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Microsoft Word XP

Working with Templates

You can save time and effort by creating new documents using templates designed to format a specific type of document. If you create many similar documents, templates save time by formatting the page to predefined settings, allowing you to start writing immediately. Word features a variety of built-in preset templates that can be used immediately, or altered to meet your custom needs. You can also create new templates that function as a custom design for frequently used documents. This document provides instruction on using and customizing built-in templates, and creating new templates.

return to topWhat is a Template?

A template is a document with preset formatting and settings that acts as a basic structure for a document. Many programs offer templates as a guide for creating readable, uniform documents. For example, when you open Word, it starts with a blank document based on the Normal template, which uses the following preset options:

Unless you specify a template when beginning a new document, Word automatically bases documents on the Normal template. Other templates use modifications of the above features and may include different page margins, text, graphics, macros, and styles. For information on macros refer to Automating Word with Macros. For information on styles, refer to Word Styles: An Overview.

return to topTypes of Templates

There are two basic types of templates in Word: built-in templates and new templates.

Built-in Templates

Built-in templates provide a preset structure for several common types of documents, including memos, reports, and business letters. Although most Word documents are based on Word's Normal template, there are built-in templates for a variety of functions, including:

You can create documents using these basic templates as they are, or you can modify them for more efficient use.

UWEC Templates

Some departments at the University have developed templates that many individuals on campus may be interested in using. Some of the current templates include a Purchase Requisition form, an Employee Performance Review form, a Request to Hire form, and documents with a University of Wisconsin-Eau Claire banner. If you do not have these templates when accessing Word from campus computers, contact the LTS Help Desk (36-5711; helpdesk@uwec.edu). Additional templates are also available on the University of Wisconsin-Eau Claire web for departments such as Accounts Payable and Office of University Research.

New Templates

If there is a format you use frequently in your work, but that is not offered in Word's collection of preset templates, you can easily create a new template using your own formatting and setting selections. The new template can then be saved with Word's other templates, and accessed each time you want to use the custom format.  See Creating New Templates.

return to topChoosing a Word Template

  1. From the File menu, select New...
    The New Document task pane appears on the right side of the screen.
    HINT: Clicking NEW on the Standard toolbar opens a new document using the Normal template.

  2. From the New Document task pane, in the New from template section, click GENERAL TEMPLATES...
    New from template list
    The Templates dialog box appears
    Templates Dialog Box

  3. Select the desired tab

  4. Select the desired template

  5. Click OK
    The template is applied to the layout and format of the new document.

return to topCustomizing an Existing Template

If you like the overall style of an existing template, but would like to make a few changes, you can customize the template to more efficiently meet your needs. To do this, you can either modify the template file or create a new file closely based on the old template.

WARNING: If you modify the file, the original template will be permanently changed.

Modifying the Original Template File

  1. From the File menu, select Open…

  2. From the Files of type pull-down list, select Document Templates (*.dot)

  3. Using the Look in pull-down list or other navigational buttons, select the file that you want to modify

  4. Click OPEN

  5. Modify the template by adding the text, graphics, and formatting you want to use in every document created with the altered template

  6. From the File menu, select Save

Creating a New Template File Based on an Existing Template

  1. Open a Word template

  2. Modify the template by adding the text, graphics, and formatting you want in every document created with the altered template

  3. From the File menu, select Save As...

  4. From the Save as type pull-down list, select Document Template (*.dot)

  5. In the File name text box, type the filename

  6. Select the directory where the template will be saved

  7. Click SAVE

return to topCreating a Template

If there is a format you use frequently in your work, but that is not offered in Word's collection of preset templates, you can easily create a new template using your own format and settings.

  1. Create a file that contains the elements and settings that you want included in the template

  2. From the File menu, select Save As...

  3. From the Save as type pull-down list, select Document Template (*.dot)

  4. In the File name text box, type the filename
    The template will be stored with the other Word templates.

  5. Click SAVE

return to topSharing Templates

To share one of your templates with others in your area, save the template to the workgroup area or copy the template onto a diskette. The people who need to use the template should store it in the Workgroup Templates file location by copying it to their template directory using the Windows Explorer.

For information about Windows Explorer, refer to the Windows Explorer Basics.

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