The Tool Desk
Outbyte PC Repair FREEClear out junk files and repair common Windows errorsFree Scan →Outbyte Driver Updater FREEFix the driver behind crashes, sound loss and screen glitchesFind Drivers →Save the layout as a Word template—usually .dotx, or .dotm if it contains macros—then share it from an approved work location. For a one-time handoff, send a copy or a OneDrive link; for a recurring team workflow, configure the template in a SharePoint document library. Coworkers should create a new document from the template rather than edit the master.
Choose how coworkers should get the template
| Method | Best for | What coworkers receive | Consideration |
|---|---|---|---|
| Send a copy or attachment | A one-time handoff or a team without configured cloud sharing | Their own copy of the template file | If the master later changes, existing copies may not stay in sync. |
| OneDrive shared link | A small group that needs access to a centrally stored file | Access to the shared file according to the permissions you assign | Choose permissions deliberately; available options depend on account and organization settings. |
| SharePoint library template | Repeated document creation from a team library | A template option when creating a document in that library | Setup requires suitable library permissions, and the interface can vary. |
Sending a copy is simplest, but managing multiple copies can make later updates harder. A shared link keeps access centered on one file, while a SharePoint library template makes the template part of a repeatable creation process.
Save the Word file as a template
Use .dotx for a standard template. Use .dotm if it contains macros. Microsoft describes a template as “a document type that creates a copy of itself when you open it,” so users can start a separate document without treating the master as their working file. See Microsoft’s Save a Word document as a template and Create a template instructions.
The exact save steps depend on your Word version and platform. Microsoft’s template guidance covers Windows and macOS; Windows desktop instructions may differ from Word for Mac or Word for the web. When giving coworkers directions, state which version or platform your steps describe.
#1 Best Overall
Share a copy or OneDrive link
Send a copy for a one-time handoff
Save the template in an organization-approved location, then send the .dotx or .dotm file as an attachment or through an approved file-sharing method. This gives coworkers their own template file. If you update the master later, distribute the revised file separately so recipients know which version to use.
Share the file from OneDrive
- Save the template in OneDrive.
- In Word, select Share.
- Enter the coworkers who need access and choose the appropriate permissions.
- Send the link.
Microsoft’s Share a document guidance describes this workflow. If coworkers only need to make documents from the template, avoid giving them edit access to the master unless they are responsible for maintaining it. Microsoft notes that when multiple people have permission to edit a shared document, their changes are made in the same document.
Word for Mac also has a send-a-copy or email-as-attachment route. The labels and available sharing options may vary with platform and organization settings, so use the route shown in your version of Word.
Make the template available from a SharePoint library
For a team that repeatedly creates the same kind of document, configure the SharePoint document library to use the custom template. Members can then choose it when creating a new file in that library instead of locating and opening a separate attachment each time.
Quick wins for a faster PC:
Clear out junk files and repair common Windows errorsFree Scan →Fix the driver behind crashes, sound loss and screen glitchesFind Drivers →Repair Windows errors before they cause bigger problemsFix Now →- Open the SharePoint document library that should offer the template.
- Use the library’s template setup route. Microsoft’s guidance describes a modern Add Template option as well as library settings.
- Select or upload the custom template and complete the library configuration.
- Have team members create a new document from that library’s template option.
Setting up the library template requires Full Control permission, according to Microsoft’s Set a custom template for a SharePoint library guidance. If you do not have that permission, ask the library owner or administrator to configure it.
Tell coworkers how to create their working document
Make clear whether you are sharing the master for maintenance or providing a starting point for new work. Coworkers who only need to use the layout should create a new document from the template and save that document under its own name. They should not overwrite the master. In a SharePoint workflow, they should create the file from the library’s template option; with a shared file, they should open or download the template and use it as a starting point, following the instructions for their Word platform.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Account for platform and macro differences
- Windows, Mac, and web: Menus and template storage differ. Microsoft’s Windows Microsoft 365 guidance describes setting a personal templates location; its Mac guidance describes a user templates folder and preferences. These personal locations are not the same as a team-shared SharePoint library.
- Macros: Use
.dotmfor a macro-enabled template. Follow your organization’s security policy; the file format alone does not establish that macros are permitted by your organization. - Older Word versions: Compatibility may require a different format, but older-version guidance should not be treated as current setup instructions. Check the version coworkers use before changing the template format.
For Windows personal-template location details, see Microsoft’s Where are my custom templates? page. For information about template capabilities in Windows desktop Word, see Load or unload a template or add-in program.
Quick Recap
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
