How To Add Quick Parts In SharePoint Online

SharePoint Online offers the ability to enhance your documents with Quick Parts, making it easier to fill in information automatically. By following a few simple steps, you can add Quick Parts to your SharePoint Online documents and streamline your workflow.

To begin, generate a document template with Quick Parts in Microsoft Word. This template will serve as the basis for your SharePoint documents. Once you have created the template, upload it to a document library in SharePoint.

Next, create metadata columns in the document library to capture the information you want to automatically fill in the document. This will ensure that the Quick Parts are populated with the correct data.

Open the document in Microsoft Word and navigate to the document property menu. From there, you can easily insert the Quick Parts into your document. Save the document and make any necessary edits in the MS Word client.

Now it’s time to leverage the power of Microsoft Flow. In Flow, create a new or update an existing Flow to generate documents with Quick Parts. You can use trigger actions such as PowerApps to initiate the Flow.

Add actions to read the document template and create a new document from it. Then, update the metadata of the new file with the desired values. This will ensure that the correct information is filled in automatically.

Generate a URL of the document and respond back to the Flow caller. Finally, run the Flow to generate the document with the filled content in the specified library.

By following these steps, you can easily add Quick Parts to your SharePoint Online documents and automate the process of filling in information. Enhance your workflow and save time with this powerful feature.

Generate a Document Template with Quick Parts in Word

Before you can add Quick Parts in SharePoint Online, you need to generate a document template in Word that contains the desired Quick Parts. This will allow you to automatically fill in specific information whenever a new document is created.

To create a document template with Quick Parts in Word, follow these steps:

  1. Open Microsoft Word: Launch the Word application on your computer.
  2. Create a New Document: Click on the “File” tab and select “New” to start a new document.
  3. Design the Template: Design the layout and content of your document template, including the Quick Parts you want to include.
  4. Insert Quick Parts: To insert Quick Parts, go to the “Insert” tab, click on “Quick Parts,” and select the desired Quick Part from the menu.
  5. Save the Template: Once you have inserted all the necessary Quick Parts, save the document as a Word template (.dotx) file.

By following these steps, you will have generated a document template in Word with the desired Quick Parts. This template can then be uploaded to SharePoint for use in generating documents with filled content.

Example Template:

Quick Part Description
Company Name Inserts the name of your company
Address Inserts the address of your company
Contact Person Inserts the name of the contact person

Once you have generated the document template with Quick Parts in Word, you can proceed to the next steps of uploading and configuring the template in SharePoint to enable automatic document generation.

Upload and Configure the Template in SharePoint

To make the Quick Parts available in SharePoint Online, you need to upload the template to a document library and configure it accordingly. Following these steps will ensure that your template is ready for use:

  1. First, navigate to your SharePoint document library where you want to store the template.
  2. Click on the “Upload” button to select the template file from your local computer. Ensure that the file format is compatible with SharePoint, such as .dotx or .docx for Word templates.
  3. Once the template is uploaded, select it and click on the “Library” tab in the SharePoint ribbon.
  4. From the “Library” tab, click on the “Library Settings” button to access the library settings page.
  5. In the library settings page, scroll down to the “Content Types” section and click on the “Add from Existing Site Content Types” link.
  6. In the “Add Content Types” page, select the desired content type for your template and click on the “Add” button.
  7. After adding the content type, go back to the document library and click on the “New” button to create a new document based on your template.
  8. The template will open in Word client where you can customize it further if needed.
  9. Once you have made all the necessary configurations, save the document and close it.

Your template is now uploaded and configured in SharePoint. You can use it to generate new documents with the Quick Parts already filled in. This streamlined process will save you time and ensure consistency in your document creation.

Remember to regularly update and maintain your template as your business needs evolve. With SharePoint Online and Quick Parts, you have the tools to create efficient and personalized documents effortlessly.

Use Microsoft Flow to Generate Documents with Quick Parts

By utilizing Microsoft Flow, you can automate the process of generating documents with the Quick Parts filled in, streamlining your workflow in SharePoint Online. With the seamless integration between Flow and SharePoint, you can effortlessly create customized documents that are dynamically populated with the necessary information.

To get started, follow these steps:

  1. Create a new Flow in Microsoft Flow or update an existing one to suit your needs.
  2. Select a suitable triggering action, such as PowerApps, that initiates the document generation process.
  3. Incorporate actions within the Flow that read the document template you created earlier and create a new document from it.
  4. Ensure that the metadata columns in your SharePoint document library are set up to capture the relevant information you want to automatically fill in the document.
  5. Insert the Quick Parts from the document property menu of the newly created document in Microsoft Word.
  6. Save the document and make any necessary edits using the MS Word client.
  7. Update the metadata of the new file with the desired values that will be populated in the Quick Parts.
  8. Generate a URL of the document and respond back to the Flow caller, making it easy to access the generated document.
  9. Finally, run the Flow to generate the document with the filled content in the specified library in SharePoint.

By following these steps and leveraging the power of Microsoft Flow, you can save time, reduce errors, and create consistently formatted documents with the Quick Parts you need. Experience the benefits of an automated document generation process within SharePoint Online today!

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Abdul Rahim has been working in Information Technology for over two decades. Learn how Abdul got his start as a Tech Blogger , and why he decided to start this Software blog. If you want to send Abdul a quick message, then visit his contact page here.