What a template does and why you might want one
A template in Microsoft Word is a pre-formatted document that you save as a starting point for future documents. Instead of rebuilding the same layout, fonts, headings, and spacing every time you write a letter or invoice, you open the template, fill in the new information, and save it as a regular document. Word comes with built-in templates, but you can also turn any document you've already formatted into a template that you control.
Templates live in a specific folder on your computer. When you create a new document from a template, Word makes a copy of it — your original template stays untouched. This means you can use the same template dozens of times without accidentally changing it.
Key Takeaways
- A template is a formatted document you save once and reuse many times; Word creates a copy each time you open it, so the original never changes.
- You can turn any document into a template by saving it as a .dotx file (or .dot in older Word versions) instead of a regular .docx file.
- Custom templates you create are stored in your user folder, and Word's template menu shows them under "Personal" or "My templates" depending on your Word version.
- Before saving a document as a template, remove any one-time information (like a specific date or client name) and replace it with placeholder text or instructions for the next user.
How to save a document as a template
Start with a document that already has the formatting you want to reuse — fonts, margins, heading styles, tables, or any layout you've spent time setting up. Open that document in Word.
Go to File in the top left, then click Save As. A dialog box opens asking where to save and what to name the file. In the Save as type dropdown (near the bottom of the dialog), change it from "Word Document (.docx)" to "Word Template (.dotx)". Word will automatically move the file to the correct template folder on your computer — you do not need to navigate there yourself.
Give your template a clear name that tells you what it is — for example, "Monthly Invoice Template" or "Client Letter Template". Then click Save. The document closes and reopens as a template file.
Preparing your document before you save it as a template
Before you convert a document to a template, remove anything that is specific to one use. If your document contains a date, client name, project number, or any other information that changes each time you use it, delete that content or replace it with a placeholder.
For example, if you are creating a template for a service invoice, delete the actual invoice number and type "[Invoice Number]" in its place. Delete the date and type "[Date]". This tells the next person (or you, months later) what information goes in each blank. You can also add a comment or instruction — right-click where you want the note, select Insert Comment, and type a reminder like "Enter the client name here."
Check that all the formatting you want to keep is actually there: fonts, colors, margins, spacing between sections, any logos or headers. Templates preserve formatting, so this is the time to fix anything that looks wrong.
Opening and using a template you created
Once you have saved a template, you can open it from Word's template menu. Go to File, then New. Word shows you a list of template options. Look for a section called "Personal" or "My templates" (the label varies by Word version). Your custom template should appear there.
Click on your template. Word creates a new document based on it — a copy, not the original. The new document opens as an untitled, unsaved file. You can now fill in the placeholders, add your specific information, and save it as a regular .docx document with a new name. Your original template remains unchanged in the template folder.
If you cannot find your template in the Personal section, it may have been saved to a different location. Go to File > New > Browse (or "More Templates" depending on your version) and navigate to your Documents folder, then the Microsoft folder, then Templates. Your custom templates should be there.
Editing or deleting a template you no longer need
If you want to change a template after you have created it, you cannot just open it from the New menu — that creates a copy. Instead, go to File > Open and navigate to your Documents folder > Microsoft > Templates. Find your template file (it will have a .dotx extension), open it, make your changes, and save it. The next time you create a new document from that template, your changes will be there.
To delete a template, go to the same Templates folder, right-click the template file, and select Delete. It moves to your Recycle Bin. You can restore it from there if you change your mind.
Where Word stores your templates and why it matters
When you save a document as a .dotx template, Word automatically puts it in a specific folder: on Windows, that is usually C:\Users\[Your Username]\Documents\Microsoft\Templates. On a Mac, it is ~/Library/Group Containers/UBF8T346G9.Office/User Content/Templates. You do not have to navigate there yourself when you first save — Word does it for you.
This folder location matters because it is where Word looks when you go to File > New and search for your personal templates. If a template ends up somewhere else on your computer, Word will not find it in that menu. If you ever move your Documents folder or reinstall Windows, your templates stay in this location as long as you did not manually move them.
Using Word's built-in templates as a starting point
You do not have to build a template from scratch. Word includes dozens of pre-made templates for letters, resumes, invoices, and other common documents. Go to File > New and browse the categories. When you find one you like, click it and then click Create. Word opens the template as a new document.
You can then customize it — change the colors, fonts, layout, or any text — and save it as your own template using the steps above. This is often faster than starting with a blank page, especially if you like the overall structure but want to adjust it for your needs.
Frequently Asked Questions
What is the difference between a .dotx and a .docx file?
A .docx is a regular Word document. A .dotx is a template file. When you open a .docx, you edit the original file. When you open a .dotx, Word creates a copy and opens that instead, leaving the template untouched. This is why templates are useful — you can use them over and over without accidentally changing them.
Can I share a template I created with someone else?
Yes. A template is just a file, so you can email it or save it to a shared folder. The person who receives it can put it in their own Templates folder (Documents > Microsoft > Templates on Windows) and it will show up in their Personal templates menu. They can also just open the .dotx file directly and save copies of it as regular documents.
If I change a template, do all the documents I already created from it change too?
No. Documents you have already created and saved are separate files. Changing the template only affects new documents you create from it going forward. If you want to update old documents, you have to open and edit them individually.
Why is my custom template not showing up in the Personal templates section?
The most common reason is that it was saved to the wrong location. Go to File > Open and navigate to Documents > Microsoft > Templates to see if it is there. If it is, try restarting Word — sometimes the template menu does not refresh when ready. If it is not there, you may have saved it as a regular .docx instead of a .dotx file.
Can I password-protect a template so people cannot change it?
Word allows you to restrict editing on any document, including templates. Go to File > Info > Protect Document and choose the level of protection you want. However, password protection is not the same as making a template read-only — it just prevents accidental changes. Someone determined to edit it can usually find a way around it.