Excel doesn't have a built-in setting to change the default color of new spreadsheets, but you can create a template that opens with your preferred colors and use that instead of the blank workbook

When you open Excel and start a new spreadsheet, it always begins with a white background and black text. There's no checkbox in Excel's settings to change this default. The workaround is to build a template file with your color choices already in place, then set Excel to open that template when you create a new sheet.

This approach works on both Windows and Mac versions of Excel, and the template stays with your account if you use Microsoft 365. If you use Excel through a work computer, your IT department may have already locked down template options, so check with them before you start.

Key Takeaways

  • Excel's default blank workbook cannot be changed through settings; you must create and save a custom template file instead.
  • A template is a regular Excel file saved in a special folder that Excel checks when you open the program.
  • You can set background colors, text colors, fonts, and cell formatting in your template, and all new spreadsheets will inherit those choices.
  • On Windows, templates go in Documents\Custom Office Templates; on Mac, they go in ~/Library/Group Containers/UBF8T346G9.Office/User Content/Templates.
  • After saving your template, you'll see it as an option when you click File > New instead of seeing only the blank workbook.

Create a template with your color choices

Start by opening a blank Excel workbook and formatting it the way you want every new spreadsheet to look. Select all cells by clicking the box at the top-left corner where the row numbers and column letters meet. Then go to the Home tab, click the arrow next to Fill Color (the paint bucket icon), and choose your background color.

You can also change the text color, adjust column widths, set up fonts, or add borders — anything you want to appear in every new spreadsheet. If you want certain rows or columns to have different colors, format those separately. Once the sheet looks the way you want it, save the file.

Save the file as a template in the correct folder

Go to File > Save As. In the dialog box, look for the dropdown that says Save as type (Windows) or File Format (Mac). Change it from "Excel Workbook" to Excel Template. The file extension will change from .xlsx to .xltx automatically.

On Windows, Excel will suggest saving to Documents\Custom Office Templates — accept that location. On Mac, navigate to ~/Library/Group Containers/UBF8T346G9.Office/User Content/Templates. If that folder doesn't exist, create it. Name your template something clear like "My Default Colors" and click Save.

Set your template as the default new workbook

On Windows, go to File > Options > General. Scroll down to the section labeled Start up options and look for a field that says Default personal templates location. If it's blank, click Browse and navigate to Documents\Custom Office Templates, then click OK.

On Mac, this setting doesn't exist in the same way. Instead, your template will appear as an option when you click File > New. Click on your template name to open a new spreadsheet with your colors already applied. You can also right-click your template file and select Open a copy to make it behave more like a default.

Why Reddit users recommend templates over other methods

People on Reddit's Excel forums often suggest templates because they're permanent and don't require changing Excel's core settings. Some users mention trying to modify the "Book.xltx" file directly (Excel's hidden default template), but Microsoft updates can overwrite those changes, and the process is fragile.

Templates are also safer because they live in your user folder, not in Excel's program files. If you reinstall Excel or update it, your template stays intact. If you switch to a different computer, you can copy your template file to the new machine's template folder and it will work immediately.

Alternatives if you can't use templates

If your workplace has locked down template folders, you can still save your colored spreadsheet as a regular .xlsx file and open that file each time you want to start a new project. It's one extra step, but it gives you the same result. Some people keep a folder on their desktop called "Templates" with several versions — one for budgets, one for data entry, one for charts — and open the right one depending on what they're doing.

Another option is to use Excel's built-in themes. Go to Page Layout > Themes (or Design > Themes on Mac) and choose a pre-made color scheme. This won't give you as much control as a custom template, but it's faster if you just want something different from the default white background.

Troubleshooting: Your template doesn't appear in the New menu

If you saved your template but don't see it when you click File > New, the file is probably in the wrong folder. Double-check that it's in Documents\Custom Office Templates on Windows or the correct Library path on Mac. The folder name is case-sensitive on Mac, so make sure it matches exactly.

Also verify that the file extension is .xltx, not .xlsx. If you saved it as a regular workbook by mistake, right-click the file, select Rename, and change the extension from .xlsx to .xltx. Close and reopen Excel, and the template should appear. If Excel is still running, it may not have refreshed the template list yet.

Frequently Asked Questions

Can I have multiple templates with different colors?

Yes. Create and save as many templates as you want in the Custom Office Templates folder, each with different colors or formatting. When you click File > New, you'll see all of them listed. You can choose which one to open depending on what you're working on.

Will my template work if I use Excel Online instead of the desktop app?

No. Templates saved on your computer only work in the desktop version of Excel. Excel Online (the browser version) doesn't access your local template folder. You would need to open your template file in the desktop app, then upload it to OneDrive or SharePoint if you want to use it online.

What if I want to change the default color later?

Open your template file, make the color changes you want, and save it. The next time you create a new spreadsheet from that template, it will use the updated colors. Your old spreadsheets won't change — only new ones created from the template will reflect the update.

Does creating a template slow down Excel?

No. Templates are just files stored in a folder; they don't affect Excel's performance. Excel only reads the template when you choose to open it from the File > New menu.

Can I share my template with coworkers?

Yes. Send them the .xltx file and have them save it in their own Custom Office Templates folder. They'll then see it in their File > New menu. If your workplace uses shared drives, you can also save the template there and have people open it from the shared location.