How to Share a Word Template With a Team

When you create a professional Word template, your team members need access to the same format, styles, and content controls. Without a consistent sharing method, each person may use an outdated version or create documents with mismatched formatting. This article explains how to share a Word template with a team using SharePoint, OneDrive, and a network folder. You will learn the step-by-step process for each method and how to avoid common sharing mistakes.

What Is a Word Template and How Does Sharing Work

A Word template is a .dotx file that contains predefined styles, formatting, headers, footers, content controls, and sometimes macros. When a team member opens the template, Word creates a new .docx document based on the template. The original .dotx file remains unchanged for future use.

Sharing a template means placing the .dotx file in a location that all team members can access. The location must be available on every team member’s device, and Word must be configured to find the template. If the template contains macros, you must save it as a .dotm file and adjust security settings.

Before you start, verify that every team member has a Microsoft 365 subscription or a version of Word 2019 or later. Older versions may not support content controls or modern template features. Also confirm that all users have read and write permissions to the shared folder.

Method 1: Share a Template via SharePoint

SharePoint is the recommended method for teams using Microsoft 365. The template stays in the cloud and is always up to date. Team members can open the template from their browser or sync it to their local device.

1. Upload the .dotx file to a SharePoint document library
   Go to your SharePoint site and navigate to the document library where you want to store the template. Click Upload > Files and select your .dotx file. Wait for the upload to complete.
2. Copy the direct link to the template
   Right-click the uploaded .dotx file and select Copy link. Choose the permission level that allows your team to view and edit the file. Click Copy.
3. Share the link with your team
   Send the copied link via email or your team chat. Instruct team members to click the link, then select Open in Word. Word will create a new document based on the template.
4. Enable offline access for team members
   If team members work without internet, ask them to sync the SharePoint library to their device using the OneDrive sync app. The template will appear in their File Explorer under the SharePoint folder.

Method 2: Share a Template via OneDrive for Business

OneDrive for Business works well for smaller teams. The template is stored in a shared folder that all members can access from any device.

1. Create a shared folder in OneDrive
   Open OneDrive in your browser or File Explorer. Create a new folder named Templates. Right-click the folder and select Share. Enter the email addresses of your team members. Set permission to Can edit so they can update the template later. Click Send.
2. Move the .dotx file into the shared folder
   Drag and drop your template file into the shared Templates folder. All team members will see the file in their own OneDrive under the Shared section.
3. Instruct team members to pin the folder
   Ask each team member to open their OneDrive, navigate to the shared Templates folder, right-click it, and select Add to My OneDrive. This creates a shortcut that appears in their OneDrive folder list.
4. Open the template from Word
   Team members should open Word, click File > Open > OneDrive, select the shared Templates folder, and double-click the .dotx file. Word will create a new document based on the template.

Method 3: Share a Template via a Network Folder

If your team does not use Microsoft 365 cloud storage, you can share the template from a network folder. This method requires all team members to be on the same local network and have access to the folder.

1. Place the .dotx file in a network folder
   Copy your template file to a folder on a shared network drive, for example \\Server\CompanyTemplates. Ensure that all team members have at least read permission to the folder.
2. Map the network folder on each team member’s computer
   On each team member’s Windows device, open File Explorer, right-click This PC, and select Map network drive. Choose a drive letter and enter the folder path, for example \\Server\CompanyTemplates. Check Reconnect at sign-in and click Finish.
3. Add the network folder as a trusted location in Word
   Open Word and go to File > Options > Trust Center > Trust Center Settings > Trusted Locations. Click Add new location, browse to the mapped network folder, check Subfolders are also trusted, and click OK twice.
4. Create a new document from the template
   Team members can open Word, click File > New > From existing template, browse to the network folder, select the .dotx file, and click Create New.

Common Mistakes When Sharing Word Templates

Team members cannot see the template after I share it

This usually happens when permissions are not set correctly. For SharePoint and OneDrive, verify that each person has been added as a member of the shared folder or library. For network folders, check that the folder is mapped correctly and that the user has read access. Also confirm that the file extension is .dotx and not .docx. A .docx file behaves like a regular document, not a template.

Word shows a security warning when opening the template

Word displays a security warning if the file contains macros or if the folder is not a trusted location. To fix this, add the shared folder to Trusted Locations as shown in Method 3 step 3. If the template contains macros, save it as a .dotm file and ensure that macros are enabled in the Trust Center.

Changes to the template do not appear for other team members

When a team member opens a .dotx file directly and edits it, they are editing the template itself, not a new document. This can cause version conflicts. To prevent this, instruct the team to always double-click the .dotx file to create a new document, not to open it via File > Open. For SharePoint, you can set the library to require checkout, which prevents simultaneous editing of the template.

SharePoint vs OneDrive vs Network Folder: Template Sharing Comparison

Item	SharePoint	OneDrive for Business	Network Folder
Ease of setup	Medium	Easy	Medium
Cloud access	Yes	Yes	No
Offline support	Via sync	Via sync	Local only
Version history	Built-in	Built-in	Manual
Permissions granularity	High	Medium	Low
Best for	Large teams with Microsoft 365	Small teams with Microsoft 365	Teams without cloud subscriptions

Now you can share a Word template with your team using SharePoint, OneDrive, or a network folder. Start by saving your template as a .dotx file and placing it in the shared location. Next, ensure that all team members have the proper permissions and that the folder is added as a trusted location in Word. For advanced control, consider using SharePoint with version history and checkout to prevent accidental edits to the template.