Join Gini von Courter for an in-depth discussion in this video Sharing templates using a workgroup folder, part of Word 2013: Templates in Depth.
- Wouldn't it be cool if I could create a folder and say this is where I'm storing my templates? Not just from Microsoft Word, but for Excel and PowerPoint as well. And other people who were on my team, who work in my area, or other people who have a job parallel to mine elsewhere in the organization can pick up templates in that same place. And whenever they are using Word, or Excel or PowerPoint, those applications will go to that folder, and get them the newest versions of the templates. It would be super sweet if I can do that, and in fact I can.
The user templates folder is created automatically when you install Word. The workgroup templates folder, that has all this wonderfulness about it, is not automatically created, but it's an easy thing for us to do. All we need to do is go to "Options" backstage, and don't go to "Save." You'll find lots of information there, but this is for the location of your personal templates. We're going to go instead to "Advanced," and scroll all the way to the bottom and choose, "File Locations." And what we're looking for is this choice right here, "Workgroup templates." All we need to do to setup a "workgroup templates" location is declare it right here.
So I can click "Modify," and I can go back to my K drive to that folder that I created called, "Shared Templates," and say this is going to be my "Workgroup templates" folder. And there it is. Now, I'll need to make sure that all of my colleagues connect to the same templates folder. That's what makes this powerful. Is that I am now sharing templates simply by dropping them in this workgroup templates folder. Remember that this K is a mapping for me. Their location for this folder may not be a K drive.
It might be L or something else, but make sure that you tell them exactly where they will find this network location, and they can then set it up for their workgroup templates. By the way once you've done this, if you modify this, you can try to remove it, but you really can't. You're going to have a workgroup templates folder going forward. If it at some point your job responsibilities change, and you're not working with this exact same workgroup templates folder, you might want to choose a different folder. Just make sure it doesn't duplicate your user templates folder, your documents folder, your startup folder and so on.
If you have to in the short term, you could create a folder called, "Workgroup Templates," and store this anywhere you want, even on your C drive for example. But once you declare a workgroup templates folder, and said OK, you will always have a workgroup templates folder. Click OK again. Now when I go to "File: New," I will be able to see "Custom," and here is my "Shared Templates" folder that I just connected as a workgroup templates folder.
Let me show you that again, because it's really easy to think, "Huh? Was that as cool as I thought it was?" Yes, it is. I go to "File: New." Choose "Custom," and I have two folders now. This is my personal templates store, and... "Shared Templates" is the name of the folder that I declared as a workgroup template.
- Opening, customizing, and saving templates
- Converting an existing document to a template
- Best practices for template creation
- Styling your templates
- Restricting editing to certain areas
- Modifying the Normal template
- Sharing templates via email and SharePoint
- Using building blocks
- Using content controls
- Using field codes
- Creating and attaching add-ins