What a template is and why you would make one

A template is a pre-formatted document you save once, then open as a blank copy every time you need it. Instead of recreating the same layout, fonts, headers, or sections over and over, you open the template, fill in the new information, and save it with a new name. The original template stays untouched.

You would create a template for anything you write repeatedly: a monthly expense report, a letter to landlords, a meeting agenda, an invoice, or a job process cover letter. The time you spend setting up the template once pays back the first time you use it instead of starting from scratch.

Key Takeaways

  • A template is a formatted document you save as a special file type (.dotx in Microsoft Word, .ott in LibreOffice) so it opens as a blank copy each time.
  • You build a template by creating the layout, fonts, headers, and placeholder text you want, then saving it with File > Save As and choosing the template format for your program.
  • Placeholder text shows where new information goes — you can mark it with brackets like [Your Name Here] or use the built-in placeholder fields your program offers.
  • Once saved as a template, opening it from your program's template menu creates a new document automatically, leaving the original template unchanged.
  • Templates work the same way in Microsoft Word, Google Docs, and LibreOffice, though the menu names and file types differ slightly between programs.

How to build a template in Microsoft Word

Start by opening a blank Word document and building the layout you want to reuse. Add your headers, footers, margins, fonts, and any text that stays the same every time. For example, if you are making an expense report template, you might add the title "Monthly Expense Report", column headers like "Date", "Category", and "Amount", and a signature line at the bottom.

Where information changes each time, type placeholder text in brackets: [Your Name], [Date], [Project Title], or [Client Name]. This shows you and anyone else using the template exactly where to fill in new details. You can also use Word's built-in placeholder fields by going to Insert > Quick Parts > Field and choosing a field type like Date or Author, though brackets are simpler and work the same way.

Once the layout is complete, go to File > Save As. In the dialog box, choose the location where you want to save it (your Documents folder is standard), give it a clear name like "Expense Report Template", and then change the file type dropdown from "Word Document (.docx)" to "Word Template (.dotx)". Click Save. Word will move the file to your Templates folder automatically.

To use the template, go to File > New and look for "Personal" or "My Templates" — your template will appear there. Click it to open a new blank copy. The original template stays in your Templates folder unchanged, ready to use again.

How to build a template in Google Docs

Open a new Google Doc and build your layout the same way: add the structure, fonts, headers, and any text that repeats. Add placeholder text in brackets where information changes. Google Docs does not have a separate template file type like Word does, so you save this as a regular document.

Once it is finished, click File > Save as Template. Google Docs will ask you to name it and optionally add a description. The template is now saved to your Google Drive in a Templates folder that Google creates automatically.

To use it, start a new Google Doc and click the template gallery icon (it looks like a grid) in the top right. Your saved templates appear there. Click the one you want, and Google Docs creates a new document from it. The original template stays in your Templates folder.

How to build a template in LibreOffice Writer

Open a new LibreOffice Writer document and create your layout: add the structure, fonts, headers, footers, and static text. Add placeholder text in brackets where new information goes each time. LibreOffice also lets you insert field placeholders through Insert > Field > More Fields, though brackets are simpler.

When the layout is complete, go to File > Templates > Save As Template. A dialog box will ask you to name the template and choose a category (you can create a new category or use an existing one). Click Save. LibreOffice stores the template in its Templates folder.

To use the template, go to File > Templates > Manage Templates, find your template in the list, right-click it, and choose "New". LibreOffice opens a new blank document based on the template, leaving the original untouched.

What to include in a template so it actually saves time

The most useful templates include everything that stays the same and nothing that changes. If you are making a letter template, include your address, the date field, and "Dear [Recipient Name]:", but leave the body of the letter blank. If you are making an invoice template, include your company name, logo, and the invoice structure, but leave line items and amounts as placeholders.

Use consistent formatting throughout: pick one font for headers, one for body text, and stick with it. Set your margins and spacing once so every document that comes from the template looks the same. If you use the template across a team or share it with others, add a note at the top or in a comment explaining what to fill in and what to leave alone.

Avoid locking yourself into details you might change. For example, do not hardcode a specific date or name into a template unless it truly never changes. The whole point is to save time by not retyping the parts that repeat, so make sure the template actually contains those parts.

How to edit or delete a template you already made

In Microsoft Word, go to File > Open and navigate to your Templates folder (usually C:\Users\[Your Name]\AppData\Roaming\Microsoft\Templates on Windows, or ~/Library/process Support/Microsoft/Office/User Templates on Mac). Find the .dotx file, open it, make your changes, and save it. The next time you use the template, your changes appear.

In Google Docs, open the template from your Templates folder in Google Drive, edit it, and save. Changes take effect when ready for any new documents you create from it.

In LibreOffice, go to File > Templates > Manage Templates, find your template, right-click it, and choose "Edit". Make your changes and save. The template updates for future use.

To delete a template you no longer need, find it in your Templates folder or through your program's template manager, and delete it the same way you would delete any file. This does not affect any documents you already created from that template — only the template itself is removed.

Common mistakes when building a template

The biggest mistake is saving the template as a regular document (.docx, .odt, .doc) instead of the template format (.dotx, .ott). When you do this, opening the file edits the original instead of creating a new copy, so you end up overwriting your template. If this happens, go back to the original file, save it again with the correct template format, and delete the regular document version.

Another common problem is making the template too specific. If you create a template for "Q3 2024 Expense Report" with the quarter and year hardcoded in, you will have to edit the template every quarter or create a new one. Instead, use placeholders like [Quarter] and [Year] so the same template works for any reporting period.

Some people also forget to test the template before relying on it. After you save it, open it once from your template menu to make sure it opens as a blank copy and the formatting looks right. Catch problems now rather than discovering them when you are in a hurry to use it.

Frequently Asked Questions

Can I use a template I found online instead of making my own?

Yes. Microsoft Office, Google Docs, and LibreOffice all have built-in template galleries with hundreds of pre-made templates for letters, resumes, invoices, and more. You can also read templates from websites like Microsoft's template library or Creative Commons sites. read the file, open it in your program, and save it as a template if you want to use it repeatedly.

What happens if I accidentally edit and save my template file?

If you open the template file directly and save changes to it, you have edited the original template. Go back to your Templates folder, open the template again, undo your changes (Ctrl+Z or Cmd+Z), and save it. If you have already closed the file, you may need to manually fix the template by opening it and correcting the mistakes. This is why it is safer to always open templates through your program's template menu — that creates a new copy automatically.

Can I share a template with someone else?

Yes. In Microsoft Word and LibreOffice, you can email the .dotx or .ott file directly to someone else, and they can save it to their Templates folder. In Google Docs, share the template document with them through the Share button, and they can save it as a template in their own Google Drive. Make sure to explain what placeholders they should fill in.

Do I need different templates for different versions of Word or Google Docs?

No. Word templates (.dotx) work across all recent versions of Word on Windows and Mac. Google Docs templates work the same way across all browsers and devices since they are stored in Google Drive. LibreOffice templates work across versions as long as you are using a recent release. You do not need to remake a template when you update your program.

Can I add images or logos to a template?

Yes. Insert images the same way you would in a regular document — go to Insert > Image (or Insert > Picture in Word) and choose your file. Once the image is placed and sized the way you want, save the document as a template. The image will be part of the template and appear in every new document you create from it. This is especially useful for letterhead templates with company logos.