What is Excel to Word Document Automation?

Excel is a powerful spreadsheet tool used by over 81% of businesses worldwide courtesy of its robust features that enable business leaders to make data-driven decisions. 

However, Excel, being a spreadsheet tool, does not lend itself to reports that business leaders can read, study, and analyze. Therefore, the results of data analyses performed in Excel must be exported to a word processing tool, such as Word. 

Manually exporting data from Excel to Word is a tedious and error-prone process. Businesses prefer Excel to Word automation to streamline this repetitive task. 

In this article, we will cover the different methods you can use to automate Excel to Word transfers and demonstrate the power of Docupilot document automation for this purpose.

Excel to Word Automation Methods

Here are the different methods you can use for Excel to Word document automation.

VBA Macros

Excel VBA (Visual Basic for Applications) is a programming language you can use to automate tasks. 

You can transfer data from Excel to Word by writing a macro that opens a Word document, transfers the data, and saves the document. Here's a step-by-step process:

Step 1: Data Preparation

Start by preparing data in Excel. You can organize data by removing irrelevant or duplicate data, grouping related data, using appropriate column headers, and checking for accuracy and consistency.

Step 2: Access the VBA Editor

You can access the VBA editor from the “Developer” tab on the Excel ribbon, or via the Alt + F11 keyboard shortcut.

If the "Developer" tab is not visible in your Excel ribbon, you can enable it by following these steps:

1. Click on the "File" tab in the Excel ribbon.
2. In the left-hand menu, select "Options".
3. In the "Excel Options" window, click on the "Customize Ribbon" tab.
4. In the "Customize the Ribbon" section, locate the "Main Tabs" list on the right side.
5. Check the box next to "Developer" in the list.
6. Click "OK" to save the changes and close the "Excel Options" window.
   

Step 3: Create a New VBA Module

In the VBA editor, go to Insert > Module to create a new module.

Step 4: Write the VBA code

Enter the following code in the editor.

Adjust the sheet name, range, and file path to suit your specific use case.

Step 5: Run the Macro

Close the VBA editor. Press Alt + F8 to open the macro dialog box. Next, select the ‘ExportDataToWord’ macro and click ‘Run’.

This VBA macro will export the specified data range from Excel to a new Word document and save it to the specified location. 

Mail Merge

Mail Merge is a powerful Microsoft Word feature you can use to create a batch of personalized documents for recipients. 

Here’s a step-by-step guide to using Mail Merge to export data from Excel to Word:

Step 1: Prepare Excel Data

Enter data into an Excel worksheet and save the file. The first row must contain the column headers (e.g., FirstName, LastName, Address, etc.).

Step 2: Start Mail Merge in Word

Open Word and create a new blank document. Go to the ‘Mailings’ tab on the Ribbon. 

Click on ‘Start Mail Merge’ and choose the type of document you want to create (e.g., Letters, Envelopes, Labels, etc.).

Step 3: Select Recipients

Click on ‘Select Recipients’ and choose ‘Use an Existing List…

Navigate to your Excel file, select it, and click ‘Open’.

In the Select Table dialog box, choose the sheet with your data and ensure the ‘First row of data contains column headers’ is checked. Click OK.

Step 4: Insert Merge Fields

Click on ‘Insert Merge Field’ and select the fields you want to insert (e.g., FirstName, LastName, Address).

Place the cursor in the document where you want each field to appear and insert the fields one by one.

Step 5: Format Your Document

Format the document as needed, adding text and formatting around the merge fields.

Step 6: Preview Results

Click on ‘Preview Results’ to see how the document will look with the actual data.

Use the arrow buttons to navigate through the records and ensure everything appears correctly.

Step 7: Complete the Merge

Click on ‘Finish & Merge’ and choose one of the following options:

• Edit Individual Documents: Creates a new document with all the merged documents.
• Print Documents: Sends merged documents directly to the printer.
• Send E-Mail Messages: Sends the documents as emails (requires an email field in your data).

Scripting Language or Custom Programs

Scripting languages, such as C# and Python, are another option for exporting data from Excel to Word. 

Python, with its powerful libraries, is a popular choice for such tasks. Here's a step-by-step process using Python and its libraries, ‘pandas’ for handling Excel data and ‘python-docx’ for creating and manipulating Word documents.

Step 1: Install Python and libraries

Install Python and required libraries. You can download Python source code and installers from python.org. 

Step 2: Prepare Excel Data

Enter data into an Excel worksheet and save the file. The first row must contain the column headers (e.g., FirstName, LastName, Address, etc.).

Step 3: Create Python Script

This sample script will read data from your Excel file and create a Word document. You can modify the script content to suit your needs.

Step 4: Execute the Python Script

Open your command prompt or terminal, navigate to the directory where your Python script is saved, and execute the script.

Step 5: Verify the Output

Open the document file to view the exported data in Word.

Document Automation Software

Document automation software is another option for Excel to Word data transfer. With these tools, you can automatically generate documents based on predefined templates and data sources. 

Several tools are available, and each tool has its feature set and workflow for transferring data from Excel to Word. 

Later in this article, we will illustrate the step-by-step process you can follow for Excel to Word document automation with Docupilot.

Excel to Word Automation Use Cases

The following are common use cases for Excel to Word data automation.

Reports

Reports such as, financial statements, income statements, balance sheets, and other financial reports, are a common use case for Excel transfer to Word. 

Similarly, sales reports can be created by combining Excel data (e.g. sales figures, revenue, commission reports) with narrative sections, charts, and formatting in Word documents.

