Document Templates in Writer

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Foreword

This video shows how to create and use ″Document Templates″ in Writer under LibreOffice and links to this page here, which provides further information and details. To ensure a clean workflow, it is necessary to manage Document templates in LibreOffice Writer using the Document Template Manager. It is based on the "Writer Manual - Chapter 10 - Using Document Templates" | Onlinehelp: Manage Templates.

Link to the Video

Link to the Video (in German [DE]): Dokumentvorlagen in Writer - LibrOffice

What is a Document Template?

A document template is a document that contains pre-configured styles, graphics, tables, objects, and other information. Document templates serve as a foundation for creating other documents; they act, therefore, as a blueprint for the documents to be produced. For example, you can define paragraph and character styles within a document, save that document as a template, and then use that template to create a new document featuring those same styles. You can designate a specific document template as the default, ensuring that every new document created in LibreOffice utilizes it—unless you specify otherwise (for instance, by creating a new document based on a different template).

LibreOffice includes a selection of predefined document templates that allow you to create various types of text documents, such as business letters. Templates save editing time when starting new documents by providing pre-filled content and formatting. The Template Manager enables you to access and organize your templates within LibreOffice. The great advantage of Document Templates is that once they are saved as OTT files, they cannot be easily overwritten. When a Document Template (OTT) is opened in Writer via File ▸ New ▸ Templates, a copy of it automatically becomes the document (ODT). In the simplest case, when you open Writer, the Default Template (usually as a white sheet) is always automatically added to the document and displayed as "Untitled 1".

Thus the Default Template cannot be overwritten when saving, but the new document is saved as an ODT file by default when saving. This applies to all document templates opened via LibreOffice.

Managing Document Templates

LibreOffice Writer features a menu File ▸ Document Templates ▸ Manage Templates ( Ctrl+Shift+N ) that allows you to manage your Document templates. This is a recommended approach. To preserve the full functionality of Document templates, all operations involving them should be performed using this menu. This ensures that documents retain a record of the specific template from which they originated. If a template is subsequently modified, the associated document will be notified of these changes upon opening and prompted to confirm whether the updates should be applied.

Use a Document Template to create a document

To use Document Templates in Writer, it must be stored as such in a LibreOffice Categorie (a Template folder). To use a Document Template to create a document, do the following:
Open Writer. Choose File ▸ Templates from the menu. In the "Templates" dialog that opens, you will see a selection for "Filter" at the top.

There, you can select templates for the various components in LibreOffice. Select the "Text Documents" Filter. In addition to the selection for Filters, you can still narrow down by Category. The Templates available in each case are displayed. At the bottom left of the dialog you can choose between "Thumbnail view" or "List view". Select for example the "My Templates" Category. The included Document Templates will be displayed. Click the Template and then the Open button. The "Templates" dialog closes and a new document based on the selected Document Template opens. You can now edit the new document and save it with a desired name, just as you are used to doing with any other document. The document template remains unchanged.

Note:
If there are no Document Templates in the Category "My Templates", you can create a Document Template and save it there. See below.

Create a Document Template from a document

Custom Document Templates can be created from an existing document. Open an existing document, for example "Betriebsferien - unformatiert", that you want to set up as a Document Template. Add content and formatting as needed. Choose File ▸ Templates ▸ Save as Template from the Menu. The "Save As Template"]] dialog opens. Enter a template name under "Enter template name:", for example, "Vorlage_Betriebsferien". And select a category in which the new Document template should be saved. Click the Save button. Writer saves the new Document Template and the dialog closes.

Creating a Document Template with the wizard

Document templates can also be created using wizards. A wizard creates a document template that you can use to create multiple documents with the same layout and settings. You can use LibreOffice wizards to create different types of document templates in Writer for - Letter, Fax or Agenda.

Exercise: Agenda Assistant

For the exercise, select the File ▸ Wizards ▸ Agenda]] menu. Follow the instructions of the wizard in the dialog. Define the page layout for the Agenda.

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Enter the information for the Date, Time, Name, and Location.

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Select the meeting types, Type of meeting, Please read, Please bring and Notes.

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Specify the desired names for Meeting called by, Chairperson, Minute keeper, Moderator, Attendis, Observers and Facility personnel.

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Determine the agenda items.

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Enter the template name and file path, and select the subsequent action for the Document template.

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Klick on the Finish button. The "Save as" dialog appears.

