Merge to Word

Merge data from an Excel range into Word templates: each data row produces one Word file. The add-in looks for placeholders written as [ColumnHeader] in the template and replaces them with the value of the matching column on the row being processed.

This is how you issue a run of documents that share a layout but differ in content: inspection records per element, inspection requests per work package, labour contracts per crew, meeting invitations per organisation.

Commands in this group

Command	What it does
Merge to Word	Merge an Excel range into Word templates, one .docx per data row
Create Title	Wrap the header row in [...] so you can see exactly which field strings to type into the template
Word → PDF	Convert the whole run of merged Word files to PDF, same names, same folder
Send Email	Send in bulk through Outlook using the same data table
Rename Files	Bring the output filenames in line with your document numbering convention

Issuing a run of documents

1. Build the data range on the sheet with the first row as the column headers — those header names are the field names you will use in Word (for example RecordNo, Chainage, InspectionDate).
2. Write the Word templates, typing [RecordNo], [Chainage], [InspectionDate] wherever a value belongs, and keep every template in one folder.
3. Go to tab DVD Addin → group File and Print → click Merge to Word.
4. On the Word template folder row, click 📁 and choose the folder holding the templates; on the Output folder row, choose where the results should go.
5. In the Pick Word templates list, tick the templates you need (hold Ctrl or Shift to pick several — each data row then yields a complete document set).
6. In Data range (with header), type the address or click ⤴ and drag-select it on the worksheet.
7. In Output filename column, choose the key column. Each file is named <template name>_<key value>.docx.
8. Click Merge. The status line beside the button reports progress; when it finishes, the output folder opens in Windows Explorer.
9. If the submission has to be PDF, run Word → PDF over the whole run, then bind the set with PDF Manager.

Example

Issuing 35 work inspection records, one per drainage culvert section. Sheet Culverts, range A1:F36:

RecordNo	WorkItem	Chainage	InspectionDate	Contractor	SitePhoto
IR-001	Box culvert D1000	Km0+120	12/05/2026	Hoa Binh Construction	D:\Photos\IR-001.jpg
IR-002	Box culvert D1000	Km0+185	12/05/2026	Hoa Binh Construction	D:\Photos\IR-002.jpg
IR-003	Gully inlet	Km0+240	13/05/2026	Hoa Binh Construction	D:\Photos\IR-003.jpg

The template Culvert_Record.docx reads: "On [InspectionDate], at chainage [Chainage], the parties inspected [WorkItem] executed by [Contractor]." and has a blank line holding [SitePhoto].

Point the dialog at the template folder, set the output folder to D:\Project\Records, tick Culvert_Record.docx, set the data range to A1:F36, choose RecordNo as the filename column and click Merge. The output folder receives 35 files, Culvert_Record_IR-001.docx onwards, already filled in with the site photo placed at the photo field.

Tips and caveats

• Field names in Word must match the column header exactly, including accents and spaces. The add-in adds the [...] brackets itself when searching, so the header on the sheet stays plain (RecordNo, not [RecordNo]); if you have already run Create Title on the header row of the merge range, the template must read [[RecordNo]]. Always test one or two rows before issuing the whole run.
• If a cell holds an image path (.png, .jpg, .jpeg, .bmp, .gif) and the file exists, the picture is inserted at that field; if the file is missing, the field is simply cleared.
• A column whose header starts with Bảng / Bang / Table / tbl is read as the name of a named range in the workbook — the add-in copies that whole range and pastes it at the field instead of pasting text.
• The filename column should be unique per row; identical names overwrite each other in the output folder and cannot be recovered.
• Microsoft Word must be installed; the add-in drives a hidden Word instance, so do not kill the Word process mid-run.
• Output is .docx only. Use Word → PDF for PDFs and Send Email to distribute them.
• Line breaks inside a cell are converted to Word's own line breaks, so multi-line values keep their layout.
• Picking several templates multiplies the number of output files by the number of templates — check disk space before a large run.
• Fields placed in a template's header, footer or text box may not be replaced the way body text is — check a test document first.
• The command needs a current DVDAddin account (Standard or PRO); during the trial it is fully available. Create Title is free to use.

See also

• Create Title — prepare the header row before merging.
• Send Email — send in bulk from the same data table.
• Batch Print — bulk issuing, but printed or exported from Excel forms.
• PDF and OCR — convert the merged Word files to PDF and bind them into one dossier.