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MS Office Forum / Word / Mailmerge and Fax / August 2004create and save separate files from mail merge result
i have a 108 page document containing 108 individualised copies of a letter, created by mail-merging Access data into a Word letter template. is there a way to break the long document into 108 separate documents and save them using data from the mail merge [name] fields as the filenames? the long document contains page breaks before each new individualised letter so i guess it's possible to use a macro to creat a new document from each page break. but macros i've recorded with Word fail because they give each document the same filename. i don't know how to create macros outside of Word. and would appreciate any suggestions. thank you. Once you have merged the fields are no longer available so they can't be used to name the documents. For an alternative plan see http://www.gmayor.com/individual_merge_letters.htm  Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > i have a 108 page document containing 108 individualised copies of a > letter, created by mail-merging Access data into a Word letter [quoted text clipped - 10 lines] > > thank you. thanks graham, that's a big help. one non-essential tweaking question: is there a way to have the macro append the first few characters of text in each document to the resulting filenames? > Once you have merged the fields are no longer available so they can't be > used to name the documents. For an alternative plan see > http://www.gmayor.com/individual_merge_letters.htm The following will add the first word of each merge letter to the start of the filenames. If that is derived from a field then that will reflect the fieldname. You can change the relevant bit of code to select the Word(s) you want to include and of course change the path to match your own requirements Sub SplitMerge() ' splitter Macro ' Macro created 16-08-98 by Doug Robbins to save each letter created by a ' mailmerge as a separate file. ' With minor modifications by Graham Mayor 10-02-03& 04-08-2004 Dim mask As String Selection.EndKey Unit:=wdStory Letters = Selection.Information(wdActiveEndSectionNumber) mask = "ddMMyy" Selection.HomeKey Unit:=wdStory Counter = 1 While Counter < Letters Application.ScreenUpdating = False ' Start of changed section Selection.HomeKey Unit:=wdStory Selection.MoveRight Unit:=wdWord, Count:=1, Extend:=wdExtend sName = Selection Docname = "D:\My Documents\Test\Merge\" _ & sName & " " & Format(Date, mask) & " " & LTrim$(Str$(Counter)) 'End of changed section ActiveDocument.Sections.First.Range.Cut Documents.Add Selection.Paste ActiveDocument.SaveAs FileName:=Docname, _ FileFormat:=wdFormatDocument ActiveWindow.Close Counter = Counter + 1 Application.ScreenUpdating = True Wend End Sub Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > thanks graham, that's a big help. > [quoted text clipped - 14 lines] >> Word MVP web site http://word.mvps.org >> <>>< ><<> ><<> <>>< ><<> <>>< <>><< thanks! that's perfect. i appreciate your help. jc > The following will add the first word of each merge letter to the start of > the filenames. If that is derived from a field then that will reflect the [quoted text clipped - 56 lines] > >> Word MVP web site http://word.mvps.org > >> <>>< ><<> ><<> <>>< ><<> <>>< <>><< With a slight modification, you can delete the Word you used to name the document, which might be handy if you inserted the extra field to provide the name used - Sub SplitbyDate() ' splitter Macro ' Macro created 16-08-98 by Doug Robbins to save each letter created by a ' mailmerge as a separate file. ' With minor modifications by Graham Mayor 10-02-03& 04-08-2004 Dim mask As String Selection.EndKey Unit:=wdStory Letters = Selection.Information(wdActiveEndSectionNumber) mask = "ddMMyy" Selection.HomeKey Unit:=wdStory Counter = 1 While Counter < Letters Application.ScreenUpdating = False Selection.HomeKey Unit:=wdStory Selection.MoveRight Unit:=wdWord, Count:=1, Extend:=wdExtend sName = Selection Selection.Delete Unit:=wdCharacter, Count:=1 Docname = "D:\My Documents\Test\Merge\" _ & sName & " " & Format(Date, mask) & " " & LTrim$(Str$(Counter)) ActiveDocument.Sections.First.Range.Cut Documents.Add Selection.Paste ActiveDocument.SaveAs FileName:=Docname, _ FileFormat:=wdFormatDocument ActiveWindow.Close Counter = Counter + 1 Application.ScreenUpdating = True Wend End Sub Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > thanks! that's perfect. i appreciate your help. > jc [quoted text clipped - 68 lines] >>>> Word MVP web site http://word.mvps.org >>>> <>>< ><<> ><<> <>>< ><<> <>>< <>><< |
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