vba - Export individual documents from mail merge

Vba - Export individual documents from mail merge

Exporting individual documents from a mail merge in VBA (Visual Basic for Applications) involves automating Microsoft Word to split the merged document into separate files based on the merged data. Here's a step-by-step guide on how to achieve this:

Prerequisites

Before proceeding, ensure you have a Microsoft Word document set up with a mail merge connected to a data source (like an Excel spreadsheet or Access database).

Steps to Export Individual Documents

  1. Open Microsoft Word and Access VBA Editor:

    Open your Word document and press Alt + F11 to open the VBA editor.

  2. Insert a VBA Module:

    If you don't have a module already, insert a new one:

    • Right-click on any existing module or Insert > Module to create a new module.

  3. Write VBA Code:

    Use the following VBA code to export individual documents from the mail merge:

    Sub ExportIndividualDocuments() Dim wdApp As Object Dim wdDoc As Object Dim i As Long Dim OutputFolder As String ' Define the output folder path OutputFolder = "C:\Output\" ' Change this path as needed ' Create an instance of Microsoft Word application Set wdApp = CreateObject("Word.Application") ' Open the merged document Set wdDoc = wdApp.Documents.Open("C:\Path\To\Your\MergedDocument.docx") ' Replace with your merged document path ' Loop through each record in the data source With wdDoc.MailMerge.DataSource .FirstRecord = 1 .LastRecord = .RecordCount For i = .FirstRecord To .LastRecord ' Set the active record .ActiveRecord = i ' Export individual document wdDoc.MailMerge.Destination = 0 ' wdSendToNewDocument wdDoc.MailMerge.Execute Pause:=False ' Save the individual document wdApp.ActiveDocument.SaveAs2 OutputFolder & "Document_" & i & ".docx", FileFormat:=16 ' wdFormatXMLDocument wdApp.ActiveDocument.Close False ' Close without saving changes Next i End With ' Close and quit Word application wdDoc.Close False wdApp.Quit ' Clean up Set wdDoc = Nothing Set wdApp = Nothing MsgBox "Documents exported successfully.", vbInformation End Sub

  4. Modify Paths and Output Folder:

    • Replace "C:\Path\To\Your\MergedDocument.docx" with the actual path to your merged document.
    • Modify OutputFolder to specify where you want the individual documents to be saved.

  5. Run the Macro:

    • Close the VBA editor and return to Word.
    • Press Alt + F8, select ExportIndividualDocuments, and click Run to execute the macro.

Explanation:

  • Create Word Application: CreateObject("Word.Application") creates an instance of Microsoft Word.
  • Open Merged Document: wdApp.Documents.Open opens the merged document.
  • Loop through Data Source: The loop iterates through each record in the data source.
  • Execute Mail Merge: wdDoc.MailMerge.Execute merges the data for each record into a new document.
  • Save and Close Documents: wdApp.ActiveDocument.SaveAs2 saves each merged document with a unique name in the specified OutputFolder.
  • Clean Up: Close and quit the Word application, release objects, and display a success message.

Notes:

  • Ensure your mail merge setup is correct and tested before running this script.
  • Adjust file paths and save formats (FileFormat:=16 corresponds to wdFormatXMLDocument) as needed.
  • This script assumes your data source is correctly linked and accessible from Word.

By following these steps, you can automate the process of exporting individual documents from a mail merge in Microsoft Word using VBA, saving time and effort when dealing with large datasets. Adjust the code according to your specific requirements and folder structures.

Examples

  1. VBA: How to export individual documents from a mail merge to separate Word files?

    Sub ExportIndividualDocuments() Dim wdApp As Object Dim wdDoc As Object Dim wdSelection As Object Dim i As Integer Set wdApp = CreateObject("Word.Application") wdApp.Visible = True ' Set to False for background processing ' Open the mail merge main document Set wdDoc = wdApp.Documents.Open("C:\Path\To\MailMergeMainDocument.docx") ' Loop through each record in the mail merge For i = 1 To wdDoc.MailMerge.DataSource.RecordCount ' Go to the specified record wdDoc.MailMerge.DataSource.ActiveRecord = i ' Perform the mail merge wdDoc.MailMerge.Execute ' Save the merged document to a separate file wdDoc.SaveAs2 "C:\Path\To\Output\Folder\" & "Document_" & i & ".docx", FileFormat:=wdFormatXMLDocument ' Close the document without saving changes (to reuse for next iteration) wdDoc.Close False Next i ' Close the mail merge main document and Word application wdApp.Quit Set wdDoc = Nothing Set wdApp = Nothing End Sub

    Description: This VBA script automates exporting individual documents from a mail merge main document (MailMergeMainDocument.docx). It iterates through each record in the data source, performs the mail merge, saves each merged document as a separate Word file (Document_i.docx), and closes the documents after processing.

  2. VBA: How to export individual documents from mail merge to PDF files?

    Sub ExportIndividualPDFs() Dim wdApp As Object Dim wdDoc As Object Dim i As Integer Set wdApp = CreateObject("Word.Application") wdApp.Visible = True ' Set to False for background processing ' Open the mail merge main document Set wdDoc = wdApp.Documents.Open("C:\Path\To\MailMergeMainDocument.docx") ' Loop through each record in the mail merge For i = 1 To wdDoc.MailMerge.DataSource.RecordCount ' Go to the specified record wdDoc.MailMerge.DataSource.ActiveRecord = i ' Perform the mail merge wdDoc.MailMerge.Execute ' Save the merged document as PDF wdDoc.SaveAs2 "C:\Path\To\Output\Folder\" & "Document_" & i & ".pdf", FileFormat:=wdFormatPDF ' Close the document without saving changes (to reuse for next iteration) wdDoc.Close False Next i ' Close the mail merge main document and Word application wdApp.Quit Set wdDoc = Nothing Set wdApp = Nothing End Sub

    Description: This VBA script modifies the previous example to save each merged document as a PDF (Document_i.pdf). It utilizes wdFormatPDF for the FileFormat parameter in the SaveAs2 method to export PDF files instead of DOCX.

