Certificate writing can be tedious task. To reduce the time and efforts, Microsoft excel/word and Macros could be put to use and generate efficient output. Information is available on net at various forms, main objective was to integrate the information.

1. AUTOMATION OF CERTIFICATE WRITING
(USING MICROSOFT EXCEL & WORD)
MR. VYOMESH R K JAVLE
LECTURER, DEPT. OF BIOINFORMATICS
PATKAR VARDE COLLEGE

2. INDEX
• Why Automation of Certificate writing is Required?
• Steps involved in Automation
• Key Points to Remember
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3. WHY AUTOMATION OF CERTIFICATE WRITING IS
REQUIRED?
• It will be useful to reduce the paper waste-ages, indirectly aiding in conserving few
tree’s per year.
• It can be cost effective for School/Institutes/Companies.
• Basic software like Microsoft Word and Excel are used, to make it simpler.
• Allotted member for registration team can reduced and other can team up with other
sections requiring more members for work.
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4. STEPS INVOLVED IN AUTOMATION
• Step 1: Gather the Data
• Create a Data Source (generally google form), make sure it is storing the data in Excel sheet.
• Variable name/parameter should have no space to avoid clash with Macro’s used
• E.g. Name of Participant this should be changed in Excel to either just Names or put an
underscore in between the words i.e. Name_of_Participant
• Also the worksheet name should be noted, which is used in the Macro’s to locate the data.
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Note the format of
variable name
Note the name of
the working sheet

5. • Step 2: Store the data at appropriate location
• Location is important for importing as well as exporting the Files using the Macro’s
• Excel File containing the data of participants and word file containing the certificate should be kept in
same folder.
• Also a separate folder needs to be created within the above location to store the certificate of individual
participant (we will learn and see this steps in the coming slides)
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Location where
folder, excel and
certificate is
stored. Location can
be altered as per
requirement
Word File containing
the certificate
Excel File containing
the Data

6. • Step 3: Certificate in the word file.
• It can be created or templates from the Microsoft office can be selected. (To show and run
example, I will be select a template from Microsoft itself)
• Font style and size can be adjusted as per requirement
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7. • Step 4: Linking the Excel Data using tab “Mailings”
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In Mailings click on Start Mail Merge
and select Step-by-Step Mail Merge
Wizard. This will open dialog box on
right hand side of word file.

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In Mail Merge,
select type as
Letters and
below click on
Next: Starting
document

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Select Use the
Current
document and
below click on
Next: Select
recipients

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In Mail Merge,
select recipients as
Use an existing list
and click on
Browse i.e. we will
be selecting the
excel file from
which the data
needs to be
imported

11. • In the previous slide, when u click on browse option, dialog box will open up. Now
navigate to folder where the excel sheet is kept. Excel sheet used here is
named as List.xlsx. Select it and click on open.
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12. • Select table, helps us to select the sheet from which we want collaborate the data
in certificates. Make sure there is tick on box stating “First row of data contains
column headers.”
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13. • Check the data once and click OK. If need one can explore Refine option provided.
• Click of “Next: Write your letter” option provided at bottom right side of word file.
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14. • Link the data from excel sheet using Insert merge field option. E.g. Take Cursor at place
where one wants to keep the name of participant, now click on Insert merge field and
from the drop down select Full_Name and at the location of cursor it appear with <<
and >>
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15. • Insert the other field as shown for Full_Name on to the required area. After
Completion click on “Next: Preview your letter”
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Click on << or
>> will help one
access if other
data (toggle
between the
records) is being
replicated
properly in area
allotted. Edit
option is also
available. If no
Error, then click
Next: Complete
the Merge

17. • To complete the merge, click on Finish & Merge → select Edit Individual Merge. Dialog box
will ask to merge records, select “all” option. And click ok. If time is not constraint the
current record or From can be used to generate individual doc. May not be useful it record
list or participant number is to large.
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18. • Problem with “all” option is it save al
the records in one particular file it-
self. To segregate each record we will
use Macros.
• Code for Macros is freely available at
link:
https://learndataanalysis.org/automat
e-mail-merge-to-save-each-record-
individually-with-word-vba/
• Close new document, which show all the
certificate together. And move on to
the original certificate file.
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19. • Step 4: Creating Macros, Editing Macros and generating records individually
• On Original certificate for writing Macros, press alt + F11 or alt + Fn + F11, which opens the VBA
screen to write code. (As show above)
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20. • In VBA, Right click on ThisDocument → Insert → Module (new blank file will pop up).
• Paste to code available on link given on previous slide into the blank file and do the
required changes
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21. EDITING IN MACROS CODE (1ST: LOCATION )
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Insert proper paths as per
requirement

22. EDITING IN MACROS CODE (2ND: WORKSHEET NAME )
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Insert proper worksheet
name as per mentioned in
the excel file

23. EDITING IN MACROS CODE (3RD: OUTPUT FILE NAME )
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Insert proper Datafields
as per mentioned in the
excel file

24. • This is how the macros will look after editing. Saving Marcos in appropriate way
is very important.
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25. • When clicked on save it will prompt, above dialog box. Select No, so that we
can save the file in appropriate format. A new dialog box will open.
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26. • Here Select the file name and save as type to be Word Macro-Enabled Document. Save
it in same location as the previous files.
• File will have slightly different icon as show in 2nd Figure.
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27. • Output Folder is currently empty because we haven’t initiate the
Macros.
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28. • To Run Macros, go into the View tab and click on Macros icon. New Dialog
Box will open up, select the appropriate macros.
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29. • Select TestRun i.e. macros we created in previous steps. Finally click on RUN
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30. • It will take few seconds, and word as well as pdf file will be generated for each
record individual.
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Individual Certificate can Visualized and send to participants through Gmail

32. KEY POINTS TO REMEMBER
• Data in Excel should be checked before compiling the record to certificates.
• Variable name and Worksheet name should be kept simple within the Excel Sheet.
Font Size and Style can be change as per requirement within the certificate.
• Macro can be tough to understand, but requires minimum changes.
• It will take few attempts to master it. #Quarantine Learn Something New
• It can be cost effective and contribute minorly in saving a part of our Environment.
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33. THANK YOU
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