Most companies and organizations have a good ambition that everyone should use the company’s standardized Office templates. The templates must follow the correct graphic profile and have the correct outline. Unfortunately, few companies and organizations succeed in this.
Wrong file types
A common misunderstanding is that an Office template is a “Reusable Office file” with the file extension .docx .xlsx or .pptx that you copy and change. Nothing could be more wrong.
“Real” Office templates have the following file extensions:
- Word = .dotx
- Excel = .xltx
- PowerPoint = .potx
Stored in the wrong place
Sometimes the templates are on a file server, hopefully, the templates are at least stored somewhere on the company’s Microsoft 365 tenant (sometimes in a document library in SharePoint, sometimes they are even in a Team or spread across several Teams and channels.)
Sometimes you might even have your Office templates stored in an external solution that users have to log into and download the templates from. This often means that you miss when a new version has arrived and you continue, blissfully unaware, to work with your locally stored downloaded outdated templates.
Wrong Access rights
An interesting detail is that when you store these “Reusable Office files” (that are not valid template formats), in an area where most users have editor rights, it is guaranteed that sooner or later someone has been inside and changed one or more of these files.
A good way to avoid these problems is to create “real” Office templates and store them in an area where only a few people have editor rights while all employees have read rights.
But is there an easy way to make these templates available to all users directly from Word, Excel and PowerPoint? The answer is a resounding YES! Keep reading to find out how.Continue reading “Make your Office templates available to all users”