Templates

Use Craft templates to start recurring documents faster, convert existing documents into templates, and keep your own repeatable workflows consistent.

Templates help you start recurring work faster. Use our built-in Template Gallery for ready-made layouts, or create your own templates for documents you rebuild often, such as meeting notes, weekly updates, project briefs, journals, or planning documents.

Create a template when you use the same structure more than once. If the document is a one-off, duplicating it may be enough. If it becomes part of your routine, turn it into a template.

Open your templates

The location of Templates is different depending on the platform you use.

macOS

Open Settings, then select Templates under Space Settings.

From here, you can create, open, edit, or manage templates in the current space.

Web / Windows

Select My Templates in the sidebar.

From here, you can use your templates or click Open Gallery to browse our built-in Template Gallery.

iOS

Tap your All Docs folder, then tap Templates to open the gallery. Browse through the available templates and tap any template to create a new document based on it.

Your templates are saved to the current space. If you use multiple spaces, switch to the right space before creating or editing templates.

Our built-in Template Gallery is a great starting point, with ready-made layouts for journals, planners, trackers, and more.

Create a custom template

You can create a template from scratch, or convert an existing document into one.

Create a new template from scratch

Use this when you already know the structure you want, but do not have an existing document to reuse.

macOS

1. Open Templates settings

   Go to Settings → Templates.

2. Create a new template

   Select New Template.

3. Build the template

   Add the sections, placeholder text, styling, cover image, tables, or other content you want to reuse.

4. Use it from Templates

   The template appears in Templates and can be used to create new documents.

Web / Windows

1. Open My Templates

   Select My Templates in the sidebar.

2. Create a new template

   Click the + button next to the My Templates title to start a new template.

3. Build the template

   Add the sections, placeholder text, styling, cover image, tables, or other content you want to reuse.

4. Use it from My Templates

   The template appears in My Templates and can be used to create new documents.

Convert an existing document into a template

Use this when you already have a document with the right structure and want to reuse it as the starting point for future documents.

Move to… changes the current document’s location. If you also need to keep the original as a normal document, duplicate it first, then move the duplicate to My Templates.

1. Open the document

   Open the document you want to reuse as a template.

2. Open document info

   Click the Info (i) button in the top-right, or open the right sidebar and select Info.

3. Choose Move to

   In the Actions section, select Move to….

4. Move it to My Templates

   Select My Templates as the destination. You can also choose a folder inside My Templates.

Templates can include text, pages, cards, images, tables, collections, formatting, cover images, icons, and backgrounds. When you create a new document from a template, a copy is created so your changes do not affect the original template.

Use a template

Create a new document from a template

macOS

1. Open Templates

   Go to Settings → Templates.

2. Choose a template

   Browse or search for the template you want to use.

3. Create the document

   Open the template to create a new document based on it.

Web / Windows

1. Open My Templates

   Select My Templates in the sidebar.

2. Choose a template

   Browse or search for the template you want to use.

3. Create the document

   Click the template. A new document is created based on it.

Changes you make in the new document do not change the original template.

Insert a template into an existing document

Use this when you want to add a reusable section, checklist, or layout inside a document you are already editing.

Type /template in the document, then pick the template you want to insert.

When a template is inserted with the slash command, only the template’s content blocks are added to the current document. Document-level settings such as cover images and backgrounds are not applied.

Manage custom templates

macOS

You can edit, duplicate, move, or delete templates from Settings → Templates.

1. Open Templates settings

   Go to Settings → Templates.

2. Open the template menu

   Click the three-dot menu (⋯) next to the template you want to manage.

3. Choose an action

   Select Edit, Duplicate, Move, or Delete.

Web / Windows

You can manage templates from My Templates.

1. Open My Templates

   Select My Templates in the sidebar.

2. Open the template menu

   Click the three-dot menu (⋯) for the template you want to manage.

3. Choose an action

   Select the action you want to take, such as editing, moving, duplicating, or deleting the template.

Updating a template does not update documents that were already created from it. The changes apply the next time someone uses the template.

Practical template examples

Instead of turning every repeated document into a template, focus on documents where the structure matters. Here are useful examples to start from.

Meeting notes

Good for recurring team meetings, 1:1s, client calls, or project check-ins.

Suggested structure:

• Date and attendees
• Agenda
• Decisions made
• Action items with owners
• Open questions
• Next meeting date

Weekly update

Good for status reports, team updates, or personal weekly reviews.

Suggested structure:

• Highlights from the week
• Completed work
• In-progress work
• Blockers or risks
• Priorities for next week
• Links to related documents

Project brief

Good for starting projects with the same planning structure every time.

Suggested structure:

• Project goal
• Scope and non-goals
• Timeline and milestones
• Stakeholders
• Key documents and resources
• Success criteria

Personal planning

Good for routines you repeat, such as journaling, travel planning, meal planning, or habit tracking.

Suggested structure:

• Goal or intention
• Checklist
• Notes section
• Important dates
• Links, files, or references
• Reflection or follow-up section

Related Articles

Daily Notes

Use templates with daily notes for consistent journaling

Document Styling

Style your templates with backgrounds and covers

Blocks and Pages

Understand content structure for building templates