Documentation

Getting Started with DataPublisher for Word

Four steps from zero to your first automated document run. No programming required — if you can use Word, you can use DataPublisher.

① Install
② Open task pane
③ Build template
④ Send DataRequest

Step 1 — Install from Microsoft AppSource

DataPublisher for Word is a Microsoft Office add-in. Installation takes about two minutes and requires no admin rights on most M365 configurations.

Install steps

  1. Open Microsoft Word (desktop or Word Online)
  2. Go to Insert → Add-ins → Get Add-ins
  3. Search "DataPublisher for Word"
  4. Click Add and accept the permissions prompt
  5. Word reloads — you'll see the DataPublisher button in the ribbon

Prefer sideloading during beta? See the beta install guide.

Requirements

Windows

Word 2016+ or Microsoft 365 · Windows 10+ · Internet connection

Mac

Word 2016+ or Microsoft 365 · macOS 10.14+ · Internet connection

Word Online

Any modern browser · Microsoft 365 account · Internet connection

Step 2 — Open the task pane

After installing, the DataPublisher button appears in your Word ribbon under the Home tab (or in Add-ins on Word Online). Click it to open the task pane on the right side of your document.

First-time sign in

  1. Click Sign in in the task pane
  2. Use your Microsoft 365 account or create a DataPublisher account
  3. Select a subscription plan or start your free trial

The task pane has four main tabs: Generate, Distribute, Collect, and Sign — one for each phase of the document lifecycle. You'll start on Generate.

Step 3 — Build your first template

A DataPublisher template is a regular Word document with merge tokens where your data will go. You don't need a special template file format — just a .docx you've added tokens to.

Token syntax

Place tokens directly in your document text, table cells, headers — anywhere:

Dear <<FirstName>> <<LastName>>,
Your property at <<Address>> has been listed at <<ListPrice>>.
[[property_photo.jpg]]
Listed: {{FormatDate:ListDate}}
<<FieldName>>

Text token — replaced with the matching column value. Case-sensitive; must match your column header exactly.

[[filename.jpg]]

Image token — pulls the named image from your uploaded library and places it at the position and size you defined.

{{Function:Field}}

Logic token — applies formatting or transformation at merge time: dates, numbers, conditional text, calculated values.

Connect a data source and generate

  1. In the task pane, go to Generate → Data Source
  2. Choose your source type: CSV file, Excel 365, Google Sheets, or SQL Server
  3. Upload or connect your file — the task pane shows a preview of your columns
  4. Click Generate Documents — one document is produced per data row
  5. Review the output in the preview pane; download as a ZIP or generate to a folder

Tip: Start with a CSV. Prepare it in Excel, save as CSV, and upload. Column headers become your token names — <<FirstName>> maps to a column called FirstName.

Step 4 — Send your first DataRequest

A DataRequest is the same template running in reverse: instead of filling tokens with data, it presents a form to recipients so they can fill the tokens themselves. Their responses come back as structured data.

  1. In the task pane, go to Collect → DataRequests
  2. Select the template you just built — the system maps the <<Token>> fields to form fields automatically
  3. Add recipients — paste email addresses or import from your data source
  4. Click Send DataRequest — each recipient gets a unique, JWT-secured link
  5. When a recipient submits, their data appears in your response dashboard and is archived to your workspace

About DataRequest links: Each link is unique to its recipient. Links can't be forwarded or shared — the response is tied to the original record. No recipient account required. Learn more: DataRequests overview.

Troubleshooting

Add-in doesn't appear after install

Close and reopen Word. If still missing: Insert → Add-ins → My Add-ins — DataPublisher should appear there. For Word Online, clear browser cache and reload.

Token not replaced at merge time

Token names are case-sensitive. Check that <<FirstName>> in the template exactly matches the column header FirstName in your CSV — including capitalization. No spaces inside the angle brackets.

Still stuck?

Contact support: support@datapublisher.io

Or visit the Support Center for step-by-step guides and video walkthroughs.