Please Note: This article is written for users of the following Microsoft Word versions: 2007 and 2010. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Creating Files with Mail Merge.

Creating Files with Mail Merge

by Allen Wyatt
(last updated December 6, 2016)

4

The standard mail merge capabilities of Word allow you to merge directly to a printer, to a new document, or to a series of e-mail messages.

There may be times, however, when you need to create an individual document for each of the data source records. Unfortunately, Word does not provide a way to do this. Fortunately you can create a macro to take care of the task for you. The following is a macro that will "pull apart" a document created by the mail merge feature. Each section of the document (there is one section per data source record) is pulled out and saved in its own document file.

Sub Splitter()
    Dim numlets As Integer
    Dim Counter As Integer
    Dim BaseName As String
    Dim DocName As String

    Selection.EndKey Unit:=wdStory
    numlets = Selection.Information(wdActiveEndSectionNumber)
    If numlets > 1 Then numlets = numlets - 1
    Selection.HomeKey Unit:=wdStory
    BaseName = "c:\Let"
    For Counter = 1 To numlets
        DocName = BaseName & Right("000" & LTrim(Str(Counter)), 3)
        ActiveDocument.Sections.First.Range.Cut
        Documents.Add
        Selection.Paste
        Selection.MoveLeft Unit:=wdCharacter, Count:=1
        Selection.Delete Unit:=wdCharacter, Count:=1
        ActiveDocument.SaveAs FileName:=DocName
        ActiveWindow.Close
    Next Counter
End Sub

When the macro is run, it creates a series of files named Ltr001 through Ltrxxx, where xxx is the number of sections in the original document. Actually, the macro creates one "Ltr" file less than the number of sections in the document. The last section in the document is left in the original file (the one you are processing). If you want to change the filename or where the files are saved, change the setting for the BaseName variable in the macro.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (11593) applies to Microsoft Word 2007 and 2010. You can find a version of this tip for the older menu interface of Word here: Creating Files with Mail Merge.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Getting Identical Margins

Need to get the margins on your document exactly right? It can be a challenge to get the Word settings where you need ...

Discover More

Two Printed Copies to Different Paper Trays

Many modern printers include multiple paper trays that can be used for different types or colors of paper. Word allows ...

Discover More

Printing Copy Numbers

Copy 1, Copy 2, Copy 3... Do you want to mark your printouts so that they are numbered? Here's how you can do it.

Discover More

Do More in Less Time! Are you ready to harness the full power of Word 2013 to create professional documents? In this comprehensive guide you'll learn the skills and techniques for efficiently building the documents you need for your professional and your personal life. Check out Word 2013 In Depth today!

More WordTips (ribbon)

Using Mail Merge to Complete Documents

Mail merge can be used to put together groups of documents that rely on common information. This tip shows how mail merge ...

Discover More

Merging Graphics into Word Documents

Ever want to expand the mail merge feature to include graphics? Merging graphics into your document is easy but requires ...

Discover More

Checking Your Data File

When you get ready to merge a document with a data source, you'll want to make sure that everything is "as expected" ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is nine minus 4?

2016-12-06 07:54:35

Philip Smith

Hi.

Is it possible to used an element of the dataset as part of each unique filename?

Kind regards


2013-06-24 15:38:29

Santiago Secondo

I need to use mail merge to generate labor contracts based on info from a report. This report brings all the fields I need for the main text and a column indicating the codes of the appendix documents for each contract. So I have several records for each employee. Any idea on how I could solve this? I've been trying several way but haven´t been able to succeed. Any help will be very much eppreciated.

Regards,

Santiago


2012-10-15 12:37:52

Amanda

Unfortunately, the macro does not preserve the formatting of the original file so all the fonts and margins were off. Is there a way to preserve the formatting?

Thanks!


2012-04-20 09:29:13

Mabel R

I've been wanting to do this for a long time!

Thanks Allen


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.