Free White Paper Template for Word: Cover Page, Three-Level Table of Contents, Pull Quotes, Figure Captions and Footnotes

What's inside

The document has 5 pages. Each part below is a heading in the file, so you can jump to it from the Navigation Pane (View > Navigation Pane).

Part	What it covers	What you write
Cover page	What the paper is and who wrote it	Title, subtitle, authors, date, report number, audience
Contents	The map for skimmers	TOC field for Heading 1 to 3
1. Executive summary	The answer first	Findings in two paragraphs and a pull quote
2–3. Background and results	Method and evidence	H2 and H3 sections, chart with figure caption, cost table, footnotes
4–5. Recommendations and references	What to do and where the facts came from	Bulleted actions, method note, reference list

Before you start

Write the executive summary last but place it first: it should state the conclusion and the two or three numbers behind it.
Prepare charts as images at least 1,500 pixels wide so they print sharply.
Collect full source details as you write; adding footnotes at the end is where errors creep in.

Step-by-step guide

Fill in the cover
Type the title, subtitle, authors and report number, pick the publication date and the audience.
Write with headings
Use Heading 1 for chapters, Heading 2 for sections and Heading 3 for subsections. Numbers are added for you.
Add figures and tables
Right-click the chart > Change Picture to insert yours, and edit the caption text after “Figure 1.”. Captions renumber when you add more.
Add pull quotes and footnotes
Pick a key sentence and set it in Pull Quote style. Put sources in footnotes with References > Insert Footnote.
Update the contents
Right-click the table of contents > Update Field > Update entire table so new headings and page numbers appear.
Export
Delete the gray guidance note and save as PDF with “Create bookmarks using headings” turned on.

Field and control map

Every content control and field in the document, in the order they appear. Gray-boxed fields in Word are the content controls.

Name	Type	Where	Value in the sample
Publisher header	Text	Header	Clearwater Analytics Institute
Paper title	Text	Body	Predictive Maintenance in Mid-Size Plants
Paper subtitle	Text	Body	What a 12-month pilot across five factories shows about cost, payback and getting started
Authors	Text	Body	Dr. Helen Marsh, Raj Iyer
Published date	Date picker	Body	November 3, 2026
Report number	Text	Body	CAI-WP-2026-07
Audience	Dropdown	Body	Plant and maintenance managers (Executives / Plant and maintenance managers / Engineers / General)
`{ TOC \o "1-3" \h \z \u }`	Field	Body	contents list
`{ PAGE }`	Field	Footer	1
`{ NUMPAGES }`	Field	Footer	5
`{ SEQ Figure \* ARABIC }`	Field	Body	1, 1

Every field, control and style, explained

The code in each card is read straight from the .docx file (the XML Word stores, or the field code you see with Alt+F9), so it is exactly what the template contains.

Numbered headingsHeading 1, 2 and 3 styles

<w:lvl w:ilvl="0">
  <w:start w:val="1"/>
  <w:numFmt w:val="decimal"/>
  <w:pStyle w:val="Heading1"/>
  <w:lvlText w:val="%1."/>
  <w:lvlJc w:val="left"/>
  <w:pPr>
    <w:ind w:left="440" w:hanging="440"/>
  </w:pPr>
</w:lvl>
<w:lvl w:ilvl="1">
  <w:start w:val="1"/>
  <w:numFmt w:val="decimal"/>
  <w:pStyle w:val="Heading2"/>
  <w:lvlText w:val="%1.%2"/>
  <w:lvlJc w:val="left"/>
  <w:pPr>
    <w:ind w:left="660" w:hanging="660"/>
  </w:pPr>
</w:lvl>
<w:lvl w:ilvl="2">
  <w:start w:val="1"/>
  <w:numFmt w:val="decimal"/>
  <w:pStyle w:val="Heading3"/>
  <w:lvlText w:val="%1.%2.%3"/>
  <w:lvlJc w:val="left"/>
  <w:pPr>
    <w:ind w:left="880" w:hanging="880"/>
  </w:pPr>
</w:lvl>

The section numbers (1., 2., 6.1 …) are not typed. A multilevel list is linked to the Heading 1, Heading 2 and Heading 3 styles, so any paragraph you set to Heading 1 gets the next number and the table of contents picks it up.

