Template Issues

Where to Store Shared Microsoft Word Templates for Teams

Khadija Khan Sep 28, 2026 868 views

Question details

The user needs to determine the best location to store Microsoft Word templates so multiple team members can access and create documents from them without overwriting default settings.

Where to Store Shared Microsoft Word Templates for Teams

Product: Microsoft Word
Device & OS: not provided
Scenario: Setting up a shared workspace for a team to reliably access and use standardized Word templates.
Observed behavior: Users require a centralized storage method (like OneDrive or a network drive) that allows shared access while keeping individual user default templates separate and intact.

Before you start

Ensure you have administrator or owner access to the intended shared folder on OneDrive, SharePoint, or your local network so you can configure proper read and write permissions.

Solution 1Recommended

Set Up a Workgroup Templates Folder on a Shared Drive or SharePoint

The most reliable method for sharing Word templates is configuring a Workgroup Templates location, ensuring shared templates appear correctly under the 'File > New' menu.

Keeping user-specific default templates (like Normal.dotm) separate is crucial to prevent system conflicts. By designating a Workgroup Templates folder, you allow users to access shared templates without interfering with their personal settings.

It is highly recommended to give most team members read-only access to this folder to prevent accidental edits to the master templates.

Create a shared folder

Create a new folder named 'Shared Templates' on your organization's network drive or a synced SharePoint document library.

Set folder permissions

Adjust the folder properties so that standard users have 'Read-Only' access, while designated template managers retain 'Edit' permissions.

Access Word Options

Open Microsoft Word, click on the 'File' tab in the top left corner, and select 'Options' at the bottom of the menu.

Navigate to File Locations

In the Word Options dialog, click on 'Advanced' in the left pane, scroll down to the 'General' section, and click the 'File Locations' button.

Modify the Workgroup templates path

Select 'Workgroup templates' from the list, click 'Modify', browse to your newly created 'Shared Templates' folder, and click 'OK' to save the new default location.

Set Up a Workgroup Templates Folder on a Shared Drive or SharePoint

Best Practice: Using a Workgroup Templates folder ensures that when users double-click a template, Word automatically creates a new, unnamed document based on it, rather than opening the template file itself.

Solution 2

Share Templates Using Microsoft OneDrive

You can use OneDrive to store templates, but you must explicitly share the folders and instruct coworkers to map them locally.

Free Microsoft Office alternative

Manage and Share Documents Easily with WPS Office

Tired of complex network drive setups and manual template mapping? WPS Office provides a lightweight, highly compatible alternative to Microsoft Office. It offers built-in cloud collaboration, making it incredibly easy for teams to share standardized document formats without wrestling with local file location settings.

1. Download and Install: Get WPS Office for free from the official website and complete the quick installation.
2. Upload to WPS Cloud: Open WPS Office, navigate to the Cloud tab, and upload your team's standard document templates.
3. Share with Your Team: Right-click your uploaded template folder, click 'Share', and generate a secure link or invite team members to collaborate.

Fully compatible with Microsoft Word template formats (.dotx, .dotm, .doc)Built-in WPS Cloud for effortless document and template sharing across your teamLightweight application that runs smoothly on Windows, Mac, and LinuxFamiliar, user-friendly interface with zero learning curve for seamless migration

Frequently Asked Questions

Why are my OneDrive templates opening as normal documents?

If a template is accessed directly from the OneDrive web interface or double-clicked from a folder that hasn't been mapped as a Workgroup Template, Word may treat the .dotx file as a regular document. To function properly, templates should be accessed via the 'File > New' menu in Word.

Should I share my Normal.dotm file with my team?

No. The Normal.dotm file contains your personal default settings, macros, and formatting. Each user's default template folder must remain separate and local. Sharing it can cause application conflicts and inadvertently overwrite personal preferences.

How do I find the current template folder location in Word?

You can locate your current template paths by opening Word, navigating to 'File > Options > Advanced', scrolling down to the 'General' section, and clicking on 'File Locations'.

Is it better to use a network drive or copy templates to local computers?

Storing templates on a centralized network drive (Workgroup Templates) is generally easier to manage and update. However, if your team frequently works offline, using a script to copy the network templates to their local computers may provide more consistent behavior.

Document & File Issues