  3. VBA: How to export individual documents from mail merge to separate Excel files?

    Sub ExportIndividualExcelFiles() Dim wdApp As Object Dim wdDoc As Object Dim i As Integer Set wdApp = CreateObject("Word.Application") wdApp.Visible = True ' Set to False for background processing ' Open the mail merge main document Set wdDoc = wdApp.Documents.Open("C:\Path\To\MailMergeMainDocument.docx") ' Loop through each record in the mail merge For i = 1 To wdDoc.MailMerge.DataSource.RecordCount ' Go to the specified record wdDoc.MailMerge.DataSource.ActiveRecord = i ' Perform the mail merge wdDoc.MailMerge.Execute ' Save the merged document as Excel (Word saves as HTML and renames extension) wdDoc.SaveAs2 "C:\Path\To\Output\Folder\" & "Document_" & i & ".xlsx", FileFormat:=wdFormatHTML ' Close the document without saving changes (to reuse for next iteration) wdDoc.Close False Next i ' Close the mail merge main document and Word application wdApp.Quit Set wdDoc = Nothing Set wdApp = Nothing End Sub

    Description: This VBA script demonstrates exporting each merged document from a mail merge to separate Excel files (Document_i.xlsx). It saves the files with wdFormatHTML, which Word converts to Excel format and renames the extension accordingly.

  4. VBA: How to export individual documents from mail merge to text files?

    Sub ExportIndividualTextFiles() Dim wdApp As Object Dim wdDoc As Object Dim i As Integer Set wdApp = CreateObject("Word.Application") wdApp.Visible = True ' Set to False for background processing ' Open the mail merge main document Set wdDoc = wdApp.Documents.Open("C:\Path\To\MailMergeMainDocument.docx") ' Loop through each record in the mail merge For i = 1 To wdDoc.MailMerge.DataSource.RecordCount ' Go to the specified record wdDoc.MailMerge.DataSource.ActiveRecord = i ' Perform the mail merge wdDoc.MailMerge.Execute ' Save the merged document as text file wdDoc.SaveAs2 "C:\Path\To\Output\Folder\" & "Document_" & i & ".txt", FileFormat:=wdFormatText ' Close the document without saving changes (to reuse for next iteration) wdDoc.Close False Next i ' Close the mail merge main document and Word application wdApp.Quit Set wdDoc = Nothing Set wdApp = Nothing End Sub

    Description: This VBA script exports each merged document from a mail merge to separate text files (Document_i.txt). It uses wdFormatText in the SaveAs2 method to save documents as plain text files.

  5. VBA: How to export individual documents from mail merge to CSV files?

    Sub ExportIndividualCSVFiles() Dim wdApp As Object Dim wdDoc As Object Dim i As Integer Set wdApp = CreateObject("Word.Application") wdApp.Visible = True ' Set to False for background processing ' Open the mail merge main document Set wdDoc = wdApp.Documents.Open("C:\Path\To\MailMergeMainDocument.docx") ' Loop through each record in the mail merge For i = 1 To wdDoc.MailMerge.DataSource.RecordCount ' Go to the specified record wdDoc.MailMerge.DataSource.ActiveRecord = i ' Perform the mail merge wdDoc.MailMerge.Execute ' Save the merged document as CSV (Word saves as HTML and renames extension) wdDoc.SaveAs2 "C:\Path\To\Output\Folder\" & "Document_" & i & ".csv", FileFormat:=wdFormatHTML ' Close the document without saving changes (to reuse for next iteration) wdDoc.Close False Next i ' Close the mail merge main document and Word application wdApp.Quit Set wdDoc = Nothing Set wdApp = Nothing End Sub

    Description: This VBA script exports each merged document from a mail merge to separate CSV files (Document_i.csv). It utilizes wdFormatHTML to save the files, which Word converts to CSV format and renames the extension accordingly.

  6. VBA: How to export individual documents from mail merge to PowerPoint slides?

    Sub ExportIndividualPowerPointSlides() Dim wdApp As Object Dim wdDoc As Object Dim i As Integer Set wdApp = CreateObject("Word.Application") wdApp.Visible = True ' Set to False for background processing ' Open the mail merge main document Set wdDoc = wdApp.Documents.Open("C:\Path\To\MailMergeMainDocument.docx") ' Loop through each record in the mail merge For i = 1 To wdDoc.MailMerge.DataSource.RecordCount ' Go to the specified record wdDoc.MailMerge.DataSource.ActiveRecord = i ' Perform the mail merge wdDoc.MailMerge.Execute ' Save the merged document as PowerPoint (Word saves as HTML and renames extension) wdDoc.SaveAs2 "C:\Path\To\Output\Folder\" & "Slide_" & i & ".pptx", FileFormat:=wdFormatHTML ' Close the document without saving changes (to reuse for next iteration) wdDoc.Close False Next i ' Close the mail merge main document and Word application wdApp.Quit Set wdDoc = Nothing Set wdApp = Nothing End Sub

    Description: This VBA script exports each merged document from a mail merge to separate PowerPoint slides (Slide_i.pptx). It uses wdFormatHTML for saving, where Word converts to PowerPoint format and renames the extension accordingly.

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