Skip to main content

How to use document templates in Microsoft Word

Microsoft Store

Once is often more than enough, particularly when creating a lengthy or comprehensive template. Each template, though differing in format and layout, is essentially a pre-constructed document in which users can input their own information in lieu of repeatedly designing the page themselves. They’re incredibly convenient and time-saving — likely the reason why most versions of Microsoft Word come pre-loaded with a venerable swath of the framed documents — while delivering robust layout options for all manners of copy, whether you’re looking to create that knockout resume, hefty business brochure or real tearjerker of a card reserved for that special someone in your life. Thankfully, the American tech giant has made implementing Word templates a simple, three-click process (though the same can’t always be said for creating and saving them for later use in Word).

Here’s our straightforward guide on how to use document templates in Microsoft Word, regardless of whether you’re simply opening a preexisting document or looking to create your own from scratch. Also, check out our top picks for the best Microsoft Office alternatives if you’re looking for a non-Microsoft workaround. There’s also our guide on how to convert a PDF file to Word if you need a simple means of converting PDF files to a more accessible format on either Windows or Mac OS X.

Skip ahead to creating a Microsoft Word template.

Recommended Videos

Opening and using a Microsoft Word template

Step 1: Launch Microsoft Word  Open Word from the dock or main Applications folder in Mac OS X or launch the software using the main Taskbar or Start menu in Windows. Alternatively, search and launch the program using either operating system’s search utility, dubbed Spotlight and Windows Search, respectively.

Launch Microsoft Word
Image used with permission by copyright holder

Step 2: Select a template — Depending on which version of Microsoft Word you’re using, you may be presented with a pop-up window presenting the various template choices available at your disposal. If using Mac OS X, click the File menu in the application Taskbar, select New from Template near the top of the resulting drop-down menu, and select your desired template from the resulting list of options prior to clicking the gray Choose button in the bottom-right corner of the window. If using Windows, click the File menu in the application toolbar, select the New panel on the left-hand side and double-click your desire template from the resulting list of options. Regardless of your OS, each version of Word should present a healthy selection of template options culled from assorted categories including Calendars, Stationary, Newsletters, Resumes, Proposals, and the like.

Template Opening Screen
Image used with permission by copyright holder

Step 3: Input your own copy — Each individual template serves a different purpose, but almost each one operates as a blank slate within a specified framework. Whether you previously chose a simple resume template, a more elaborate brochure template or a different option entirely, you’ll have the option to edit the content within. Change the images, font, colors, or any other facet of the template, and replace the default placeholder text or instructions with information of your own. Keep in mind the changes will not affect the original template, and when done, name and save the file as you would any other blank Word document.

Editing Templates 2
Image used with permission by copyright holder

Creating a Microsoft Word template

Step 1: Launch Microsoft Word — Open Word from the dock or main Applications folder in Mac OS X or launch the software using the main Taskbar or Start menu in Windows. Alternatively, search and launch the program using either operating system’s innate search utility, dubbed Spotlight and Windows Search, respectively.

Launch Microsoft Word from Taskbar

Step 2: Open a blank document — Open a blank document once Word launches.  If using Mac OS X, click the File menu in the application taskbar, select New Blank Document at the top of the resulting drop-down menu. If using Windows, click the File menu in the application toolbar, select the New panel on the left-hand side and double-click Blank document near the top of the resulting section, directly above the slew of available templates.

Open blank document in Word
Image used with permission by copyright holder

Step 3: Create the template — There’s no one way to create a Word template. Like the Microsoft-culled templates already available within the software, each template you create will likely serve a different purpose and fit your individual aesthetics. However, whether you’re creating a business newsletter or resume, it’s important you initially format the document so you’ll be able to quickly alter its content for whatever occasion it may warrant. A template should be specifically designed to be void of specifics, while keeping it as generic and clear as possible so you can later add the tailored content in the appropriate spot. For instance, avoid inserting specific dates and addresses as they may frequently change. Instead, stick with something like “[Date]” and “[Street Address],” while incorporating placeholder text to better visualize the template’s overall appearance without delving into the specifics. Remember, it’s intended to be bare bones.

