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Microsoft Word Templates

What is a Template?

A template is a document you create with pre-defined formatting information such as headers,

enclosures, or logos. Creating Word templates enable the ability to bypass the initial setup and

configuration time necessary to create standardized documents.

Why use a Template?

Templates provide an easy way to achieve consistency in your organization’s documents (letters,

envelopes, memos, etc.). By using a template, you can focus your time on the content of the document,

rather than document formatting or appearance.

Creating a Template

1. Create your document with the formatting you need.

Be sure not to include any variable information! Only include information that can be placed on

every document, regardless of recipient.

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2. Click the File button in the top left

3. Scroll down the File menu and click on “Save As”

4. Select the “.dotx” file type and click “Save”

5. Save your template file with a descriptive name.

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Important Notes about Naming Files

• A file name should have importance. Naming files like “Document1.docx” and “Template1.dotx”

is NOT a good practice.

• Our example template file could be named “Templates_Letter” because it is a template for a

letter.

• Using meaningful names is important because when you have multiple files, it will be much

easier to sort through them and find the file you need later on. See Naming Files and Folders

topic for more information.

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Using a Template to Create a Letter

1. Locate and double-click the “Templates_Letter.dotx” file that you saved in order to open it.

Whenever the template (the “.dotx” file) is opened, notice that the file is opened as “Document 1” and

not the template file name you saved it under. When you open a template file (.dotx), it opens a copy of

the document, and not the template itself. Every time you create a new file from your template, it is a

brand new file, with the formatting and generic information already in place, ready for you to modify as

needed.

2. Edit the template-based document as needed. Any changes made to “Document 1” will not

affect the template you created.

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3. Save your document with a descriptive name. When you save the file, both the document and

template are still intact. The template can be used over and over again, saving the user time by

eliminating the formatting steps.