Word templates and how to update them (Microsoft Word for Mac 2011)

Why use templates?

The one and only reason why I use templates is to attach styles ready for import into InDesign. But in general their purpose is to enable users to create consistently styled documents.

How to save a template

Take a regular file that you have created your own styles within and Save as...  (Cmd + Shift + S) and before saving change the Format in the dropdown box to .dot or .dotx. But a better thing to do if you are only interested in saving the styles, as I am, is to delete all the text before saving (or alternatively afterwards and then re-saving. 

How to use a template

Now you have a template, you can create a new document, or attach it to an existing one, by going to the Tools menu and selecting Templates and Add-Ins.... In the dialog box that appears when you do this, press the top Attach... button and add the template you've saved. Also check the Automatically update the document styles box.

Next press the Add... button and add the template again. All the styles should now be accessible to your document.

Updating

Open Templates and Add-Ins... from the Tools menu and select the Organizer... option at the bottom of the dialog box. It should open to the Styles tab and it is likely that on the right-hand side you have only the option of copying to the Normal (global) template. 

If this is the case, press the Close File button on the right-hand side of the dialog box. The button will change to Open... and you need to press it again. Now locate your saved template and open it.

Next select your current file on the left-hand side and select the top item, then hold down shift and press the bottom item in the list. With all styles highlighted press Copy ->. 

When you close the document you will be prompted to save updates to the template, which you should accept. After this your template should now be updated.

Note: If your current file doesn't appear on the left-hand side, close all the files and then use the Open... button to bring in the current file. (You might need to change the filter from Templates to All Files in the dialog box that opens.)

Displaying imported styles in Style panel of the Toolbox

Finally, if you're using the Styles panel of the Toolbox (View > Styles), then you should ensure that the Style dropdown menu is set to "In Current Document" or "All Styles".  

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