Template Issues

How to Create Word Letters from Microsoft Lists Data Using Power Automate

Adam Davis Sep 28, 2026 870 views

Question details

The user wants to automatically generate a formatted Word letter populated with data from Microsoft Lists whenever a new list item is created, and send it to a manager.

How to Create Word Letters from Microsoft Lists Data with Power Automate

Product: Microsoft Word, Microsoft Lists, Power Automate
Device & OS: not provided
Scenario: Automating the creation of personalized letters for manager review or signature upon the submission of new data entries in Microsoft Lists.
Observed behavior: Needs a workflow integration that retrieves list item data, inserts it into a predefined Word template, and emails the finalized document.

Before you start

Ensure you have adequate permissions to create and manage SharePoint content types, and verify that your Microsoft 365 account has access to Power Automate for creating cloud flows.

Solution 1Recommended

Automate Letter Generation using SharePoint and Power Automate

This solution leverages SharePoint document properties and Word Quick Parts to build a dynamic template, which is then automatically populated and emailed using a Power Automate flow.

To successfully route Microsoft Lists data into a Word document, you must map the list columns to document properties using a SharePoint content type. This allows Power Automate to seamlessly inject the data into your Word template via Quick Parts.

Create a SharePoint Content Type

Navigate to your SharePoint site settings, select 'Site content types', and create a new content type. Add document properties (columns) that exactly match the data fields you want to pull from your Microsoft List.

Insert Word Quick Parts into Your Template

Open a new Word document. Go to the 'Insert' tab, click on 'Quick Parts', select 'Document Property', and insert the fields corresponding to your SharePoint content type. Format the letter as needed and save this document as your master template in a SharePoint document library.

Create the Power Automate Trigger

Log in to Power Automate and create a new automated cloud flow. Choose the trigger 'When an item is created' and connect it to your target Microsoft List.

Generate the Word Document

Add a new action in your flow to 'Get file content' pointing to your Word template. Then, add an action to 'Create file' in a designated SharePoint folder, followed by 'Update file properties' to map the newly created list item data into the Quick Parts fields.

Email the Document to the Manager

Add a final action using 'Send an email (V2)'. Enter the manager's email address, craft the email body, and attach the dynamically generated Word document by using the file content output from the previous steps.

Automate Letter Generation using SharePoint and Power Automate

Premium Connectors Alternative: If you have a premium Power Automate license, you can alternatively use the 'Populate a Microsoft Word template' action, which simplifies the process by directly mapping fields without needing SharePoint content types.

Free Microsoft Office alternative

Review and Edit Your Generated Letters with WPS Office

While you use Power Automate and SharePoint to automate your document workflows, you can rely on WPS Office to open, review, and edit the resulting Word documents. It is a highly compatible, lightweight, and completely free alternative to Microsoft Office.

1. Download and Install: Get the free WPS Office suite from the official website and install it on your device.
2. Open Your Generated Letter: Download the automated letter sent by your Power Automate flow and double-click to open it instantly in WPS Writer.
3. Review and Sign: Use WPS Writer's built-in editing, commenting, and digital signature tools to finalize the letter before sending it out.

Fully compatible with Microsoft Word (.docx) formatsLightweight application that opens large documents instantlyFamiliar user interface requires no learning curveSeamless migration for all your daily office tasks without subscription fees

microsoft office alternative - wps office

Frequently Asked Questions

Can I automate this process without a premium Power Automate license?

Yes. By using the SharePoint content type and Word Quick Parts method described above, you are updating SharePoint file properties, which utilizes standard connectors included in most Microsoft 365 plans. Using the direct 'Populate a Word template' action requires a premium license.

Why are my Word Quick Parts not updating with the Microsoft Lists data?

This usually happens if the Word template is not correctly associated with the SharePoint content type. Ensure you created the template from within the SharePoint document library that has the specific content type applied, so that the Document Properties accurately reflect your custom columns.

Can the Power Automate flow send the finalized letter as a PDF instead of a Word document?

Yes. After generating the Word document and updating its properties, you can add a 'Convert Word Document to PDF' action (often requires a OneDrive or third-party connector) in Power Automate before the 'Send an email' action.

Document & File Issues