PATools XL Toolbox

since 1999

Easy Word Merge

Help and Documentation


In simple terms, the software runs a search and replace throughout a Word document, based on what you tell it to look for and replace with - you define these in columns A and B respectively within an open Excel workbook, starting at cell A1.

You can choose how you mark the fields - typically they will be like one of these: [Date] or <Date> or <<Date>> or {Date}. You can use more than one. Or you do not need to use any, but beware - if you use, for example, 'Date' with no marker (ie not '[Date]') then all occurrences of the word 'Date' will be replaced.

Excel fields not occurring in Word will be ignored, and vice versa

There are two 'reserved fields' for your Excel data:

  1. 'Word Doc' allows you to define the full path and file name for the Word document.
  2. 'Word Save' allows you to define the full path and file name for the Word document to be saved after the merge.

At the top of the screen you select the Word document, which will be opened as Read-Only as a precaution to protect your template from accidental overwriting.

This can either be defined in the Excel worksheet as "Word Doc" (no quotes) in column A, with the full path and file name in the adjacent cell (ie column B). If the path or file name is wrong or not defined, then the software will prompt you to select the file (although the Excel data will not be changed).

Alternatively you can select a file to use by clicking "Browse". It will be added to the top of the drop-down; the software remembers this list (10 files).

There are also 2 links to run verifications - the software can check that all fields in Excel are found in your Word document (except for the 2 reserved fields), and vice versa. In the latter case, you will need to tell the software how to recognise the merge fields in the Word document, so it prompts you for the opening and closing markers (eg [ and ], or << and >>).


1. Include headers, footers, text boxes etc will extend the search and replace from just the main text of the Word document to look in the rest of the document.

2. Attach completed Word document to draft email will give you the option to attach the completed Word document into an email, either as a Word document or a pdf file. The email will not be sent, but left open for you to add the addressee(s), the subject and text for the email etc.



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