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Word 2010: Forms in Depth
Illustration by Neil Webb

Saving a document as a template


From:

Word 2010: Forms in Depth

with Gini Courter

Video: Saving a document as a template

We've created our pledge form in Microsoft Word 2010, we've taken the steps necessary to protect it, so that when a user clicks they are only seeing fields. They can't click in places that we haven't place content controls. And now, it's time to save our document as a template. If I take this document right now, and fill it in and save it, I'll have a form that was used only once. If I want to be able to use this form over and over and over again, have different people use it, post it in up shared folder where different people can access it, then it's important that I save it as a template rather than as a regular document.

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Word 2010: Forms in Depth
2h 4m Intermediate May 24, 2011

Viewers: in countries Watching now:

In this course, author Gini Courter introduces the form creation tools found in Word 2010 and shows how to produce electronic forms that are visually pleasing and easy to navigate. The course covers designing a form; capturing data effectively with dropdown lists, date pickers, and check boxes; and adding controls for repeating data using the Word Content Control Toolkit. The course also includes tutorials on testing, protecting, and distributing forms.

Prerequisite Course: Word 2010 Essential Training

Topics include:
  • Setting up a form
  • Customizing pre-built Microsoft.com templates
  • Inserting content controls
  • Saving a form as a template
  • Troubleshooting form issues
  • Understanding Building Blocks
  • Creating a schema using the Content Control Toolkit
Subjects:
Business Forms
Software:
Office Word
Author:
Gini Courter

Saving a document as a template

We've created our pledge form in Microsoft Word 2010, we've taken the steps necessary to protect it, so that when a user clicks they are only seeing fields. They can't click in places that we haven't place content controls. And now, it's time to save our document as a template. If I take this document right now, and fill it in and save it, I'll have a form that was used only once. If I want to be able to use this form over and over and over again, have different people use it, post it in up shared folder where different people can access it, then it's important that I save it as a template rather than as a regular document.

A template which each time a user opens it will retain it's original form and simply give them a copy to work with, keeping this pledge form in pristine shape for the future. So we are ready to go. We're simply going to go to File > Save As and in the Save As dialog box we are going to choose Word Template. Now unlike Excel and PowerPoint and even prior versions of Word, Word doesn't automatically jump to that Templates folder for us. So what we're going to do is scroll up, and where it says Microsoft Word click Templates to move to the Microsoft Word Templates folder.

The Templates folder isn't in exactly the same place for every user. It depends on the installation at your organization, what version of Windows you're using. But if you click this arrow you can actually trace your way back to the main drive this folder is on. It's on the C Drive in Users folder, in the folder with my name on it, AppData > Roaming > Microsoft and Templates. So I am going to save this as a template in this folder by clicking Save. And now we're all done. This document doesn't really look different on the screen.

If I fill it in, I'm still in my original document here. So what I'm going to do is I am going to say File > Close and then do File > New and say I'd like to look at My templates and I'll find there my Pledge Form template that I just saved. When I double-click it doesn't open pledge form. It opens a new document based on the Pledge Form template. Now you might wonder, why do I need to save it in a Templates folder, could I save it somewhere else? Yes, you could.

However, when you go back and choose File > New, Microsoft Word is looking very specifically in that Templates folder that this was saved in. So if you want to save it elsewhere, you'll need to manage that yourself. For now, we've saved this template in a way that we can use it on our computer and we could, in fact, email it to somebody else if we wish for them to complete. It's easy to save files as templates in Microsoft Word 2010.

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