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Old 05-15-2012, 08:21 PM
joughin joughin is offline Automatically inserting information into report Windows 7 64bit Automatically inserting information into report Office 2010 64bit
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Default Automatically inserting information into report

I write reports for a number of clients. I have a word document that is the template for these reports. I then fill in all of the clients details like name, address, license details etc, fill out tables, write some descriptions etc.

Is there a way to automate filling in some of the client details? I thought about making a seperate word document for each client but because I do minor updates regularly, this would require updating 30+ documents.



Thanks for any help you can provide.
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Old 05-15-2012, 08:40 PM
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macropod macropod is offline Automatically inserting information into report Windows 7 64bit Automatically inserting information into report Office 2010 32bit
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Hi joughin,

Have you considered using mailmerge? For this you'd create, say, and Excel workbook with each client's details on a new row, with separate columns for the names, addresses, etc. In Word, you'd create a mailmerge main document with a basic layout for each kind of report, linked to the Excel workbook. Then, whenever you want to prepare a set of reports, simply run the mailmerge, after which you can edit the output documents by adding/deleting whatever's needed to personalize the reports.

Other approaches are also possible, but we'd need more details.
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Old 05-15-2012, 09:07 PM
joughin joughin is offline Automatically inserting information into report Windows 7 64bit Automatically inserting information into report Office 2010 64bit
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I work in finance. Joe's calls up and says he wants a report on his portfolio. So I fill out the template. Joe's name, address and account details will be the same for every one of his reports. I'll then enter some details on the portfolio's balance and reasons why it's over or under performed. (This is a simplified version of what I do, the reports are 40-50 pages long and have about 30 places I want to automatically insert information.)

The template gets updated every 1-2 weeks. There are currently about 100 clients but I expect this to growth to about 300 by the end of the year. Some will ask for reports once a week, some will only ask once a year.

If I run a mail merge, will it produce 100 seperate documents, one for each client? That would probably work, as I could mail merge everytime I update the template and then have a seperate personalised template for each client.
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Old 05-15-2012, 09:12 PM
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macropod macropod is offline Automatically inserting information into report Windows 7 64bit Automatically inserting information into report Office 2010 32bit
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Hi joughin,

Yes, that's the basic idea. Indeed, if there's particular client-specific information that has to be inserted at any location in the document, or even conditional text, all that can be handled via a mailmerge. Have a look at some of the discussions in the mailmerge forum.

If you want, you can also specify which clients' records are to be used for a particular mailmerge.
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