This article is for IT professionals only. Office templates are created by users. How to make common templates available to all employees (or specific groups)? Here are the approaches available.
Using File Folder / SharePoint Document Library
- AD and GPMC is required.
- Put all the templates in a central shared folder or a document library.
- Install and download Group Policy admin templates for Office.
- Open Group Policy MMC, open Admin templates – MS Office <ver> – Shared Paths
- Change the setting Enterprise Templates Path
- If server share provide UNC Path.
- If SharePoint library, add that as a network location (or map as drive in login script).
- That’s It. Now users can see templates in Word, Excel, PowerPoint – File – New
Using content types
- Create a document library
- Give read only access to all users
- Create and map a content type
- Add templates to the content type
- New button in the document library will now list all mapped templates
Very simple. Reply as usual. But do not click SEND button. Look at the mail and remove things which will change every time you respond. For example, the recipient address should be removed. But if every reply needs a CC to your boss, keep that email id.
Once the response is generic enough, choose
File – Save As – Outlook Template (.OFT). Specify a name and save it. Reusable attachments can also be kept as a part of the template. For example, FAQ documents, Product Brochures, User Manuals, etc.
Now next time you need to use similar response – there is no need to retype the message. Choose File – New Items – More Items – Choose Form
From the drop down in the Forms Dialog choose User Templates in File System and select the template you saved earlier. Fill in the additional information and Send. Simple and Effective.
If you realize that the forms which you are using are beneficial to more people in the organization, contact your IT team. They can put the forms in the central forms library for everyone to use.
We spend a lot on branding. But what about documents? Are these branded? Did you know how many facilities Office and SharePoint offer you to create branded and standardized documents? Spend few minutes and watch this video.
These videos were created in 2013. Therefore the logos and screenshots depict older versions of products. However the concepts – which are more important – are still valid.
Here is a simple but very useful feature for you.
We often copy slides from one presentation to another. Each presentation usually has a different design template.
When you paste a slide into the destination presentation, it takes on the appearance of the local template. Usually this spoils the original slide thoroughly.
Now you get very frustrated and try to repair the damage manually by trying to format each element of the slide.
After copying to destination
It is much simpler than you think.
Look for that ever helpful icon (it is called SmartTag for a reason!).
Click on it and choose Keep Source Formatting.
What really happened?
Your destination presentation already had a presentation Master (with multiple layouts). You pasted a slide from another presentation and chose Keep Source Formatting. Now the master slide and layouts from original presentation were copied into the destination presentation.
Open the Design tab – open the dropdown – now you can see both the masters.
Applying any design to any slide
Now that you have multiple designs (templates) available in the same presentation, you can use any design for any slide.
Just choose the slide(s), Right click on the desired design and choose Apply to selected slides
Be careful here. If you click on the design directly, it will apply to ALL slides!