Create Word Template
Image used with permission by copyright holder

Step 4: Save the template — If using Mac OS X, click the File menu in the application Taskbar and select Save As near the middle of the resulting drop-down menu. If using Windows, click the File menu in the application toolbar and select Save As from the left-hand column. Afterward, appropriately name the file, chose a save location, and select the template format suited best for your particular software suite. Word Template (.dotx) will suffice in most cases, but you may want to consider saving the template as either a Word 97-2003 Document (.dot) or Word 97-2004 Document (.doc) if you plan on utilizing the template on an older system. When finished, click the Save button in the bottom-right corner of the window. The newly-minted template will be available in either the My Templates or Personal sections depending on which incarnation of Word you’re using to open the new document from a template.

Word Template Options
Image used with permission by copyright holder

What do you think of our simple guide on how to use document templates in Microsoft Word? Still perplexed by any one facet of our article? Let us know in the comments below.

Brandon Widder
Former Senior Editor, Living Articles
Brandon Widder is a multimedia journalist and a staff writer for Digital Trends where he covers technology news, how-to…
Microsoft may have found a sneaky way to make you use Bing
The new Bing preview screen appears on a Surface Laptop Studio.

Microsoft is trying out a pretty unusual strategy to stop Bing users from switching to Google when they need to search for something. As spotted by Reddit users, and reported on by Windows Latest, if you type "Google" into Bing right now, you'll be taken to a results page with a special header that happens to look similar to the Google search bar.

The page even loads with Bing's top search bar hidden -- you need to scroll up to make it appear. Since what you're looking at is actually Bing, it doesn't say "Google" above the centered search bar. Still, the style of the search bar and the illustration is similar to what you might often find in Google.

Read more
Microsoft is, once again, trying to force users into using Edge
Microsoft Edge on a laptop on a couch.

Microsoft has deployed no shortage of tactics to get Windows users onto its Edge browser, and although some of the more nefarious methods of trying to force users to pick up the browser have failed, the company is still experimenting with new methods. The latest route launches Edge automatically on your PC on startup and prompts users to continually import data from Chrome, including your history, bookmarks, and tabs.

Richard Lawler from The Verge spotted the prompt, which showed up earlier this year without explanation before disappearing. It's back now, and in an official capacity from Microsoft. "This is a notification giving people the choice to import data from other browsers," said Microsoft's Caitlin Roulston in a statement to The Verge.

Read more
Best Microsoft Office deals: Get Word, PowerPoint, and Excel for free
Students using Microsoft Office software on their laptops outside.

There is almost always going to be a discussion between Microsoft vs. Google and which one has the best business and productivity tools, but Microsoft has certainly been around longer and ingrained itself in a lot of businesses, making it a standard. As such, you may want to grab yourself a copy or subscription, although Microsoft Office can get quite pricey, and while there is a free trial of Microsoft Word, it's not really the same thing. Luckily, there are a few Microsoft Office deals with grabbing, which is why we've gone out and collected some of our favorites for you below.
Best Microsoft Office deals
Microsoft Office is a pay once, receive once service. You don't have to pay recurring monthly fees to use it, but the software also never updates. For what it's worth, the Microsoft Office packages are labelled "2021", so they're all fairly recent but also ripe for a good deal. With the exception of AI integrations, not much has really changed in the past couple of years when it comes to your basic document creation and these programs should continue to be effective for years to come. Depending on what package you get, you'll get access to different apps, based on the needs of the target audience. For example, Microsoft Office Home & Student 2021 keeps it lean and cool and with Microsoft Word, Microsoft Excel, and Microsoft PowerPoint being the only apps included.

Here are our favorite deals for the classic Microsoft Office experience:

Read more