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MS Office Forum / Word / Mailmerge and Fax / October 2007Split a mail merge document into individual documents
How do I take a mail merge document and then split it up into individual documents to save each letter in a separate place? 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 <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > How do I take a mail merge document and then split it up into > individual documents to save each letter in a separate place? Thank you for your "splitmergeletter" macro - it really helps - except for one thing - formatting is coorect when I merge to new doc - it changes the font only when I execute your macro??!! Why? The original letter is in Arial, the resulting letters are in Arial, the split letters are in Times New Roman - and as there is a specific look on the page - eg letterhead also in Arial, we want to preserve the original look. Thank you for your help. > See http://www.gmayor.com/individual_merge_letters.htm > > > How do I take a mail merge document and then split it up into > > individual documents to save each letter in a separate place? In place of the Documents.Add command in the macro, use Documents.Add Template:="C:\Program Files\Microsoft Office" _ & "\Templates\Memos\Professional Memo.dot"replacing 'C:\Program Files\Microsoft Office" _ & "\Templates\Memos\Professional Memo.dot" With the name of the template used to create the mail merge main document. SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > Thank you for your "splitmergeletter" macro - it really helps - except for > one thing - formatting is coorect when I merge to new doc - it changes the [quoted text clipped - 13 lines] >> > How do I take a mail merge document and then split it up into >> > individual documents to save each letter in a separate place? Thank you for your help. > In place of the > [quoted text clipped - 25 lines] > >> > How do I take a mail merge document and then split it up into > >> > individual documents to save each letter in a separate place? I've hit another glitch - everything works great - the font is behaving properly, the file names that are being saved are perfect - only one problem - after running the SplitMergeLetter macro, no matter what I do to the bottom of the merge letter original, the created file has a printing blank page at the end, with only a paragraph symbol on it. At the very end of my original merge document, there is only one paragraph mark that cannot be removed, and the large document that results from the merge has no blank pages, only a section break after the last character on each page, only after I split the letters does the blank page show up. Can anyone help? > In place of the > [quoted text clipped - 25 lines] > >> > How do I take a mail merge document and then split it up into > >> > individual documents to save each letter in a separate place? Using this macro should overcome that problem: Sub splitter() ' splitter Macro ' Macro created by Doug Robbins to save each letter created by a mailmerge ' as a separate file, retaining the header and footer information. Dim i As Long, Source As Document, Target As Document, Letter As Range Set Source = ActiveDocument For i = 1 To Source.Sections.Count Set Letter = Source.Sections(i).Range Set Target = Documents.Add Target.Range = Letter Target.Sections(2).PageSetup.SectionStart = wdSectionContinuous Target.SaveAs FileName:="Letter" & i Target.Close Next i End Sub It changes the section break at the end of each letter to a continuous section break. SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > I've hit another glitch - everything works great - the font is behaving > properly, the file names that are being saved are perfect - only one [quoted text clipped - 47 lines] >> >> > How do I take a mail merge document and then split it up into >> >> > individual documents to save each letter in a separate place? Is it possible to split a merge document that has several section breaks within one letter? For example, each individual letter has 2 - 5 section breaks and then the Section Break (Next Page) ends that letter and begins the next one. > Using this macro should overcome that problem: > [quoted text clipped - 67 lines] > >> >> > How do I take a mail merge document and then split it up into > >> >> > individual documents to save each letter in a separate place? Yes with the proviso that while the number of sections may vary from mail merge main document to mail merge main document, there would need to be a constant number of sections for the one mail merge main document. That is, if by the use of an If...then...Else construction in the mailmerge main document you were inserting section breaks, then it would not be possible, or at least would be very difficult to do it via mail merge - A "roll-your-own" VBA equivalent to Mail Merge would be a better way of handling that situation. SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > Is it possible to split a merge document that has several section breaks > within one letter? For example, each individual letter has 2 - 5 section [quoted text clipped - 81 lines] >> >> >> > How do I take a mail merge document and then split it up into >> >> >> > individual documents to save each letter in a separate