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Document Template Using Microsoft Word Add-in

May 28, 2026
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Creating reusable, professional documents should not require starting from scratch every time.

The ShareFile Microsoft Word Add-in brings powerful automation to the tool you use every day— allows you to design and manage document templates directly within Microsoft Word.

You can create two types of document templates to streamline your document workflows:

  • Static Document Templates: These contain fixed content along with signature fields and form inputs such as text boxes or date fields. They are ideal for standardized documents like NDAs, HR forms, or internal policies where the content stays the same each time.
  • Doc Gen Templates: A more dynamic option, Doc Gen templates allow you to insert placeholders that automatically pull in data from third-party systems (e.g., CRM tools like Salesforce) during document generation. This makes them perfect for personalized documents like sales proposals, offer letters, or onboarding kits—where content varies but the layout remains consistent.

Since templates are created directly within Microsoft Word, editing and maintaining them is intuitive and flexible. Teams can easily update content, formatting, or branding—no technical skills required.

Once a template is created, it will be saved in ShareFile Templates and can be sent for eSignature through ShareFile’s eSignature workflows, saving time and ensuring consistency across your business documents.

Whether you are standardizing routine paperwork or generating custom documents at scale, the Word Add-in keeps everything seamless—right within your writing environment.

You can create ShareFile document templates from both the Microsoft Word Desktop app and Word Online. For information on creating a document template, select the version of Word you want to use:

Prerequisites

The following prerequisites vary depending on the environment you are using (Microsoft Word desktop app or Word Online). Before you begin, ensure the following requirements are met:

  • Applicable to both Microsoft Word (desktop app) and Word Online (browser)

    • You have an active ShareFile account with eSignature enabled (ShareFile Premium or Industry Advantage plan).
    • You’re signed in to the Add-in using your ShareFile credentials.
    • You have the necessary permission to create Document templates in ShareFile.

  • Additional prerequisites for Microsoft Word (desktop app)

    • Microsoft Word 2016 or later is installed on your Windows or Mac device.
    • The ShareFile for Word Add-in is installed from the Microsoft Office Add-ins store.

Installing the ShareFile for Microsoft Word Add-in

The ShareFile for Word Add-in is available through the Microsoft Office Add-ins store. Follow the steps below to install it directly within Microsoft Word.

Steps to Install the Add-in

For Windows or Mac (Microsoft Word 2016 or later)

  1. Open Microsoft Word - Launch Microsoft Word on your desktop.
  2. Navigate to Home Tab - In the top ribbon, click on Home tab.
  3. Select Get Add-ins or Office Add-ins
    • Click Get Add-ins (on Windows) or Office Add-ins (on Mac).
    • This will open the Microsoft Office Add-ins store.
  4. Search for ShareFile- In the search bar, type ShareFile and press Enter.
  5. Locate the ShareFile for Word Add-in- Find the official add-in from Progress and click Add or Install.
  6. Grant Permissions (if prompted) - Follow any prompts to grant access and complete installation.
  7. Access the “Add-in” in Word - Once installed, you will see a ShareFile button in the top ribbon under the Home or Add-ins tab.
  8. Sign In to ShareFile - Click on the ShareFile button and sign in using your ShareFile credentials to start using the Add-in.

NOTE:

No installation is required to use the ShareFile Add-in in Word Online. The Add-in is loaded automatically when you open an editable Word template from ShareFile. If it does not appear, you can follow the same steps above to manually install the ShareFile add-in in Word Online.

Troubleshooting Tips

  • If your organization restricts add-in installations, contact your IT administrator for access.
  • Make sure your Microsoft Office version is up to date.
  • If the Add-in does not appear after installation, restart Word and check the My Add-ins section under the Insert tab.

Components of a Document template

Document templates consist of a few key elements that define how the document is generated and who interacts with it.

File

The base Word document is used to build the template.

Roles

Roles represent individuals involved in the signing process (e.g., HR, Client). Fields can be assigned to each role, allowing you to control who fills what. When sending the document, the sender assigns names and email addresses to each role.

Example: An offer letter might include roles like HR and Prospective Employee, both of whom will need to sign the document.

Variables

Variables allow you to dynamically populate templates with data from ShareFile or third-party systems. These are especially useful in Doc Gen templates to auto-fill fields like names, companies, or contact details.

Example: Pull lead data from a CRM into an engagement letter, such as {FirstName}, {Company}, etc.

Fields

You can add two types of fields to templates using the Microsoft Word Add-in.

  • System-filled fields: Automatically filled using variables at the time of document creation (e.g., email, name, company).
  • Signer fields: Completed by recipients during the signature process. These include Signature, Initials, Date, Text, Dropdown, Checkbox, Attachment and Checkbox group.
Document Template Using Microsoft Word Add-in
May 28, 2026
Contributed by: 
P
May 28, 2026
Contributed by: 
P

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