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Use Word document templates in Dentally
Use Word document templates in Dentally

How to use Word documents in Dentally, for correspondence

Shelley Withington avatar
Written by Shelley Withington
Updated over a week ago

In Dentally you can use Microsoft Word to create templates for complex documents, such as templates for referral purposes...

Use the list below to navigate through the article...

Upload Word documents

When you receive Microsoft Word documents from external sources these can be uploaded into a patient's correspondence tab in order to keep them on record. Once uploaded, documents can be viewed, downloaded or printed.

Data tags

You can use the data tags from Dentally in a Word document to complete data fields saving you time and ensuring that all the relevant information recorded in Dentally is automatically and correctly inserted into the document.

The merge fields used in Word differ from those used in other templates within Dentally. Download the attached word document to view the merge fields you should be using when creating word document templates.

How to Create a New Word Doc with Data Tags

Step one, download the list of Dentally data tags to your computer.

Use this list of data tags to determine which data can be merged with Dentally. Download this list to your computer and refer to it in the steps below.


The Word Doc data tags are different to the data tags contained within the Dentally Letters, SMS, Email etc. See attached list below.

Step two, create your document in Microsoft Word

Use an existing Word document or create a Word document from scratch.

Step three, add dentally data tags to your Word document

  • Copy the data tag that you would like to insert form the document above.

  • Position the cursor where you would like to add your merge field.

  • From the toolbar, click on Insert.

  • From the drop-down menu, select Field.

  • A pop-up box will open. From the Field names list, select Merge Field.

  • Paste your data tag in the Field Name box. Ensure that you have removed the << and >> form the beginning and the end.

  • Next, click OK and continue to add the data tags to your document in this way if required.

  • Once you have completed your Word document, save it to your compute

Step four, upload our Word document template into Dentally

  • Go to Settings > Templates > Word > New template

  • Add a name for your Word template

  • Select the location (if appropriate)

  • Click on "Drop a Microsoft Word document here or click to select a file"

  • The chosen file will appear in the list of Word Templates

  • Save the Template

How to Update an Existing Word Doc Template

Step one, download an existing template from Dentally

  • In Dentally navigate to Settings > Templates > Word Docs.

  • Select the template that you wish to update and click Download.

    • The template will now be downloaded onto your computer.

  • Navigate to your downloads folder and open the downloaded template. The file will open in Microsoft Word where you can make any required edits.

Step two, edit the template

Once you have opened the template, make any edits required.

Add additional data tags by,

  • Copying the required data tags from the Data Tag list here and using the process described in Step 3 in the section above to add the data tags to your document.

To edit an existing data tag,

  • highlight the data tag and right click on your mouse.

  • Select the Edit Field option.

  • The Field name box will auto-populate with the current field

  • Click your curser in the Field name box and edit the text as required.

  • When complete, click OK.

Make any further edits as required. Once you have finished editing the document, save the file under a new name (File > Save As). Select a location, give your document a name and click Save.

Step three, upload your new template into Dentally

You can now upload the updated template as a new Word Doc template.

  • Open Dentally and navigate to Settings > Templates > Word Docs.

  • Select New template.

  • Add a name for your template and select the location/s where you would like the template to be available.

  • Then drag and drop your Microsoft Word document into the box or click the box to select your file.

  • When you have uploaded your document, click Save.

Use your Word Template

To use your Word template

  • Go to the patient's correspondence tab

  • Select New correspondence

  • New Word doc

  • Select the template by clicking on Download

  • The Word Document will open, with all the patient’s appropriate merge data included.

  • Add and edit any additional content and save, print, export or email the document from your local computer.


Downloaded Word Documents are not automatically saved in Dentally. To keep a copy of it you’ll need to upload it to the patient’s Correspondence tab.

When would you use a Word Template?

Use a Word template when you need to create a document that require specific formatting, such as referral forms.

Create the Word Document, add in the Dentally data tags, save and upload to Dentally so that you can download from the patient's record with the appropriate data from Dentally pre-populating fields.

Permissions required to edit templates

To add or edit any template, you need to have Level 4 (Administrator) permissions or you need to have "Can edit Templates?" set as an opt-in permission in Settings > Users > Security.

Additional Support Documents to help with Templates

Correspondence Templates

Clinical Notes Templates

Clinical Templates

COVID-19 Templates

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