Piece by piece

<w:pStyle w:val="Heading1"/>: Links list level 1 to the Heading 1 style (level 2 to Heading 2).
<w:lvlText w:val="%1."/>: Level 1 shows its counter and a period: 1., 2., 3.
<w:lvlText w:val="%1.%2"/>: Level 2 shows the parent number, a period and its own counter: 6.1, 6.2.
<w:ind w:left="440" w:hanging="440"/>: Hanging indent so wrapped heading text lines up after the number.
<w:lvlText w:val="%1.%2.%3"/>: Level 3 (Heading 3) adds a third counter: 3.1.1, 3.1.2. It restarts under each new Heading 2.

In the sample: 1. Executive summary, 2. Background, 2.1 Why mid-size plants lag … (13 headings)

How it is used: To add a section, type the heading, then pick Heading 1 (Ctrl+Alt+1), Heading 2 (Ctrl+Alt+2) or Heading 3 (Ctrl+Alt+3) on the Home tab. Numbers after it update by themselves.

How to change it: Home > Multilevel List > Define New Multilevel List to change the format (for example "Section 1"). Keep "Link level to style" set to Heading 1 and Heading 2.

Learn this: How to Plan and Structure Long Documents in Word: Outline View and Multilevel Numbering →

Table of contentsContents page

{ TOC \o "1-3" \h \z \u }

A TOC field builds the contents list from the Heading 1, Heading 2 and Heading 3 paragraphs. The file ships with the entries and page numbers already filled in, so it looks right the moment you open it.

Piece by piece

\o "1-3": Include heading levels 1 to 3.
\h: Make each entry a link to its heading (Ctrl+click in Word).
\z: Hide page numbers in Web Layout view.
\u: Use the paragraph outline level, so the styles decide what is listed.

In the sample: 13 entries. First: 1. Executive summary … page 3

How it is used: After you add or rename sections, right-click the contents list and choose Update Field > Update entire table.

How to change it: References > Table of Contents > Custom Table of Contents: set "Show levels" to 2 to leave Heading 3 out of the list.

Learn this: How to Add a Table of Contents, Captions, and Cross-References in Word →

Page X of YFooter

Page { PAGE } of { NUMPAGES }

The footer counts pages with two fields: PAGE is the current page and NUMPAGES is the total. Both recalculate when the document is printed, saved as PDF or scrolled in Print Layout.

Piece by piece

PAGE: The number of the page the field sits on.
NUMPAGES: The total number of pages in the document.

In the sample: Page 1 of 5 on the first page

How it is used: Nothing to do: add or delete pages and the numbers follow.

How to change it: Double-click the footer to edit the text around the fields. Insert > Page Number > Format Page Numbers sets the starting number.

Learn this: How to Set Up Pages in Word: Margins, Breaks, Headers, Footers, and Page Numbers →

Numbered table captionsCaptions above tables

{ SEQ Table \* ARABIC }

Each table caption uses a SEQ field that counts tables in order. Insert a new captioned table in the middle and every later caption renumbers.

Piece by piece

SEQ Table: A counter named "Table". Every SEQ Table field adds 1.
\* ARABIC: Show the counter as 1, 2, 3.

In the sample: 1 caption(s): Table 1

How it is used: Captions are what a "see Table 2" cross-reference points to (References > Cross-reference).

How to change it: References > Insert Caption adds a new one. If numbers look stale, press Ctrl+A then F9 to update all fields.

Learn this: How to Add a Table of Contents, Captions, and Cross-References in Word →

Fill-in fields (plain text content controls)Gray-boxed fields

<w:sdtPr>
  <w:alias w:val="Paper title"/>
  <w:tag w:val="paper_title"/>
  <w:text/>
</w:sdtPr>

Names, numbers and other details people change every time are plain text content controls. Click one and type: the text replaces the sample, keeps the formatting, and the field still shows its name when selected.

Piece by piece

<w:alias w:val="…"/>: The title shown on the control’s tab when you click it.
<w:tag w:val="…"/>: A machine-readable name, useful for mail merge or code.
<w:text/>: Plain text: one line, one format, so pasted text cannot break the layout.
<w:showingPlcHdr/>: Present when the field shows gray placeholder text instead of a value.

In the sample: Paper title = Predictive Maintenance in Mid-Size Plants

How it is used: 5 in this template: Publisher header, Paper title, Paper subtitle, Authors, Report number. Use Developer > Design Mode to see every control at once, or the Selection Pane to jump between them.

How to change it: Developer > Properties changes the title, tag and placeholder. To show the Developer tab: File > Options > Customize Ribbon > Developer.

