sheet-to-doc

Sheet-to-Doc Batch Document Generation: Generate Hundreds of Documents in One Operation

In daily office work, we often need to process a large number of similar documents, such as batch generating contracts, invitation letters, reports, etc. Manually creating these documents is not only time-consuming and labor-intensive but also prone to errors. Sheet-to-Doc provides powerful batch document generation functionality, allowing you to generate hundreds of personalized documents in one operation. Today, I will detailedly introduce Sheet-to-Doc’s batch document generation functionality to help you master how to efficiently generate a large number of documents.

Concept of Batch Document Generation

Batch document generation refers to the process of automatically generating multiple personalized documents based on a Word template and a large amount of Excel data. Sheet-to-Doc’s batch document generation functionality can:

  1. Generate an independent Word document for each row in Excel data
  2. Generate all data into one Word document, one document per page
  3. Support custom generated file names
  4. Preserve the format and style of Word templates
  5. Support images and complex data structures

Advantages of Batch Document Generation

1. Improve Work Efficiency

Compress hours of manual work into minutes, greatly improving work efficiency. For example, generating 100 contracts manually takes several hours, while using Sheet-to-Doc only takes a few minutes.

2. Reduce Errors

Eliminate errors caused by manual copy-pasting, ensuring 100% accuracy of generated documents.

3. Maintain Consistency

All generated documents use the same template and format, ensuring brand image consistency.

4. Save Costs

Reduce labor costs and time costs, allowing employees to focus on more important tasks.

5. Support Large-Scale Data

Support processing thousands or even tens of thousands of rows of data, suitable for large-scale document generation scenarios.

Two Modes of Batch Document Generation

Sheet-to-Doc provides two batch document generation modes, which you can choose according to your needs.

1. Generation Mode 1: Independent Documents

Generate an independent Word document for each row in Excel data, each document as a separate file.

Applicable Scenarios:

  • Generate documents that need to be sent separately, such as contracts, invitation letters, admission notices, etc.
  • Generate documents that need to be archived separately, such as reports, certificates, etc.

Advantages:

  • Each document is independent, convenient for sending and archiving
  • Can customize the file name for each document

2. Generation Mode 2: Merged Document

Generate all Excel data into one Word document, one document per page.

Applicable Scenarios:

  • Generate documents that need to be viewed collectively, such as product catalogs, employee lists, customer lists, etc.
  • Generate documents that need to be printed, such as labels, business cards, etc.

Advantages:

  • All documents are concentrated in one file, convenient for viewing and printing
  • Save the number of files, easy to manage

Usage Method of Batch Document Generation

Step 1: Prepare Excel Data

Prepare an Excel table containing all data that needs to generate documents, with column names in the first row and data rows in subsequent rows.

Step 2: Prepare Word Template

Create a Word template containing placeholders, using different types of placeholders according to needs.

Step 3: Access Sheet-to-Doc Tool

Access the Sheet-to-Doc tool: https://s.wtsolutions.cn/sheet-to-doc.html

Step 4: Import Data

Import Excel data through the following methods:

  • Directly copy Excel data and paste it into the tool
  • Upload Excel, CSV, JSON, or JSONL files

Step 5: Upload Template

Upload the prepared Word template file.

Step 6: Data Comparison

Use the tool’s data comparison function to check whether placeholders in the template match Excel data.

Step 7: Select Generation Mode

Select generation mode according to needs:

  • Generation Mode 1: Independent Documents
  • Generation Mode 2: Merged Document

Step 8: Customize File Names (Optional)

If you select Generation Mode 1, you can customize the generated file names, for example:

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{Name}-{Department}-Contract.docx

Step 9: Generate Documents

Click the “Generate” button to start batch generating documents. After generation is complete, the tool will automatically download the generated documents.

Advanced Techniques for Batch Document Generation

1. Custom File Names

Sheet-to-Doc allows you to customize generated file names, which can include column values from Excel data.

Syntax:

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{column name 1}-{column name 2}-{column name 3}.docx

Example:

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{Name}-{Department}-Contract.docx

The generated file names will be:

  • Zhang San-Technical Department-Contract.docx
  • Li Si-Marketing Department-Contract.docx
  • Wang Wu-Finance Department-Contract.docx

2. Batch Processing Images

If the generated documents need to include images, you can batch upload image files, and Sheet-to-Doc will automatically match images with Excel data.

4. Generate in Batches

For extremely large data volumes (tens of thousands of rows), it is recommended to generate documents in batches, generating 1000-2000 copies each time to avoid browser crashes or too long generation time.

5. Optimize Generation Speed

  • Use concise template design, avoiding overly complex formats and layouts
  • Optimize image sizes, avoiding the use of oversized image files
  • Use CSV or JSONL format data to improve data processing speed

Best Practices for Batch Document Generation

1. Reasonably Organize Excel Data

Ensure that Excel data structure is clear, convenient for batch processing. For nested data, it is recommended to use the same primary key to associate data at different levels.

