Content best practices for Word

This article explains best practices when using Templafy Library for Word.

Documents library

The Documents library is used to create documents. Examples are:

• General: letter, memo, meeting minutes.
• Sales: quotes, tenders, contracts.
• HR: contracts, job descriptions, staff reviews, acceptance letters.
• Marketing: case stories, newsletters, press releases, brochures, market reports.
• Legal: NDAs, due diligence, data processing agreement, engagement letters.
• Finance: financial reporting, invoices.

Text elements library

The Text elements library is used to insert pieces of content within a Word document. Examples are:
 

• General: column text, graphs and tables, conclusion, highlights.
• Corporate: about us, values/missions, company facts, quarterly results. 
• Sales: product features, service descriptions, offer availability, terms.
• HR: contract element, CV elements.
• Finance: financial reporting components.

Best practices

Branding

For all documents ensure that you apply a correctly built company template, using the right logos, fonts, styles, colors, etcetera. When in doubt, please consult a solution partner.

Use Style formatting

Use Style formatting for both Documents and Text elements. Templafy Library uses the 'Use Destination Theme' default setting from Microsoft Office upon insertion. Using Style formatting will ensure that the inserted text element is using the formatting from the active document:
 

Name and description

When uploading to Templafy, is it recommended to give a friendly name to Documents and Text elements, so it is easily to understand by the end-user. You can add more details about the template in the Description field:

Best practices for hybrid Word

When documents are created and edited in both Word Desktop and Word Online, use these core principles and best practices to avoid inconsistencies.

When multiple users edit simultaneously:

• Word Online prioritizes real-time sync over full fidelity, so it strips unsupported style attributes.
• Desktop users see the full style set, but Online users see simplified formatting.

When the document syncs back, Online's simplified interpretation can overwrite some Desktop formatting.

Core principles

• Embed all style definitions in the template: Do not rely on local Word defaults.
• Keep formatting simple and explicit: Avoid advanced features that Word Online cannot render.
• Test in both environments before rollout.

Style designs

• Headings:
  • Use built-in headings (Heading 1–3) but override every property:
    • Font name, size, color (use RGB, not theme colors).
    • Paragraph spacing (before/after).
    • Outline level (for TOC consistency).
    • Numbering (if needed).
  • Avoid linked styles or theme-based fonts.
• Body Text:
  • Define "Normal" style explicitly:
    • Font, size, line spacing.
    • Avoid reliance on theme defaults.
• Lists:
  • Use simple bulleted and numbered lists.
  • Avoid multi-level list styles with complex indent rules.
• Tables:
  • Use basic table styles:
    • Explicit borders and shading.
    • Avoid conditional formatting or advanced banding.
  • Test rendering in Word Online.

Theme and fonts

Avoid theme fonts/colors; use explicit font names and RGB colors. 
Stick to fonts available in both environments (e.g., Calibri, Arial).

Co-Authoring Considerations

• Avoid features that lock the document (e.g., restricted editing).
• Use comments and @mentions for collaboration.
• Keep section breaks minimal - Word Online struggles with complex headers/footers.