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Using Templates in Microsoft® Word

Using templates allows you (and your co-workers) to create documents that look consistent every time. When you work with a template, you use a new copy of the document each time, so there's no worry about overwriting the original. This is especially useful for fax covers and form letters. Setting up the directories and templates may sound complicated, but it's not really difficult. Using templates will save you time and aggravation in the long run if you do a lot of work with forms.

Here's how to get started.

1. Create a new folder (such as “Company Docs”) to store all your new templates on your computer network server. If you store templates here, everyone on your network can use them. If you don’t have a network, create this folder in the existing MS Word template directory on your own computer (you may have to do some sleuthing to find the directory...mine is C:\windows\application data\microsoft\templates).

2. Think of a document you use often (letter, form, label, etc.). If you already have a Word file for this document, open it. If not, create a new file from a blank Word document to use as the "master." Make it look however you want it to look. You can use “fake” sample text if necessary, then format it however you like. Now set the margins so the document will print properly on your stationery. Include styles, headers/footers and any other important features. Set the language for US English to enable the spell-checking feature.

3. When your document is complete, click File, then Save As. In the box labeled Save as type select “Document template (.dot).” Save the template to your new Company Docs folder.

4. Repeat steps 2 and 3 for all your frequently used documents. Save all the .dot templates to the Company Docs folder.

5. If you saved the files to the template folder on your hard drive SKIP this STEP. If other employees will share the files from the network, each user (including you) should change a setting on his/her computer. First, open any file in MS Word (you have to have a file open to get to the Options menu). Select Tools, Options, then click the tab labeled File Locations. Click “Workgroup Templates,” then Modify. Use the Modify Location dialog box to find the Company Docs folder you created on your network. Click the folder once to select it (don't open it), then click OK.

6. To USE a template to create a new document, open Word then click File, New.

Word 2002: The task pane will appear. Look for "new from template, then click "general templates...". Your templates will show up in one of two places, depending on where you saved them: The "Company Docs" folder may show up as one of the tabs -- OR -- your templates may show up under the "General" tab. Click the appropriate tab, then double-click the template you want to use.

Earlier versions of Word: the Company Docs folder should appear on a tab at the top of the dialog box that pops up. Click this tab, then double-click the template you want to use.

When you double-click the template, this opens a blank, untitled copy of the file (.doc) to use as a model for your document. Just type over the sample text to suit your current needs. If you want to keep this changed copy of the file, save your untitled file with a new name..."Smith ltr 4-5-03.doc" or something like this. By using templates in this way, each person’s documents will look just the same and you won't wreck the original file!

Note: If you need to make changes to an original template .dot file, click File, Open. In the Files of type box, select “Document template (.dot)”, then look for the file and double-click it to open it. This opens the actual template file itself, rather than a new, untitled copy, so be sure you really want to make the changes. Save the file and close it.

P.S. Remember to reselect file type ".doc" when you’re ready to open a regular document.