Save each individual merged document as its own file

[sdemuth@earthlink.net]

I need to save each individual merged document as its own file.



I have searched on the internet and found nothing that seems to work for me. I cannot download and install an add-in because they do not allow us to do that at work.

Does anyone have VBA code that I can run after the merge that will accomplish this task?

Any help will be greatly appreciated!

juniormint

[macropod]

Did you look in the Mailmerge Tips and Tricks 'Sticky' thread at the top of this forum: Mailmerge Tips & Tricks

[sdemuth@earthlink.net]

Thank you for your response!

Yes - I tried the code under the heading Send Mailmerge Output to Individual Files, but when I ran the code, nothing happened. Any idea what may be causing that?

[macropod]

There's any number of possibilities, including:
1. You're not running the code from a mailmerge main document; and/or
2. You haven't edited the 'Last_Name' & 'First_Name' references in the code to reflect your own field names.

[sdemuth@earthlink.net]

Hi Paul -

Thanks for replying. I have the following code from the internet. Can you check it to see if there is something wrong with the changes I made to it?

Also, I put it under the VBA code where it says (General) on the left-hand side at the top and the right-hand drop down is Merge_To_Individual_Files. Is that right?

I tried running it by pressing F5 and it just sits there.

Sub Merge_To_Individual_Files()
' Sourced from: https://www.msofficeforums.com/mail-...ps-tricks.html
Application.ScreenUpdating = False
Dim StrFolder As String, StrName As String, MainDoc As Document, i As Long, j As Long
Const StrNoChr As String = """*./\:?|"
Set MainDoc = ActiveDocument
With MainDoc
  StrFolder = .Path & Application.PathSeparator
  
  For i = 1 To .MailMerge.DataSource.RecordCount
    With .MailMerge
      .Destination = wdSendToNewDocument
      .SuppressBlankLines = True
      With .DataSource
        .FirstRecord = i
        .LastRecord = i
        .ActiveRecord = i
        If Trim(.DataFields("Report_Name")) = "" Then Exit For
        'StrFolder = .DataFields("Folder") & Application.PathSeparator

        StrName = .DataFields("Report_Name")
            '& "_" & .DataFields("First_Name")
      End With
      .Execute Pause:=False
      If Err.Number = 5631 Then
        Err.Clear
        GoTo NextRecord
      End If
    End With
      For j = 1 To Len(StrNoChr)
        StrName = Replace(StrName, Mid(StrNoChr, j, 1), "_")
      Next
    StrName = Trim(StrName)
    With ActiveDocument
      'Add the name to the footer
      '.Sections(1).Footers(wdHeaderFooterPrimary).Range.InsertBefore StrName
      .SaveAs FileName:=StrFolder & StrName & ".docx", FileFormat:=wdFormatXMLDocument, AddToRecentFiles:=False

      ' and/or:
      '.SaveAs FileName:=StrFolder & StrName & ".pdf", FileFormat:=wdFormatPDF, AddToRecentFiles:=False
      '.Close SaveChanges:=False
    End With
NextRecord:
  Next i
End With

Application.ScreenUpdating = True
End Sub

Any help will be appreciated!

[macropod]

Your code refers to a field named 'Report_Name'. Does your data source have such a field? Is any of the records for that field empty? If so the code will exit at the first empty record.

[sdemuth@earthlink.net]

Thanks for responding! My main merge document does have a field called "Report_Name," as does the Excel document to be merged with.

I should point out that "Report_Name" occurs as the title of each document, plus a field in the document body with "Report_Name"; in other words, two times in each report.

Also, the "Report_Name" that occurs in the body itself is within a table. There are two tables in each report.

Would any of the two points mentioned above have anything to do with the problem?

Thanks again!

juniormint

[macropod]

Originally Posted by sdemuth@earthlink.net

Thanks for responding! My main merge document does have a field called "Report_Name," as does the Excel document to be merged with.

Are you sure the field in the data source is named 'Report_Name' and not 'Report Name'? The mergefield name isn't relevant here, as mergefields substitute underscores for spaces.

The number of times the field appears in the mailmerge main document is of no consequence.