To create a template in Word, set up a document with the formatting and reusable content you want, then save it as a Word Template (.dotx) rather than as a standard document. Open the template whenever you need a fresh copy, so each new document can use the same structure without changing the original.
What a Word Template Does
A template is a reusable starting point for documents that share a layout, style, or set of fields. It can contain headings, page settings, fonts, tables, instructions, and placeholders. For example, a team might use one template for meeting notes, while an individual might keep a consistent format for a project brief.
Templates are distinct from ordinary documents mainly in how they are saved and reused. A typical Word document uses the .docx format. A template generally uses .dotx; a template containing macros uses .dotm. When you create a new document from a template, Word creates a separate document, leaving the template available for later use.
How to Create and Save a Template
Menu names can vary slightly by Word version and operating system, but the overall process is similar:
- Create a new blank document or open a document whose layout you want to reuse.
- Set the page size, margins, orientation, and any headers or footers that should appear each time.
- Apply styles to headings and body text. Add reusable elements such as a title, table, logo placeholder, or instructions.
- Replace information that changes from one use to another with clear prompts, such as “Enter project name” or a blank line.
- Choose the option to save the file as a Word Template (.dotx). If the document contains macros, use the macro-enabled template format (.dotm) only when those macros are needed.
- Give the template a recognizable name and save it somewhere you can find again. Word may offer a default templates folder; a clearly named folder in your documents is another practical choice.
Before relying on the file, close it and create a new document from the saved template. Check that the new document has the expected formatting and that the template itself remains unchanged.
Plan the Reusable Fields and Layout
A useful template makes repeated work easier without forcing every document into an unsuitable structure. Decide what should remain fixed—such as section headings or instructions—and what users should fill in. Avoid putting one person’s temporary details in a reusable field unless they are meant to be the default.
For a simple project brief, a structure might include a project name, owner, date, purpose, milestones, and open questions. Use built-in heading styles rather than merely making text larger or bold; consistent styles make it easier to update formatting and navigate longer documents. Keep prompts visibly distinct from final text, and explain how users should replace them.
Reusable Blank Template
| Field | Details |
|---|---|
| Document title | |
| Prepared by | |
| Date | |
| Purpose | |
| Key information | |
| Next steps | |
| Questions or notes |
Sample (fictional): Document title: Orchard Open Day Plan; Prepared by: Jamie Example; Date: 14 May 2026; Purpose: Organize volunteer tasks; Key information: Welcome table opens at 9 a.m.; Next steps: Confirm the sign-in sheet; Questions or notes: Bring spare name tags.
Use, Share, and Maintain the Template
To use a saved template, select it when creating a new document. Depending on the version, it may appear in a personal or custom templates area, or you can open the template file directly. If opening it directly starts editing the template rather than creating a new document, use Word’s new-document workflow and select the template there.
When sharing a template, consider whether recipients need only the reusable layout or also linked files, fonts, images, or other resources. Send a copy of the template and explain where users should save it if it does not appear in their template list. Avoid including private information in default text or document properties.
Review templates when processes or contact details change. If a template is updated, existing documents created from older versions do not necessarily update automatically. Keep a version date or brief change note when several people depend on the same file.
Common Problems and Practical Tips
- The saved file opens as an ordinary document: Check that you saved in a template format (.dotx or .dotm), not .docx.
- The formatting changes when users type: Apply paragraph and heading styles, and check the style settings for spacing, indentation, and page breaks.
- The template is hard to find: Save it in a known location and use Word’s template-selection screen to locate or organize personal templates.
- Users overwrite the original: Tell them to create a new document from the template instead of editing the template file itself.
- The file contains unexpected macros: Use .dotm only when macros are required, and open macro-enabled files only when you trust their source.
For straightforward forms, a clear table and ordinary text fields may be enough. More advanced controls can help standardize input, but they add setup and compatibility considerations. Keep the design as simple as the intended task allows.
Frequently Asked Questions
What is the difference between a Word template and a document?
A document is normally saved as .docx and holds a particular piece of work. A template is normally saved as .dotx and provides a reusable starting point for new documents.
How do I save a Word document as a template?
Use Word’s Save As or equivalent save option, choose the Word Template (.dotx) file type, and save it in a location you can access when creating a new document.
Will editing a document made from a template change the template?
Usually, creating a new document from the template gives you a separate file. Changes to that new document do not normally alter the source template.
Can a Word template include a form?
Yes. A template can include a table, blank lines, prompts, or supported form controls. For a basic reusable form, labeled fields in a table are often easy to complete and print.
Should I use .dotx or .dotm?
Use .dotx for a template without macros. Use .dotm only if the template needs macros, since macro-enabled files require extra caution when shared or opened.