Documents & Forms
Microsoft 365 & SharePoint Tools
Classic SharePoint Tools
Last updated: Nov 30, 2023

Insert HTML and rich text into a Word Document with Power Automate

Customer Support Engineer

Plumsail Documents has an HTML formatter for Word templates. When you need to pass an HTML or rich text to your document templates just add the token inside your DOCX template and pass the HTML data. The token not only accepts the data but also keeps all the formatting from the source HTML.


Let's review an example of the case in this article.


Additionally, you can watch the video guide here:


Rich text item and DOCX template

Let's say we have a SharePoint list item that contains rich text. The point is to migrate all the rich text data to a Word template and also keep all the formatting.

rich text in sp  

We add a special placeholder that will process the rich text HTML data and apply it to the Word template along with all formatting. This is how it looks in the DOCX template:


Power Automate flow

The flow itself is pretty simple. This is how it looks:

full flow  

Let's review each step of the flow.

For a selected item trigger

First, we need to find a SharePoint trigger called "For a selected item". You can click on "Instant Cloud Flow" and then "Skip". Select "SharePoint", and you will see a list of different triggers. We pick "For a selected item" as this trigger will link the flow to the selected list in SharePoint. After that, we connect to our "Documentation" site and choose the list "Company Announcements":

for a selected item  

Get item

Next, we get an item with the rich text data using the SharePoint action "Get Item":

get item  

Get DOCX template

Then we download a DOCX template using default SharePoint action "Get file content". Let's rename this step to "Get DOCX template" so we can easily find it later:

get file content  

Create DOCX from template

After that, we add a Plumsail action, "Create DOCX document from template". In this action, we utilize dynamic content from the previous SharePoint actions. In the "Template file" field, we insert our DOCX template we just got in the previous action. The following field, "Template Data", is an object applied to the DOCX template. In this case, we apply the column "Announcement" containing rich text from the SharePoint list. The "Document output type" field allows you to choose between PDF and DOCX format, we'll keep the file in the DOCX format:

create docx doc from template  

Create file

Finally, we create a new DOCX file containing the rich text data in a SharePoint folder using the SharePoint action "Create file". In the "File Name" field, we can choose "Title" column. This is possible because we used "Get item" action in combination with the SharePoint trigger "For a selected item". Specify the file extension; in our case, we type ".docx" since we kept the Word format, but if you decide to convert to PDF, type ".pdf". In the "File Content" field, select the result file from the Plumsail "Create DOCX document from template" action.

create file  

Before clicking "Save", let’s give the flow a meaningful name. For example, "Create Announcement Document". Now, click "Save".

Run the flow in SharePoint

To run this flow we need to go back to our SharePoint list, select an entry, click on "Automate", choose "Create Announcement Document" and run the flow:

run flow in sp  

Now we can check our result Word file. As you can see the rich text migrated to the Word template:

final file  

Get started

Hopefully, this simple example helps to start using the HTML formatter with DOCX templates.

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