What saving as a template actually does

When you save a Word document as a template, you are creating a starting point that opens as a blank copy every time you use it. The original template file stays unchanged. This is different from saving a regular document, where you open the same file, edit it, and overwrite what was there before.

Templates are useful when you have a document you make repeatedly — a meeting agenda, an invoice, a letter with your letterhead already in place. Instead of opening an old version and deleting the old content, you open the template and start fresh with the structure already there.

Key Takeaways

  • Save as template in Word by opening File, choosing Save As, and selecting Word Macro-Enabled Template (.dotm) or Word Template (.dotx) from the file type dropdown.
  • Templates save to a specific folder on your computer (usually Documents\Custom Office Templates), which is where Word looks for them automatically.
  • When you open a template, Word creates a new blank document based on it rather than opening the template file itself, so your original template never gets changed.
  • You can store templates in a shared folder if other people on your network need to use the same one, but you will need to tell Word where that folder is.

The steps to save a Word document as a template

Start with the document you want to turn into a template. Make sure it has all the formatting, headings, placeholder text, and structure you want every new document to have. Then open the File menu and select Save As.

In the Save As window, look for the dropdown that says "Save as type" — this is usually near the bottom. Click it and scroll down until you find either Word Template (.dotx) or Word Macro-Enabled Template (.dotm). Use .dotx unless your template contains macros (automated actions you recorded). The file name box will show your document name; you can change it to something that describes what the template is for.

When you click Save, Word will automatically put the file in the correct folder — usually Documents\Custom Office Templates on Windows or Documents\Microsoft User Templates on a Mac. You do not need to navigate there yourself; Word handles it. After saving, you can close the document.

How to use a template you have saved

Open Word and look for the File menu. Select New, and you will see a row of options. Look for "Personal" or "My Templates" — this is where your saved templates appear. Click on the template you want, and Word will open a new blank document based on it. The original template file stays in your templates folder untouched.

If you do not see your template listed, it may not have saved to the right location. Go back to File > Save As on any document, and look at the path shown at the top of the Save As window. Make sure future templates save to the Custom Office Templates folder.

Storing templates in a shared folder for your team

If other people need to use the same template, you can save it to a shared network folder instead of your personal templates folder. Save the template normally, but in the Save As window, navigate to the shared folder your team uses rather than letting Word put it in the default location.

Then tell the other people where the file is. They will need to open Word, go to File > Options > Trust Center > Trust Center Settings > Trusted Locations, and add that shared folder to the list. After that, the template will show up in their Personal templates when they go to File > New. This step is necessary because Word does not automatically look in shared folders the way it does your personal templates folder.

The difference between .dotx and .dotm templates

Word offers two template formats. .dotx is the standard format and works for any template that is just text, formatting, and structure. .dotm is for templates that contain macros — these are recorded sequences of actions that automate repetitive tasks. If your template does not use macros, use .dotx.

The reason for two formats is security. Macros can run code, so Word treats .dotm files more carefully and may ask you to confirm before running them. If you are not sure whether your template needs macros, it probably does not — stick with .dotx.

What happens if you edit a template by mistake

If you open a template file directly (instead of using it to create a new document) and make changes, you are editing the template itself. When you save, those changes become part of the template, and every new document you create from it will have those changes.

If this happens and you want to undo it, close the template without saving. If you already saved it, open the template again, undo the changes you made, and save. The safest habit is to always open templates through File > New rather than by double-clicking the template file in your folder.

Frequently Asked Questions

Can I edit a template after I have saved it?

Yes. Open File, go to Open, and find your template file in Documents\Custom Office Templates. Make your changes and save. The next time you create a new document from that template, it will have the updated content.

What if I want to delete a template I no longer use?

Go to Documents\Custom Office Templates (or the folder where you saved it), find the template file, and delete it like any other file. It will no longer appear in your Personal templates list in Word.

Can I use a template someone else created?

Yes. Have them send you the .dotx or .dotm file, then save it to Documents\Custom Office Templates on your computer. It will appear in your Personal templates the next time you open Word and go to File > New.

Why does my template show up in File > Open but not in File > New?

It saved to the wrong folder. Templates only appear in File > New if they are in the Custom Office Templates folder. Move the file there, or save it again using Save As and let Word put it in the default location.