Pull SharePoint 2010 document properties into Word (Quick Parts)

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I’ve had a lot of requests of this post recently and I was hoping to get another blog post about SPSUK out quicker than this but here is how to pull information that is stored in a document properties in SharePoint into your word document.

I have a document library with loads of different columns that sort information that I want about my invoices.  These range from single line of text , date and lookup fields.

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When I create a new document in this document library I get the ability to fill in the document properties.  You can see this at the top of the document when you create the document.  Here is an example from document library/content type above

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I can now start to add these properties into the document.  Select the area in the document you want to information to show.

Select Insert on the tab and click on Quick Parts.

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When you navigate down and look at the list under Document Property there will be a big list which are default properties for any word document but you will also notice the SharePoint Site Columns names.

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As you select the one you want you will see them appear in the document.

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24 thoughts on “Pull SharePoint 2010 document properties into Word (Quick Parts)

  1. Gary

    Alex – is there a limit on the number of values that will appear in a quick parts drop down if the quick part is referencing a SharePoint list column? The list column is an out-of-the-box lookup and I can only get 100 items to show up in the drop down even though there are about 150 items that appear in the lookup when viewing it through the SharePoint UI.

    Thanks,
    Gary

  2. S Griffin

    Are Picture or Hyperlink Sharepoint column types supported? I am not seeing those in my Quick Parts list of columns even though they are in the document library.

  3. Tim

    Great tip, but I’m not seeing the sharepoint server document properties in my properties list. How to I get them to appear? Is this a server admin setup thing?

  4. Shailendra

    Hi Alex,
    All Works fine, But having issues with Multiline Rich Text Box fields, it displays in word document with HTML tags. I do not want this HTML Tags.

    I am using Sharepoint list workflow to automatically create Sharepoint document in a document library, where I am using custom template with Quickparts to have the metadata displayed in word document.

    One of the list field I have is of type Multiline Rich text field.
    But when the word document is created it is not preserving the formatting and rendering the richtext as normal text .
    Eg: some content

    Is there a workaround for this to have RichText formatting preserved in word documented created through sharepoint workflow.
    I can not write any server side code and I am looking for OOB solution for this.

    Any suggestions on this are appreciated.

    Thanks.

  5. Alex, I am also stuck with the issue regarding rich textbox sharepoint column for a document library in a office365 site. When i save the rich text to a word template quick part , i also get HTML tags. i do not want these HTML tags in quick parts, but only plain text. I cannot use OPENXML also for office365. What is the workaround for this ? My client insists on using rich text box in sharepoint.
    PLEASE HELP.

    Thanks

  6. Alex, I am also stuck with the issue regarding rich textbox sharepoint column for a document library in a office365 site. When i save the rich text to a word template quick part , i also get HTML tags. i do not want these HTML tags in quick parts, but only plain text. I cannot use OPENXML also for office365. What is the workaround for this ? My client insists on using rich text box in sharepoint.
    PLEASE HELP.

    Thanks

  7. Mario

    Thanks Alex, very usefull.
    Now I have a Sharepoint documentlibrary pupulated with existing Word documents. After adding a new documentproperty in sharepoint this does not show in the existing Word documents in the library.

    Is there a way to add the new sharepoint properties to already existing documents so that they are available in Word when editing these docs?

  8. Sheral

    I created everything just as described and my columns appear for selection in the quick parts. I added the quick parts and saved the template back to the library, created a new document and tried to view it in Word and Word just says starting……(forever). It never opens the document.

    I edited my template just to see and removed only the quick parts and now that document opens from that library. (No Word hangs).

    Any ideas on what may be causing this? I am at my wits end.

  9. Kristof

    I regularly use this, but cannot select the shared attributes when the document is stored in a document set… (they seem to remain at the document set level – invisible in the document properties :/) Anybody knows how to go around this?

    • A Pearce

      Kristof,
      I have to admit, I don’t know what the support is for Document Sets.

      I’ll see what I can find out
      Alex

    • dave rose

      for Document Sets you need to set the property to be inherited by the items/documents in the document set. Do this in the ‘advanced’ settings of the document set settings. If the property values do not show up on the same line as the item then they aren’t seen by the document/item and can’t fill the quick parts.

  10. Erwin Menzies

    I’ve gotten the invoice to populate the data from the list.

    What if you want multiple orders on that same invoice? Have you figured that out?

    Meaning, if I create more items on the list, have you figured out a way that ensures that all the items created on that list populate on the same invoice?

  11. Damian Damian

    I use this function in numerous libraries and love it, but what about number formatting?

    I have a column that is set as currency, for example, but only displays the numbers within the document. Sure I could easily add a $ in front of the property field, but what about the comma for thousands? It becomes necessay for large numbers to have that comma.

    I have tried to use * $#,### and such, like a regular field, but no luck.

  12. sumit

    Dear sir,

    I would like to increase the number of document property under the quick parts. Would you suggest me how can add more property in the document property under the quick parts..

  13. SMakepeace

    Very useful.
    Images and URLs can be used if you are hoping to use ‘IncludePicture’. A no-code tweak is first required for the fields to be available.

  14. Supriya Tenany

    I have a Picture/Hyperlink column in my document library. Would I be able to add pictures into the word document using Quick Parts? I don’t see any direct option. Is there any workaround?

  15. Marco

    Solution for the HTML tags shown on the Server Properties pane in Office:

    Change the column settings from Rich Text to Plain Text.

    Hope it helps.

  16. Dawn

    How do you get the rich text column to show up in word doc….? Even though i created the rich text column is SP library, the column DOES NOT show up in quick parts, so you can NOT add it to the word doc, which mean you can NOT enter rich text in the word doc and have it saved to the SP column . And Vice versa you can edit the sp rich text column in “edit properties” but you have NO way to display it back in the word doc….seems like this is a BIG problem and HUGE limitation for using the SP metadata….if there is a solution please post or send link. I have found NOTHING to address this issue. In addition the people picker has the same issues!

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