Print and Export Word Documents in SharePoint

Print & Export to Word: Elevating SharePoint Documents with Ultimate Forms

Printing or exporting SharePoint list items and documents is often a basic requirement in business processes. Whether for reports, contracts, invoices, or offline review, it's almost ubiquitous. But the default SharePoint experience typically produces bland, one-size-fits-all outputs. With Infowise Ultimate Forms’ Print & Export capabilities, you gain full control over how data is rendered and distributed—including generating editable Word documents with embedded images, custom formatting, and integrated workflows.

Let’s walk through what the feature enables, how to configure and automate it, and real-world usage scenarios where it adds real value.

What the Print & Export Capabilities Offer

Here are the core capabilities and differentiators provided by Ultimate Forms:

• Custom Print Templates
  You design your own layout—choose which SharePoint columns appear, styling, headers/footers, margins, page size, orientation. This ensures that outputs (be they invoices, reports, purchase orders) match your organization’s branding or requirements.

• Multiple Output Formats
  From those templates, you can output to:

  • PDF (for a fixed, printable version)

  • Excel (to allow further data manipulation)

  • Word (.docx) (editable, embedded images, standard format)
    The Word export lets recipients open the output in Microsoft Word and make edits, while preserving formatting and images.

• Embedded Images / Media
  If your print template includes images (e.g. logos, photos, diagrams), the Word export preserves and embeds them—ensuring the output doesn’t lose visual content.

• Template Settings for Margins, Layout, Page Size
  You control margins, page size (e.g. letter, A4), orientation (portrait/landscape) directly in the template settings so that outputs look polished.

• Automation via Actions
  Beyond manual printing, you can automate generation and distribution of documents using Actions. An Action can:

  1. Fetch the necessary item(s),

  2. Use the print template to generate the document in chosen format (HTML, PDF, Excel, Word),

  3. Save it to a library, attach it to a list item, or email it.
     You can schedule this automation (timer trigger), run it on item changes, or expose it via a button.

How to Configure Print & Export with Word Support

When working with MS Word document generation in Ultimate Forms, you have two options. You can either configure document layout in the print template options or you can upload a Word document as a template. In the uploaded document, include SharePoint column names surrounded by double square brackets. Those will be replaced with the actual values from your SharePoint list items.

Let’s break down a typical configuration of a print template:

1. Create or Edit a Print Template

• In Ultimate Forms, open Print for your list.

• Choose or create a template. Decide whether it’s list-based (multiple rows) or item-based (single record).

• Design the layout: pick which columns appear, design headers/footers, placeholders for images, spacing, fonts, etc.

2. Add Support for Word Export

• Optionally prepare and upload a Word document that will serve as a template.

• Confirm that images used in the template are accessible (hosted in a library the user can view) so the export can embed them correctly.

3. Configure Page Settings

• Set margins, page size, and orientation appropriate for your output. For example, invoices may need landscape.

• Use template options to fine-tune spacing, alignment, and whether content spans multiple pages gracefully.

• Note: these settings do not appear when a Word template is uploaded.

4. Preview & Test

• Use the Print Preview to test how the document looks in each format (PDF, Word, Excel).

• Check image embedding, layout, paging, headers/footers, alignment.

• Confirm that dynamic data is inserted correctly (e.g. date, names, lookup values).

5. Automate with Actions

• Create an Action in the same list or in a related logic.

• Choose “Print list items” action type and select your print template + desired output format.

• Add subsequent steps: save the document, email it (attachment), or attach to a list item.

• Choose trigger: on item creation, modification, or scheduled (timer).

6. Monitor, Log, and Maintain

• Optionally, log the generated document URL, format type, or status in metadata columns.

• Provide error handling: if document generation fails, send an alert or retry.

• Over time, keep templates in sync with list changes (new columns, renamed columns).

Use Cases & Examples

Here are several ways businesses can put this feature into action:

Invoicing & Quotes

• Use a print template to produce a polished quote or invoice from list data.

• Export it to Word so the sales team can edit or add terms before sending to clients.

• Automate: when a quote is approved, generate the document, email the client, and store the Word file in a contracts library.

Note: repeating sections will be automatically included in your Word document via the use of Associated Items columns.

Expense Reports

• Collate reimbursable items, employee details, totals, receipts, etc., into a printable report.

• Export to Word so finance teams can annotate or adjust, then return it.

• Automate periodic generation for all completed expenses and distribute to approvers or archives.

Contracts & Agreements

• Use list columns to drive content in contract documents.

• Export to Word so legal teams can finalize terms, insert clauses, or negotiate.

• Automatically store signed versions in a document library when tasks complete.

Compliance Reports & Certificates

• Generate reports including metadata, audit history, images (e.g. signatures or diagrams) for compliance context.

• Because Word exports preserve images and visuals, the output remains faithful.

• Automate daily, weekly, or monthly distribution to stakeholders or regulatory bodies.

Document Summaries & Dashboards

• Export list summaries into Word documents for board reports or meeting packets—complete with tables, totals, and embedded charts or visuals.

• The Word format allows last-minute editing before publication.

Best Practices & Tips

To ensure your print and Word export workflows are robust, here are guidelines:

• Optimize images: use compressed images so the output documents generate quickly and are manageable in size.

• Selective content: don’t include every column—pick only relevant data to keep document clear.

• Fallback logic: if some columns have null values, include default text or hide blank rows so layout stays clean.

• Permissions & Access: ensure that images, templates, and document libraries are accessible to all users who will generate or view Word output.

• Content paging: design templates to gracefully carry over content to next pages. Use consistent header/footer repeats.

• Error notification: if document generation fails, have the workflow notify admin or user with context.

• Test frequently: preview various scenarios: long text, missing images, maximum records per page, different user permissions.

Why This Matters

By enabling Word export in addition to PDF, Excel, and HTML, Ultimate Forms gives organizations flexibility and control:

• Editable Documents: The Word format lets downstream editors continue to refine or customize.

• Seamless Workflows: Automating generation and delivery ensures documents are up-to-date and reduces manual effort.

• Professional Outputs: Custom templates keep brand consistency and polish.

• Integrated Business Logic: Because printing ties into Ultimate Forms logic and Actions, the exported documents become part of your automated solutions—not just afterthoughts.