Save your reusable layout as a Word template—usually .dotx, or .dotm if it contains macros—then share it from an approved location. For a one-time handoff, send a copy or OneDrive link; for a recurring team workflow, configure a SharePoint document library to offer the template when coworkers create files. Ask coworkers to create a new document from the template rather than edit the master.
Choose how coworkers will access the template
| Method | Best for | What coworkers get | Consideration |
|---|---|---|---|
| Send a copy or attachment | A one-time handoff or a team without shared cloud access | Their own copy of the template file | If the master changes, recipients’ copies do not update automatically. |
| OneDrive shared link | A small group that needs access to a centrally stored file | Access to the shared file, subject to the permissions you assign | Set permissions deliberately; available choices can depend on your account or organization’s settings. |
| SharePoint library template | Repeated team document creation from a managed library | A template option when creating a new library document | Setup requires suitable library permissions, and the interface may vary. |
A shared link gives coworkers access to the same file; Microsoft’s guidance notes that when people have edit permission, their changes are made in that document. That is useful for collaboration on a shared file, but it is different from using a template to start separate documents. See Microsoft’s Share a document guidance.
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Save the layout as a Word template
Use .dotx for a standard template. Choose .dotm when the template contains macros. A template is designed to create a separate document when opened, so coworkers can start from the layout without treating the master as their working document. Microsoft’s Save a Word document as a template and Create a template pages cover saving templates in Word for Windows and Mac; exact steps differ by platform.
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On Windows desktop Word, use the Save As flow and select the appropriate Word template type. On Mac, follow the template-creation steps for Word for macOS. If coworkers need instructions, identify whether they should use Word for Windows, Mac, or the web rather than assuming the menus are identical. Microsoft explicitly notes that Windows desktop steps may differ on Mac or Word for the web.
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If macros are included, use the macro-enabled .dotm format and confirm your organization’s security policy permits coworkers to use the file. The format supports macros, but permission to run them is controlled by organizational settings and policy.
Share a copy or OneDrive link for a small group
Send a copy
Place the template in an organization-approved shared location, then send coworkers a copy or attachment. This is straightforward for a one-time handoff, but each person has an independent file. If you revise the master later, distribute the revised template separately.
Share from OneDrive
- Save the template in OneDrive.
- In Word, choose Share.
- Enter the coworkers who need access and select the permissions they should have.
- Send the link and explain whether recipients should use the file as a template or simply access the shared file.
Microsoft’s Share a document guide describes the OneDrive sharing flow. On Mac, it also documents saving to share and options such as sending a copy or emailing an attachment. Available controls may depend on your account and tenant configuration.
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For recurring team document creation, a SharePoint document library can be configured to use a custom template. Coworkers can then choose the template when creating a file in that library, rather than searching for and opening a separately distributed master. Microsoft’s Set a custom template for a SharePoint library guide describes the configuration, including a modern Add Template route and library settings.
Microsoft says Full Control permission is needed to set up a library template. If you do not have that permission, ask the library owner or SharePoint administrator to configure it. The exact controls can vary by SharePoint environment and interface.
Help coworkers find the template in Word
Template storage and personal-template discovery differ across Word platforms. Windows Microsoft 365 guidance describes setting a default personal templates location; the Mac guidance refers to a user templates folder and preferences. Consult Microsoft’s Where are my custom templates? page for the Windows location setting, and Microsoft’s Create a template page for platform-specific creation guidance. These personal-template locations are distinct from setting up a SharePoint library for team-wide creation.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Tell coworkers how to use it safely
- For a new document, create a document from the template and save the resulting document under a new name and in the appropriate team location.
- Do not edit the shared master when you only need a working copy; otherwise, you may change the starting point for other users.
- For a SharePoint library workflow, create the file from the library’s template option so the team uses the centrally configured starting point.
- For a macro-enabled template, follow your organization’s rules before opening or enabling its macros.
Templates can contain more than page formatting, including reusable content and other template features. Microsoft’s Load or unload a template or add-in program explains template and add-in behavior in Windows desktop Word.
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