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How to export Excel to Word - Bulk Generation of Documents

Populate Word templates with Excel data for batch generation and distribution

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 wonderful tool for presenting data. So, they go hand in hand.

There are well-developed tools and techniques for automating Excel to Word data export. But the most popular approaches such as mail merge and Macros have serious shortcomings.

  1. Mail merge is mainly suitable for simple word templates with small excel data
  2. VBA is also used for creating malware and viruses. Hence many organizations have strict policies around the usage of macros

Thus document generation tools gained prominence for addressing these limitations.

Start Excel to WORD Population





EDocGen Document Generation Software


It 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 template.

EDocGen offers both App and API for Excel to Word generation. You can populate Excel data into Word and PDF templates for generating Word or PDF documents.


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 to word Document Generation and distribution

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


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 systems. You can define image size inside the template. The System automatically resizes the populated image

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.


As in the mail merge, you have an option to send documents as attachments. The system auto-sends generated documents to respective recipients. You can also configure to send these documents from your business email. Thus you can use it to

  1. Email documents at the time of generation
  2. Generate the documents and print them
  3. Sync to cloud storage/document management system

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


REST API

It is an 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 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 change now and then. This necessitates changes in VBA code every time thus 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.


Online Mail Merge


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


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 is the best in this category.


Conclusion


In summary, to export Excel to Word

• If your document is simple and only have small horizontally oriented excel data, 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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