2. Test Templates and Data

Before generating a large number of documents, test templates and data with a small amount of data to ensure that generated documents meet expected effects.

3. Backup Original Data and Templates

Backup original Excel data and Word templates to avoid problems with generated documents due to data or template loss.

4. Monitor Generation Process

When generating a large number of documents, monitor the generation process to ensure that the browser is running normally, avoiding generation failure due to browser crashes.

5. Check Generated Documents

After generation is complete, randomly check several generated documents to ensure that content and format are correct.

6. Reasonably Name Folders

Create reasonably named folders for generated documents, convenient for management and search. For example:

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Contracts-2026-01
Invitations-Product Launch
Reports-Quarterly Summary

7. Use Offline Version

For extremely large data volumes or frequent document generation scenarios, it is recommended to use the offline version of Sheet-to-Doc to avoid generation failure due to network problems.

Common Problems and Solutions for Batch Document Generation

Problem 1: Generated Documents Missing Data

Reason: Column names in Excel data do not match placeholders in Word templates, or data structure is incorrect.

Solution:

  • Check whether column names in Excel data are completely consistent with placeholders in Word templates
  • Use data comparison function to check whether placeholders are correct
  • Ensure that Excel data structure is correct, with column names in the first row and data rows in subsequent rows

Problem 2: Generated Documents with Messy Format

Reason: The format in Word templates is too complex, or uses unsupported formats.

Solution:

  • Simplify the format and layout of Word templates
  • Use Word’s style function to define formats instead of directly modifying text formats
  • Avoid using overly complex tables and image layouts

Problem 3: Slow Generation Speed

Reason: Data volume is too large, template is too complex, or image files are too large.

Solution:

  • Generate documents in batches
  • Simplify template design
  • Optimize image sizes
  • Use CSV or JSONL format data

Problem 4: Browser Crashes

Reason: Data volume is too large, browser memory is insufficient.

Solution:

  • Generate documents in batches, generating 1000-2000 copies each time
  • Use offline version of Sheet-to-Doc
  • Close unnecessary tabs and extensions in the browser

Problem 5: Incorrect Generated File Names

Reason: The syntax of custom file names is incorrect, or referenced column names do not exist.

Solution:

  • Check whether the syntax of custom file names is correct
  • Ensure that referenced column names exist in Excel data
  • Avoid using special characters as file names

Real-World Application Cases of Batch Document Generation

Case 1: Batch Generate Contracts

Scenario: A company needs to generate contracts for 1000 customers

Solution:

  1. Prepare an Excel table containing customer information, including customer name, contact information, contract amount, etc.
  2. Create a contract Word template, add corresponding placeholders
  3. Use Sheet-to-Doc’s Generation Mode 1, customize the file name as {Customer Name}-Contract.docx
  4. Generate 1000 contracts in one operation, taking only 5 minutes

Case 2: Batch Generate Invitations

Scenario: An event needs to generate invitations for 500 guests

Solution:

  1. Prepare an Excel table containing guest information, including name, company, position, etc.
  2. Create an invitation letter Word template, add corresponding placeholders
  3. Use Sheet-to-Doc’s Generation Mode 1, customize the file name as {Name}-Invitation.docx
  4. Generate 500 invitations in one operation, taking only 3 minutes

Case 3: Batch Generate Product Catalogs

Scenario: An e-commerce company needs to generate product catalogs containing 1000 products

Solution:

  1. Prepare an Excel table containing product information, including product name, price, image, etc.
  2. Create a product catalog Word template, add corresponding placeholders and image placeholders
  3. Use Sheet-to-Doc’s Generation Mode 2, generating all products into one document
  4. Generate a product catalog containing 1000 products in one operation, taking only 8 minutes

Summary

Sheet-to-Doc’s batch document generation functionality is a powerful tool that can help you efficiently generate a large number of personalized documents. By mastering the usage methods, advanced techniques, and best practices of batch document generation, you can compress hours of manual work into minutes, greatly improving work efficiency, reducing errors, and maintaining document consistency.

When using batch document generation functionality, it is recommended to reasonably organize Excel data, design concise Word templates, test templates and data, monitor the generation process, and check generated documents, which all help improve the success rate and quality of document generation.

For extremely large data volumes or frequent document generation scenarios, it is recommended to use the offline version of Sheet-to-Doc to avoid generation failure due to network problems and browser crashes.

By using Sheet-to-Doc’s batch document generation functionality, you can free yourself from tedious repetitive work, focus on more important tasks, and improve work efficiency and quality.

In the following series of articles, we will compare Sheet-to-Doc and traditional mail merge functionality to help you choose the most suitable document generation tool for you. Stay tuned!

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