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How to export Excel to Word

Why Export Excel to Word


Almost every business user at some point in time would have copied data from excel to word document. 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 doing it wastes a lot of time. There is always a risk of human error and that forces you to go for 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.

Start Excel to WORD Population





Excel to Word - Mail Merge


Microsoft Word Mail Merge Wizard is the most popular approach and many Microsoft office users aware of 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

• 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.

• Since it works from your Microsoft office, it’s for free


Cons

  • • The biggest complaint against mail merge is while populating data into a word document, it changes the format of numbers and dates in Excel
  • • The recent versions don't support suppression of empty rows. So one has to look for add-ons or code samples to achieve this
  • • Merging images is very complex
  • • 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
  • • Field names in word document must be listed in the same order as the corresponding information in the Data Excel. Preparation of Excel with merge fields become cumbersome if you have Excel with a large number of columns
  • • Only suitable for simple word templates with small excel data. Excel data has to be aligned horizontally in tabular form. If you are looking to populate a nice report template with bullets, conclusions and other written text, with pre-formatted numbers from excel then mail merge wizard is not the right choice

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


Excel to Word - 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

• 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 word documents.

They address limitations of mail merge wizard

• If you are a developer, you find lots of online help and code samples


Cons

• 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

• 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

• 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

• 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. There is no reusability of code, limits sharing of documents and require continuous maintenance support.


Excel to Word - Document Generation Software


That brings us to our best approach for export Excel to 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

• Addresses all the limitations of the above two approaches

• These are DIY and have an intuitive interface with a very small learning curve

• 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

• They don’t offer the same flexibility as that of a VBA particularly with excel formats

• 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 to word. 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.

It supports the dynamic population of text, tables, content blocks, hyperlinks and images from Excel data

EDocGen is the perfect solution for exporting 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 populate these templates with Excel data 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.

EDocGen supports both on-demand and bulk document generation. Following sections describe how to convert Excel to Word using EDocGen.

There are two ways to populate Excel using EDocGen - Through App UI and API.


 I. Excel to Word Document Generation with EDocGen app


Step1:

The first step is to add the relevant dynamic tags for text, tables, images, text areas, and content blocks in your existing template. That's it and your template is ready for the population. EDocGen uses these tags to identify the dynamic sections of the template. After adding tags, upload the template into EDocGen.

 

Step 2:

Hover over document template and click “Create Document” action button. In the side screen, from drop-down select “generate documents from Excel". Upload Excel and select the sheet name. Also, select whether you want to perform a vertical/horizontal merge depending on your Excel data orientation. Then, map Excel headers to template's dynamic fields in the second section. Click generate button to create documents. While generating, the system gives you an option to save generated documents as PDF or Microsoft documents.

JSON format template

 

Optimization

As you can see, no Excel data transformation is required for Excel to Word document creation. You can use any Excel format and populate that into the template, using mapping screen. If you use the same Excel, again and again, mapping it every time is time-consuming particularly if you have a large number of dynamic fields in your template.

By naming the Excel headers in line with the template's dynamic fields, you can skip the mapping screen and auto-fill data. While creating Excel, have template's dynamic tag names as Excel headers.

Please refer to working example for a detailed account of how to go about excel to word document population.



 II. Excel to Word Document Generation with EDocGen API


EDocGen is API first product. For a one-to-one merge, EDocGen creates one document for each row/column. It handles pretty complex use cases including the nested table population shown below.


H1

H2

H3

H4

{#table1}{#table2}{#table3}{#table4}{t41}

{t42}

{t43}

{t44}{/}{/}{/}{/}


It's Windows OpenXML based API that supports filling of dynamic text, tables, content blocks, hyperlinks and images in word templates with Excel data. The process is very similar to the above. In Step1, add relevant dynamic tags to your template. In step2, upload the template into EDocGen through API. In step3, call API function by passing template ID and Excel. Apart from Microsoft Word, you can populate fillable PDF templates with Excel data using API.


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 for free.

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