merging to multiple documents?

[Geoff Wichert]

Is it possible to have merged records saved as separate
documents rather than as one large one? That is
effectively what happens with the email merging, so why
not with files as well? It seems like a logical thing to
want to do, so I'm surprised I can't find it in Word. If
it's not possible within the mail merge function, does
anyone know of any work-arounds or add-ons that can
accomplish this?

I'm using Word to generate a series of web pages by
combining an HTML template and an Excel spreadsheet, but
it's kind of self-defeating if I then have to manually cut
and paste hundreds of files after the merge is complete.

Thanks for any help or advice.
Geoff

 

[Doug Robbins - Word MVP]

Hi Geoff,

Here is a macro that will split the document produced by the merge into
individual files:

' Macro created by Doug Robbins to save each letter created by a mailmerge
as a separate file.

Dim Letters As Integer, Counter As Integer
Letters = ActiveDocument.Sections.Count
Selection.HomeKey Unit:=wdStory
Counter = 1
While Counter < Letters
DocName = "Myletter" & LTrim$(Str$(Counter))
ActiveDocument.Sections.First.Range.Cut
Documents.Add
Selection.Paste
ActiveDocument.Sections(2).PageSetup.SectionStart = wdSectionContinuous
ActiveDocument.SaveAs FileName:=DocName, FileFormat:= _
wdFormatDocument, LockComments:=False, Password:="",
AddToRecentFiles:= _
True, WritePassword:="", ReadOnlyRecommended:=False,
EmbedTrueTypeFonts:= _
False, SaveNativePictureFormat:=False, SaveFormsData:=False, _
SaveAsAOCELetter:=False
ActiveWindow.Close
Counter = Counter + 1
Wend

Of if you want to save each letter with a filename from the datasource,
here's a method that I have used that involves creating a separate
catalog type mailmerge maindocument which creates a word document containing
a table in each row of which would be your data from the database that you
want to use as the filename.

You first execute that mailmerge, then save that file and close it. Then
execute the mailmerge that you want to create the separate files from and
with the
result of that on the screen, run a macro containing the following code
and when the File open dialog appears, select the file containing the table
created by the first mailmerge

Dim Source As Document, oblist As Document, DocName As Range, DocumentName
As String
Set Source = ActiveDocument
With Dialogs(wdDialogFileOpen)
.Show
End With
Set oblist = ActiveDocument
Counter = 1
While Counter < oblist.Tables(1).Rows.Count
Set DocName = oblist.Tables(1).Cell(Counter, 1).Range
DocName.End = DocName.End - 1

'Change the path in the following command to suit where you want to save
the documents.
DocumentName = "I:\WorkArea\Documentum\" & DocName.Text
Source.Sections.First.Range.Cut
Documents.Add
Selection.Paste
ActiveDocument.SaveAs filename:=DocumentName, FileFormat:= _
wdFormatDocument, LockComments:=False, Password:="",
AddToRecentFiles:= _
True, WritePassword:="", ReadOnlyRecommended:=False,
EmbedTrueTypeFonts:= _
False, SaveNativePictureFormat:=False, SaveFormsData:=False, _
SaveAsAOCELetter:=False
ActiveWindow.Close
Counter = Counter + 1
Wend


Please post any further questions or followup to the newsgroups for the
benefit of others who may be interested. Unsolicited questions forwarded
directly to me will only be answered on a paid consulting basis.

Hope this helps
Doug Robbins - Word MVP

 

[kaak]

What I did was :

I made a macro that opens the excel file, loops though the
records and merge 1 record in the loop.
This way you can name the merged document after a field in the
excel file ( in my case a accountnumber )

works like a charm

Jeroe