How to Configure Shared Templates in PowerPoint for Microsoft 365
Question details
The user needs to configure Microsoft Office so that multiple users can access shared PowerPoint templates from a centralized network folder rather than copying them locally.
- Product
- PowerPoint for Microsoft 365
- Device & OS
- not provided
- Scenario
- Setting up access to customized templates on a shared network drive for multiple users in an organization.
- Observed behavior
- Users want to point the 'Shared' templates option in PowerPoint to a network folder, but are unsure where this is configured since PowerPoint defaults to searching online or the local Custom Office Templates folder.
Ensure you have the correct network path for the shared folder and that you have read access to it. You will also need Microsoft Word installed, as the shared template path for the entire Office suite is managed through Word's advanced settings.
Set the Workgroup Templates Location Using Microsoft Word
Use the advanced file location settings in Microsoft Word to define the shared Workgroup Templates folder. This setting applies across Office applications, enabling the 'Shared' tab in PowerPoint.
While you are trying to configure a setting for PowerPoint, Microsoft Office manages shared template directories centrally. The user interface for changing this specific directory is only available within Microsoft Word.
Launch Microsoft Word. Click on 'File' in the top-left corner of the window, then select 'Options' from the bottom of the left-hand menu.
In the Word Options dialog box, click on the 'Advanced' tab in the left navigation pane.
Scroll down to the 'General' section near the bottom of the Advanced settings, and click the 'File Locations...' button.
In the File Locations window, select 'Workgroup templates' from the list of file types, then click the 'Modify...' button.
Navigate to the network folder where your organization's shared PowerPoint templates are stored. Select the folder, click 'OK' to close the Modify window, and click 'OK' again to save your Word Options.
Use WPS Office for Effortless Template Management
If configuring network paths and hidden settings in Microsoft 365 is too cumbersome, consider switching to WPS Presentation. WPS Office is a highly compatible, free alternative that simplifies template usage and provides a massive built-in template library right out of the box, avoiding complex network configurations.
- 1. Download WPS Office: Visit the official WPS Office website and click 'Download WPS Office Free' to download the installer file.
- 2. Install the Software: Run the installer and follow the quick on-screen instructions to set up WPS Office on your computer.
- 3. Access Free Templates: Launch WPS Presentation, click on 'New', and instantly browse the extensive library of ready-to-use templates without any additional configuration.
Frequently Asked Questions
Why do I have to use Word to change PowerPoint's template location?
In Microsoft Office, the Workgroup Templates path is a shared application setting. Historically, the interface to modify this specific directory is only exposed in Word's advanced options, but the setting applies universally to PowerPoint and Excel.
What is the difference between Workgroup Templates and Custom Office Templates?
Custom Office Templates are stored locally on your device for personal use only. Workgroup Templates are designed for organizations and are typically stored on a network drive, allowing multiple users to access the same shared templates.
Why isn't the 'Shared' tab showing up in PowerPoint?
The 'Shared' tab will only appear on the 'New' presentation screen if the Workgroup Templates path has been successfully configured in your Office settings and there are valid template files (.potx) inside that designated folder.
Can I use SharePoint or OneDrive for Workgroup Templates?
Yes. If the SharePoint document library or OneDrive folder is synced to your local computer using the OneDrive sync client, you can select that synced local folder path as your Workgroup Templates location.
