How to generate Word documents from Excel and Microsoft Forms with Power Automate

Open the Word document you want to generate and highlight in yellow every value that changes per record. In the demo that is the agreement date, tenant name, address, unit, dates, rents, deposit, parking, pet terms and utilities.

Everything else (header, section wording, tables, terms, signature area) stays the same every time.

Give each record a unique ID column. Power Automate uses it to find the right row. The demo tenant database has Tenant ID, Tenant Name, Email, Property Address, Unit, City, State, Zip, Current Rent, Lease Start Date, Lease End Date, Security Deposit, Parking, Pet Terms and Utilities Included.

Select the data, choose Format as Table and pick a style. Under Table Design you can see the table name (Table1 in the video). Add or remove columns to suit your own document.

Create a form that asks only for what is new:

• A choice question set to a drop-down to pick the tenant
• Tenant ID as a text field
• Renewal Monthly Rent as a text field
• New Lease End Date as a date field
• Additional Renewal Terms as a long text field

The person reads the ID in the drop-down option and types it in the Tenant ID field. You could pull the ID out of the drop-down value with an expression instead, but the separate field keeps the flow simple.

In a helper column in Excel, combine the ID, name, property and unit with CONCAT, separated by dashes, for example =CONCAT([@[Tenant ID]]," - ",[@[Tenant Name]]," - ",[@[Property Address]]," - ",[@Unit]).

Copy the whole helper column and paste it into the Forms choice question. Forms creates one option per line, so you do not type them one by one. Then switch the question to a drop-down.

In Power Automate select Create > Automated cloud flow. Name it (the demo uses Tenant Lease Renewal Agreement), search for Forms and choose the trigger When a new response is submitted. Select your form in Form Id.

Add the Microsoft Forms action Get response details. Select the same form, and for Response Id choose the Response Id output from the trigger. This gives you the actual answers.

Add Get a row from Excel Online (Business).

• Location: OneDrive for Business
• Document Library: OneDrive
• File: your tenant database
• Table: Table1
• Key Column: Tenant ID
• Key Value: the Tenant ID answer from Get response details

Under Advanced parameters set DateTime Format to ISO 8601. This returns dates in a format Power Automate can work with, without a complicated conversion expression.

The Power Automate action Populate a Microsoft Word template is premium, so this build uses HTML instead.

Upload the Word document (filled with demo data, changing values in yellow) to ChatGPT or any AI tool. The prompt asks it to create a complete HTML version for Power Automate, replace each yellow highlighted value with a clear, human-readable placeholder named after the field (for example <<Tenant Name>>), use the Aptos font at size 10.6, and follow your other formatting rules.

Open the code view and copy the HTML. It will not look like the final document in the chat, but it will once Word opens it.

Add a Compose action, rename it HTML Template and paste the HTML into Inputs. The whole document lives in this one action, and you replace the placeholders right where they sit.

Delete each placeholder and insert the matching value. Type / and choose Insert dynamic content or Insert expression.

• Agreement date: the form Submission time, formatted with an expression that converts it to your time zone, for example formatDateTime(convertTimeZone(<Submission time>,'UTC','Pacific Standard Time'),'MMMM d, yyyy'). Change Pacific Standard Time to your own time zone.
• State, tenant name, property address, unit, city, zip, current rent, security deposit, parking, pet terms, utilities: from Get a row.
• New lease start date: the current lease end date from Excel plus one day, for example formatDateTime(addDays(<Lease End Date>,1),'MMMM d, yyyy').
• New lease end date, renewal monthly rent, additional terms: from Get response details.

Scroll through the whole template, including the signature section, so you do not miss a placeholder. In the video I missed one property address and had to go back.

Add the OneDrive for Business action Create file and rename it Create Word file. Pick a folder you created (the demo uses Lease Agreement Files).

For File Name type Lease Renewal-, add the Tenant ID and Tenant Name from Excel with dashes, and end with .doc. For File Content pick the output of HTML Template.

The file is HTML, but the .doc extension tells Word to open it. Word applies the fonts, tables and spacing and gives you a normal editable document.

Add Get file content (OneDrive for Business) and set File to the Id from Create Word file. You need the content to attach it.

Then add Send an email (V2) from Office 365 Outlook. Enter the recipient, a subject and body with the tenant name, property address and unit, and reuse the same date expressions in the body. Under Advanced parameters add Attachments, set the name (tenant name, property and unit, ending in .doc) and set Attachments Content to the File Content from Get file content.

Add Update a row from Excel Online (Business) with the same file, Table1, key column Tenant ID and the Tenant ID from the form as the key value.

Under Advanced parameters pick Current Rent and Lease End Date. Set Current Rent to the renewal monthly rent from the form, and Lease End Date to the new lease end date formatted with an expression, for example formatDateTime(<New Lease End Date>,'yyyy-MM-dd').

This runs after the row was already read, so the document still shows the old rent as the current rent. The update only affects the next renewal.

Save, select Test > Manually and submit the form. In the demo I pick tenant 210, enter 3500 as the new rent and 28 February 2027 as the end date.

Check the email, download the attachment and select Enable Editing. All fields should be filled in. Edit anything you need, then print or save as PDF. Open Excel and confirm the row has the new rent and end date.