Other examples of reports that can be easily created via automation include project status reports, inventory reports, and HR reports. 

Invoices

Invoices are another important use case for Excel transfer to Word. To create invoices, you can create Word templates with placeholders for customer information, line items, totals, etc, and then use automation to populate these placeholders with Excel data.

Marketing Materials

Product information, such as pricing and other key details maintained in Excel spreadsheets can be used to automatically populate pre-designed Word templates for brochures and datasheets.

Contracts 

You can automate contract generation by creating standardized contract templates in Word with placeholders for key details like party names, contract terms, pricing, etc, and populating templates by pulling data from Excel spreadsheets.

This process can be used for different types of contracts, including real estate, legal, and sales contracts.   

HR Documentation

You can generate offer letters, employment agreements, and new hire checklists by pulling employee information from Excel databases into pre-designed Word templates.

Similarly, performance evaluation forms, employee training guides and handbooks, employee policy manuals, and other HR documents can be generated by extracting data from Excel worksheets into formatted Word documents.

How to Automate Excel to Word with Docupilot?

Docupilot is an automation platform for the creation of documents based on templates and data from various sources, including Excel files. 

Here's a step-by-step process for using Docupilot to automate data export from Excel to Word:

Step 1: Log in to Docupilot

Have your Excel file ready with the data you want to export.

Prepare a Word template with placeholders for the data you want to import from Excel.

Log in to Docupilot with your credentials.

Step 2: Create a New Document Template

Create a new template by clicking on ‘Create Template’. 

Next, select the input and output file types, navigate to your Word template file and upload it.

Your template must have placeholders for the data you will import from Excel (e.g., {{FirstName}}, {{LastName}}, etc.).

Step 3: Configure Template Placeholders

In the template editor, ensure all placeholders are correctly defined and correspond to the fields in your Excel file.

Use the sidebar to map placeholders if necessary.

Step 4: Configure Data Source

1. Select Data Source:
   • Choose Excel as your data source.
2. Upload Excel File:
   • Upload your Excel file containing the data you want to export to Word.
3. Map Excel Data to Template Placeholders:
   • Map each column in your Excel file to the corresponding placeholder in your Word template.

Step 5: Set Up Output Options

1. Choose Output Format:
   • Select Word Document as the output format.
2. Configure Output Settings:
   • Define the output settings, such as the document name, destination folder, etc.
   • Optionally, set up email or cloud storage integration to send or save the generated documents automatically.

Step 6: Test the Workflow

1. Run a Test:
   • Click on Test Workflow to generate a sample document using data from your Excel file.
   • Verify that the generated document correctly incorporates data from Excel into the placeholders.

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Benefits of Excel to Word Automation With Docupilot

Docupilot offers numerous benefits for the streamlined generation of Word documents from Excel data. 

Quick set up and lower learning curve

As you have seen, some of the automation methods - VBA macros and scripting languages - require an understanding of and experience with coding. While coding is not the hardest job in the world, for not-so tech-savvy users, this can be intimidating.

However, with Docupilot, once you set up the template, you can start generating documents in bulk. You needn’t worry about extensive training or about not having enough coding experience. Anyone can learn to use it for Excel to Word automation. An intuitive interface and comprehensive help documentation make using Docupilot a breeze for employees with a technical or non-technical background. 

Zero downtime during transition to automation

New tools and processes are often accompanied by disruptions caused by lack of understanding, knowledge, and experience.

Downtime will not be a concern when you automate with Docupilot:

• You can continue with manual processes until your team becomes comfortable with the Docupilot.
• Docupilot is user-friendly. We don’t need to exaggerate: there is a learning curve, but anyone can learn to use it. 
• Docipilot supports 70+ third-party app integrations, including Zapier, DocuSign, and Airtable. You can rest assured there will be no problems using it with your existing IT systems and tech stack.

Customizable to Your Specific Use Cases

With Docupilot, there is no limit to what you can customize:

• You can build custom templates with static and dynamic content 
• Add branding elements and custom graphics
• Use conditional logic to apply rules or actions based on defined criteria and customize the document generation process
• Use the file formats of your choice
• All pricing plans support all features: you never need to worry about what you can and can’t do with the software

Faster and Accurate Document Generation for Closing Deals Faster

Manual transfer of data from Excel to Word is prone to human error and can lead to costly delays in document delivery. It can also damage your reputation for lack of professionalism and become a barrier to business transactions.

When you automate data transfer with Docupilot, you remove all these obstacles in one go: the process is streamlined, you can create one or hundreds of documents with one click, and there will be no data loss or corruption. 

Docupilot will help you create and send reports, contracts, proposals, invoices or quotes to clients quickly, which will create trust and goodwill and help you close deals faster.

Reduced Costs and Optimized Resource Allocation

With automation, you won’t need an army to manage data and reports. You can better utilize freed-up resources by giving them other roles and responsibilities, leading to an overall improvement in business productivity and cost reduction.

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Supercharge Excel to Word Automation with Docupilot 

Excel is a number-crunching powerhouse, and businesses use it to store, analyze, and visualize data.

But a reporting tool it is not, and often data must be carried over to Word and become part of and support explanations, narratives, and stories. 

Manual transfer of data from Excel to Word is highly inefficient. Automation streamlines the data transfer process, leading to improved productivity, lower costs, and better resource utilization.

Docupilot is the best method for Excel transfer to Word: it is affordable, easy to use, customizable, and it integrates with 70+ third-party applications. 

‍Sign up today for a no-questions-asked free trial, and experience the power of this cutting-edge document automation tool.