How to use document templates

Some intranets have templates built into the document libraries. This is to help standardise things like team minutes, forms and checklists.

Having the template built into the library means you don’t have to first find the template and then find where to save the information. As long as you have some knowledge on where the information needs to live, you can start from there.

To access these templates, you have to be within the library. Below are your next options.

Scenario 1: If the page has a view of more than one folder

Step 1. Click the title of the folder you would like to add information to. Eg, below you’d click on ‘Hamilton Safety and Wellbeing information’ (this is a link as well as a folder title).

Step 2. Click on ‘Files’ (this will now appear at the top left side of the screen).

Step 3. Click on ‘New Document’ and you receive a list of available templates.

Step 4. Select your template.

Step 5. To save the file, double click on the double folder and a pop up explorer box will appear.

Step 6. Navigate to the team and folder required

Step 7. Update the name by adding a date or service location to the file and save.

If you save straight away, then it doesn't matter how long it takes you to finish the document, you can be sure that you are in the right place.

Scenario 2: For when the view does not have folders and instead groups and is a filtered view, then

Step 1. Click within the box that has the documents within it, and the Files and Library will appear at the top left of the screen.

If the Files and Library do not appear, you need to make sure you clicked your cursor somewhere within the box (alternatively, click on ‘All documents’).

Step 2. If you are sure you do not see a Files and Library, it may be because you do not have permission to add to that particular library. Please contact helpdesk to ask for permission.

Step 3. Click on ‘Location’ and choose the location via a drop down box, similarly click on ‘Month’ and ‘Year’ drop downs. These fields will form the title of the document once you save.

Step 4. Click on the ‘Save’ icon. A pop up box will automatically appear with the file name automatically populated.