How to Use MS Word Templates: A Step-by-Step Guide - Solve Your Tech (2024)

Using MS Word templates can significantly streamline your document creation process. Whether you’re working on a resume, newsletter, or report, there’s a template for nearly every need. In essence, you simply choose a template that fits your project, customize it to your liking, and voila – you have a professional-looking document in a fraction of the time it would take to start from scratch. After selecting and customizing your template, you’ll have a completed document ready for use or further editing.

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Let’s face it, starting a document from a blank page can be daunting. Whether you’re a student, a business professional, or someone in between, the thought of organizing and formatting a document can be overwhelming. This is where Microsoft Word templates come in. They are pre-designed documents that serve as a starting point, complete with formatting, styling, and sometimes even content that you can customize.

Why is this topic important? For starters, it saves time. Instead of fiddling with margins, fonts, and spacing, you can jump straight into what matters most: your content. It’s also about consistency. Templates ensure that your documents look uniform and professional, which is especially important in a business or academic setting. And let’s not forget about the inspiration factor – sometimes looking at a well-designed template can spark ideas for your own content. So, who is this relevant to? Anyone who uses Microsoft Word! Whether you’re crafting a cover letter, creating a business proposal, or setting up a flyer for a bake sale, templates can make your life easier.

Step by Step Tutorial: How to Use MS Word Templates

The following steps will guide you through finding, choosing, and using a template in Microsoft Word to create a document.

Step 1: Open Microsoft Word

Open the Microsoft Word application on your computer to begin.

Once you’ve opened MS Word, you’ll be greeted with a variety of options. If you’re using a recent version, the start page will display a search bar for templates at the top and a range of template options below it.

Step 2: Access the Template Gallery

Click on “File” and then “New” to access the template gallery.

In the template gallery, you’ll find categories ranging from ‘Business’ to ‘Education’, each filled with various template options. You can also use the search bar to find something more specific.

Step 3: Select a Template

Browse through the templates and select one that fits your needs.

As you click on each template, you’ll be able to preview it. Think about your project’s purpose and audience when choosing a template. This will ensure it not only looks good but also serves its intended function.

Step 4: Customize the Template

Click on the template and then select “Create” to open it in a new document for customization.

Now the fun part begins! You can change anything in the template – from text to images to colors. Don’t be afraid to make it your own. Templates are just a starting point; they’re meant to be modified.

Step 5: Save Your Document

Once you’re done customizing, save your new document.

Remember to save your document with a new file name to avoid overwriting the original template. It’s also a good idea to save periodically while you’re working, just in case.


Time-savingTemplates cut down on the time you would otherwise spend formatting a document from scratch.
Professional designYou get access to professional-looking designs without needing any graphic design skills.
ConsistencyUsing templates ensures that your documents have a consistent look and feel, which is particularly beneficial for branding or academic work.


Limited customizationSome templates may not allow for extensive customization, which can be frustrating if you have a specific vision in mind.
Overused designsPopular templates run the risk of being overused, which could make your document look generic.
Compatibility issuesOlder versions of Word might not support some of the newer templates, leading to formatting issues.

Additional Information

Alright, so you’ve got the basics down, but let’s talk about some additional tips for using MS Word templates. First, don’t be afraid to mix and match elements from different templates. Like the header from one but the bullet points from another? Go ahead and combine them! Another tip is to pay attention to the content included in the template. Some templates come with sample text that can be a fantastic starting point or even serve as inspiration for your writing.

When it comes to customization, the sky’s the limit. But remember, sometimes less is more. You want your document to be eye-catching, yes, but also legible and clear. So, before you go font-crazy or color-happy, consider the readability of your final product.

Lastly, templates aren’t just for documents; they can be used for things like labels, calendars, and even envelopes. The wide range of templates available in MS Word means there’s likely a template for almost any document you need to create.


  1. Open Microsoft Word
  2. Access the Template Gallery
  3. Select a Template
  4. Customize the Template
  5. Save Your Document

Frequently Asked Questions

Can I create my own template?

Yes, you can create a custom template by setting up a document to your liking and then saving it as a Word template (.dotx) file.

Are templates free to use?

Most templates within MS Word are free, but some premium templates may require a purchase or a Microsoft 365 subscription.

Can I share a customized template with someone else?

Absolutely! Just save your customized template and send the file to the other person. They can then use it as their own template in Word.

Can templates be used for collaborative work?

Yes, templates can be a great starting point for collaborative work. Just make sure all collaborators have access to the same template.

Do templates work on all devices?

Most templates will work across different devices, but there might be some formatting differences depending on the version of Word you’re using.


In the world of document creation, MS Word templates are like a secret weapon. They simplify what can often be a complex and time-consuming process, freeing you up to focus on the content rather than the design. Whether you’re a student looking to impress with a polished report, a business professional aiming to streamline your document workflow, or just someone looking to make a snazzy event flyer, templates can elevate your documents to the next level.

