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Mail merge to excel documents

In this guide you will learn how to use mail merge with excel documents.

This includes:

  1. Creating Excel templates with mail merge fields
  2. Creating a document based on the template and merging entity data to the merge fields in the template

Creating Excel templates with mail merge fields

Creating Excel templates with mail merge fields
  1. In the "My Tools" menu on the root site click on the "Template Library" button

Choosing the business module for the new template

Choosing the business module for the new template
  1. Click on the "Excel" icon to open its sub-menu
  2. Choose one of the business modules from which you want to merge data into the document

Choosing the file name and file extension for the new template

Choosing the file name and file extension for the new template
  1. Enter a file name for the template
  2. Choose a file extension for the template from the dropdown menu
  3. Click on "Create"

Checking the field names in the "Name Manager"

  1. Open the "Formulas" tab in your document
  2. Click on "Name Manager"
  3. In the "Name Manager" you can check the name of the fields to insert into the excel template. Those values will be replaced with the actual values when you create a document from this template.

Inserting the placeholders into the document

Inserting the placeholders into the document
  1. Select a field in your document and start typing "=" followed by the name of the field you want to insert. Note that you always can look them up in the "Name Manager" again if you don't remember them.
  2. Now select one of the entity names by clicking on it, then press [TAB] to insert it into the selected field.

Example of a template document

Example of a template document

Here you can see an example of what a template document could look like.

Saving the template in the Template Library

  1. In the "File" tab of Excel click on "Save As"
  2. Ensure that the URL to your Template Library is selected
  3. Then click on "Save"

Editing the properties of the template

Editing the properties of the template
  1. Check the boxes for business modules in which this template should be available
  2. Check this box to activate the template
  3. OPTIONAL Fill out this box to instruct other users how they should use this template
  4. Click on "Save"

Creating a document based on the template and merging entity data to the merge fields in the template

Note: if you are using WorkPoint Server (on-premises) the wizard used below will look different.

Creating a document based on the template and merging entity data to the merge fields in the template
  1. From an entity site in a module supported by the template, click on the  to the in the "Document" button located in the "New" section of the "My Tools" menu

Naming the new document

Naming the new document
  1. Enter a name for the new document
  2. Click on "Choose alternative document template" to view the available templates

Selecting the template for the new document

Selecting the template for the new document
  1. Select the template you want to use for the new document
  2. Click on "Save and edit" and wait for the excel document to open

Editing and saving the new document

Editing and saving the new document
  1. Click on "Edit Workbook" to edit the document.
  2. When you finished editing the document click on the "Save" button to save the document.
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