Template Issues

How to Share Word Template Table of Contents and Themes with Users

Maira Mehtab Oct 10, 2026 869 views

Question details

The user needs to share a Word .dotx template containing a custom Table of Contents and custom themes with other users on a shared network drive.

How to Share Word Template Table of Contents and Themes with Users

Product: Microsoft Word
Device & OS: not provided
Scenario: Sharing a customized .dotx template across a network folder with multiple users, ensuring all custom elements are accessible.
Observed behavior: Other users can see custom styles when opening the shared template, but the custom Table of Contents and font/color themes are missing.

Before you start

Ensure you have write access to the shared .dotx template file on your network drive and verify that no other users currently have the file open.

Solution 1Recommended

Save the Table of Contents Building Block Directly in the Template

By saving the Table of Contents directly into your custom template instead of the local Building Blocks file, it becomes available to everyone who opens the template without needing to modify their Word settings.

By default, Microsoft Word saves custom Table of Contents entries locally in a file named Building Blocks.dotx. Because this file remains on your personal computer, other users on the network cannot access your custom elements.

Open your template

Navigate to the shared network folder and open your custom .dotx template in Microsoft Word.

Save the Table of Contents selection

Select your custom Table of Contents. Go to the 'References' tab, click 'Table of Contents', and select 'Save Selection to Table of Contents Gallery'.

Change the save location

In the 'Create New Building Block' dialog box, look for the 'Save in' dropdown menu. Change it from 'Building Blocks.dotx' to the name of your currently open template file (e.g., MyCustomTemplate.dotx).

Locate custom theme files

Open File Explorer and navigate to your local Document Themes folder, typically located at %appdata%\Microsoft\Templates\Document Themes.

Copy themes to the shared folder

Copy the required font and color theme files (.thmx or .xml) and paste them directly into the shared network folder alongside your .dotx template so other users can load them.

Save the Table of Contents Building Block Directly in the Template

Simplifies Sharing: This method ensures that other users do not need to manually configure their Word application settings to point to a shared building blocks location.

Free Microsoft Office alternative

Try WPS Office for Seamless Template Sharing

If you frequently experience configuration issues when sharing Microsoft Word templates, consider switching to WPS Office. It provides a lightweight, highly compatible alternative with straightforward template management.

1. Download and Install WPS Office: Visit the official WPS website to download the free WPS Office suite and install it on your computer.
2. Open Your Shared Template: Launch WPS Writer and open your shared .dotx or .docx file directly from the network folder.
3. Collaborate Readily: Enjoy native support for Microsoft Office formats, allowing you to view and edit custom styles and layouts seamlessly.

Highly compatible with Microsoft Word (.docx, .dotx) document formats.Easily create, share, and manage custom templates across teams.Free and lightweight with a familiar, user-friendly interface.Avoids complex local building block configurations for shared elements.

microsoft office alternative - wps office

Frequently Asked Questions

Why is my custom Table of Contents missing when others open my Word template?

By default, Word saves custom Table of Contents entries in a local file called Building Blocks.dotx on your computer. Because it is saved locally, users accessing the shared template on another computer cannot see it unless you explicitly save the building block into the shared template itself.

Where are custom Word themes stored on my computer?

Custom document themes in Word are typically saved in your user profile under C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Templates\Document Themes. You must copy these files to the shared network folder if you want others to use them.

Do users need to change their Word settings to access a shared template?

No. If you save the Table of Contents building blocks directly into the .dotx template and provide the theme files in the shared folder, users do not need to modify their advanced Word settings or change their building block file locations.

How do I change where a Word building block is saved?

When creating a new building block (such as a Table of Contents or Quick Part), open the 'Create New Building Block' dialog and look for the 'Save in' dropdown. Change it from the default 'Building Blocks.dotx' to the name of your currently open template file.

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