In the field of automated document generation, mail merge is a well-known function, while Sheet-to-Doc is an emerging automated document generation tool. Both can realize automatic conversion from Excel data to Word documents, but they have obvious differences in functionality, ease of use, performance, and other aspects. Today, I will detailedly compare Sheet-to-Doc and mail merge to help you choose the most suitable document generation tool for you.
- Official Website: https://s.wtsolutions.cn/sheet-to-doc.html
- Download Page: https://sheet-to-doc.wtsolutions.cn/zh-cn/latest/Download.html
What is Mail Merge?
Mail merge is a built-in function of Microsoft Word and Excel, allowing users to automatically generate multiple personalized documents based on a Word template and an Excel data source. The basic process of mail merge is:
- Prepare data source in Excel
- Create a template in Word, add merge fields
- Complete document generation using the mail merge wizard
Mail merge is a mature function that has existed for many years and is widely used for generating letters, labels, envelopes, etc.
Comprehensive Comparison Between Sheet-to-Doc and Mail Merge
1. Function Comparison
| Function | Sheet-to-Doc | Mail Merge |
|---|---|---|
| Data Format Support | Excel, CSV, JSON, JSONL | Excel |
| Image Support | ✅ Support dynamic image insertion | ❌ Not supported or limited support |
| Loop Placeholders | ✅ Support complex loop structures | ❌ Not supported |
| Expression Calculation | ❌ Not supported | ❌ Not supported |
| Conditional Placeholders | ✅ Support conditional display of content | ❌ Not supported |
| Data Comparison | ✅ Automatically compare data and templates | ❌ Not supported |
| Batch Generation Modes | ✅ Independent documents and merged documents | ✅ Support multiple generation modes |
| Custom File Names | ✅ Support flexible file name customization | ✅ Supported but not flexible enough |
| Offline Use | ✅ Support offline version | ✅ Supported |
| Cross-Platform Support | ✅ Support Web and desktop versions | ❌ Only support Windows and Mac |
2. Ease of Use Comparison
Sheet-to-Doc
Advantages:
- Intuitive Web interface, easy to operate
- Simplified generation process, only a few steps
- Provide data comparison function to reduce errors
- Support drag and drop file upload
- Real-time preview of data and templates
Disadvantages:
- Need to learn new tools and placeholder syntax
- May need adaptation for users accustomed to Office
Mail Merge
Advantages:
- Deeply integrated with Office, no additional tools required
- Easy for users familiar with Office to get started
- Provide detailed wizard-style operation
Disadvantages:
- Relatively complex operation process, requiring multiple steps
- Lack of data comparison function, error-prone
- No real-time preview
- Error messages are not user-friendly
3. Performance Comparison
Sheet-to-Doc
Advantages:
- Local data processing, fast generation speed
- Support large data volume processing (tens of thousands of rows)
- Optimized image processing algorithm
Disadvantages:
- For extremely large data volumes, the browser may crash
- Web version is affected by network
Mail Merge
Advantages:
- Local desktop application, not affected by network
- Support large data volume processing
Disadvantages:
- Slow generation speed, especially for documents with complex formats
- Prone to insufficient memory issues
- Poor performance when processing images
4. Security Comparison
Sheet-to-Doc
Advantages:
- Local data processing, no need to upload to servers
- Data privacy is guaranteed
- Support offline use, further enhancing security
Disadvantages:
- Web version needs to run in a browser, may have browser security issues
Mail Merge
Advantages:
- Local desktop application, data does not leave the local machine
- Enterprise version provides stronger security guarantees
Disadvantages:
- Integrated with Office, may be affected by Office security vulnerabilities
- Lack of data encryption function
5. Cost Comparison
Sheet-to-Doc
Advantages:
- Basic functions are completely free
- Advanced functions are reasonably priced
- No need to purchase Office software
Disadvantages:
- Advanced functions require payment
Mail Merge
Advantages:
- Included in the Office suite, no additional payment required
- Enterprise version provides more functions
Disadvantages:
- Need to purchase Office software, high cost
- Subscription model has high long-term costs
Applicable Scenario Comparison
Scenarios Suitable for Sheet-to-Doc
- Need to process complex data structures: Such as JSON data, nested data, etc.
- Need to insert dynamic images: Such as product catalogs, certificates, reports, etc.
- Need complex document structures: Such as documents containing loops, conditional judgments
- Need cross-platform use: Such as switching between different operating systems
- Need to quickly generate a large number of documents: Such as hundreds of contracts, invitation letters, etc.
- Don’t want to purchase Office software: Such as individual users, small businesses, etc.
Scenarios Suitable for Mail Merge
- Already purchased Office software: Such as enterprise users, schools, etc.
- Need to generate simple documents: Such as letters, labels, envelopes, etc.
- Accustomed to using Office tools: Such as users who have long used Word and Excel
- Need deep integration with Office: Such as scenarios using Office VBA macros
- No need to process complex data structures: Such as simple Excel data
Migration Guide: From Mail Merge to Sheet-to-Doc
If you are considering migrating from mail merge to Sheet-to-Doc, here are some migration guidelines:
1. Template Migration
- Replace merge fields in Word templates with Sheet-to-Doc placeholders
- Merge fields:
«Name»→ Placeholders:{Name} - Add more complex placeholders as needed, such as loop placeholders, image placeholders, etc.
2. Data Migration
- Sheet-to-Doc supports Excel format, you can directly use existing Excel data
- If you need to use more advanced data formats, such as JSON or JSONL, you can use tools to convert Excel data to corresponding formats
3. Testing and Optimization
- Test migrated templates and data with a small amount of data
- Optimize templates and placeholders based on test results
- Gradually expand the scope of use until complete migration
Real-World Cases: Sheet-to-Doc vs Mail Merge
Case 1: Generate Product Catalogs
Scenario: An e-commerce company needs to generate product catalogs containing 1000 products, each product containing images, names, prices, and other information
Mail Merge Solution:
- Need to use complex VBA macros or plugins to support image insertion
- Slow generation speed, may take several hours
- Prone to format errors
Sheet-to-Doc Solution:
- Directly use image placeholders to insert dynamic images
- Support loop placeholders to generate product lists
- Fast generation speed, only takes a few minutes
- Automatically compare data and templates, reducing errors
Case 2: Generate Personalized Invitation Letters
Scenario: An event needs to generate personalized invitation letters for 500 guests, containing guest names, companies, event information, etc.
Mail Merge Solution:
- Can complete basic invitation letter generation
- But does not support displaying different content based on guest levels
- File name customization is not flexible enough
Sheet-to-Doc Solution:
- Support conditional placeholders, display different content based on guest levels
- Support flexible file name customization, such as
{Name}-{Company}-Invitation.docx - Fast generation speed, easy to use
Summary
Both Sheet-to-Doc and mail merge are excellent automated document generation tools, but they have their own advantages and disadvantages, suitable for different usage scenarios.
- Mail merge is a mature function, deeply integrated with Office, suitable for users who have already purchased Office software and need to generate simple documents.
- Sheet-to-Doc is an emerging tool with more powerful functions, higher ease of use, and support for more data formats, suitable for users who need to process complex data structures, insert dynamic images, and use loops and conditional judgments.
When choosing a tool, it is recommended to consider factors such as function requirements, ease of use requirements, performance requirements, security requirements, cost requirements, and cross-platform requirements to select the most suitable tool for you.
In the following series of articles, we will introduce real-world application cases of Sheet-to-Doc to help you better understand how to use Sheet-to-Doc to solve practical problems. Stay tuned!