Using merge, how do I create multiple, separately saved documents

K

KMMartin

I have a single document that I need to merge customer numbers into and then
save as separate documents. There are over 200 so I don't want to do this
manually. I can perform the merge - that's easy. It's getting the merge to
save the results as multiple files rather than a single file of multiple
pages that I'm having problems with. Please help!
 
D

Doug Robbins

For saving individual mergedocuments, you can use either of the following:

Sub splitter()

' splitter Macro

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

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
Letter.End=Letter.End-1
Set Target = Documents.Add
Target.Range=Letter
Target.SaveAs FileName:="Letter" & i
Target.Close
Next i

End Sub

If you want each file to be named based on one of the fields in the data
source,
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

' Throw Away Macro created by Doug Robbins
'
Dim Source As Document, oblist As Document, DocName As Range, DocumentName
As String
Dim i As Long, doctext As Range, target As Document
Set Source = ActiveDocument
With Dialogs(wdDialogFileOpen)
.Show
End With
Set oblist = ActiveDocument
Counter = 1
For i = 1 To oblist.Tables(1).Rows.Count
Set DocName = oblist.Tables(1).Cell(i, 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
Set doctext = Source.Sections(i).Range
doctext.End = doctext.End - 1
Set target = Documents.Add
target.Range.FormattedText = doctext
target.SaveAs FileName:=DocumentName
target.Close
Next i


--
Hope 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
 
K

krstnl

Doug Robbins said:
For saving individual mergedocuments, you can use either of the following:

Sub splitter()

' splitter Macro

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

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
Letter.End=Letter.End-1
Set Target = Documents.Add
Target.Range=Letter
Target.SaveAs FileName:="Letter" & i
Target.Close
Next i

End Sub

If you want each file to be named based on one of the fields in the data
source,
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

' Throw Away Macro created by Doug Robbins
'
Dim Source As Document, oblist As Document, DocName As Range, DocumentName
As String
Dim i As Long, doctext As Range, target As Document
Set Source = ActiveDocument
With Dialogs(wdDialogFileOpen)
.Show
End With
Set oblist = ActiveDocument
Counter = 1
For i = 1 To oblist.Tables(1).Rows.Count
Set DocName = oblist.Tables(1).Cell(i, 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
Set doctext = Source.Sections(i).Range
doctext.End = doctext.End - 1
Set target = Documents.Add
target.Range.FormattedText = doctext
target.SaveAs FileName:=DocumentName
target.Close
Next i


--
Hope 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
Click to expand...
 
D

Doug Robbins

You run the splitter macro in Word when the "roll of toilet paper" is the
active document.

See the article "What do I do with macros sent to me by other newsgroup
readers

to help me out?" at:

http://word.mvps.org/FAQs/MacrosVBA/CreateAMacro.htm


--
Hope 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
 
K

krstnl

Thank you both! Before you replied though I made a good old college try by
copying and pasting the splitter macro script into the macros I already had
(via macro edit). Then I ran it... ....and later found the documents
("Letter 1" etc) in a higher folder. Kind of successful, but the margins and
tabs were wrong (those of the Normal template?). ? I also saw in your
Throw Away macro that you've got a method for naming the files with a field,
but you base it on first doing a "catalog merge" to get a Word table -- I
don't know how to do that, can I use the Access table?
 
K

krstnl

When I run the splitter, the split documents lose all the formatting -- is
there a way to get around that? Thanks ~
 
D

Doug Robbins

Replace

Target.Range=Letter

with

Target.Range.FormattedText =Letter.FormattedText

--
Hope 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
 
K

krstnl

It worked!... and then it didn't! -- before my eyes the new single report
(target) document reverted to different margins (default Normal.dot?),
although it did keep the fonts. Now what? Thanks ~
 
D

Doug Robbins

You will need to create a template that has the desired margins and then
replace the following line

Set Target = Documents.Add

With

Set Target = Documnets.Add("Drive:\Path\Templatename.dot")

--
Hope 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
 

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