Why do we use template in microsoft word

This option triggers one of Word's most misunderstood behaviors so I recommend using it with great care and informed intent. Otherwise, you may find all your similarly styled content updated when you meant to update only the selected text--and you might not know how to undo the change. If you work with multiple templates, you might find it handy to print the template name in a document.

You can do so by inserting a field, as follows:. Templates sometimes change for no apparent reason. This usually happens in a corporate environment where templates are stored on a server for everyone's use. Here's a simple example of what can happen:. That's because Joan's letter reflects the changes John made to the underlying template, Letterhead2. Fortunately, there are ways to manage templates used by multiple users.

The best way is to train users not to alter templates. Unfortunately, users make changes without realizing it. To avoid problems, make templates read-only as follows:. Anyone can make a template read-only to protect it from unwanted changes. If you need to modify the template, simply repeat the process to uncheck the Read-only property before opening the template. I answer readers' questions when I can, but there's no guarantee. When contacting me, be as specific as possible.

For example, "Please troubleshoot my workbook and fix what's wrong" probably won't get a response, but "Can you tell me why this formula isn't returning the expected results? Please mention the app and version that you're using. Don't send files unless requested; initial requests for help that arrive with attached files will be deleted unread. I'm not reimbursed by TechRepublic for my time or expertise when helping readers, nor do I ask for a fee from readers I help.

You can contact me at susansalesharkins gmail. Turn to these must-read primers to get the skinny on the hottest tech topics, strategies, and analyses. Delivered Fridays. Susan Sales Harkins is an IT consultant, specializing in desktop solutions. You can start with a blank document and save it as a template, or you can create a template that is based on an existing document or template. Make the changes that you want to the margin settings, page size and orientation, styles, and other formats.

You can also add content controls such as a date picker, instructional text, and graphics that you want to appear in all new documents that you base on the template. Give the new template a file name, select Word Template in the Save as type list, and then click Save. Click a template or a document that is similar to the one that you want to create, and then click Create New. Make the changes you want to the margin settings, page size and orientation, styles, and other formats.

You can also add content controls such as a date picker, instructional text, and graphics you want to appear in all new documents that you base on the template. Building blocks are reusable pieces of content or other document parts that are stored in galleries to be accessed and reused at any time. You can also save building blocks and distribute them with templates.

For example, you may create a report template that provides your template users with two cover letter types to choose from when they create their own report based on your template.

Save and close the template that you have designed just the way you want it and to which you want to add building blocks for template users to choose from.

When you fill out the information in the Create New Building Block dialog box, in the Save in box make sure to click the template name. When you send or make the template available to others, the building blocks you saved with the template will be available in the galleries you specified. You can offer flexibility to anyone who may use your template by adding and configuring content controls, such as rich text controls, pictures, drop-down lists, or date pickers.

For example, you might provide a colleague with a template that includes a drop-down list, but your colleague wants to use a different set of options in the drop-down list in the document that he's distributing based on your template. Because you allowed editing to the drop-down list when you added the content control to the template, your colleague can quickly and easily change the template to meet his needs.

To use content controls, you must convert the document to the Word file format by clicking the File tab, clicking Info , clicking Convert , and then clicking OK. Under Customize the Ribbon , click Main Tabs. Insert a text control where users can enter text. Set or change the properties for content controls.

To keep several content controls or even a few paragraphs of text together, select the controls or the text, and then click Group in Controls group. Important: Office is no longer supported. Upgrade to Microsoft to work anywhere from any device and continue to receive support. Upgrade now.

Click the Microsoft Office Button , and then click New. You can also add instructional text, content controls such as a date picker, and graphics that you want to appear in all new documents that you base on the template. Click the Microsoft Office Button , and then click Open. Click a template that is similar to the one that you want to create, and then click Create New.

You can also add instructional text, content controls such as a date picker, and graphics you want to appear in all new documents that you base on the template. Give the new template a file name, click Word Template in the Save as type box, and then click Save. Note: You can also add content controls to documents. Open the template to which you want to add content controls, and then click where you want to insert a control. On the Developer tab, in the Controls group, click the content control that you want to add to your document or template.

For example, you can click Rich Text to insert a rich text control that will appear in any document that is created by using the template.

Note: If content controls are not available, you may have opened a document that was created in an earlier version of Word. To use content controls, you must convert the document to the Word file format by clicking the Microsoft Office Button , clicking Convert , and then clicking OK. After you convert the document, save it. Sometimes it is useful to include placeholder instructions for how to fill out a particular content control that you have added to a template.

The instructions are replaced by content when someone uses the template. If you haven't already added a content control to your document, click where you want the control to appear, and then click a control.

On the File tab, click Save as Template. Open the workbook that you want to save as a template. Open the document. On the File menu, click Save As. On the File menu, click Close. Open the presentation that you want to create the new template from. Open the workbook that you want to create the new template from.

Instead, do this: If you have the Word desktop application, use the Open in Word command in Word for the web to open the document in Word on your desktop. Need more help? Expand your skills. Get new features first.

Was this information helpful? Yes No. Thank you! Any more feedback? The more you tell us the more we can help. Can you help us improve? Resolved my issue. Clear instructions. Easy to follow. No jargon. Pictures helped. Didn't match my screen. Consistency Templates basically enforce overall consistency by having a pre-determined structure and layout.

Automation A big reason templates save so much time — and frustration — is automated formatting. Professionalism Perhaps the biggest benefit — standing out from the crowd. Looking for resources to help with your Microsoft Word templates? Check out our related posts below, or get in touch with our expert team!