Printing Excel Reports via a Word Document
Using Microsoft Excel & Word
This post will detail the process of establishing a simple database in excel and then linking that to a Standard Report in word and saving the data as a new Word file.
Why use Word?
Some organisations will only accept files in Word format and may have specific formats which are used internationally (International shipping I’m looking at you!)
In these cases although you may be able to setup an Excel file to look exactly like its Word equivalent. But if they wont accept it…
You have to change.
Requirements:
+ A database source in Excel
+ A Word file (to be used as a template, not to be confused with a Word template)
The Process
The process is simply a matter of:
+ Setup a Control sheet
+ Setup a Transfer Sheet
+ Setup a Word template
+ Run the Report
This process will be explained step by step with the help of a worked example: 2007/10 Sample or 1997/03 Sample
This tutorial will only be using the 2007/10 files as examples but feel free to follow along if you are using previous versions.
The 2007/10 Sample has been tested on both Office 2007 & 2010
The 1997/03 Sample has been tested on Office XP (and I make no claim that it will work in prior versions but it might/should)
Open the example workbook (Production records.xlsm from the above links) or your own data file.
Notice that there are 3 worksheets in the workbook:
+ Control: The master sheet which allows selection of your filter or summation criteria and a button to execute a macro
+ Transfer: The transfer sheet, the entry or summation here will be transferred to word
+ Data: The database
Setup a Control Sheet
The control sheet is a simple data validation or selection tool and a button which will run a macro.
It can be as simple or as complex as you need to make it.
Example
In the example above there is simply a Data Validation cell which is linked to a list of shipment numbers and a Button to run the reports VBA subroutine.
You can make yours as simple or as complex as you need to extract the data from your data source.
The Produce Word Report button is linked to the MergeMe VBA subroutine.
Setup a Transfer Sheet
The Transfer sheet requires 2 rows
Row 1: Has a list of field names, These will be used in Word later so use something meaningful.
Row 2: Has a list of the records which will be transferred to Word. The cells will contain sufficient formulas to extract the relevant records from the Data sheet using the Data validation on the Control Sheet.
You need to setup sufficient fields to ensure that all records required in Word are setup or retrieved.
The order of the fields isn’t important as the field names are used for the transfer not the order.
Also you don’t have to use all the fields in Word, but if the Field isn’t made here you can’t retrieve it later.
The format or layout doesn’t matter as this is controlled in Word.
Example
Notice on the Transfer sheet that the Top Row is a list of field names
The second row uses an Index(Match( )) combination to retrieve the relevant records from the Data sheet.
Save the Excel file.
In the sample file I have made a simple retrieval of a matching records and associated fields, but the Transfer sheet could have just as easily sumarised multiple rows of data from your data source.
Setup a Word template
Setup in word a file which will be used as a template for the import.
Leave gaps where your fields values will go.
Save the file
Example
Open the example file (Shipping Template.docx)
If this is the first time you have opened the example file it may prompt you
“Opening this file will run the following SQL File …”
This is ok so accept Yes
You can either accept that and then follow the links to connect the file to the Production records.xlsm file
It will then prompt you for the Data Table which in our case is Transfer$ ie: the Sheet Name with a $ sign at the end
If it didn’t prompt you above or you answered No to the “Opening this file will run the following SQL File …” prompt we will connect again later anyway.
Now setup the file in word with all the text graphics, lines colors etc required for your form/report.
Leave gaps for the fields which we will add next.
Adding fields
Use mail merge to open the data source (Production records.xlsm)
Goto Mailings, Select Recipients, Use Existing List…
Navigate to the Production Records.xlsm file after which it will prompt you for the table which in our case is Transfer$ ie: the Sheet Name with a $ sign at the end (as discussed above)
Move to the 4 missing Field Locations as per the following table and insert the Field Names using the
Mailings, Insert Merge Field tab
Insert Fields as per the following table and highlights above:
| Location | Field Name (from Production Records.xlsm) |
| Shipment No : | Shipment_No |
| Material : | Cargo |
| Tonnes : | Tonnes |
The other fields Destination, Form and Date have already been pre-entered and are shown in Blue
You can format the fields as required, select the entire field and change the font, colors etc to suit.
You can view the field values using the Preview Results Button, see below
Make any other changes to the file
Save the file as a Word File Shipping Template.docx (not as a Word Template *.dotx)
Close Word
Run the Report
In the Production records.xlsm file we will now link the macro to the button on the control sheet
We need to check 3 lines in the macro before we execute it.
Goto VBA using Alt F11
Select the Production Records.xlsm, Modules on the left and find the
Sub MergeMe() Subroutine on the right
Near the top of the subroutine are 2 lines which list both the file which Word will use as a template and what the new file will be saved as after merging.
