If you frequently use Microsoft Excel for budgeting, reporting, planning, or managing projects, you’ve likely found yourself repeating the same formatting steps over and over. Wouldn’t it be great to save a version of your Excel file that you can reuse every time—with formulas, layouts, colors, and content already set up?

That’s exactly what Excel templates do. With Microsoft Office for Mac 2016, creating custom Excel templates is easy—and it can greatly streamline your work. Whether you’re a student, freelancer, small business owner, or administrative professional, custom templates save time, reduce errors, and improve consistency across your spreadsheets.

In this in-depth guide, you’ll learn everything you need to know about building, saving, and managing Excel templates in Office 2016 for Mac.

What Is an Excel Template?

An Excel template is a pre-designed spreadsheet that includes formatting, formulas, styles, and content placeholders. Instead of starting from scratch each time, you simply open the template and begin entering your data.

Examples of Template Use:

  • Monthly budgeting sheets

  • Project timelines

  • Expense tracking

  • Sales reports

  • Employee timesheets

  • Invoice generators

  • Social media calendars

  • Task trackers

Templates can be as simple or complex as you need—and best of all, once created, they’re ready to use anytime.

Benefits of Using Custom Templates in Excel 2016

  1. Saves Time: Start with structure already in place—no need to recreate tables or formatting.

  2. Ensures Consistency: Maintain uniform reports, budgets, and formats across all projects.

  3. Reduces Errors: Embed formulas and protections to minimize data entry mistakes.

  4. Easy Reusability: Open, enter data, and save as a new workbook without altering the original template.

  5. Streamlines Team Workflows: Standardized templates make collaboration more efficient.

Getting Started: Prepare Your Workbook

Before saving your custom Excel file as a template, you’ll need to design and prepare your spreadsheet.

Step 1: Open Excel

Launch Microsoft Excel 2016 from your Microsoft Office for Mac 2016 suite.

Step 2: Create Your Template Layout

Start designing your workbook by including all the elements you need in every instance of this spreadsheet:

  • Headers and footers

  • Tables

  • Charts

  • Pre-set formulas

  • Conditional formatting

  • Static content (company logo, labels, etc.)

  • Placeholder values

  • Dropdown lists (Data Validation)

  • Protected cells or sheets (optional)

Use bold fonts, color coding, or borders to clearly separate input areas from calculated fields.

Step 3: Customize Sheets

If your template will span across multiple sheets (e.g., “Summary,” “Expenses,” “Receipts”), set each one up accordingly. Use hyperlinks, cell references, and consistent styles throughout.

Saving the File as a Template

Once your spreadsheet is ready:

Step 4: Save as Excel Template

  1. Click File in the top menu.

  2. Choose Save As.

  3. In the Save As dialog box, enter your template name.

  4. From the File Format dropdown, choose Excel Template (.xltx).

  5. Save the file in the Templates folder or a custom directory of your choice.

💡 Note: Mac saves templates in ~/Library/Group Containers/UBF8T346G9.Office/User Content/Templates by default.

Using Your Custom Template

To create a new workbook based on your custom template:

  1. Open Excel.

  2. From the File menu, select New from Template.

  3. Browse your saved template from the list.

  4. Excel will create a new copy—so your original template stays unchanged.

Now you can enter fresh data and save the new workbook as a regular .xlsx file.

Tips for Better Template Design

1. Use Cell Protection

If you have formulas or static content you don’t want users to edit, you can protect cells.

  • Select the cell(s) you want protected

  • Go to Format > Cells > Protection tab

  • Check Locked, then protect the sheet via Tools > Protect Sheet

2. Use Named Ranges

Named ranges make formulas easier to understand and reuse (e.g., =SUM(Expenses) instead of =SUM(B2:B20)).

3. Add Documentation Tab

Add a “Read Me” sheet at the beginning or end of your template to explain how to use it, especially if it will be shared.

4. Color Code Input Areas

Use consistent colors for cells that need user input—e.g., light yellow for editable fields.

5. Incorporate Data Validation

Prevent bad data entry by using drop-down lists, date pickers, and input limits.

Example: Custom Invoice Template

A simple invoice template might include:

  • Company logo and contact info

  • Customer info fields

  • Itemized list (description, quantity, price)

  • Auto-calculated subtotal, tax, and total

  • Payment terms

  • Thank you note

With all formulas and layout done once, it becomes a reusable tool for each client.

Managing Templates on Mac

Move or Organize Templates:

To manage where your templates are stored:

  • Navigate to ~/Library/Group Containers/UBF8T346G9.Office/User Content/Templates

  • Copy/move template files to Dropbox, iCloud, or Google Drive for backup

  • Share templates with teammates by emailing the .xltx file

You can also create categorized folders (e.g., “Finance Templates,” “Marketing Sheets”) for easier access.

Updating Existing Templates

Need to make changes to your existing template?

  1. Open the .xltx file

  2. Make your updates (new formulas, layout, etc.)

  3. Save as a template again (overwrite or rename)

  4. Always test by opening a new file from the updated version

✅ Tip: Keep a version history if you work with multiple versions of the same template.

Troubleshooting Template Issues

Template Not Appearing in “New from Template”?

  • Ensure you saved it in the proper Mac Excel template directory

  • Restart Excel after saving the file

  • Check file extension: it must be .xltx, not .xlsx

Templates Not Opening Correctly?

  • If the template opens in “Edit Mode” instead of as a new file, resave it as a template from a clean workbook

  • Avoid embedding volatile formulas (e.g., =TODAY()) unless needed

  • Test template compatibility on other Macs if sharing

Frequently Asked Questions (FAQ)

1. Where does Excel 2016 for Mac store custom templates?

By default, templates are stored in:
 ~/Library/Group Containers/UBF8T346G9.Office/User Content/Templates

You can also choose custom save locations if preferred.

2. Can I edit a template after it’s saved?

Yes. Open the .xltx file, make edits, and resave as a template. This won’t affect files already created from the template.

3. What’s the difference between .xltx and .xlsx?

.xltx is a template format used for creating new workbooks.
 .xlsx is a regular Excel workbook format used for storing data.

4. Can I use a template on another computer?

Yes. Simply transfer the .xltx file via USB, cloud storage, or email, and open it in Excel on another Mac.

5. Are templates compatible with Excel for Windows?

Yes. Excel templates created in Mac 2016 are compatible with Excel for Windows, provided they don’t use Mac-specific scripts or fonts.