Proposal Automation Software

EDocGen Many to One Mail Merge Online

Posted by on 30th October 2017


Mail merge is the most sought-after feature in Microsoft Word. However, it has quite a few limitations and chief among them is its inability to perform merging of multiple excels rows into one Microsoft Word document.

Mail merge performs a one to one merge by default and produces one document for every row of excel. Let’s say you arecreating a sales performance report. If you have 5 sales reps and each rep closed 5 deals, when you do a mail merge, you create 25-word documents instead of one with a grouping by the sales rep.

Recently I came across a query, where somebody asking a question on what is the best way to create documents for many to one mail merge. That got me thinking whether EDocGen could be used for this. EDocGen supports dynamic table population from excel. All it requires is grouping.

Let me give some background on the problem. He is a small business owner and at the beginning of the month, he sends invoices to his customers. He carries different products and instead of sending of one invoice per product per customer, he wants to send one invoice to each customer grouping all the products. Sounds a familiar problem! This from a customer perspective, managing this becomes difficult.

We showed the product demo and he was thoroughly impressed with it. All in all, it took me less than 30 minutes to create the solution, with most of the time going towards setting up the Excel. With that learning curve completing, my next many to one merge should take 5-10 minutes. Before explaining how to do this using EDocGen, let’s explore a couple of other use cases.

Use Cases

You can see lots of use cases for this problem in your business. There is no fun in manually creating documents when mail merge doesn’t support your requirements.

John is a service manager and his team members visit customer businesses 4 times a month for reviewing and providing services. At the end of the month, he sends letters to his customers, informing of all the visits his service reps for that month and thanking the customer. Regular mail would generate 4 documents for each customer. Certainly, it’s no-go for John and is currently manually updating word docs.

Jane is a VP of a medium size organization. She regularly submits compliance documents state prescribed formats. Any deviations in the formats are not accepted in the submission. Her team gathers the data from data warehouse and manipulates it using BI solution. However, due to the formatting requirements, her BI reporting tool cannot be used. So she is left with mail merge. But instead of creating a proper document, it gives a page for every row thus leaving her creating hundreds of word documents manually.

What are the options

Fortunately, there are quite a few good solutions out there. If you Google the key words “Mail Merge Multiple Rows into One Document“ or “Mail Merge with Grouping,” you find the most famous of many to one mail merge add-ins from Graham Mayor and Doug Robbins. Both are excellent with a small learning curve. But remember, these are add-ins. Some organizations have policies around add-ins for security reasons. If above options are not for you, then what are your choices.

Turn to online mail merge of EDocGen. Apart from supporting many to one mail merge, it supports both vertical and horizontal orientations of excel data and retains your exact formatting of numbers and dates in excel. Not just that. EDocGen allows you do more with generated documents. You can save them in the cloud using Google sync.

How to Mail Merge Multiple Rows into One Document in Microsoft Word

Step1: Following is the excel file for EDocGen many to one mail merge. This sample file has 3 customers, each one receiving different products.

many to one mail merge excel

· Customer1 receives product 1 &2

· Customer2 receives product 1

· Customer3 receives product 1, 2 &3

Step2: Next step is to massage the Excel data to bring it in a format acceptable to EDocGen. This is a one-time job. In future, we plan to automate this in EDocGen. No doubt, this is little tedious. If you find it hard to do, send us the sample Excel file and we create this format for you.

many to one mail merge excel modified

If you notice, I created the merge fields and table columns.

· Customer_Name is the merge field in Word document corresponding to customer name

· Invoice table is the dynamic table in Word document

· Fields with semicolons are the columns and each row starts after “;”

· Total is the merge field in Word document corresponding to total invoice amount

Step3: Populate word template with the formatted excel.

This is the simplest step. Please refer to getting started to know to more about excel data population.Upload excel to generate 3 documents corresponding to 3 customers - each containing the respective products they receive and the invoice amounts.

As you can see, EDocGen is the simplest and fastest solution for online many to one mail merge. Register and start performing your many to one mail merge.

Popular Posts

NextGen Document Generator

Posted by admin

Will you ever fill a document manually, if there is a choice to use a system/tool that auto-