Printing Using Word Templates

Instructions

Step 1: Prepare Your List

We’ll use a simple Invoices list as an example.
Create or open a list with the following columns:

• Invoice Number (Item Ids)
• Client (Single line of text)
• Client Address (Single line of text)
• Client Email (Single line of text)
• Client Phone (Single line of text)
• Invoice Date (Date and Time)
• Due Date (Date and Time)
• Invoice Line Items (Associated items)
• Invoice Total (Associated items summary)

These columns will correspond to placeholders in your Word document.

Step 2 : Create a Word Template

1. Open Microsoft Word and create a blank document.
2. Insert text, company logo, and formatting as desired.
3. Wherever you want SharePoint data to appear, insert a dynamic tag using double square brackets:
   • Invoice #: [[Invoice Number]]
   • Client: [[Client]]
   • Client Addres: [[Client Addres]]
   • Client Email: [[Client Email]]
   • Client Phone: [[Client Phone]]
   • Invoice Date: [[Invoice Date]]
   • Due Date: [[Due Date]]
   • Invoice Line Items: [[Invoice Line Items]]
   • Invoice Total: [[Invoice Total]]
     • Each tag must exactly match the internal column name in SharePoint.
4. Save the file as Invoice.docx.

Step 3: Configure Print Template in UltimateForms

1. Open your Invoices list.
2. Go to Design → Print and Export.
3. Click Add New Template or edit an existing one.
4. Set:
• Template Title: Invoice to Word
• Type: Item (prints one record at a time)
• Check Use MS Word Template.
5. Upload your Invoice.docx file.
6. Click Save.

Step 4: Generate and Test the Output

1. Return to your Invoices list
2. Choose an item you want to print and click Print
3. Choose Invoice to Word (the template you created).
4. In the print preview, click the Word icon  to generate and download the filled document.
• UltimateForms will merge your SharePoint data into the Word template.
• The file will download automatically to your computer as a fully formatted document.
5. Open the downloaded file in Microsoft Word to review that:
• All placeholders were correctly replaced with list values.
• Formatting, logo, and layout remain intact.
• Currency, date, and text columns display correctly.

Step 5: Export as PDF (Optional)

If you prefer, you can export the generated Word document as a PDF directly after printing.
This allows you to keep a shareable, read-only copy of your generated file.