Replace Text With Image in Word Using Zapier

Replace Text With Image In Word is a Zapier action by PDF4me that finds a text placeholder inside a Word document and swaps it for an image you supply. Use it to insert signatures, logos, or charts into contract, offer-letter, or report templates automatically, without opening Word. The output is a new .docx file ready for the next Zap step.

What this action does

PDF4me: Replace Text With Image In Word searches a Word document for an exact, case-sensitive text string and replaces every matching instance with an image you map into the Zap. Control which pages are affected with Pages and Skip First Page, and optionally set Image Width and Image Height to size the inserted image. Common uses include dropping a signature into a contract template, a logo into a branded letter, or a chart into a report before distribution.

How Do I Authenticate My API Request?

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Important Facts You Should Not Miss

Zapier's field names differ from the underlying API

The Zap editor labels the fields Word File, Word File Name, Search Text, and Image File. Map by these labels, not by names you may see referenced in PDF4me's general API documentation.

Skip First Page and Pages work together

Skip First Page is a separate True/False toggle from Pages. Setting Pages to all with Skip First Page set to True still excludes page one, useful when page one is a cover page.

Search Text must match exactly

Matching is case-sensitive and looks for an exact string. A placeholder like {SIGNATURE} will not match signature or {Signature}, so the document is returned unchanged.

Zapier Word - Replace Text With Image action configured with Word File mapped from a previous step, Word File Name abc.docx, Search Text pellentesque, Image File mapped from a previous step, Skip first page set to False, and Pages set to all — Replace Text With Image In Word action panel: Word File, Search Text, Image File, Skip first page, and Pages

Parameters

Required in the Zapier UI: Word File and Search Text. Word File Name, Image File, Skip First Page, Pages, Image Width, and Image Height are optional, though the action has nothing to insert without a mapped Image File.

Parameter	Required	What it does	Example
Word File	Required	The Word document to process, mapped from a previous Zap step.	`[Word File]`
Word File Name	Conditional	Filename with extension for the document being processed. Used for output naming.	`abc.docx`
Search Text	Required	Exact, case-sensitive placeholder text to find. Every matching instance is replaced.	`{COMPANY_LOGO}`
Image File	Conditional	The replacement image, mapped from a previous step. No asterisk in the Zapier UI, but required for the action to insert anything.	`[Logo File]`
Skip First Page	Conditional	True/False toggle. True excludes page one from the replacement even if Pages is set to all. Default False.	`False`
Pages	Conditional	Which pages to search. Accepts all, first, last, or a comma-separated list of page numbers.	`all`
Image Width	Conditional	Width of the inserted image in millimeters, up to 500. Leave blank to use the image's original width.	`50`
Image Height	Conditional	Height of the inserted image in millimeters, up to 500. Leave blank to use the image's original height.	`30`

What Fields Does the Output Include?

Field	Type	What it contains
`File`	URL	Direct URL to the processed Word document with the image inserted.
`File Name`	String	The filename without extension.
`Full File Name`	String	Complete filename including the .docx extension.
`File Extension`	String	File extension of the returned document, .docx.
`Job ID`	String	Unique job identifier for tracking this run.
`Trace ID`	String	Trace identifier useful when contacting support about a specific request.

Typical Setups

Workflow ExamplesCommon Zapier workflow patterns using Replace Text With Image In Word.

Insert a signature into a signed contract

An approval or e-signature step marks a contract Word template ready, with a {SIGNATURE} placeholder inside.
PDF4me Replace Text With Image In Word runs with Search Text set to {SIGNATURE}, Image File mapped to the signer's stored signature image, and Pages set to all.
The completed contract is sent to the next Zap step, such as an email or storage upload.

Brand a generated document with a logo

A new Word document is generated from a template containing a {COMPANY_LOGO} placeholder.
Search Text is set to the placeholder text and Image File maps the correct brand logo, with Skip First Page left False so the logo can appear on page one as well.
The branded document proceeds to a distribution or filing step.

Insert a chart into a scheduled report

A scheduled trigger runs after report data refreshes, and a chart-generation step produces a chart image.
Replace Text With Image In Word swaps the {CHART_1} placeholder for the generated chart image, targeting a specific page via Pages.
The completed report is emailed to stakeholders automatically.

Practical Tips

Search Text is case-sensitive

A placeholder like {SIGNATURE} will not match {Signature} or signature. Copy the exact text straight from the template document to avoid silent mismatches.

Image File has no asterisk but is still needed

The Zapier UI does not mark Image File required, but the action has no image to insert without it. Always map a real image file.

Skip First Page is independent of Pages

Setting Pages to all does not override Skip First Page. Set both explicitly if the first page is a cover page that should stay untouched.

Pages accepts words or numbers

Use all, first, last, or a comma-separated list such as 1,2,3 to target exact pages instead of the whole document.

Leave Image Width/Height blank for original size

Both fields are optional and capped at 500mm. Omit them to insert the image at its native dimensions instead of forcing a resize.

Cheat Sheet

Field	Value
Action	`Replace Text With Image In Word`
Word File	`[mapped from previous step]`
Word File Name	`contract_template.docx`
Search Text	`{SIGNATURE}`
Image File	`[mapped from previous step]`
Skip First Page	`False`
Pages	`all`
Image Width	`50`
Image Height	`30`

Frequently Asked Questions

How do I replace text with an image in a Word document using Zapier?+

Add the PDF4me Replace Text With Image In Word action to a Zap, map Word File from a previous step, set Search Text to the exact placeholder text, map Image File to the replacement image, choose Pages, and run the Zap. The action returns a new Word document with the image inserted. See Zapier's guide to working with files for how file fields pass between steps.

Can I replace multiple different placeholders with different images in one Zap step?+

Not in a single action call. Each run takes one Search Text value and one Image File. To replace two different placeholders, chain a second Replace Text With Image In Word step and feed the first step's output document into it.

What image formats can I insert?+

PDF4me's Word text-to-image engine, shared across its Zapier, Make, and Power Automate actions, accepts PNG, JPG, JPEG, BMP, and GIF image files. See Microsoft's guide to inserting pictures in Word for background on supported image types in Word documents.

What happens if the Search Text is not found in the document?+

The action completes without an error, but since no matching text was found, no image is inserted and the returned document is otherwise unchanged. Double-check the placeholder for exact case and spelling if the image does not appear.

Can I control which pages the image appears on?+

Yes. Pages accepts all, first, last, or a comma-separated list of page numbers, and Skip First Page can exclude page one even when Pages is set to all. Combine both for precise control over cover pages or specific sections.

Replace Text

Use this instead when the placeholder should be swapped for new text rather than an image.

Add a Watermark to a Word Document

Another image-insertion option, for stamping a logo or label across every page rather than replacing a specific placeholder.

Add Header and Footer to a Word Document

Insert a logo or text into the header/footer region instead of replacing an inline placeholder in the document body.