Template Issues

How to Create a Report Template with Optional Sections in Word and SharePoint

Phi Hung Vo Sep 27, 2026 868 views

Question details

The user wants to create a report template that dynamically shows or hides specific sections based on a dropdown selection in SharePoint.

How to Create a Report Template with Optional Sections

Product: Microsoft Word / SharePoint
Device & OS: not provided
Scenario: Setting up a dynamic document or form workflow where users only see and interact with report sections relevant to their initial selections.
Observed behavior: Word templates stored in SharePoint do not have a built-in feature to show or hide sections automatically based on dropdown choices.

Before you start

Since Word does not natively support dynamic show/hide section toggling via dropdowns, ensure you have access to Microsoft Forms and Excel in your Microsoft 365 environment to set up a form-based workaround.

Solution 1Recommended

Use Microsoft Forms with Branching Logic

Since Word templates lack dynamic section toggling, Microsoft Forms provides a robust alternative by using branching logic to show only relevant questions or sections based on user input.

By utilizing a form-based workflow instead of a static Word document, you can dynamically route users to the exact report sections they need to fill out. The collected data can then be easily reviewed, stored in Excel, or connected to other SharePoint lists.

Create a new form

Add a dropdown choice question

Click 'Add new' and select 'Choice'. Set the format to 'Drop-down' and enter the options representing the different optional sections of your report.

Add optional sections

Click 'Add new', click the 'More question types' dropdown arrow, and select 'Section'. Create a distinct section for each optional part of the report and add the relevant questions inside them.

Apply branching logic

Go back to your initial dropdown choice question, click the three dots (More settings for question) in the bottom right corner, and select 'Add branching'. Map each dropdown choice to jump directly to its corresponding optional section.

Collect and review responses

Share the form with your team. Once users submit their reports, navigate to the 'Responses' tab in Forms and click 'Open in Excel' to view and manage the compiled report data.

Use Microsoft Forms with Branching Logic

Automating Word Document Creation: If you strictly need a finalized Word document, you can use Power Automate to automatically populate a Word template using the data submitted through this Microsoft Form.

Free Microsoft Office alternative

Design Professional Report Templates with WPS Office

While complex dynamic workflows might require specialized Microsoft 365 setups like Forms and Power Automate, WPS Office offers a highly intuitive and free suite for creating, editing, and managing standard report templates. It provides seamless compatibility with Microsoft Word formats and features a rich library of pre-designed templates to streamline your document creation workflow.

1. Download and install: Download WPS Office from the official website and install it on your computer.
2. Explore the template library: Open WPS Writer, click on 'New', and browse the extensive Template Library for ready-to-use report layouts.
3. Customize and save: Select a template, customize the text and formatting to suit your needs, and save it as a standard .docx file.

Fully compatible with Microsoft Word (.docx) file formats.Access a massive built-in library of professional report templates.Lightweight software that runs smoothly on older or lower-spec devices.Free to use with a familiar, user-friendly interface requiring no learning curve.

Frequently Asked Questions

Can I hide sections natively in a Word document without using MS Forms?

Yes, you can hide text or sections using the 'Hidden' font effect or by writing VBA macros. However, these methods are manual or require users to enable macros, and they do not function dynamically in Word for the Web or SharePoint document previews.

How do I export my Microsoft Forms report data to a Word document?

You can achieve this by using Microsoft Power Automate. Create a flow that triggers when a new Form response is submitted, and use the 'Populate a Microsoft Word template' action to map the form data into content controls within your prepared Word document.

Are there alternatives to Microsoft Forms for dynamic report generation in SharePoint?

Yes, Microsoft Power Apps allows you to build highly customized, dynamic forms directly connected to SharePoint lists. Power Apps supports advanced logic for showing or hiding fields, though it requires more technical setup compared to Forms.

Document & File Issues