Creating and Using a Template in Office 365

Creating and Using a Template in Office 365

Info
A Template is a pre-formatted document that serves as a starting point for new documents. It can include specific formatting, layout, content, and styles.
Notes
Office 365 programs that offer templates: Word, Excel, PowerPoint

Why Create a Template?

  1. Consistency
    1. Ensures uniformity in document appearance, style, and structure.
  2. Efficiency
    1. Saves time by providing a pre-designed framework, reducing repetitive tasks.
  3. Error Reduction
    1. Minimizes mistakes by providing standardized content and formatting.
  4. Collaboration
    1. Facilitates teamwork by providing a shared foundation for document creation.

Steps to Create a Template

Create a Base Document

  1. Open a new Word document.
  2. Design the document's layout, including:
    1. Headers and footers
    2. Page margins
    3. Font styles and sizes
    4. Paragraph spacing
    5. Images, logos, or placeholders
    6. Styles (headings, body text, etc.)
    7. Any recurring content or sections

Save as a Template

  1. Click on the File tab.
  2. Select Save As.
  3. Choose the desired location for the template.
  4. In the "Save as type" dropdown, select Program Name Template (*.dotx, *.xltb, *.potx).
  5. Give the template a descriptive name and click Save.

Steps to Convert an Existing Document Into a Template

  1. Open the document you want to use as a template
  2. Remove anything that may be specific to the use case it was originally used for
    1. Names, Dates, Details, etc.
  3. Follow "Save as a Template" above

Edit a Template

  1. Open the template that you have already created
  2. Follow the instructions above for "Create a Base Document" and "Save as a Template"
Alert
EXCEPTION: When you get to "Save as a Template" step #5, click on the pre-existing template in the folder list and choose to save over it.

How to use a Template

  1. Open the file as you would any other document.
  2. Enter the information or changes you need to make.
  3. Click Save.
    1. You aren't going to be able to save over the existing file.
    2. Instead, you will be prompted to give the file a new name.
    3. Give the file a new name and choose a location if needed and then click Save.

Further Details

    • Related Articles

    • Disabling Autosave in Word or Excel

      Disabling Autosave for an Individual File Open the document Launch Word or Excel and open the shared document you want to disable Autosave on Toggle the Autosave switch (upper left corner of the program) from "On" to "Off" Close and reopen Close the ...

    • Microsoft To-Do First Time Setup

      Most steps are optional, this is a walkthrough for recommended setup Initial Setup Visit https://to-do.office.com/tasks If link above doesn't work, go to https://outlook.office365.com/ Click the 3 dots at the bottom of the left-hand section Click To ...

    • Microsoft Edge Setup

      This is for both the first time using the new Edge AND when logging on to a new computer Resources Microsoft Edge - How to get started | User Guide Set MS Edge as Default Browser Not everyone may need to do this. If you already show Edge as your ...

    • Microsoft Teams - Meeting setup for Town Halls

      In order to create a "Town Hall" meeting (whether for Public Meetings or not), you must contact IT to have your permissions updated. All Public Meetings should be created using the Virtual Board Meetings account. Creating the meeting: Open Microsoft ...

    • Share your Microsoft 365 calendar with others

      This article covers how to share and how to open a shared calendar Sharing with people directly From your Calendar folder, on the Home menu, select Share Calendar. Choose the calendar you want to share from the drop-down menu. In the Calendar ...