‘ Setup filenames
Const WTempName = “Shipping Template.docx“ ‘This is the Word Templates name, Change as req’d
Const NewFileName = “New Certificate.docx” ‘This is the New Word Documents File Name, Change as req’d
Change these values as appropriate
The code will overwrite the existing output file if it exists so once executes save it to another name/location.
If you are using your own data file copy this subroutine to your own VBA Module and edit as above.
You can now go back to Excel (Alt F11) and execute the macro using the button on the control page.
You should now have a new file called New Certificate.docx in the same directory as the Sample files.
Future Extensions
The above macro which does this transfer is a simple and easily scalable to 50+ fields without any modification.
Future enhancements would be:
+ Sourcing the New Word File name from the Control sheet
+ Incremental numbering of the word document each time the transfer is done
+ Numbering of the word document based on a Field value each time the transfer is done
+ Export of Multiple records at one time
+ Conditional formatting in Word based on field values
+ Improved error checking
If you are interested I encourage you to modify and post these enhancements here for all to benefit.
Macro
You can copy the Macro into any Excel file and save it as an *.xlsm file and link it to a Button and be up and running in minutes
The macro has a very small number of changes that need making internally to work anywhere.
What have been your Excel to Word transfer experiences ?
What have been your Excel to Word transfer experiences, let us know in the comments below:
What do you think of this approach to data transfer ?
42 Responses to “Prevent Duplicate Data Entry using Cell Validations”
Hi Chandoo, I need you help in the following problem.
I'm trying to get a direccion from a found result. With this dirreccion I will want the before cell value. For example, If result of a find is 38 localized in cell $C$2, I need to get previus value (cell $B$2 ), maybe Andrés.
Do you know some way to do that?
Thank you for you help.
Hi Chandoo
Thanks for this. One thing though: In my pre-2007 version of Excel, the COUNTIF function doesn't recognise a semicolon (;), but requires a comma.
Is the semicolon an Excel 2007 thing?
Jair... I am not sure I understand what you want. what do you mean by Dirreccion?
@Lincoln: I am sorry, often I forget that I am using European version of excel where the delimiter is ; instead of ,. I have corrected the formula now.
Thanks for this nice tip, i used to do a find all after filling every new items which was cumbersome.
Do you know a way to extend this validation search to other tabs/sheets ?
Thanks for you attention. I'm trying to get of value continue from a found value. Let me show a example:
Name Years
John 35
Maria 28
Teresa 32
If I search the max years, the result is 35, but I need that result to be John. Do you know how I can do it?
@Subbu.. you can easily extend the validation to other sheets by pasting the data validations. See the latest article here: http://chandoo.org/wp/2009/10/28/copy-data-validations/
@Jair.. you can use the large() or small() formulas to do this. for eg. =index(A1:A3,large(B1:B3,1)) will get you the name of the person with highest "years". More help here: http://chandoo.org/excel-formulas/large.html
Hi, I don't know if I'm using bad the formula or its performance is diferent for my Office version. Large() formula return the value in the cell, in my example 35. The index() formula use a range, row and column. I'm using the large() as number of row, and it is bad because into the range don't have row 35. This is my perception. What do you think?
Hi, I going to prove, with this solution by JLD http://jldexcelsp.blogspot.com/2008/07/extraer-direccion-de-celda-en-matriz.html
Hello,
I am trying to attempt data validation in Excel Mobile, but the DV tool isnt available. I want to prevent duplicates is all, any advice on acheiving this in Excel Mobile? Thanks..
@Jair... my french aint that good. it starts at "merci" and ends at "beau coup".
Anyhow, you need to merge the large with vlookup to do this. I am not sure if you have solved the problem. Otherwise let me know with details and I can write the formula in comments.
@Chad... I have never used excel mobile, so I have no idea. May be they have not implemented data validations in excel mobile.
Any excel mobile users out there?
Hi Chandoo, the proposed solution by JlD is interesting. He created a macro to get values when the matrix is not one dimensional, how on my problem. This fuction for me.
I would like to share you my work, how can I upload?
@Jair.. sorry for such a delayed reply.. you can upload the files to skydrive and link them here. Or you can email them to me at chandoo.d @ gmail.com and I will upload them somewhere. But it could take forever if you email files to me as I am a bit lazy.
[...] Day 31: Advanced Data Validation Tricks in Excel – Part 2 [...]
Hi,
Can you help me in Microstrategy?
Br,
Moin
really wonderful article. I feel it is implementing Primary Key concept into spreadsheets.
Hi article on data validation. Excel is a very versatile platform to work with and we use it for all kinds of data tabulation. In fact this must have been the most rudimentary data management tools I must have worked with and knowing such tips only adds functuionality to our user experience. Great article. looking forawrd to read more.
