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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.

Almost every business user at some point in time would have copied data from excel to word document template for creating an invoice, proposal, contract document etc. As long as it's a small amount of data and is a one-off job, manual cut-and-paste is not a pain. But once you have a template with a large number of dynamic fields, manually re-keying data wastes productivity. Moreover, there is always a risk of human error that forces inefficient QA checks.

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 so that you can take an informed decision for automating export excel to word template.

Start Excel to WORD Population





Approach 1 - Mail Merge


Microsoft Word Mail Merge Wizard is the most popular approach and many Microsoft Office users are familiar with this. The term mail merge is misleading. Though you can produce letters for mass mailing purposes, you can also use it to create documents and save them into a local directory or directly send to printer/fax.


Pros

  1. You find lots of online help available on popular blogs and forums. Just Google Mail merge, you find loads of tutorials that explain how to go about using Mail merge wizard.
  2. Since it works from your Microsoft Office, it’s for free

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, with pre-formatted numbers from excel then mail merge wizard may not the right choice.


  1. The biggest complaint against mail merge is while populating data into a word document, it changes the format of numbers and dates in Excel
  2. Merging graphs and images create formatting issues
  3. Mail merge by default produces one document for each row. If you are looking for the dynamic population of more than one Excel row into Word tables, then you have look for alternatives. Moreover, mail merge can't handle more than one dynamic table in Word document
  4. Field names in MS word document must be listed in the same order as the corresponding information in the Data Excel. Mail merge become 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 and only solve these problems to a certain extent.


Approach 2 - VBA


That brings us to the second most popular technique – VBA and Word Macros. MS Office exposes its API for scripting. Developers use this API to write word macros using VBA - Visual Basic for Applications or write separate script files in Jscript.


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 limitations of mail merge wizard
  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 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 export of Excel to word to generate documents 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. For more details on how to export Excel into Microsoft word template using App, refer to examples.

Application

Briefly, upload the excel file and select the sheet from which you want to perform the merge. Also, 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 online merge of Excel to 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 existing document into template just by adding few tags into their word document template. Then export Excel to Word and PDF templates to generate documents.

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

Vertical data merge: Online mail merge of both vertically and horizontally aligned data

Many-to-one merge: One of the very few online mail merge software to support many to one mail merge for performing the merge of multiple rows into one Microsoft Word document.


REST API

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

Using API, you can generate documents in bulk as well as on-demand. It can handle pretty complex templates containing hundreds of dynamic fields loops, conditions etc. and generates thousands of 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, generate a large number of documents and looking truly Enterprise solution, then EDocGen document generation software the best choice

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



Click on the register button to start export Excel to Word document for free.

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