How to Use Document Templates in Microsoft Word: A Step-by-Step Guide

Using document templates in Microsoft Word is pretty straightforward. All you have to do is launch the application, click on “File,” then “New,” and choose a template from the selection available. Whether you need a resume, a business plan, or a simple letter format, templates are a time-saver that can help you get started quickly.

After selecting a template, Word will create a new document based on that template. You can then customize the document to fit your specific needs, filling in your own information where necessary.


Document templates in Microsoft Word are a godsend for anyone who needs to create professional-looking documents quickly and efficiently. Think about it: how many times have you sat in front of your computer screen, blinking cursor taunting you, unsure of how to structure your document? Whether you’re drafting a business proposal, a report for school, or a cover letter for your dream job, starting from scratch can be daunting.

That’s where templates come in. Microsoft Word offers a variety of pre-designed templates that can serve as a starting point for your projects. They come in all shapes and sizes, from simple text documents to complex designs with images, tables, and custom formatting. These templates are designed to cater to a wide audience, from students and home users to professionals and business owners.

Using a template not only saves time but also ensures consistency and a professional appearance. It’s like having an expert by your side, guiding you through the formatting and structure so that you can focus on the content. With templates, you can bypass the worry of design and jump straight into what you do best: sharing your ideas, knowledge, or services.

Step by Step Tutorial: Using Document Templates in Microsoft Word

Let’s dive into how you can utilize these templates to make your life easier.

Step 1: Open Microsoft Word

Open Microsoft Word on your computer.

When you open Microsoft Word, you’ll be greeted with the Start screen. Here, you can choose to open a recent document or start a new one from a template.

Step 2: Click on ‘File’

Click on the ‘File’ tab in the upper left corner of the screen.

The File menu is where all the behind-the-scenes magic happens. It’s your gateway to creating, saving, and managing your Word documents.

Step 3: Select ‘New’

Select ‘New’ from the list of options on the left.

New is where the template journey begins. This option takes you to a gallery of templates, categorized for convenience.

Step 4: Choose a template

Browse through the available templates, then click on the one you want to use.

Word offers a mix of Microsoft’s own templates and community-uploaded designs. You can search for something specific or browse categories like ‘Business,’ ‘Education,’ or ‘Resumes and Cover Letters.’

Step 5: Customize the template

Once the template opens, customize it by adding your own text, images, and formatting.

The beauty of templates is in their flexibility. You can stick to the provided structure or shake things up to match your vision.


Saves TimeTemplates are pre-designed which means you don’t have to start from scratch. They provide a solid structure that you can easily personalize, cutting down on the time it takes to create a document.
ConsistencyBy using a template, you ensure that your documents maintain a consistent look and feel, which is particularly important in a professional or business context.
Professional DesignMany templates are designed by professionals, ensuring that your documents have a polished and refined appearance without needing advanced design skills.


Limited CustomizationWhile templates offer a starting point, they can sometimes limit how much you can customize your document. You may not be able to achieve a specific look you have in mind.
Overused DesignsPopular templates can be used by many people, which means your document might not stand out if you’re looking for uniqueness.
Compatibility IssuesSometimes, templates may not look the same across different versions of Word or on different devices, which can affect formatting and overall appearance.

Additional Information

When using document templates in Microsoft Word, it’s important to remember that they are just a starting point. You have the freedom to tweak and customize to your heart’s content. For instance, you can change the color scheme to match your company’s branding or adjust the font size for better readability.

Think of a template as a canvas – while the outline is there, filling it in is up to you. You can add or remove sections, include your own graphics, and even save your customized template for future use. This flexibility makes Microsoft Word templates a versatile tool that can adapt to a wide range of needs.

Moreover, don’t forget about the additional features Word offers, like collaboration tools and built-in spellcheck, which can further enhance your document-creating process. And if you ever get stuck, Word provides a wealth of online resources and support to guide you through any issues you may face.


  1. Open Microsoft Word
  2. Click ‘File’
  3. Select ‘New’
  4. Choose a template
  5. Customize the template

Frequently Asked Questions

Can I create my own template?

Yes, you can create your own template by setting up a document to your liking and saving it as a template file for future use.

Are there templates for specific industries?

Absolutely! Microsoft Word offers templates tailored to various industries, such as legal, education, healthcare, and many more.

Can I share a customized template?

Yes, once you’ve created and saved a customized template, you can share it with others by sending the template file.

Do templates update automatically?

Generally, templates do not update automatically. If you’re using a template from an online source, you may need to download updates or new versions manually.

Is it possible to use templates on Word’s mobile app?

Many templates are available on Word’s mobile app, though the selection may be limited compared to the desktop version.


Document templates in Microsoft Word are a fantastic tool that can dramatically streamline the process of creating documents. They save you time, ensure consistency, and give your documents a professional touch that might otherwise require design skills. However, it’s important to be aware of the potential limitations, such as overused designs or customization restrictions.

By understanding the balance between the convenience of templates and the need for personalization, you can effectively use Microsoft Word to create documents that are both efficient and unique. Whether you’re crafting a quick memo or putting together an in-depth report, templates can give you the jumpstart you need. So, why not give them a try? You might just find that they transform your document creation process for the better.