How to Deploy Shared Microsoft 365 Templates Across a Company
Question details
A user needs to deploy Excel templates stored in SharePoint across their organization so colleagues don't have to manually configure template locations.
- Product
- Microsoft 365 / Excel
- Device & OS
- not provided
- Scenario
- Sharing custom Excel templates across a company for standardized usage.
- Observed behavior
- Templates work for the creator, but other users must manually map or configure the template location individually to access them.
Ensure you have administrative privileges for your company's SharePoint environment or Active Directory domain. It is recommended to gather all custom Excel templates into a single dedicated SharePoint folder or network drive before starting the deployment.
Use SharePoint Organization Assets Library
By designating a SharePoint site as an organization assets library using PowerShell, templates become automatically available to all users across the tenant.
This method centralizes your templates in SharePoint and natively integrates with Office applications across your company. Users will see a dedicated tab for the company templates when they create a new document in Excel, Word, or PowerPoint.
Create a dedicated communication site in SharePoint Online and upload your company's Excel templates to a document library.
Download and run the SharePoint Online Management Shell as an administrator on your PC.
Run the command 'Connect-SPOService -Url https://[yourtenant]-admin.sharepoint.com' and log in with your global administrator credentials.
Execute the 'Add-SPOOrgAssetsLibrary' cmdlet pointing to the document library URL containing your templates to deploy them company-wide.
Distribute Template Settings via Group Policy (GPO)
If you are managing Windows PCs via Active Directory, you can use Group Policy to automatically configure the Office shared template location for all domain users.
Manage and Share Templates Easily with WPS Office
If deploying Microsoft 365 templates proves too complex or costly for your small business, consider WPS Office. It provides a lightweight, highly compatible, and user-friendly alternative with built-in robust template management without the need for advanced PowerShell scripting or Group Policy configurations.
- 1. Download and Install: Visit the official WPS Office website and download the installation package.
- 2. Access Templates: Open WPS Spreadsheets and click 'Templates' from the home screen to access thousands of pre-made layouts.
- 3. Save and Share: Save your custom document as a template (.ett or .xltx) and share it directly with your team via standard cloud links or shared file servers.
Frequently Asked Questions
Why aren't my shared templates showing up in Excel after updating SharePoint?
When using a SharePoint organization assets library, it can take up to 24 hours for Office clients to sync the changes from the cloud. Restarting the Office application or signing out and back in can sometimes force a refresh.
Can I use OneDrive to deploy templates across the company?
OneDrive is primarily designed for personal storage. While you can share individual files from OneDrive, deploying templates company-wide is best handled through SharePoint organization assets libraries or network drives managed by Group Policy.
Where is the default Custom Office Templates folder located locally?
By default on Windows, personal custom templates are saved to 'C:\Users\[Username]\Documents\Custom Office Templates'. However, shared company templates should be stored in a centralized network or designated SharePoint location.
