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Use your stationery in Microsoft Word

Get your E·BIZI Papers letterhead into Microsoft Word, either as a template file you download or through Papers for Word, the Word add-in your staff use to start documents and apply stationery.

Your letterhead stays in E·BIZI Papers. When you change it there, Word picks up the change the next time someone uses it, so nobody works from an old copy that was emailed around years ago.

What stationery is​

Stationery is an ordinary E·BIZI Papers template with an empty body. It has the page size, margins, headers, footers and branding, and nothing else. There is no special kind of template to create.

The headers and footers come from the header-footer fragment the template uses, and the page setup comes from the template version. Change the fragment and every stationery that uses it changes with it.

Any template can go to Word, not only stationery. A quote or letter template with merge fields works too (see merge fields in Word).

Make a template Available in Word​

Templates stay out of Word until you mark them. That keeps drafts and data-driven templates out of your staff's list.

Open the template, choose Page Setup and switch on Available in Word in Template Settings. Save. Your staff now see the template in Papers for Word, and the template's page shows Download for Word.

To take a template out of Word, switch Available in Word off again. It disappears from Papers for Word and the download goes away, but the template stays in E·BIZI Papers as it was. Archiving a template also takes it out of Word.

Download for Word​

Choose Download for Word on the template's page. You get a .dotx file, which is a Word template. Use it for anyone who doesn't have Papers for Word.

When you open a .dotx, Word starts a new document from it. The template file itself stays untouched, so nobody saves a letter over the letterhead by accident.

The file is built from the template version in your company's last environment, usually PROD. A change you are still testing in an earlier environment doesn't reach Word. Promote it to PROD and the next download has it, with no other step.

The page size, margins and orientation come across as they are in the template version, so letters still line up with pre-printed paper and envelopes. If the template uses Different first page, page one carries the full letterhead in Word and later pages carry the short one.

Making a Word file is not a document generation. It doesn't count toward your usage, and every plan includes it.

Deploy Papers for Word to your staff​

Your Microsoft 365 admin deploys Papers for Word once, for the whole company, through centralised deployment in the Microsoft 365 admin centre. Your staff install nothing themselves. Papers for Word isn't listed in Microsoft's add-in store, so this is the only way to get it.

The admin needs the Papers for Word manifest file from E·BIZI. Then, in the Microsoft 365 admin centre:

  1. Go to Settings, then Integrated apps.
  2. Choose Upload custom apps and set the app type to Office Add-in.
  3. Upload the Papers for Word manifest.
  4. Choose who gets it: everyone, or specific users or groups. A group is the easiest to keep up to date, because people you add to the group get Papers for Word without another deployment.
  5. Choose Deploy.

Microsoft says a deployed add-in can take a day or more to appear in Word, and staff may need to close and reopen Word before they see it. Menu names in the admin centre move around between versions. If you can't find Integrated apps, look for the page where you deploy add-ins.

Sign in to Papers for Word​

Open Papers for Word from the Word ribbon and sign in with your usual E·BIZI account, the same one you use for E·BIZI Papers. There is no separate account and no API key.

Anyone in your company can use it. Once you are in, you see only your company's templates that are marked Available in Word.

New document​

Pick a template in Papers for Word and choose New document. Word opens a new document from that template, on the version in your company's last environment.

It is a normal Word document from then on. You can close Papers for Word and keep working, save it wherever you like, and send it as you would any other.

Apply stationery​

Apply stationery puts a template's letterhead onto the document you already have open. Use it to put a plain draft on letterhead, or to bring an old letter up to date.

Pick the stationery and choose Apply stationery. In every section of the document, it replaces the headers, footers, page size and margins. Your body text stays exactly as it was. A document with several sections, or with landscape pages, ends up consistent throughout.

If you typed something into a box in the header or footer, such as a reference number, that value survives. Papers for Word reads it before the letterhead changes and puts it back afterwards.

Every Word file made from E·BIZI Papers carries a source stamp: a marker that names the template and template version it came from. When the open document has one, Apply stationery offers that template first and brings the document up to its latest version.

If the template is no longer available​

If the template a document came from has been archived, or is no longer marked Available in Word, Papers for Word tells you it is no longer available. Pick another stationery from the list and apply that instead.

Merge fields in Word​

Word doesn't fill in your merge fields with data. Each one becomes a content control (a box you type into), named after the field. The box shows the field's fallback as a prompt, or the field name if there is no fallback, so you can see what belongs there.

A few other things come across differently:

  • Formula fields become boxes too. Type the result yourself.
  • An image linked to a field, such as a signature, becomes a picture box. Drop the right image into it.
  • All conditional content shows. Delete the parts that don't apply.
  • Each repeater and data table shows one empty row. Add more rows in Word.
  • Page numbers and page counts are normal Word fields, so they stay right as you edit.

What doesn't carry over to Word​

Some things in E·BIZI Papers don't come through to Word. Open your stationery in Word once and check it before you hand it to your staff.

  • Text in front of or behind images. The Word file can't place text over or under a picture, so a letterhead that relies on it looks different in Word. Lay it out so text and images don't overlap.
  • Brand fonts. The Word file doesn't carry your fonts with it. On a computer that doesn't have them installed, Word shows a different font, so install your brand fonts on your staff's computers.
  • Images linked to a field, in headers and footers. They don't show in Word. Use a fixed image in the header-footer fragment instead.
  • A fragment inside the header or footer. If your header-footer fragment pulls in another fragment, that inner fragment doesn't show in Word. Put its content straight into the header-footer fragment.