Template Issues

How to Share Custom Word Headers and Quick Tables in Templates

Tauseeq Magsi Oct 9, 2026 869 views

Question details

The user needs to make custom headers, footers, and Quick Tables visible to other users when sharing a Word template.

How to Share Custom Word Headers and Quick Tables in Templates

Product: Microsoft Word
Device & OS: not provided
Scenario: Distributing a custom Word template to colleagues or clients who need access to pre-formatted headers and tables.
Observed behavior: Custom building blocks like headers and Quick Tables do not transfer with the shared template because they are saved locally by default.

Before you start

Ensure you have the target template (.dotx or .dotm) open in Word and that you have administrator or write permissions to edit its properties.

Solution 1Recommended

Save Building Blocks Directly to the Shared Template

Change the default save location of your custom headers and Quick Tables from the local Building Blocks.dotx file to your specific template.

By default, Word saves new custom building blocks to your local computer. To share them, you must use the Building Blocks Organizer to move them into the template you plan to distribute.

Open the Building Blocks Organizer

Go to the 'Insert' tab on the ribbon, click on 'Quick Parts', and select 'Building Blocks Organizer'.

Locate your custom element

Scroll through the list to find your custom header, footer, or Quick Table. Select the item and click the 'Edit Properties' button.

Change the save location

In the 'Save in' drop-down menu, select your specific shared template (.dotx or .dotm) instead of the default 'Building Blocks.dotx' or 'Normal.dotm'.

Save and distribute

Click 'OK' to save the changes. Finally, save your template file and share it with other users. The building blocks will now travel with the template.

Save Building Blocks Directly to the Shared Template

Template Format Matters: Ensure your file is specifically saved as a Word Template (.dotx) or Word Macro-Enabled Template (.dotm) before attempting to save building blocks into it.

Solution 2

Embed Headers and Footers Directly in the Template

If users do not need to insert the headers from the gallery and they should simply be permanently visible on the pages, embed them directly into the document layout.

Seamless Template Management

Easily Create and Share Templates with WPS Writer

WPS Writer simplifies template creation. By saving your formatting, embedded headers, and tables directly as a template file, you ensure everyone on your team has immediate access to your exact layout without navigating complex building block organizers.

1. Set up your document: Open WPS Writer and design your standard document with the desired headers, footers, and tables.
2. Initiate Save As: Click the 'Menu' button in the top-left corner and select 'Save As'.
3. Select template format: Choose 'WPS Writer Template (*.wpt)' or 'Microsoft Word Template (*.dotx)' from the file format drop-down list.
4. Save and share: Name your file, click 'Save', and share this template file directly with your team.

Fully compatible with Microsoft Word .dotx and .docx template formats.Intuitive Header and Footer editing directly on the page layout.Free, lightweight, and fast office alternative for all your document needs.

microsoft office alternative - wps office

Frequently Asked Questions

Why do my Quick Tables disappear when someone else opens my template?

Quick Tables are considered building blocks. By default, Word saves building blocks to a local file on your computer (Building Blocks.dotx or Normal.dotm) rather than the template you are actively working on.

How do I copy building blocks between computers without sharing a specific template?

You can locate the 'Building Blocks.dotx' file in your local AppData folder and copy it to the corresponding folder on the second computer. However, this overrides their existing building blocks, so embedding them in a shared .dotx template is usually the safer method.

What is the difference between a .docx and a .dotx file?

A .docx file is a standard Word document used for everyday editing. A .dotx file is a Word Template; when a user opens it, Word automatically creates a new, unnamed .docx document based on the template's formatting, protecting the original template from accidental overwrites.

Document & File Issues