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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. 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. But the most popular approaches have a lot of limitations.

  1. Mail merge is mainly suitable for simple word templates with small excel data. If you are looking to create little complex documents, mail merge may not be the right choice.
  2. VBA is also used for creating malware and viruses. Hence many organizations have strict policies around the usage of add-ins and macros
Thus document generation tools came into existence to address these limitations.

Start Excel to WORD Population





Document Generation Software (Online Mail Merge)


They are elegant enterprise applications for document generation across the organization. Since these are online tools, your customers, suppliers, and partners can use them as well, outside of the organization.


Pros

  1. These are DIY and have an intuitive interface with a very small learning curve
  2. Well-defined access control and authorization mechanism. Only authorized personnel can upload templates
  3. You can be sure that everyone using the right template version and digital assets for document generation

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 right inside the Word template.

EDocGen offers both App and API for populating Excel data into Word and PDF templates.


Excel to Word

Application

Upload the excel file and choose 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

You can populate Excel data as-is even if headers don't match with template's dynamic field names. With the intuitive interface, you can map the dynamic fields to Excel headers during population. Thus you can control the data you wish to show on your documents. If they match, the system automatically maps them.


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 users can use existing document templates. They can edit the templates in Microsoft Word/PDF editors for adding text, table, image, and QR Code tags.

Top notch performance: Generates thousands of documents in a few minutes

Vertical mail merge: You can perform both horizontal (rows) merge and vertical (columns)) merge. You just have to choose what kind of merge you want to perform and the system automatically generates documents accordingly

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 inside the template. The System automatically resizes it during population

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 Word templates. It doesn’t matter what language and platform you are using, and API works in your preferred programming environment.

Using API, business users can generate thousands of complex documents in a few seconds. Also, it can be integrated into workflows that involve document generation. You can distribute generated documents through email, e-sign, print, and sync to cloud storage.


Other Approaches

In the following sections, going to discuss the two most popular approaches and the pros & cons of each of them.

Microsoft Word Mail Merge


Many Microsoft Office users are familiar with it.


Pros

  1. You find lots of online help available on popular blogs and forums.
  2. Since it works from your Microsoft Office, you don't have to pay anything extra

Cons


  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.
  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.

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

Mail merge using 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 template for populating Excel data.


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. Macros may need 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.
  3. Organization templates undergo changes every now and then. This necessitates changes in VBA code every time and it incurs huge maintenance costs

As you can see, this is not an enterprise solution and is merely for getting things done on an ad-hoc.


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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