How to Use Word Templates in SharePoint Without Overwriting the Original
Question details
Users need a way to open a shared Word template in SharePoint so that it generates a new unnamed document instead of allowing edits directly to the original template.
- Product
- SharePoint / Microsoft Word
- Device & OS
- not provided
- Scenario
- A user is trying to utilize a Word template stored in a SharePoint document library to standardize new document creation across a team.
- Observed behavior
- When users click on the uploaded Word template directly from the SharePoint library, it opens the original file for editing, causing the template to be overwritten.
Ensure you have the appropriate permissions (Owner or Designer) in the SharePoint document library to add or modify library templates.
Add the File as a Template via the Document Library New Menu
By uploading your file through the 'New' menu rather than as a standard document, SharePoint will treat it as a true template, generating a fresh copy each time it is clicked.
If you simply drag and drop a template file into the general document list, SharePoint treats it as a standard file to be edited. To preserve the original content, you must register it as a library template.
Open SharePoint and go to the specific document library where you want your team to access the template.
Click the 'New' dropdown button located on the command bar at the top of the document library.
From the dropdown list, click on 'Add Template' at the bottom of the options.
Browse your local computer to select and upload your template file. It is recommended to use the standard .docx format for this process.
Instruct your users to click the 'New' button and select your newly uploaded template name from the list. This will generate a separate, unnamed document while keeping the original safe.
Manage and Edit Document Templates Easily with WPS Office
Looking for a reliable, fast, and free alternative to Microsoft Office for creating and managing your document templates? WPS Office offers highly compatible document creation with a user-friendly interface.
- 1. Download and Install WPS Office: Visit the official WPS website, download the free version of WPS Office, and follow the simple installation instructions.
- 2. Create or Open a Template: Launch WPS Writer and open your existing Word templates, or start a new document and design it to fit your team's needs.
- 3. Save as a Custom Template: Go to Menu > Save As, and choose 'WPS Writer Template (.wpt)' or 'Word Template (.dotx)' to keep a reusable copy for future projects.
Frequently Asked Questions
Why does my Word template open in edit mode in SharePoint instead of creating a new file?
This happens when a template is uploaded as a standard document in the library. SharePoint treats it as a regular file. To fix this, you must add the file specifically using the 'Add Template' option inside the 'New' dropdown menu.
Should I use .docx or .dotx formats for SharePoint templates?
When using the 'Add Template' feature in SharePoint's 'New' menu, using the standard .docx format is highly recommended and functions perfectly to spawn new documents without overwriting the template.
Can I prevent certain users from altering the template files completely?
Yes. By properly adding the template to the 'New' menu, the file itself doesn't sit in the standard library view. Additionally, you can adjust SharePoint library settings to give users 'Contribute' or 'Edit' access to create files, while restricting 'Design' or 'Full Control' access so they cannot overwrite the template definition.
