Before we look at creating a Google Docs Template, let’s make sure that we understand what a template is, and when you can use it.
What is a template?
The dictionary definition for a computer template is “a preset format for a document or file.”
It’s a file that contains the look, design and features of a specific document (in this case).
Once created it can be used over and over, to ensure that a standard is kept to for all following documents.
When to use a template
The simple answer is anytime that you have to create or recreate the same document, multiple times.
This could be for:
- Reports
- Letters
- Forms
- Procedures
- Policies
Whether you need to create the file every day, week, month or year, a template will give you a standard to help you create that file quicker and easier.
How do I create a template file in Google Docs?
Ahh, here’s the rub…
You can only create template files, with a paid Google Subscription.
Create your own template
Taken from Google Workspace Learning Center
- Choose an option:
- Create a new document, spreadsheet, presentation, form, or site.Open an existing document, spreadsheet, presentation, form, or site and make the changes you want for your template.
- From the Docs home screen, at the top, click Template gallery
your organization name.
- Click Submit template.
Important: You won’t be able to submit a template if you do not have permission to modify the sharing settings of your template, or if the template sharing settings have been set to restrict viewers and commenters from downloading the file. - Click Select a document and choose the template file you created.
- Click Open.
- Select a category for your file.
- Click Submit.To find your new template, go to Template gallery
select your template.
Using an Existing Template
There are a number of pre-existing templates that anyone can use.
Going through Google Docs home screen, when you create a new file the template gallery is displayed at the top.
Select from one of the five options displayed, or click on ‘Template gallery’ towards the top right, to expand the list.
Choose from:
- Recently used
- CVs/Resumes
- Letters
- Personal
- Work
- Sales
- Eduction
Click on the template to create your new file.
Note: If you want return to the standard home screen, click on the back arrow to the left of Template Gallery.
The Next Best Thing to a Template
One of my pet hates is when you have your ‘template’ in a standard file, and then have to copy it, or save as a new file.
The reason that I don’t like this, is simply because it’s too easy to forget to make that copy, and instead save over the original file.
But the fact of the matter is that with Google Docs, this is the only real way (without paying) to create your template file.
Couple of ‘tricks’, to make it easier to work with your files.
Template Folder
Create a new folder in Google Drive – call it Templates or something similar.
Now save all your ‘blank’ template files here.
This way all of the relevant files are together.
Note: Remember to give them meaningful names – ones that everyone would understand, not just you.
Make a copy
Now that you’ve got your well named file, stored in your template folder, how can you make sure that you don’t save it with a ‘real’ file?
Well, the best option is to make sure that you create that copy first.
A simple way is to open/display the folder.
Right-click on the file.
From the menu, click Make a copy.
Now double click to open this new file.
Rename it and move it to the right place in your file structure.
If you’re not sure how to do this, take a look my my YouTube video: Google Docs – Moving an open file.
Don’t even think about editing the file until you know that the new version is ready.
IF, you have made a mistake, the original ‘template’ is still there, to help you fix whatever happened.
Next Steps
Have a think about what templates you need in your business or in your life.
Start with one – what should it look like – not just the formatting, but what contents / headings etc do you need.
Create your template folder, and add your first document in there.
Remember, as things change, you can edit and improve your ‘templates’ to match your needs.
Have you got my Google Docs Keyboard Shortcuts guide? Work smarter and faster by using shortcut keys in Google Docs (for Mac and Windows)
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