Word documents and Word templates are not one and the same thing, even though they may appear to be. And yes, you can use a Word document in place of a template. But this isn’t the best idea. So read on to find out the difference between a Word template and a Word document. And what the pitfalls are when you use a Word document as a substitute template.
What is a Word template?
Simply put, a Word template is a blueprint. That’s to say, it forms the base from which you create Word documents.
As such, a Word template includes only the styles, layout, formatting and content needed for all documents that will be created from it. For example, a Report template would contain:
- Your business branding;
- A cover page, with fields to add a title and report details;
- A table of contents, and a table of figures (where relevant);
- Standard text that’s required in every report document, e.g. a company profile.
Templates can also include building blocks or drop-in elements. Building blocks may contain a single element, or a grouping of elements. And they’re inserted with the click of a button, which makes it easier and quicker for users to format a document. An example building block is a cover page with an alternative layout. Or similarly, a section title page.
What is a Word document?
If you think of a template as being point A, then a Word document is point B. A Word document simply cannot exist without a template.
For documents created via File > New, the attached template is Word’s default (Normal.dotm). When you create a document from a customised template, this template forms the base for that document.
Word documents adopt styles, formatting, layouts and content from the attached template. They also have access to building blocks (if any) saved in the template.
Even though Word documents look identical to templates, they’re not. Because they can’t provide for the same functionality that can be built into a template document. And, as such, don’t offer a strong base to work from. Given this, you should never use a document as a substitute template. That is, by copying an existing document to create a new one. And then changing the content as required.
Pitfalls of using a Word document in place of a Word template
There are many reasons why it’s always a good idea to use Word templates to create your business documents. You can find out what those are here.
The alternative is to create a new document by copying and modifying an existing document. This may be how you currently work, and it might seem like a good enough substitute to using templates. But here’s what you run the risk of by doing so:
- It takes longer to format documents. That’s because you’re not working from a well-structured and comprehensive template. And one that includes building blocks to make your job easier;
- Set styles, formatting and layouts can be altered and/or become diluted as you create more and more documents. This results in documents that reflect poorly on your business;
- Content from the original document that should be deleted or updated (e.g. a client’s name) may be overlooked. This again reflects poorly on your business.
How templates enable better document creation practices
When you create a document from a template, you open a copy of the template (not the original document).
This functionality works best when templates are saved in a personal or workgroup templates folder. That’s because you’ll be able to create documents in Word by selecting File > New from the ribbon.
By creating documents in this way, you bypass accessing the actual template document. This in turn prevents the template being accidentally changed, thereby protecting its integrity. The overall benefit here is that each document you create from the template is done so from a ‘clean’ base. Likewise, all documents created will contain consistent formatting, as set within the template.
Note: you may choose to save a template anywhere within your file system. And then create documents by double-clicking the file in File Explorer to open a copy of the template. This isn’t ideal because it makes it easier to modify and/or overwrite the template document. That is, where you open the document using a right-click, instead of double-clicking it. So if you do decide to work in this way, be sure to keep backup copies of template documents. That way, you can revert to the original document should any mishaps occur!
How to tell the difference between the two file formats
The quickest way to tell the difference between a Word template and a Word document is by the file’s Properties. This is done via File Explorer – here’s how:
- Open File Explorer;
- Locate the relevant file;
- Right click the file, and select Properties.
The Type of file section (on the General tab) shows the file type and extension.
How to decide if a template is required for your business document
So you now know the difference between a Word document and a Word template. The next step is to decide which of your business documents should be set up as templates.
Consider the following to help you decide:
- Is it a document you use regularly within your business?
- Does the document contain a structure and/or content that always remains the same?
- Will having a well-designed template for the document help reinforce your professionalism? And in so doing, make a good impression on your current and prospective clients?
If you answered yes to any of the above, then it’s time to get your business templates sorted. And we’re here to help! So be sure to find out more about our Word template service. Or contact us to discuss your specific business template needs.