SharePoint – Use SharePoint Columns in Microsoft Word (Create Forms)


Today I discovered that you can use SharePoint Columns in Word Documents to create simple Form Templates.

You can do this with Out of the Box features of the following applications:

  • Microsoft SharePoint (You need at least SharePoint Foundation)
  • Microsoft Office (At least 2007/2010)

Create a SharePoint Document Library

The first thing you need to do is to create a new SharePoint Document Library.

SharePoint_Create_Document_Library

Create SharePoint Columns

Now fill your Document Library with Columns. For example: I created a column (Type: Single line of text) called LastName.

SharePoint_Library_Create_Column

Edit Document Library Template

Now edit the default template of your Document Library and add the columns you created before.

First go to Library Settings then click Advanced Settings and finally click on Edit Template.

SharePoint_Library_Settings

SharePoint_Library_Settings_Advanced_Settings

SharePoint_Document_Template_Edit

Now Microsoft Word will open up so you can edit the template.

Add Quick Parts

To use your SharePoint Columns in Microsoft Word you need to add them as Quick Parts. All you need to do is go to Insert and click on Quick Parts.

Form_Template_Quick_Parts

Now select Document Property and select the SharePoint column you created. For example: You can see my column LastName in the screenshot below.

Form_Template_Quick_Parts_Document_Property

Your finished Template may look like this:

Finished_Form_Template

Now save your Template and your work is done.

Fill out your new Template

To test your new template go to your Document Library and click on New Document.

SharePoint_New_Document

Microsoft Word will open up and you can now fill out your newly created document. Your filled out document may look like this:

Filled_Out_Form

Now save your document and all changes you made will be saved to your SharePoint columns.

View Properties of newly created document

Now go to your Document Library and select your newly created document. Click on View Properties and you will see that your columns are filled with the data you entered in Microsoft Word. If you edit these properties the changes will be applied to your document as well.

Filled_Out_Form_Properties

That´s it. Now you can use this technique to create Forms of all kinds and use the metadata in Views, Workflows, etc.

Sources:

http://www.intelogy.co.uk/blog/intelogy-blog-post/primary/2013/06/03/using-sharepoint-columns-in-ms-word

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