Hi Chandoo,
Thanks for such a nice idea.
I tried copy paste the data into the validated area, but the pop-up msg (warning msg) doesn't came. Is it something that we need to update the data manually each time,.
Do we have any option where we can bulk upload the number and it throws a warning message that the data already exits and do we want to continue with this ?
Please do reply me.
Thank you.
Regards,
Vasanth.
It was really useful chandoo...thanks a lot...
Tried this in excel 2010 and it did not work?
Could the newer excel have changed that much?
@Leo
It works fine in Excel 2010
The formula used above =COUNTIF($B$4:$B$11,B4)<=1
only applies to the range B4:B11
Did you adjust the range to your data?
This page helped me accurately to find solution of my question. thanx
we want to prevent duplicate entries in three columns combined, using data validation, i.e. say, column A has first name and Column B has middle name, Column C has last name. the first name can be duplicate, middle name can be duplicate, last name can be duplicate, but not all three at the same time.
I want to prevent duplicate entries in three columns combine, using data validation, i.e. say, column A has first name and Column B has middle name, Column C has last name. the first name can be duplicate, middle name can be duplicate, last name can be duplicate, but not all three at the same time.
Hi, I've tried above validation method to prevent duplicate value from entering into the cells. It's work, when user key in the data into the selected range. However, it's not working when user copy-&-paste the info into the same range.
Please advice. Thanks.
Hi Chandoo,
Does it work in Excel 2007?
Please Reply
thanks chandoo........
it does not work when data is copy pasted...any solution for this??
hi i m shaloo and i want to know in excel if i write duplicate no.then it says or show about we are write duplicate no.
Hi Chandoo
I've tried using this with a Named Range, which is actually a column in a Table as DV wont accept a table reference, and it wont work.
Also tried using Offset to specify the Named Range, but that wont work either.
Is it possible to use Named Ranges with DV?
Thanks
Kris
I have tried the above formula on a table column. The Error box does not pop up, there is only the small ! next to the cell with the duplicate. The column I am working with is formulas that produce a date. Is the reason it doesn't work that the cells contain formulas rather than data?
The formula works but only if I enter data in cell above it. So for example, if I have "123" in B11 it does not allow me to enter "123" in B10, B9, B8, etc. But I can still enter "123" in B12. Please help! 🙂
Great tip.. thanks a lot
I have 21 years of experience working as data entry assistant. I constantly read several blogs to keep myself up-to-date with the advances in data entry profession. I really enjoyed this blog post. From my several years of experience, I agree with you 100% when you say, “ We all know that data validation is a very useful feature in Excel. You can use data validation to create a drop-down list in a cell and limit the values user can enter. ”
Keep blogging. I will come here again.
--data entry assistant
Hi,
This is really very helpful.
Thank you
how can i assign two validation on a single cell
one is for list validation (means the data should be from that range)
second i want to prevent them from repetition
how can i do this ?
P7 to P506 have GR# which are for list
i want to prevent C column to not to repeat and should be from the P column
@Junaid
Can you please post the question in the Chandoo.org Forums
http://forum.chandoo.org/
You have to register to be able to post questions
Please attach a file so that a specific answer can be delivered.
i made an account but there is no option available to post questions ??
where can i ??
@Jubaid
Goto http://forum.chandoo.org/
Goto Ask an Excel Question
Post New thread
Type your question
Attach a file
Please attach a file so that a specific answer can be delivered.
friend can any one tell me the formula
exname location qty
gaurav 1 1
rofan 2 5
sandeep 3 6
gaurav 4 3
rofan 5 4
sandeep 6 8
gaurav 7 9
If this is a data.
if i want a formula by which if i type gaurav then all the location and qty should be shown in a new page.
i had 5,00,000 sku so if i punch one name i can get the entire details
@Gaurav
Can you please post the question at the Chandoo.org Forums
http://forum.chandoo.org/
Please attach a sample file for a quicker more targeted response
IF(ISERROR(INDEX($B$3:$C$9,SMALL(IF($B$3:$B$9=$B$12,ROW($B$3:$B$9)-ROW($C$2)),ROW(A1:C1)),2)),"",INDEX($B$3:$C$9,SMALL(IF($B$3:$B$9=$B$12,ROW($B$3:$B$9)-ROW($C$2)),ROW(A1:C1)),2))
please explain
YOUR COUNTIF FORMULA IS REALLY HELPFUL AND WORKS. I TRIED SEVERAL SITES BUT THEIR FORMULA DOES NOT WORK. ONLY YOU HAVE GIVEN A RIGHT FORMULA!
THANK YOU!!!!!