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How to export Excel to Word

Why Export Excel to Word


Microsoft Excel is a great program for data analysis, data manipulation and storing data. It can even function as a small database. On the other hand, Microsoft Word is a great tool for presenting data. So, they go hand in hand.

Let's assume your template has very few dynamic fields and Excel has only a few rows. Then manual cut-and-paste from excel to word is not a pain. You can copy and paste data into word template for creating invoices, proposals, contract documents, etc. But doing this for a large number of dynamic fields is tedious and wastes productivity. Moreover, there is always a risk of human error.

There are well-developed tools and techniques for automating Excel to Word data export. In the following sections, going to discuss three popular approaches and the pros & cons of each of them. You can then pick the right approach for automating Excel to MSWord generation.

Start Excel to WORD Population





Approach 1 - Mail Merge


Word Mail Merge is the most popular approach. Many Microsoft Office users are familiar with it.


Pros

  1. You find lots of online help available on popular blogs and forums. Also, there are online tutorials that explain how to go about using Mail merge wizard.
  2. Since it works from your Microsoft Office, you don't have to pay anything extra

Cons

Mail merge is mainly suitable for merging into simple word templates with small excel data. If you are looking to populate a nice report template with bullets, a large number of dynamic fields, then mail merge wizard may not the right choice.


  1. The biggest complaint against mail merge is while populating Excel data into a word document, it changes the format of numbers and dates
  2. Merging graphs and images is not easy and creates formatting issues
  3. Mail merge by default produces one document for each row. For grouping/directory merge, you have look for alternatives. Moreover, mail merge can't handle more than one dynamic table in Word document
  4. It can't handle more than 255 merge fields. Mail merge becomes cumbersome if you have a template with a large number of dynamic fields. Field names in MS word document must be listed in the same order as the corresponding information in the Data Excel.

There are few tools and techniques available that extend the functionality of mail merge but those are band-aid solutions and only solve these problems to a certain extent.


Approach 2 - VBA


That brings us to the second most popular technique – VBA. Visual Basic for Applications (VBA) is the Microsoft Office programming language. Using VBA, you can create macros and execute code inside a document to populate Excel to MSWord document template.


Pros

  1. These are tremendously powerful technologies for extending the power of MS Office applications. These tools offer great flexibility to deal with different Excel formats and complex docx documents.
  2. They address many limitations of mail merge
  3. If you are a developer, you find lots of online help and code samples

Cons

  1. Often, they are not compatible with different versions of Office suite thus limiting its utility beyond the organization. May require modifications, every time you upgrade office version
  2. Developers have to manually program for each variable field in the word document. Hence this is extremely time-consuming and costly if you have large document templates. Imagine your organization uses 15 templates for HR, Finance, and Legal. Separate VBA code has to be written for each of those dynamic fields in every document
  3. VBA is also used for creating malware and viruses. That's the reason office has a massive security problem if you use macros. Hence many organizations have strict policies around the usage of add-ins and macros
  4. Organization templates undergo changes every now and then. This necessitates changes in VBA code every time and it incurs huge maintenance costs
  5. As you can see, this is not an enterprise solution and is merely for getting things done. There is no reusability of code, limits sharing of documents and require continuous maintenance support.

Approach 3-Document Generation Software (Online Mail Merge)


That brings us to our best approach for export Excel to MS Word- Document generation Software. These are web apps available in the SAAS model. They are elegant enterprise applications for document generation across the organization. They also can be exposed to the outside of the organization to customers, suppliers, and partners.


Pros

  1. Addresses all the limitations of the above two approaches
  2. These are DIY and have an intuitive interface with a very small learning curve
  3. Offer APIs to integrate with other systems in the organization. Taking advantage of the integration, you can automate the docx document generation from Excel data, without manual intervention

Cons

  1. They don’t offer the same flexibility as that of a VBA particularly with not so well formatted excel files
  2. These are commercial tools and you have to pay small monthly fees

EDocGen Document Generation Software


EDocGen is the NextGen document generation software for the online mail merge. It offers the simplest and fastest way to export excel file to word. It supports the dynamic population of text, tables, content blocks, hyperlinks and images from Excel data. You can also include conditional statements, calculations, and loops inside the Word template.

Apart from Microsoft Word, you can also export Excel to PDF templates for generating both Word and PDF documents.


Excel to Word

You can use both EDocGen Application and API for populating Excel data into Word and PDF templates.

Application

Upload the excel file and select the sheet from which you want to perform the merge. After that select the orientation of your excel data. Horizontal orientation (rows) is set as default.


Excel file upload

With the intuitive interface, you can map the dynamic fields of the document template to Excel headers thus controlling the data you wish to show on your document.


Excel to Word mapping

EDocGen is the perfect solution for the online merge of Excel data to MS Word template.

Ease of Template creation: Business uses use existing document templates to auto-generate documents. It doesn't force users to switch to the system's templates/formats. Business users can convert the existing document into template just by adding a few tags into their word document template.

Top notch performance: Generate thousands in few seconds to few minutes depending on the complexity of the template

Vertical mail merge: Apart from the regular mail merge, you can also perform vertically aligned Excel data merge into Word template. You just have to choose what kind of merge you want to perform and the system auto-generates the Word documents

Many-to-one merge: One of the very few online mail merge software to support many to one mail merge. Regular mail merge produces one document for each Excel row. Using EDocGen, you can merge multiple rows grouped by a field into a single Microsoft Word document.

Image population: EDocGen allows you to dynamically populate images from the web, local computer, or DMS system such as SharePoint. You can define image size and the system automatically resizes it in the generated document.

Content blocks/paragraphs: Dynamically populate paragraphs into templates at run time. This makes your templates modular. Whenever there is a change in content block, it recursively propagates the changes in all associated templates.

Loops and Lists: Using loops, populate tables and create lists with Excel data.

Conditional statements: Show or hide data using conditional statements.

For more details on how to export Excel to docx template using App, refer to examples.


REST API

EDocGen is API first product. REST API offers an elegant, flexible solution to export Excel data into PDF and Word templates. It allows document generation from almost any programming environment. It doesn’t matter what language and platform you are using, and API works in your preferred programming environment.

Using API, you can generate documents in bulk as well as on-demand. It can generate thousands of complex documents in a few seconds. You can distribute generated documents through email, e-sign, print, and sync to cloud storage.


Conclusion


In summary, to export Excel to Word

• If your document is simple and only have small horizontally oriented tabular excel dataset then mail merge is your best bet

• If your document is complex and you are looking to generate high-volume of documents from Excel data then EDocGen is the best choice

• If your document is complex and your excel data has no specific orientation then VBA is for you



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