What is a template and how to use one to save time?

What is a template?

A template is a pre-designed file or layout that you can use to create new documents quickly and consistently. Templates are integrated into many Microsoft 365 apps, including Word, Excel, and PowerPoint. In addition, you can choose from thousands of templates online at Microsoft 365’s gallery.

Key features of templates:

• Pre-formatted structure (for example, fonts, colors, margins, headings)
• Can include placeholders for text, images, tables, charts, or formulas
• Help save time and ensure professional and consistent formatting
• Can be customized and saved for reuse

Why use a template?

Templates are incredibly useful because they:

• Save time: Instead of creating a new document from scratch every time, you can quickly get started with a pre-designed layout.
• Ensure consistency: Templates help maintain a uniform look and feel across multiple documents, which is especially important for branding or professional presentations.
• Improve efficiency: You don’t have to worry about formatting, margins, fonts, or other design elements; Templates are already set up for you.
• Reduce errors: By providing a structured framework, templates can help prevent common formatting mistakes.

Examples of templates available with Microsoft 365 apps include:

• Microsoft Word templates can include formatted text, styles, headers/footers, and placeholders for details like names or dates. Examples: resumes, letters, and reports.
• Microsoft Excel templates often include pre-built formulas, charts, and formatting. Examples: budgets, invoices, and calendars.
• Microsoft PowerPoint templates provide slide layouts, themes, fonts, and color schemes. Examples: business presentations, pitch decks, and educational slides.

How to use Word templates

Templates in Microsoft Word provide a pre-formatted starting point for creating documents such as resumes, letters, and reports.

To use a template in Word:

1. Open Word.
2. On the Home screen or by selecting File > New, choose one of the following:
• Local templates
  Click Personal (or Custom) to view templates saved on your device or network. Select the desired template and click Create.
• Online templates
  Use the Search for online templates box to enter keywords (such as, resume, letter), then press Enter. Browse the results, select a template, and click Create.
3. Replace placeholder text and content with your own information.
4. Save the document by clicking File > Save As, selecting a location, entering a file name, and clicking Save.

Tip: If you frequently use a customized version of a template, you can save it as your own template for future use. Use File > Save As, then select Word Template (*.dotx) as the file type.

To apply a template to an existing document in Word:

1. Open the existing Word document.
2. Click File > Options > Add-Ins.
3. At the bottom, in the Manage box, select Templates and click Go.
4. Click Attach, then browse to select your template file (.dotx).
5. Check Automatically update document styles to apply the template styles to your document.
6. Click OK.
7. Review your document to ensure the styles and formatting have been updated correctly.
8. Save your document by clicking File > Save or Save As.

PowerPoint templates

Microsoft PowerPoint templates offer pre-designed slide layouts, color schemes, fonts, and content styles that help you quickly create professional-looking presentations. Templates can be used for business reports, project proposals, training decks, and more.

To use a template in PowerPoint:

1. Open PowerPoint.
2. On the Home screen or by selecting File > New, choose one of the following:
• Local templates
  Click Personal (or Custom) to browse templates saved on your device or network. Select a template and click Create.
• Online templates
  Type keywords (such as, business, pitch) in the Search for online templates box and press Enter. Select a template from the results and click Create.
3. Replace placeholder slides and content with your own presentation material.
4. Save the presentation by clicking File > Save As, selecting a location, entering a file name, and clicking Save.

Tip: To keep a presentation for reuse as a custom template, save it with a .potx file extension by selecting PowerPoint Template as the Save as type.

To apply a template to an existing PowerPoint presentation:

1. Open your presentation.
2. Go to the Design tab.
3. Click the More button in the Themes group.
4. Select Browse for Themes….
5. Choose the .potx file (PowerPoint template). The template will be applied to your entire presentation.
6. Review your slides and adjust content as needed to fit the new layout.
7. Save your updated presentation.

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Excel templates

Templates in Microsoft Excel provide pre-built spreadsheets with formatted tables, formulas, and layouts for common tasks such as budgeting, invoicing, scheduling, and reporting. Many Excel templates include built-in formulas and data validation to help automate calculations. Using a template saves time and ensures consistency.

To use a template in Excel:

1. Open Excel.
2. On the Home screen or by selecting File > New, choose one of the following:
• Local templates
  Click Personal (or Custom) to browse templates saved on your device or network. Select a template and click Create.
• Online templatesEnter keywords (such as, budget, invoice) in the Search for online templates box and press Enter. Select a template from the results and click Create.
3. Replace placeholder data with your own information.
4. Save the workbook by clicking File > Save As, choosing a location, entering a file name, and clicking Save.

Tip: To reuse a customized version of the spreadsheet, save it as a template by selecting Excel Template (*.xltx) as the Save as type.

Excel does not allow you to directly apply templates to open workbooks. Instead, you can apply template formatting:

1. Open the workbook.
2. Use template formatting:
• Open your template file (.xltx) in a separate window.
• Manually copy formatting, formulas, or content from the template to your workbook as needed.
3. Alternatively, save your current workbook as a template for future use by clicking File > Save As and selecting Excel Template (*.xltx).
4. Save any changes to your workbook by clicking File > Save or Save As.

Create your town templates

The true power comes from crafting your own custom templates. Here’s how:

1. Open Word, Excel, or PowerPoint, and create a new blank document, workbook, or presentation.
2. Design your template by adding:
• Styles, fonts, colors, and formatting
• Headers, footers, and logos
• Placeholder text, tables, formulas, or charts (as needed)
• Slide layouts or page setup settings
3. When your file is ready, click File > Save As.
4. Choose a location to save your template (such as your local drive or shared folder).
5. Save the file with the appropriate template format:
• Word Template (*.dotx)
• Excel Template (*.xltx)
• PowerPoint Template (*.potx)
6. Enter a file name and click Save.

Tip: Save templates to Microsoft OneDrive or a shared location to make them accessible from any device and easier to share with your team.

To use your custom template later:

• Open the app and go to File > New.
• Click Personal (or Custom) to find your saved templates.
• Select your custom template and click Create to start a new file based on the template.

Templates can save time and help projects look their best

Microsoft 365 templates are powerful tools designed to simplify your work. By letting templates handle design and formatting, you are free to concentrate on your content and ideas. Starting with a template also helps you save time and deliver a consistent, polished result.

Give it a try. Templates await inside of Word, PowerPoint, and Excel, along with several other apps available with a Microsoft 365 subscription.

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