Document Editing Problems

How to Populate a Word Document from SharePoint List Data

Partner Editor Oct 10, 2026 870 views

Question details

The user wants to automatically generate and populate a Word document template using item data selected from a SharePoint list.

How to Populate a Word Document from SharePoint List Data

Product: Microsoft Word, SharePoint Online
Device & OS: not provided
Scenario: Automating document creation by extracting field values from a SharePoint list and inserting them into corresponding placeholders within a Word template.
Observed behavior: There is no built-in, out-of-the-box feature in SharePoint Online or Word to automatically populate related fields in a Word template directly from a selected list item.

Before you start

Ensure you have appropriate access permissions to your SharePoint list and an active Microsoft Power Automate license, as setting up this automation requires creating a cloud flow.

Solution 1Recommended

Use Power Automate to Map SharePoint Data to a Word Template

Since native integration is lacking, Microsoft Power Automate is the standard and most effective method for mapping SharePoint list items directly into Word templates.

To make this work, your Word document must be set up with Plain Text Content Controls. These controls act as the target placeholders that Power Automate will recognize and fill with your SharePoint list data.

Prepare your Word template

Open your template in Microsoft Word. Go to the Developer tab (enable it in Options > Customize Ribbon if hidden) and insert Plain Text Content Controls where you want the SharePoint data to appear. Save this template to a SharePoint document library.

Create a Power Automate flow

Log in to Power Automate and create an Automated Cloud Flow. Choose 'When an item is created' or 'For a selected item' in SharePoint as your trigger, and connect it to your specific site and list.

Add the populate template action

Add a new step and search for the 'Populate a Microsoft Word template' action. Select the location and file name of the Word template you saved earlier.

Map the fields

Once the template is selected, Power Automate will display the Content Controls you added. Click on each field and select the corresponding Dynamic Content from your SharePoint list trigger.

Generate the final file

Add a final 'Create file' action for SharePoint or OneDrive. Set the file name (adding .docx at the end) and select the output body from the previous step as the file content.

Use Power Automate to Map SharePoint Data to a Word Template

Premium Connector Required: The 'Populate a Microsoft Word template' action in Power Automate is a premium feature. You will need a standalone Power Automate plan or a qualifying premium license to use it.

Solution 2

Use Dataverse and Word Templates Integration

If you are utilizing the Power Platform ecosystem, you can migrate or sync your SharePoint data to Dataverse, which offers a more integrated Word template generation feature.

Free Microsoft Office alternative

Perform Batch Document Automation with WPS Office

While automated cloud triggers require the Microsoft Power Platform, WPS Office offers a free, lightweight, and highly compatible alternative for batch generating documents using local data. With its powerful built-in Mail Merge feature, you can easily populate templates from exported data without needing premium cloud licenses.

1. Export SharePoint data: Navigate to your SharePoint list and use the 'Export to Excel' feature to download your list data as an .xlsx file.
2. Open your template in WPS Writer: Launch WPS Writer and open the document you wish to use as your template.
3. Start Mail Merge: Click on the 'References' tab on the top ribbon and select the 'Mail Merge' button to reveal the merging tools.
4. Connect data and insert fields: Click 'Open Data Source' to import your exported Excel file. Use 'Insert Merge Field' to place your data placeholders, then click 'Merge to New Document' to generate your populated files.

Fully compatible with Microsoft Word formats (.docx, .doc, .dotm) to ensure templates display perfectly.Robust built-in Mail Merge capabilities for batch document generation from spreadsheets.Free to use with a lightweight installation that won't slow down your device.Familiar, intuitive user interface that requires zero learning curve for Office users.

microsoft office alternative - wps office

Frequently Asked Questions

Can I populate a Word document directly from SharePoint without Power Automate?

No, neither SharePoint Online nor Microsoft Word offers a native, out-of-the-box feature to automatically map list items to a Word document without utilizing a third-party tool, custom coding, or Power Automate.

What kind of fields are required in Word to receive SharePoint data?

You need to insert 'Plain Text Content Controls' in your Word template via the Developer tab. These specific controls act as identifiable placeholders that Power Automate can recognize and fill with dynamic data.

Why doesn't the 'Populate a Microsoft Word template' action appear in my Power Automate?

This specific action is classified as a Premium connector by Microsoft. You must have a premium Power Automate license or a qualifying enterprise plan to view and use this feature in your flows.

Can I use Excel instead of a SharePoint list to populate a Word document?

Yes, you can use the traditional Mail Merge feature in Word (or WPS Writer) to manually generate documents from an Excel spreadsheet. This is often an easier workaround if you do not require fully automated cloud flows.

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