Set up a template for a library

When you create a document library, you can set up a template that runs an appropriate program when a user creates a new document from the library. You can also specify custom templates for document libraries and form libraries.

Overview

Specify a default file type when you create a library

Edit the default template

Specify a custom template

Overview

When someone creates a new file in a document library, the default template opens the program that you specify with a blank template.

If a library has a default template, it is stored in the Forms folder of the library. You can use a custom template, however, if you want to specify the settings or provide default content that appears in every file, such as a disclaimer in the footer.

For a user to create a file by using the New command in the library, the template must be from a program that is compatible with Windows SharePoint Services 3.0, such as Microsoft Office Word 2007. If the program that you want to use is not compatible, you can still store and manage the file in the library in most cases. Instead of creating the file from the document library, you can create the file in your program and then add it to the library later. For security reasons, some file types are blocked on a Windows SharePoint Services site.

When you create a new file in a form library, the default program is an XML editor that is compatible with Windows SharePoint Services 3.0, but you can specify that a new form opens up in a browser by changing the advanced settings for the library. Find links to more information about creating a form library in the See also section.

If multiple content types are enabled and templates are specified for those content types, the library uses the templates that are specified by the content types. Instead of changing the template settings for the library, you must change the content types. Find links to more information about content types in the See also section.

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Specify a default file type when you create a library

For document libraries, you can choose from a selection of page types and programs that are compatible with Windows SharePoint Services. For form libraries, the option depends on whether XML editors or XML-based form design programs that are compatible with Windows SharePoint Services, such as Microsoft Office InfoPath 2007, are installed.

  1. Click View All Site Content, and then click Create on the All Site Content page.

    Tip: In most cases, you can use the Site Actions menu Button image instead to complete this step.

  1. Under Libraries, click Document Library or Form Library.

    1. In the Name box, type a name for the library. The library name is required.

      The name appears at the top of the library page, becomes part of the address for the library page, and appears in navigational elements that help users to find and open the library.

    1. In the Description box, type a description of the purpose of the library. The description is optional.

      The description appears at the top of the library page, underneath the name of the library. If you plan to enable the library to receive content by e-mail, you can add the e-mail address of the library to its description, so that people can easily find it.

  2. To add a link to this library on the Quick Launch, verify that Yes is selected in the Navigation section.

  3. In the Document Version History section, click Yes if you want a version, or a backup copy, of a file to be created each time a file is checked into the library.

  4. In the Document Template section, specify the type of file to be used as a template for new files in this document library.

  5. Click Create.

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Edit the default template

Follow this procedure if your library is not using multiple content types. If your library uses content types, the templates for each content type must be edited instead.

The default template for a document library is located in the Forms folder. In many cases, it is called template.doc, unless you changed the default type of file.

If you are using a program that is not compatible with Windows SharePoint Services 3.0, you cannot edit the default template, but you can upload and specify a custom template that is compatible with Microsoft Windows SharePoint Services 2.0, such as Microsoft Office Word 2003. For more information, see Specify a custom template in this article.

  1. If the library is not already open, click its name on the Quick Launch.

    If the name of your library does not appear, click View All Site Content, and then click the name of your library.

  2. On the Settings menu, click Document Library Settings.

  3. Under General Settings, click Advanced settings.

  4. In the Document Template section, under the Template URL box, click Edit Template.

    The template opens in an application that is compatible with Windows SharePoint Services 3.0 and that is associated with the file type of the current template. For example, Office Word 2007 opens if the default template is a Word template, or Microsoft Office Excel 2007 opens if the default template is an Excel worksheet.

  5. Make the changes that you want, and then save the template. Close the program if you no longer need it open, or switch to your SharePoint site.

  6. In your SharePoint site, at the bottom of the Document Library Advanced Settings page, click OK.

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Specify a custom template

To specify a different template, you need to first create it in a program that is compatible with Windows SharePoint Services 3.0, such as Office Word 2007, and then save it to the Forms folder of a library. Then, from the library, you specify the address of the custom template.

The default template for a document library is located in the Forms folder. In most cases, it is called template.doc, unless you changed the default type of file to create.

  1. Create and save your custom template in a program that is compatible with Windows SharePoint Services 3.0. Make note of its location, and then switch to Windows SharePoint Services.

  2. If the library is not already open, click its name on the Quick Launch.

    If the name of your library does not appear, click View All Site Content, and then click the name of your library.

  3. On the Actions menu Menu image , click Open with Windows Explorer.

  4. In Windows Explorer, browse to find the custom template that you created.

  5. Right-click the file, and then click Copy on the shortcut menu.

  6. Click the Back button until you return to the library, and then click the Forms folder to open it.

  7. Right-click in a blank area in the folder window, and then click Paste on the shortcut menu.

  8. Close Windows Explorer and return to the library on the site.

  9. On the Settings menu settings menu , click Document Library Settings.

  10. Under General Settings, click Advanced settings.

  11. In the Document Template section, type the address of your custom template in the Template URL box. The location is the Web address of the template on the SharePoint site, relative to the name of the site. For example, if your template is called Watermark.dotx, and you add it to the Forms folder of the Shared Documents library, you type /Shared Documents/Forms/Watermark.dotx in the Template URL box.

    If the settings in the Document Template box are not available, an administrator may have set up multiple content types. To see whether multiple content types are enabled, verify that Yes is selected under Allow management of content types? in the Content Types section.

Note: If multiple content types are enabled, you must customize the template for each content type.

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