Remember, the goal is to work smarter, not harder, and MS Word templates are one way to do just that. So next time you’re staring at a blank page in Word, take a detour to the template gallery – you might just find the perfect starting point for your next masterpiece. And who knows, with the time you save, what else you’ll be able to create?

How to Use MS Word Templates: A Step-by-Step Guide - Solve Your Tech (1)

Matthew Burleigh

Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read over 50 million times.

After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.

His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.

Read his full bio here.

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How to Use MS Word Templates: A Step-by-Step Guide - Solve Your Tech (2024)


How do you use Microsoft Word templates? ›

All you have to do is open Microsoft Word, select “File” and “New.” Choose from a variety of categories and find the perfect template. Once selected, just add your text and images. These templates are versatile. Personal and professional uses are both possible.

How do you use Microsoft Word step by step? ›

Basic tasks in Word
  1. Start a document. It's often easier to create a new document using a template instead of starting with a blank page. ...
  2. Open a document. Every time you start Word, you'll see a list of your most recently used documents in the left column. ...
  3. Save a document. ...
  4. Read documents.

How to create step by step instructions in Word? ›

Use numbered or bulleted lists to provide clear, concise instructions. Break down complex procedures into smaller steps and ensure each step is easy to follow. Use a consistent numbering or bullet style throughout the manual.

How to open MS Word step by step? ›

Write the Steps to Open MS Word
  1. Click the start button on the left-hand bottom of your screen.
  2. Click on the 'All Programs' option and search the MS Office group.
  3. Choose the MS Word icon from the sub-group and click on it to open it.

Why do we use Word templates? ›

Templates simplify the creation of documents. Templates can ease our workload and make us feel less stressed, and, at the same time, they increase efficiency. Templates increase the attention of the audience. They help in saving time and money.

What are the two ways of creating templates in Microsoft Word? ›

There are two ways to create a template:
  • You can open a new document, modify it as needed, and then save the file as a template file.
  • You can save an existing . docx document that contains all the styles and structural components you want in the template as a template file.
Feb 17, 2016

How do you use Microsoft Word for the first time? ›

In the list of applications, find Word and click it. The startup screen appears and Word starts. Tip: The first time you start Word, the Microsoft Software License Agreement might appear.

How to create a step-by-step guide template? ›

How to Create a Step-by-Step Instruction Guide?
  1. Identify the Purpose of the Guide. ...
  2. Define Your Target Audience. ...
  3. Define the Core Elements. ...
  4. Create Content Structure. ...
  5. Write Actionable Steps. ...
  6. Use a Clear and Concise Writing Style. ...
  7. Publish Your Content. ...
  8. Gather Feedback and Improve.
Feb 29, 2024

How do you create a document step-by-step 9 in Word? ›

  1. On the File tab, select New.
  2. Select Blank document, or double-click a template image or type the kind of document into the Search for online templates box and press Enter.

How do you create and save a document in MS Word step-by-step? ›

Save a document
  1. On the File tab, select Save As or Save a Copy.
  2. In the Save dialog, select OneDrive.
  3. Update the name and file type if you want, and select. Save. ...
  4. Select Browse, and navigate to any location including the Desktop.
  5. Enter a name, and select. Save.

How to learn Microsoft Word step by step? ›

Word Basics
  1. Getting Started with Word Get to know the Ribbon, Quick Access Toolbar, and Backstage view to produce Word documents.
  2. Understanding OneDrive Learn all about working with your Microsoft account and OneDrive.
  3. Creating and Opening Documents Learn all about opening existing documents and creating new ones.

How many steps are there to start MS Word? ›

Click on the start button in the lower left-hand corner of your screen. Click on all programs, then click on Microsoft Word or type the word in the search box and click on it when it appears in the search results list. Click on Word and then click Open or double-click on the MS Word icon to open it.

How to use MS Word in computer? ›

To create a basic document, choose a template from the list provided or start with a blank document. Use the File tab to open, save, and start documents, and the Insert tab to add any images, symbols, or other media to your document. Highlight your text and play around with formatting options in the "Home" tab.

How are templates work in words? ›

A template is a document type that creates a copy of itself when you open it. For example, a business plan is a common document that is written in Word. Instead of creating the structure of the business plan from scratch, you can use a template with predefined page layout, fonts, margins, and styles.

How do I apply a template to an existing Word document? ›


1. Open the Word document you would like to apply the template to, then click File > Options to open the Word Options dialog box. 2. In the Word Options dialog box, (1) click Add-ins in the left bar, (2) select Templates from the Manage drop down list, and (3) click Go.

Where do Microsoft Word templates go? ›

C:\Users\[user name]\AppData\Roaming\Microsoft\Templates folder that will appear by default as the location into which the template will be saved.

Why can't I edit a Word template? ›

If you open your Downloaded Word Template and are unable to edit, this generally means that you are in Protected View. To edit the template, select Enable Editing at the top of your word document. Once you select this option you can now edit your template.

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