsletters, brochures, flyers

Microsoft Office Online Templates

Office Online offers thousands of templates beyond those built into Word. To access them:

Go to File > New
Scroll through templates or search
Templates marked as “from Office.com” are stored online
Click to download and use them

Organization Templates

If your organization maintains a template library, ask your IT department or administrator how to access shared templates. These might be stored on a network drive or in a cloud storage location.

Best Practices for Template Usage

Choose the Right Template: Select a template that closely matches your document’s purpose. Starting with a similar template requires less customization than starting from scratch.

Preserve Template Structure: While customizing, maintain the template’s overall structure and formatting. These elements exist to make your document professional.

Delete Placeholder Text Completely: Placeholder text should be entirely replaced with your content, not added to. Review your final document to ensure no placeholder text remains.

Test Before Finalizing: After customizing a template, review the entire document to ensure all formatting displays correctly and all content is appropriate.

Save Changes to Document, Not Template: Always save customized documents as regular Word documents (.docx), not as templates (.dotx), unless you specifically want to create a new template variant.

Troubleshooting Template Usage

Template Creates Blank Document: If a template creates a blank document, it might not have loaded properly. Try downloading the template again or finding an alternative template.

Placeholder Text Appears as Code: Some placeholder text might display as field codes instead of regular text. Select it and press Ctrl + Shift + F9 to convert field codes to regular text.

Missing Fonts or Images: If a template looks different than expected, required fonts might not be installed on your computer, or images might not have downloaded. Contact the template creator for missing font information.

Formatting Looks Wrong: Check that your printer is correctly set as your default printer, and view your document in Print Preview (File > Print) to see how it will actually appear when printed.

Can’t Find Templates: Ensure you’re viewing the correct template location. Some templates are stored online and require an internet connection to access.

Using Templates Across Devices

If you use Word on multiple devices, consider:

Saving custom templates to OneDrive or another cloud service
Keeping templates synchronized across devices
Using Office 365 templates available on any device where you’re signed in

Advanced Template Features

Template Parameters: Some sophisticated templates include custom parameters or macros. Read any instructions included with the template to understand special features.

Linked Content: Templates might include content linked to external sources. Ensure linked content updates correctly when you open the template.

Theme-based Templates: Many templates use specific themes and color schemes. If you want to maintain the template’s intended appearance, don’t change themes unless necessary.

Why GenText Can Help

GenText can help you choose appropriate templates for your writing projects and ensure content meets professional standards. When working with multiple templates or managing different document types, GenText’s guidance helps maintain consistency across your templates and documents.

Quick Reference: Template Types and Uses

Template Type	Best For	Examples
Letter	Business correspondence	Business letter, cover letter
Report	Formal documentation	Project report, status report
Resume	Job applications	Traditional resume, modern resume
Proposal	Business proposals	Project proposal, sales proposal
Invoice	Billing and payment	Standard invoice, professional invoice
Academic	Research and papers	Research paper, thesis, essay
Creative	Design-focused documents	Newsletter, brochure, flyer

Conclusion

Using templates in Microsoft Word dramatically streamlines document creation. By understanding how to find, open, and customize templates, you eliminate repetitive formatting work and ensure consistency across your documents. Whether using built-in Office templates, downloaded templates, or custom templates you’ve created, templates provide the foundation for professional, efficient document creation. Start exploring Word’s extensive template library today and experience the productivity boost that well-designed templates provide.