Save a spreadsheet as a template so you can reuse it without changing the original

A template in Excel is a file you set up once with the layout, formulas, and formatting you use repeatedly — then save it in a way that opens as a blank copy every time. When you open a template, Excel creates a new untitled spreadsheet instead of opening the template file itself, so you never accidentally overwrite your original. This saves you from rebuilding the same structure, formulas, and design every time you need a new version.

The process takes about five minutes if you already have a spreadsheet you want to turn into a template. You format it the way you want it to look, remove any data that won't repeat, then save it as an Excel template file instead of a regular spreadsheet.

Key Takeaways

  • Build your spreadsheet first with all the columns, formulas, and formatting you want, then remove the one-time data before saving as a template.
  • Save the file using File > Save As, then choose Excel Template (.xltx) from the file type dropdown instead of the regular Excel format.
  • Excel stores templates in a specific folder on your computer; saving there makes the template appear in the template gallery when you create a new file.
  • You can also save templates to a shared folder if your workplace uses them across multiple people, though you will need to open them manually instead of through the gallery.

Build your spreadsheet with the structure and formulas you will reuse

Start by creating the spreadsheet the way you want it to look every time you use it. If you are making a template for monthly expense tracking, build the column headers (Date, Category, Amount, Notes), set up any formulas that calculate totals, and explore the colors and borders you want. Leave the data rows empty — those are what will change each time you use it.

Include any formulas that will be the same every time. For example, if you always sum a column of expenses, put that SUM formula in the total row now. If you always calculate a percentage or explore conditional formatting (like highlighting cells over a certain amount), set that up in the template. The goal is to have everything ready except the actual data that changes from one use to the next.

Test the formulas with sample data first. Put in a few fake rows, make sure the totals calculate correctly, and check that any formatting rules work the way you expect. Then delete the sample data before you save as a template.

Save the file as an Excel Template file type

Once your spreadsheet is ready, go to File > Save As. In the dialog that opens, you will see a dropdown that says "Save as type" or "File format" — this is where you choose the template format instead of the regular Excel format.

Click that dropdown and select Excel Template (.xltx). Do not choose "Excel Macro-Enabled Template" unless your template contains macros (automated actions you recorded). For most templates, the regular .xltx format is what you need.

Give the file a clear name that describes what it is for — "Monthly Expense Tracker" or "Client Invoice" rather than "Template 1". Excel will automatically add the .xltx extension, so you do not need to type it yourself.

Choose where to save the template file

When you save as a template, Excel suggests a default folder on your computer. If you save there, the template will show up in the template gallery when you click File > New and search for it. This is the easiest option if you are the only person using the template.

On Windows, that folder is usually C:\Users\[Your Username]\Documents\Custom Office Templates. On Mac, it is ~/Library/process Support/Microsoft/Office/User Templates. You do not need to navigate there yourself — Excel does it automatically if you choose the template format.

If your workplace wants to share templates across multiple people, you can save the template to a shared network folder instead. People will need to open it manually (File > Open > browse to the folder), but everyone can use the same file. Talk to your IT department about where shared templates should go.

Open the template to create a new spreadsheet from it

Once the template is saved in the default location, go to File > New. You will see a search box at the top and a row of suggested templates below it. Type the name of your template (or part of it) in the search box. Your template should appear — click it to open a new blank copy.

Excel opens the template as a new untitled file, so when you save it, you are saving a new spreadsheet, not overwriting the template. The first time you save, Excel will ask you where to put it and what to name it — use a name that describes this particular use (like "Expenses January 2024" if it is a monthly tracker).

If you saved the template to a shared folder instead of the default location, you will need to open it manually. Go to File > Open, browse to the folder where the template is stored, and double-click it. It will still open as a new untitled file.

Edit or delete a template you have already created

If you need to change the template later — add a new column, adjust a formula, or update the formatting — you have to open the template file itself, not a copy of it. Go to File > Open and browse to your templates folder. Find the .xltx file and open it. Make your changes, then save it the same way you would save any spreadsheet. The next time you create a new file from that template, it will have your updates.

To delete a template, go to your templates folder and delete the .xltx file like you would delete any other file. On Windows, you can also go to File > New, find the template in the gallery, right-click it, and choose Delete.

Common reasons templates do not appear in the gallery

If you saved a template but it does not show up when you go to File > New, the most common reason is that it was saved to the wrong folder. Check that the file is in your Custom Office Templates folder (Windows) or User Templates folder (Mac). If it is in a different location, move it to the correct folder and it should appear in the gallery.

Another reason is that Excel sometimes needs a moment to index new templates. Close Excel completely and reopen it, then check File > New again. If the template still does not appear, make sure the file extension is .xltx and not .xlsx (a regular spreadsheet saved with the wrong extension will not work as a template).

Frequently Asked Questions

Can I share a template with someone else?

Yes. Send them the .xltx file and they can save it to their Custom Office Templates folder, or they can keep it anywhere and open it manually through File > Open. If you work together regularly, saving it to a shared network folder that both of you can access is simpler than emailing it back and forth.

What is the difference between .xltx and .xltm?

The .xltx format is for templates without macros (automated actions). The .xltm format is for templates that contain macros. Unless you have recorded or written macros in your spreadsheet, use .xltx. If you try to save a macro-containing template as .xltx, Excel will warn you and ask which format you want.

If I open a template and make changes, will those changes save to the template?

No. When you open a template, Excel creates a new untitled file. Any changes you make are saved to that new file, not to the template. The template stays the same so you can use it again next time. If you want to change the template itself, you have to open the .xltx file directly and save it.

Can I use a template from an older version of Excel?

Templates from Excel 2007 and later (.xltx files) work in current versions of Excel. Very old templates in .xlt format (pre-2007) will open but may lose some formatting. If you have an old template, open it, check that it looks right, and save it as .xltx to make sure it works properly in your current version.