How to create and manage document templates in SharePoint

SharePoint is a powerful platform that offers a wide range of features for document management. One of the key features of SharePoint is the ability to create and manage document templates. Document templates can be customized to meet the specific needs of your organization, and can be easily shared and accessed by team members. In this tutorial, we will walk you through the process of creating and managing document templates in SharePoint.

What are Document Templates?

Document templates are pre-designed files that can be used as a starting point for creating new documents. These templates can include placeholders for text, images, and other content, making it easy to create documents that adhere to a specific format or style. Document templates are particularly useful for organizations that have standardized document formats or frequently create documents with similar content.

Why Use Document Templates in SharePoint?

SharePoint offers several benefits for creating and managing document templates:

Consistency: By using document templates, you can ensure that all documents created within your organization adhere to a consistent format and style. This can help improve the overall professionalism and branding of your organization's documents.

Efficiency: Document templates can save time by providing a starting point for new documents. Instead of starting from scratch, users can simply open a template and customize it to fit their needs. This can be particularly useful for documents that require a specific format or layout.

Collaboration: SharePoint allows multiple users to access and edit documents simultaneously. By using document templates, you can ensure that all team members are working with the same version of a document, reducing the risk of errors and inconsistencies.

Creating Document Templates in SharePoint

SharePoint provides several options for creating document templates:

Option 1: Using SharePoint Online

If you are using SharePoint Online, you can create document templates directly within the SharePoint interface. Here's how:

1. Navigate to your SharePoint site and click on the "Documents" tab.

2. Click on the "New" button and select "Document Template" from the dropdown menu.

3. Choose a template from the available options, or click on "Upload a Template" to upload a custom template.

4. Customize the template by adding placeholders for text, images, and other content. You can also apply formatting and styling to the template.

5. Once you are satisfied with the template, click on the "Save" button to save it to your SharePoint site.

Option 2: Using SharePoint Designer

If you have SharePoint Designer installed on your computer, you can use it to create document templates for SharePoint. Here's how:

1. Open SharePoint Designer and navigate to your SharePoint site.

2. Click on the "File" tab and select "New" from the dropdown menu.

3. Choose "Master Page" from the available options.

4. Customize the template by adding placeholders for text, images, and other content. You can also apply formatting and styling to the template.

5. Once you are satisfied with the template, click on the "Save" button to save it to your SharePoint site.

Customizing Document Templates in SharePoint

Once you have created a document template in SharePoint, you can customize it to fit the specific needs of your organization. Here are some tips for customizing document templates in SharePoint:

Add placeholders: Placeholders are areas within the template where users can enter text, images, or other content. You can add placeholders by using SharePoint's built-in tools or by editing the template in a program like Microsoft Word or SharePoint Designer.

Apply formatting: You can apply formatting to your document template to ensure that all documents created from the template adhere to a specific style or layout. This can include formatting for headings, paragraphs, lists, tables, and more.

Add custom fields: SharePoint allows you to add custom fields to your document templates. Custom fields can be used to capture additional information about a document, such as the author, date created, or project name.

Include macros or scripts: If you have advanced programming skills, you can include macros or scripts in your document templates to automate certain tasks or add interactive elements.

Managing Document Templates in SharePoint

Once you have created and customized document templates in SharePoint, you can manage them using SharePoint's document management features. Here are some tips for managing document templates in SharePoint:

Organize templates into folders: SharePoint allows you to create folders to organize your document templates. You can create folders based on document type, department, or any other criteria that makes sense for your organization.

Set permissions: You can set permissions on your document templates to control who can access, edit, and delete them. This can help ensure that only authorized users are able to use and modify your templates.

Version control: SharePoint offers version control for document templates, allowing you to track changes and revert to previous versions if needed. This can be particularly useful if multiple users are working on the same template.

Update templates as needed: As your organization's needs evolve, you may need to update your document templates. SharePoint makes it easy to update templates and distribute the changes to all users.

Conclusion

Creating and managing document templates in SharePoint can help improve the efficiency and consistency of your organization's document management processes. By using document templates, you can ensure that all documents adhere to a consistent format and style, saving time and reducing the risk of errors. SharePoint provides several options for creating and customizing document templates, and offers powerful document management features to help you organize and manage your templates. By following the tips and guidelines outlined in this tutorial, you can create and manage document templates in SharePoint that meet the specific needs of your organization.