One Excel file to many Word files

Topic

New Reply

Hello All,

So I have an urgent matter that I need to fix asap for work. We just implemented a new sql based software for our company and our shipping manager no longer has the ability to batch print all of the delivery slips he needs. So we have a report he will easily pull every morning with that days orders and it will have the same column names every day however each individual row is a different customer. I need to find a way to take each individual row and throw the data from the columns into predetermined fields in a word template using those column names and save to a local file on his computer for printing. The problem is I can do this for one row at a time but I cant figure out how to do the whole table.

What would be the easiest way to do this?

Reply | Quote

Replies

Could you post a sample file? Is the file an Excel file? On the surface, it sounds like a mail merge.

Reply | Quote

See Mailmerge. http://www.addbalance.com/usersguide/mailmerge.htm

Reply | Quote

I have tried mailmerge, its a singular use item and doesnt distinguish individual rows as the supplying factors as far as I could tell. As an example the first row would have such information as customer ID number, address, products ordered, price, phone number etc. The second row and subsequent rows afterwards would be identical however they would be populated with data that relates to that patient. I need the one excel file to have this data pulled from.

Reply | Quote

kazukokat,

You need to add the Next Record field to the end of your form then do your mail merge. HTH :cheers:

May the Forces of good computing be with you!

RG

PowerShell & VBA Rule!
Computer Specs

Reply | Quote

RetiredGeek,

Please read the main question over again. I am using one record for the containment of all the data and I need it to output to several copies of the template I have created of course with each copy being differing in that they contain a different row of data

Reply | Quote

RetiredGeek,

Please read the main question over again. I am using one record for the containment of all the data and I need it to output to several copies of the template I have created of course with each copy being differing in that they contain a different row of data

Your statement above is somewhat confusing as when working with records in Mail Merge one Row = one Record. If your excel file has multiple rows per record you need to rethink your process, at least as I understand mail merge and the reading of your problem. Some sample data would be most useful in eliminating any confusion about how things are structured. HTH :cheers:

May the Forces of good computing be with you!

RG

PowerShell & VBA Rule!
Computer Specs

Reply | Quote

Please read the main question over again. I am using one record for the containment of all the data and I need it to output to several copies of the template I have created of course with each copy being differing in that they contain a different row of data

Perhaps you should pay more attention to the advice given instead of suggesting your well-informed adviser should read the question again.

The task description you’ve provided is one that is well suited to mailmerge (label or letters), with the output going to a new document.

Cheers,
Paul Edstein
[Fmr MS MVP - Word]

Reply | Quote

I dont need one document created from mail merge, I need many documents each document being different. I have tried doing this with mail merge and it hasnt worked. I apologize for being rash but regardless I still dont understand what I am supposed to do with mail merge in order to resolve my issue

I looked at next record and it said it goes to the next record down in the excel file and pulls the data requested. That doesnt help my question as far as I can tell because what I need to do is automatically create another delivery slip from each record not just a continuous one. Please correct me if I am interpreting this incorrectly

41386-Untitled

Here is an example of the excel file I was provided with. The template docx or dotx file is just our delivery slip which I can map whatever you guys suggest

Reply | Quote

No, I require all of this to be done on a single document that contains each record as a separate row in the excel file.

And exactly how do you reconcile that with:

I dont need one document created from mail merge, I need many documents each document being different.

and your Thread title: One excel file to many word files ???

A mailmerge does exactly what you’re now saying you want. If you haven’t seen that, that’s probably because you’ve never gone past doing a Preview of the merge to the Finish & Merge stage…

Cheers,
Paul Edstein
[Fmr MS MVP - Word]

Reply | Quote

Kazukokat,

Ok, your data file looks fine. Now can you provide a copy of what you want the shipping labels to look like. Use field names vs the actual data. :cheers:

May the Forces of good computing be with you!

RG

PowerShell & VBA Rule!
Computer Specs

Reply | Quote

41388-example-doc

Here is the form that I have created as a template. I dont have the mappings done because I dont know exactly how I should work it all

Reply | Quote

Kasukokat,

Could you please attach the actual file we can work out the mappings from the headings hopefully. We can’t see what you actually want as the footer shows page 1 or 2 and we can’t see what is on page 2. You mentioned multiple copies w/different data. :cheers:

May the Forces of good computing be with you!

RG

PowerShell & VBA Rule!
Computer Specs

Reply | Quote

Basically this one file will be populated and saved by each individual row over the span of the document. Essentially whether its 5 or 500 I need to set up something to automatically do this for someone that is not technically savvy what so ever.

Reply | Quote

Only the the first page is the one that needs to be mapped.

https://drive.google.com/file/d/0B_Dc5ilMNVFqd3ZuOGFBQzBSQ28/view?usp=sharing

Thats the link to the file, I cant find where to upload it in this forum

Reply | Quote

Only the the first page is the one that needs to be mapped.

https://drive.google.com/file/d/0B_Dc5ilMNVFqd3ZuOGFBQzBSQ28/view?usp=sharing

Thats the link to the file, I cant find where to upload it in this forum

To attach a file, click on the Go Advanced button and then on the paperclip icon.

Reply | Quote

41392-RESP_DP

Here is the file, thank you

Reply | Quote

This appears to be a pdf file. Try attaching the Word version.

Reply | Quote

If you actually require a separate document for each record, as distinct from a single document with a separate page or label for each record, you can still use a mailmerge – all you need do is to drive it with the Send Mailmerge Output to Individual Files macro in my Word Mailmerge Tips & Tricks thread (http://windowssecrets.com/forums/showthread//163017-Word-Mailmerge-Tips-amp-Tricks) – it’s a Sticky thread at the top of this forum.

Cheers,
Paul Edstein
[Fmr MS MVP - Word]

Reply | Quote

No, I require all of this to be done on a single document that contains each record as a separate row in the excel file.

Reply | Quote

I believe a Word MailMerge will provide the output you desire, but it won’t provide the final result you are hoping for.

A Word MailMerge takes data from an internal or external source and populates predetermined fields on a form. If there are multiple rows of data, Word simply adds a new page the document for each new record. If I’m reading your posts correctly, you want a separate document created for each customer, with that document populated with the record information for that customer.

If that is the case, why do you need a separate document created for each customer? At this point in your process, the act of creating the delivery slips is for printing. You can and should print them all from the single mail-merged document created by the MailMerge process in Word. Do you have a different reason for maintaining a digital copy of each delivery slip as a unique document?

Reply | Quote

I believe a Word MailMerge will provide the output you desire, but it won’t provide the final result you are hoping for.

A Word MailMerge takes data from an internal or external source and populates predetermined fields on a form. If there are multiple rows of data, Word simply adds a new page the document for each new record

That really depends on how the data source is organised and what type of merge is done. A directly/catalogue merge, for example, can group multiple records on the same page.

Cheers,
Paul Edstein
[Fmr MS MVP - Word]

Reply | Quote