Utilizing Templates in Microsoft Project, Excel, and Word

Template files are utilized throughout the architectural, engineering, and construction (AEC) industry to standardize files and processes. However, most of the time it results in copying a file from a company’s template folder and pasting the document right into a project folder. There are a few issues with this that we’ve seen as consultants. First is that someone may accidentally edit the file or accidentally delete it. Second is that it’s a bit time consuming and that your user must remember where the file is saved, often several folders deep. That’s where Template Files come into play.

What Are Template Files?

Template files are pre-formatted documents that serve as a blueprint for new files. In Word, a template might include pre-set headings, fonts, and cover pages. In Excel, it could offer built-in formulas, charts, and data entry tables. In MS Project, templates often include task lists, timelines, dependencies, and resource allocations. Instead of re-creating common structures or formatting from scratch, templates let you start with a fully prepared framework. The best part is you can start a new file directly when opening Word, Excel, or Project without the need to navigate through a complex file structure.

A screenshot from Microsoft Word utilizing the author’s personal templates.

Why Use Templates in Microsoft Word

Templates in MS Word are particularly useful for documents that follow a standard format—such as proposals or contracts, meeting agendas, or more. With a template, you ensure every document adheres to your company’s logos, formatting, and structure every time. This not only boosts professionalism but also saves time, especially in organizations where multiple team members produce similar documents. You can even automate repetitive content with fields and content controls, reducing the need for manual updates.

Streamlining Workflows with Excel Templates

Excel templates are a game-changer when it comes to recurring data tasks such as project logs, invoicing, or estimates. Instead of rebuilding formulas and layouts, a well-designed template can include everything from dropdown menus to pivot tables and conditional formatting. By eliminating repetitive setup, users can focus on analysis rather than structure. Additionally, Excel templates can enforce data integrity by locking cells or guiding employee input with data validation rules. Setting up a professional template utilizing best practices is one of the services ZenTek Consultants is most utilized for. If you’d like to learn more, reach out to us.

Project Management Made Easier with MS Project Templates

MS Project templates are ideal for setting up new projects quickly and consistently. If your organization runs similar types of projects, you can save a template with predefined tasks, phases, milestones, and resources. This is very useful, especially if you work with a similar client consistently and the buildings/developments are similar, as you can have the same predefined tasks, phases, milestones, resources, formatting, predecessors and so much more. As every project is still unique, you may have to change a few items, but templates will get you 98% of the way there. Templates also make it easier to manage multiple projects by maintaining a standard structure across them all.

How to Create and Use a Template

Creating a template in any of these tools is simple. In Word or Excel, just set up your document as desired, then go to “File” > “Save As” and choose “Word Template (.dotx)” or “Excel Template (.xltx)”. In MS Project, save your file as a “Project Template (*.mpt)”. To use a template, navigate to your Personal templates on Word, Excel, or Project and select your template. An alternative method is to open it like a regular file and the respective program will create a new file on the template, preserving the original for future .

By default, Word and Excel save these on your local computer in your documents folder.  And when you click on the Personal templates these will also navigate to the same documents folder. You can change these default locations to a server location, along with locking down the server location so only a few people can modify the templates as needed. MS Project can also utilize Enterprise Templates for users that have a Project Plan 5 license and use Project Web App (PWA), allowing templates to be easily utilized throughout your entire company. ZenTek Consultants can also work with Construction IT teams to streamline this process, including when new employees are signed up.

Why Templates Just Make Sense

At the end of the day, templates aren’t just about saving time – they’re about making life easier and working more consistent. They help keep things looking clean and professional, cut down on mistakes, and let you (or your team) focus on the important stuff instead of reinventing the wheel every time. Whether you’re running a one-person show or part of a big team, spending a little time upfront building solid templates can seriously pay off in the long run. One final tip is to remember these are not the only programs that have templates available, as you can utilize them with Bluebeam, Procore, and more!