Forum Discussion
Quick Parts for SharePoint Properties and file corruption
I'm wondering whether anyone has successfully used quick parts in footers, with a heavily commented SharePoint file without corruption?
We have content types with templates, that use quick parts connecting to SharePoint properties. We have been in discussions with Microsoft and all we can get from them is that there are multiple circumstances where adding comments corrupts the file if quick parts are used. This does not give me confidence that quick parts should be used for anything. But, our workflow requires a date and status be set based on SPO properties at a certain point in our workflow to mark a file as approved before pdfing.
Has anyone had success using quick parts in SharePoint?
- We are using docx files because we have a templates library where we edit our templates so we then link to those from the content types.
- Our templates have custom formatting that is very dense.
- We do have quick parts in the header, footer, and table.
With all they are saying below, it sounds like quick parts are risky and do not work. But since we need it I'm thinking we pull formatting out of our footer, and just have the one date and text field populated, we could live with the rest not working.
Has anyone had success with this? and if not, how are you populating dates when documents are finalized. Manually?
Microsoft's recommendations imply Quick Parts are dodgy and can't be relied upon:
- Move comments out of the structured range
- Place Modern Comments on the paragraph before/after the Quick Part; avoid anchoring inside the building block or content control.
- Bind formatting to a style, not direct formatting
- Create/assign a character or paragraph style (e.g., DocProp-Label) to the Quick Part’s visible text.
- Avoid mixed direct formatting (bold/size applied manually) inside content controls.
- Stabilize the review surface
- Temporarily resolve/delete non‑essential comments and Accept/Reject tracked changes in the affected section.
- This reduces recomposition during merges.
- Reinsert the Quick Part cleanly
- In a new, plain document, recreate the building block and Save to the org template (.dotm/.dotx).
- Reinsert into the affected doc and test with one collaborator.
- Control field updates
- During heavy edits, avoid automatic field updates (e.g., on print).
- After review cleanup, select the section and press F9 to update fields once, then verify format persistence.
Coauthoring‑specific mitigations
- Edit in Draft/Web Layout for large docs
Less pagination recalculation → fewer layout resets during merges. Switch back to Print Layout for final checks. - Limit nested structures
Avoid Quick Parts inside tables, numbered items, or headers/footers while multiple people comment. Those containers amplify reflow. - Break work into sections
If a chapter has heavy comments + Quick Parts, split that section to a temporary working file, finalize, then paste back (Keep Text Only → re‑apply styles; reinsert Quick Parts last). - Template hygiene
Keep org Quick Parts in a central template (.dotm/.dotx) and ensure all collaborators load the same template version to prevent style drift.