Microsoft Word templates can save you a huge amount of time and effort when creating documents. Instead of formatting a document from scratch every time, you can create a Word template with your preferred styles, formatting, layouts, and boilerplate content already set up. Then you just open your template and fill it in as needed each time you want to create a new document.
Benefits of using Word templates include:
- Save time – Skipping repetitive formatting and layout work
- Ensure consistency – Documents have consistent look, fonts, styles
- Reduce errors – Preset layouts and sections prevent omissions
- Improve efficiency – Focus is on content instead of appearance
In this guide, you’ll learn step-by-step how to create different types of Word templates from scratch or base them on existing documents.
How to Make a Word Template from an Existing Document
The easiest way to make a Word template is to save one of your existing documents as a template file that you can reuse later. Here are the basic steps:
- Open the document you want to make into a template in Word
- Click File > Save As to open the Save As window
- Select a save location on your computer or network
- Under “Save as type”, choose Word Template
- Give your template a descriptive name and click Save
Once you complete these steps, your document is saved as a template file instead of a regular .docx Word document. The next time you want to create a document with that same formatting and structure, just open your template and fill it in.
Pro Tip: Store Word templates in the Custom Office Templates folder so they appear in Word’s New from Template list for easy access later.
Creating a New Word Template from Scratch
You can also create Word templates from scratch to set up your preferred document formats, styles, boilerplate text, and more to reuse. Follow these steps:
- Open a blank Word document
- Customize the formatting and layout as needed
- Margins, page size, headers/footers
- Styles for headings, text, captions
- Default font choices and theme colors
- Add reusable boilerplate elements
- Logos, title pages, tables, text, disclaimers
- Click File > Save As
- Select Word Template as the save as type
- Give it a name and save
The template is now available to open and fill out when you need a document in that specific format. Customize each new template further to meet different document needs.
Expert Tip: Add instructional text as reminders for what to put in different sections of complex templates.
Helpful Tips for Working with Word Templates
Here are some top tips for getting the most value from creating and using Word templates:
- Use descriptive template names so it’s obvious what document format each one creates
- Store templates centrally so everyone can access (e.g. network drive or SharePoint site)
- Provide template training to show staff what templates are available and when to use each one
- Set up template governance so templates are maintained and updated responsibly
- Break links with global styles like Normal by basing styles on (No style) for stability
- Use content controls for template elements that need to change
- Add instructional text to give template users guidance within the file
- Enforce with policies if you want template use to be mandatory for certain documents
Following best practices for Word templates ensures people actually use them, maximizing the value for your organization.
Types of Word Templates to Create for Business
Some examples of Word template types that are helpful for business include:
1. Brand and Style Templates
Create templates with your corporate fonts, colors, logos and heading styles pre-loaded so all documents you produce have a consistent brand image.
2. Project Documentation
Standard templates for project documents ensure all key information is included and allow easier review across multiple projects.
3. Proposals and Reports
Use templates to produce polished, professional proposals, reports and other business documents to aid in securing and retaining clients.
4. Policies and Procedures
Document templates enable consistency in layout and structure across all your policies and procedures to give a more organized, professional appearance.
5. Forms and Registers
Reduce risk and errors by producing standardized templates for important forms, records and registers in your organization.
Pro Tip: Add other useful boilerplate elements like tables of contents, disclaimer text, tables for data entry and more to templates for efficient documentation.
Conclusion
Using Word templates to create standardized documents will save you tons of time while also ensuring consistency in your business documentation.
Start by creating Word templates for your most commonly produced documents, providing templates to staff and giving training on available templates and when to use them. Enforce template use with policies where beneficial.
Optimizing and expanding your library of Word templates over time will maximize productivity benefits across your organization.