place? Thank you for the information! This document is using If...then...Else statements to insert the breaks. > Yes with the proviso that while the number of sections may vary from mail > merge main document to mail merge main document, there would need to be a [quoted text clipped - 90 lines] > >> >> >> > How do I take a mail merge document and then split it up into > >> >> >> > individual documents to save each letter in a separate place? Hello Doug, Where do I go to open and edit the macro to change the command. Tools, macro, macros lets me see your macro, but the edit button is greyed out OR the error says the project cannot be viewed. Thanks, Richard > In place of the > [quoted text clipped - 25 lines] > >> > How do I take a mail merge document and then split it up into > >> > individual documents to save each letter in a separate place? I assume that you are talking about the addin downloaded from Graham's site. With Word not running, move the file from the Word Startup folder into your Templates folder and then use File>Open in Word to open that file. After modifying it, you will then need to save it and move it back into the Startup folder and restart Word. SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > Hello Doug, > Where do I go to open and edit the macro to change the command. Tools, [quoted text clipped - 38 lines] >> >> > How do I take a mail merge document and then split it up into >> >> > individual documents to save each letter in a separate place? I was so happy when I found this macro of Grahams. It sounds like it will do exactly what I need. Unfortuantely, when I run it I get the following error: Run-time error 4608: Value out of range. I'm exporting a dbase file from Access 03. In the query I've added the Folder/File Name field: Folder: "\\cee-data\conference forms\" & [GradYear] & "\" & [FirstLast] & "\" & [Enter Year] The macro runs; I tell it to split and then I get the error. I click OK on the error window and a single merged document opens. What could be wrong? Is it because I have spaces in my folder names? The file names in the sample have spaces, but maybe that doesn't translate to folder names. Any help would be most appreciated. TIA~ SignatureKirstin McDonald ITC > See http://www.gmayor.com/individual_merge_letters.htm > > > How do I take a mail merge document and then split it up into > > individual documents to save each letter in a separate place? What is typically displayed by the Folder: "\\cee-data\conference forms\" & [GradYear] & "\" & [FirstLast] & "\" & [Enter Year] field in your query? If you create a macro containing the code FileSaveAs "what is displayed in as asked above" and run it with any document active (a blank one will do), does it save the document correctly or do you get the same error message. I think that the \\ may be causing a problem. SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP >I was so happy when I found this macro of Grahams. It sounds like it will >do [quoted text clipped - 24 lines] >> > How do I take a mail merge document and then split it up into >> > individual documents to save each letter in a separate place? I've tried multiple formats: \\cee-data\share\conference forms\2010\Kate Adams\2007 Narrative S:\conference forms\2010\Kate Adams\2007 Narrative \conference forms\2010\Kate Adams\2007 Narrative conference forms\2010\Kate Adams\2007 Narrative I've tried creating a new merge doc without using the individual folder option and still get the error message. I'm stumped and running out of time. SignatureKirstin McDonald ITC > What is typically displayed by the Folder: "\\cee-data\conference forms\" & > [GradYear] & "\" & [FirstLast] & [quoted text clipped - 37 lines] > >> > How do I take a mail merge document and then split it up into > >> > individual documents to save each letter in a separate place? If you are getting an error message when you are not trying to create individual documents, then the problem would appear to be with something else. If you want to send me the mail merge main document and the data source, I will create the letters for you and send them back. SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > I've tried multiple formats: > [quoted text clipped - 54 lines] >> >> > How do I take a mail merge document and then split it up into >> >> > individual documents to save each letter in a separate place? Hi Doug, Thank you for offering to take a look. I'll email the two files under seperate cover. SignatureKirstin McDonald ITC > If you are getting an error message when you are not trying to create > individual documents, then the problem would appear to be with something [quoted text clipped - 61 lines] > >> >> > How do I take a mail merge document and then split it up into > >> >> > individual documents to save each letter in a separate place? Doug took a look at my template and found that I had somehow created sections. He deleted them and now everything works like a charm! Thanks so much, Doug, for taking the time. Really appreciate it!!!! SignatureKirstin McDonald ITC > Hi Doug, > [quoted text clipped - 66 lines] > > >> >> > How do I take a mail merge document and then split it up into > > >> >> > individual documents to save each letter in a separate place?
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