Learn this: How to Create Fillable Forms with Content Controls in Word →

Date pickersDate fields

<w:sdtPr>
  <w:alias w:val="Published date"/>
  <w:tag w:val="published_date"/>
  <w:date w:fullDate="2026-11-03T00:00:00Z">
    <w:dateFormat w:val="MMMM d, yyyy"/>
    <w:lid w:val="en-US"/>
    <w:storeMappedDataAs w:val="dateTime"/>
    <w:calendar w:val="gregorian"/>
  </w:date>
</w:sdtPr>

Dates are date picker content controls: click the arrow to pick from a calendar, or type a date in any format and Word shows it as "November 2, 2026".

Piece by piece

w:fullDate: The stored date, independent of how it is shown.
<w:dateFormat w:val="MMMM d, yyyy"/>: Display format: full month name, day, four-digit year.
<w:lid w:val="en-US"/>: Language used for month names.
<w:storeMappedDataAs w:val="dateTime"/>: Stores a real date value if the control is mapped to data.

In the sample: Published date = November 3, 2026

How it is used: 1 in this template: Published date. Pick the date from the calendar so every date in the document has the same format.

How to change it: Developer > Properties > Display the date like this, for example d MMMM yyyy or yyyy-MM-dd.

Learn this: How to Create Fillable Forms with Content Controls in Word →

Dropdown listsStatus and choice fields

<w:sdtPr>
  <w:alias w:val="Audience"/>
  <w:tag w:val="audience"/>
  <w:dropDownList>
    <w:listItem w:displayText="Executives" w:value="Executives"/>
    <w:listItem w:displayText="Plant and maintenance managers" w:value="Plant and maintenance managers"/>
    <w:listItem w:displayText="Engineers" w:value="Engineers"/>
    <w:listItem w:displayText="General" w:value="General"/>
  </w:dropDownList>
</w:sdtPr>

Fields with a fixed set of answers are dropdown list content controls, so everyone uses the same words (useful when you search or count documents later).

Piece by piece

<w:dropDownList>: A list the reader must pick from (no free typing).
<w:listItem w:displayText="…" w:value="…"/>: One choice: the text shown and the value stored.

In the sample: Audience = Plant and maintenance managers (Executives / Plant and maintenance managers / Engineers / General)

How it is used: 1 in this template: Audience. Click the field and choose from the list.

How to change it: Developer > Properties > Add, Modify or Remove choices. Use a Combo Box instead if people need to type their own answer.

Learn this: How to Create Fillable Forms with Content Controls in Word →

Callout styleNotes, tips and warnings

<w:style w:type="paragraph" w:styleId="Callout">
  <w:name w:val="Callout"/>
  <w:basedOn w:val="Normal"/>
  <w:pPr>
    <w:pBdr>
      <w:left w:val="single" w:color="F2A93B" w:sz="24" w:space="8"/>
    </w:pBdr>
    <w:shd w:fill="EEF2F8" w:color="auto" w:val="clear"/>
    <w:spacing w:after="160" w:before="120"/>
    <w:ind w:left="180" w:right="180"/>
  </w:pPr>
  <w:rPr>
    <w:sz w:val="21"/>
  </w:rPr>
</w:style>

Notes and warnings use a paragraph style named Callout: tinted background, amber bar on the left, indented on both sides. Because it is a style, every callout matches and you can restyle them all at once.

Piece by piece

<w:shd w:fill="EEF2F8"/>: Light blue-gray background.
<w:left w:val="single" w:sz="24" w:color="F2A93B"/>: Amber bar, 3 pt wide, on the left edge.
<w:ind w:left="180" w:right="180"/>: Indented 1/8 inch on each side.

In the sample: Used for the notes, tips and warnings in the body.

How it is used: Put the cursor in a paragraph and pick Callout in the Styles gallery.

How to change it: Right-click Callout in the Styles gallery > Modify > Format > Border or Shading. All callouts change together.

Learn this: How to Use Styles and the Navigation Pane in Word →

Repeating table headersEvery table with a dark header row

<w:trPr>
  <w:cantSplit/>
  <w:tblHeader/>
</w:trPr>

Header rows are marked to repeat at the top of each page when a table breaks, and rows are set not to split across pages, so a long table stays readable when printed.

Piece by piece

<w:tblHeader/>: Repeat this row at the top of each page.
<w:cantSplit/>: Keep each row on one page.

In the sample: 1 of 2 tables repeat their header row

How it is used: Add rows with Tab in the last cell; the header keeps repeating.

How to change it: Click in the header row > Table Layout > Repeat Header Rows. Short tables are also set to keep with the next paragraph so they do not split.