Select the path where you want to save your new Document Template. Click on the Save button. The new Template is opened and can be edited as desired. If necessary, save it under a different name. Afterwards you have the possibility to immediately create a new document based on the Document Template you have just saved or to derive as many documents as you like from it. The document that is now open can also be edited as desired and then saved.

The Document Templates Menu

You can access the menu options for Document templates via File ▸ Templates. The following menu sub-items can be selected:

Edit Template
Save as Template
Manage Templates (Ctrl+Shift+N)

The menu can be further expanded with the following menu items:

Change Template (Current document)
Change Template (Folder)

To do this, you must install the "Template Changer" extension:
Extensions
How to install Extensions?

Edit a Document Template

Select File ▸ Templates ▸ Edit Template]] from the Menu. The operating system's file manager displays the "Open" dialog. Navigate to the directory where the Document template to be edited is located. Select the Document template and click Open. The selected Template is now opened as a document in Writer. You can now edit the document as you wish and then save it again as a Template.

Set a Default Document Template

As soon as you open Writer normally, the Default Template is opened as a document, this is usually a blank white page. Alternatively, use the menu File ▸ New ▸ Text Document. You can set another Document Template as default as long as it is saved in the "Document Templates" dialog. If necessary, you can also switch back to the old Default Template. You can open any document and adapt it to your needs (styles, font and size, etc.). Once you have made all the changes, select File ▸ Document Templates ▸ Save as Document Template from the menu. In the "Save as Template" dialog, enter a name, for example "My Default" and select a "Category". In the dialog check □ Set as default template and then click the Save button. The next time you open Writer or choose File ▸ New ▸ Text Document from the menu, a document will be created based on the Document Template you just set as the default.

Manage Document Templates

Note:
Writer can manage only Document Templates that are stored in Categories (so Template folders).

Create a new category

Categories are folders in the operating system. Choose File ▸ Templates ▸ Manage Templates from the menu. The "Document Templates" dialog will open. In the dialog click on the Manage button and select New Category. The "New Category" dialog will open, there you can enter the category name in the "Enter of new category name:", for example "Letter Templates". Click on OK. This will save the Category. Click Close.

Default Document Template Path

Normally this directory is provided for the user-defined Document Templates when LibreOffice is delivered:
C:\Users\USERNAME\AppData\Roaming\LibreOffice\4\user\template (Window)
The directory is by default a hidden directory and must first be made visible. To do this, enter the following in the path bar of your file explorer: %APPDATA%. In LibreOffice you can also define the file path for your Document Templates yourself. Choose Tools ▸ Options from the menu and click on LibreOffice ▸ Paths and then on "Options - LibreOffice - Paths" dialog and then on the Edit button.

Specify the desired File path where you want to manage your Document Templates. To do this, click the Add button, select the desired folder, and click Select Folder. You now have an additional path that you can designate as the storage location for your document templates. Click OK twice.

Delete a Category

Choose File ▸ Templates ▸ Manage Templates from the menu. The "Templates" dialog will open. In the dialog, select the Category to delete.

Note:
You can delete only categories that were created custom.

Click on the Manage button and select Delete Category. In the "Do you want to delete the selected category?" dialog you can confirm with Yes to delete or No to cancel. Click Yes. The previously selected Category will be deleted. Click Close.

Move a Document Template

Choose File ▸ Templates ▸ Manage Templates from the menu. The "Templates" dialog will open. In the "Templates" dialog, select the Category that contains the Document Template to be moved. The Document Templates available there will be displayed. Right-click the Document Template you want to move. Click Move from the context menu. In the "Select Category" dialog that opens, you can select any Categories to move to (Image right). Alternatively, you can or Create a New Category by entering a name in this field. The moved Document Template is now in the Category you selected or created.

Import a Document template

Choose File ▸ Templates ▸ Manage Templates from the menu ( Ctrl + ⇧ Shift + N ). The "Templates" dialog opens. Select a category to import to. Click the Manage button. Choose Import. The "Open" dialog will open. Select the desired Document template from your directory. Click on the Open button. Click the Close button.

Further Informations

Letter Max Mustermann - according to DIN 5008

The Work files in German [DE], recommended for use: Sample letter according to DIN 5008; second side different.

Work files

Lieferschein.odt
Betriebsferien - unformatiert.odt
Betriebsferien - formatiert.odt

Documentation / Manuals

Here you will find the Documentation / Manuals: Documentation / Manuals

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