Basically, templates are a type of Word file which contains a pre-defined page layout, text styles, headers and footers and ‘boilerplate’ copy (e.g. disclaimers, publishing details, etc.). Templates can also hold things like macros and custom toolbars and have file extensions of .dot or .dotx.

Opening a template creates a copy that becomes the basis of a new document (usually with the name ‘Document1’ and a .doc or .docx extension). This new document contains all the formatting contained in the template, so the user doesn’t need to change the margins or wonder what point size to make a heading.

Sure, it’s easy to use an existing file, do a ‘save as’ with a different name and work on that document. However, the problem with this is that the file may have style modifications introduced inadvertently by previous users. Suddenly, the original body copy, for instance, has several new styles attached to it. Which is the right one: Arial body, Arial body 8pt, or Arial body 8pt After: 12pt?

It’s more efficient – and you’ll maintain the integrity and consistency of your publication – if you create a new document based on a template.