Learn this: How to Build and Format Tables That Read Well in Word →

Pull quotesPull Quote and Pull Quote Source styles

<w:style w:type="paragraph" w:styleId="PullQuote">
  <w:name w:val="Pull Quote"/>
  <w:basedOn w:val="Normal"/>
  <w:next w:val="Normal"/>
  <w:pPr>
    <w:keepNext/>
    <w:pBdr>
      <w:top w:val="single" w:color="F2A93B" w:sz="12" w:space="8"/>
    </w:pBdr>
    <w:spacing w:after="80" w:before="280" w:line="300"/>
    <w:ind w:left="720" w:right="720"/>
  </w:pPr>
  <w:rPr>
    <w:i/>
    <w:iCs/>
    <w:color w:val="1E2A5A"/>
    <w:sz w:val="30"/>
  </w:rPr>
</w:style>

Key sentences are repeated as pull quotes in a Pull Quote paragraph style: larger italic navy text between two amber rules. Readers who skim catch the argument; because it is a style, every quote matches.

Piece by piece

<w:i/>: Italic.
<w:sz w:val="30"/>: 15 pt (Word stores half-points).
<w:top w:val="single" w:sz="12" w:color="F2A93B"/>: Amber rule above; the source line carries the rule below.
<w:ind w:left="720" w:right="720"/>: Indented half an inch on both sides.

In the sample: Two pull quotes in the body, each with a source line.

How it is used: Type the quote, pick Pull Quote; put the source on the next line with Pull Quote Source.

How to change it: Right-click Pull Quote in the Styles gallery > Modify.

Learn this: How to Use Styles and the Navigation Pane in Word →

Figures with numbered captionsCharts and images

{ SEQ Figure \* ARABIC }

Figures are pictures in line with the text, kept with the caption below them. The caption number is a SEQ Figure field, so figures renumber like tables do, and a table of figures can be built from them.

Piece by piece

SEQ Figure: A counter named "Figure", separate from the Table counter.
keepNext: The picture paragraph stays on the same page as its caption.

In the sample: 1 figure(s); captions read Figure 1 …

How it is used: To replace the chart, right-click it > Change Picture. Keep the picture "In Line with Text" so the caption follows it.

How to change it: References > Insert Table of Figures lists every caption with page numbers.

Learn this: How to Build an Index, Table of Figures, and Bookmarks in Word →

FootnotesBottom of the page

<w:footnoteReference w:id="1"/>

Sources and side notes are real Word footnotes: the reference number in the text and the note at the bottom of the page are linked and renumber themselves when you add or delete one.

Piece by piece

<w:footnoteReference w:id="…"/>: The superscript number in the text.
<w:footnote w:id="…">: The note text, stored in footnotes.xml and shown at the page bottom.
footnote text: The style used for the note text.

In the sample: 4 footnotes. First: Downtime cost estimate from the participating plants’ own finance teams, averaged across t

How it is used: References > Insert Footnote (Ctrl+Alt+F) adds one at the cursor.

How to change it: References > Footnotes dialog changes numbering format or switches to endnotes.

Learn this: How to Add Footnotes, Citations, and a Bibliography in Word →

Guidance notesGray italic notes

<w:style w:type="paragraph" w:styleId="Guidance">
  <w:name w:val="Guidance"/>
  <w:basedOn w:val="Normal"/>
  <w:pPr>
    <w:spacing w:after="100"/>
  </w:pPr>
  <w:rPr>
    <w:i/>
    <w:iCs/>
    <w:color w:val="6B7280"/>
    <w:sz w:val="19"/>
  </w:rPr>
</w:style>

Instructions for whoever fills in the template use a Guidance style (gray italics). Delete them before you send the document; with a style, Find and Replace can remove them all at once.

Piece by piece

<w:i/>: Italic.
<w:color w:val="6B7280"/>: Gray text.

In the sample: One note under the title block.

How it is used: Home > Replace > More > Format > Style > Guidance finds every note.

How to change it: Right-click Guidance in the Styles gallery > Modify.

Learn this: How to Use Styles and the Navigation Pane in Word →

Tips and limits

Two pull quotes are enough for five pages. More and they stop standing out.
Every chart should make one point, and its caption should say what that point is.
Keep pictures “In Line with Text”; floating pictures drift away from their captions.
Footnotes are for sources and asides. If a footnote is longer than three lines, it belongs in the text.
For gated downloads, export to PDF and keep the Word file as the master.

White Paper and Technical Report Template for Word

What you can do with it

What's inside

Before you start

Step-by-step guide

Fill in the cover

Write with headings

Add figures and tables

Add pull quotes and footnotes

Update the contents

Export

Field and control map

Every field, control and style, explained

Tips and limits

Learn the skills behind this template