How to Share Word Templates Without the Personal Templates Folder
Question details
The user needs a method to distribute a standard template containing text and macros to multiple users, allowing them to select it when creating a new document without manually copying the file to their personal Templates folder.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Distributing a standardized, macro-enabled template to an organization or team.
- Observed behavior
- Users require a centralized, seamless way to access shared templates from the 'New' document menu instead of dealing with local file transfers.
Ensure you have access to a shared network drive or a centrally managed folder where the template can be stored and accessed by all intended users.
Configure a Workgroup Templates Folder
Setting up a Workgroup Templates folder allows you to store templates in a central network location. Word will automatically display these templates in the 'Shared' section when users create a new document.
Create a new folder on a centrally managed network drive and save your macro-enabled template (.dotm) there.
On the user's computer, open Microsoft Word and navigate to File > Options.
Click on the 'Advanced' tab in the left pane, scroll down to the 'General' section, and click the 'File Locations' button.
Select 'Workgroup templates' from the list, click 'Modify', and browse to the shared network folder you created. Click 'OK' to save.
Users can now go to File > New and click the 'Shared' (or 'Custom') tab to select the template for new documents.
Use a Custom Template-Selection Utility or Add-in
If you have templates stored across multiple predefined locations, a custom ribbon utility can help users access them without modifying default folder settings.
Easily Manage and Share Templates with WPS Office
WPS Office Writer offers robust support for custom and shared templates. You can easily create, manage, and distribute standardized document templates across your team without complex configurations.
- 1. Create your template: Open WPS Writer and draft your standardized document with all necessary text, macros, and formatting.
- 2. Save as a template: Click Menu > Save As, and choose 'WPS Writer Template (*.wpt)' or 'Word Template (*.dotx)'. Save the file directly to a shared team folder on your network.
- 3. Access shared templates easily: Users can navigate to the shared folder and open the template file to automatically generate a fresh, unnamed document based on the template.
Frequently Asked Questions
What file extension should I use for a template containing macros?
You should save the document as a Word Macro-Enabled Template (.dotm). This ensures that the macros are retained and run correctly when users create a new document based on the template.
Why don't my users see the 'Shared' tab under File > New?
The 'Shared' or 'Custom' tab typically only appears if there are custom templates saved in the user's Personal Templates folder or if a Workgroup Templates path has been properly configured and contains readable templates.
Can I have multiple Workgroup Template folders configured at once?
Word natively only allows you to set one path for Workgroup Templates in the File Locations settings. If you need to organize multiple directories, you should use subfolders within the main Workgroup Templates folder or utilize a custom add-in.
