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What is a Document Template in Word

What is a document template in word? how a template works? and how to create a template yourself? in this article you'll find answers for your questions.
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Why you have to work using templates?

Reason 1: online stationery

Nowadays you can't live without online stationery. The name of your company, logo, address details and the like, as you had your letterhead designed and printed earlier at t he start of your company, so now you can get started with your online stationery. In fact, you can't live without it these days.

Reason 2: save time

You undoubtedly have documents that you use more often. An offer for your services, an appraisal report with a number of fixed components, the agenda for your manager's weekly consultation, personalized certificates, you name it. All documents whose basis is always the same, but where some adjustments must always be made. If you work with a good basis, you save a huge amount of time.

Reason 3: prevent accidents

Of course you can always open the previous document that you created, edit it and then save it as a new document. In addition to the fact that this takes extra time, you also create problems for it. You'll not be the first to accidentally overwrite the previous document, so the original will be lost.

What is a template?

With a template you prevent all those problems. You can see a template as a normal document, which already contains all the basic information, but then protects against overwriting. That's technically not entirely true - transfer is possible, but the chance is a lot smaller.

How a template works?

You create (or open) your document, which you save as a template. If you open the template, it'll be opened as a document - a normal document as you normally always use it. If you want to save that document, you must choose a name and (storage) location. This way you can't accidentally overwrite the template.

You already have templates

Just go to File - New. You can already see various reports, letterheads, invitations, gift vouchers, calendars and much more there. As you can see, a template can vary from very simple to very extensive.

Create a template yourself

If you make an agenda, put all the fixed agenda items in it and make sure you have room for the changing topics. Also consider other fixed items such as the meeting location or the start time. Everything that's usually in your agenda, you also put in your document.

Do you want to work with online stationery? Then create a document to which you add your logo, your address and details such as Chamber of Commerce number and etc... If necessary, set the margins well so that everything is in the right place for typing a letter immediately.

Whatever you make: create a document to which you add everything that should usually be in it, all fixed data. Now go to File - Save as and enter a clear name. Underneath you can choose the Word template for Save as. (You also have the Word template option with macros enabled, which you don't need for these types of templates.)

Now take a look at the location that will be visited. T here is probably something like C: \ Users \ YOURNAME \ Documents \ Custom Office Templates. Everything that looks a bit like this is perfect, if you save your template there, you can find it very easily later.

Other locations

Sometimes the location isn't automatically adjusted. Then search the explorer for .dotx files. When you find it, right click on it and choose Open File Location. Now you see the url at the top, so something like in the example given earlier. Make sure that you also go to that location in Word (for example through copy / paste) and save your template there. You don't necessarily have to save your templates at that location, you can save them at all desired locations. There are enough reasons to choose this - for example if you work a lot in the cloud, on different computers or if you want to use the same templates with several colleagues. Then put the templates somewhere in a folder that everyone can access. Pay attention! The risk that the template will then be deleted or overwritten is somewhat greater.

Open template

To open your template, go to File, New. There you see Private or Personal. If you click on that, you'll see the templates that you have added yourself. Click on a template to open it. The rest of the processing is the same as that of a regular document. Did you specify a different location? Then go to that folder to open your template, in the same way that you open a document.

Note

I can give some extra tips for making digital stationery. That's what my next blog article is about. I'm now talking about templates in Word. you'll also save a lot of time in other programs if you work with templates.

See also: What is Technical Writing

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