VBA Mail merge records individually instead of via a loop

Hawk11ns

Board Regular
Joined
Jul 21, 2015
Messages
61
Office Version
  1. 365
Platform
  1. Windows
Hello! I'm hoping someone can help me with a challenge that's been plaguing me for quite some time now. I have a MS Word macro (below) that prompts a user to select an Excel file, loads the data on tab 'MMERGE' for each record, runs through the mail merge process for each record and saves each document as an individual .pdf. I've been using this macro to run generic reports; however, I am now at a point where I need to further customize the reports with custom tables/charts from the same file. What I would like to do, is do away with the loop language and have separate language for each individual record. The goal is to have the user select the file, have word load the mail merge data from the 'MMERGE' database tab, and then start with record 1 - allowing for additional code to insert charts in record 1's report - and then saving as .pdf and moving on to record 2 with insertions then saving and onto record 3 and so forth. If I can get this code reduced to a simplistic, single record .pdf generator then I should be able to copy it forward for each new record and change the record number accordingly. Suggestions?? Thanks in advance!


VBA Code:
Sub MailMergeToPdfBasic()

Application.ScreenUpdating = False
Dim StrMMSrc As String
With Application.FileDialog(FileDialogType:=msoFileDialogFilePicker)
  .Title = "Select Excel Data Srouce File"
  .AllowMultiSelect = False
  .Filters.Add "Documents", "*.xls; *.xlsx; *.xlsm", 1
  .InitialFileName = ""
  If .Show = -1 Then
    StrMMSrc = .SelectedItems(1)
  Else
    GoTo ErrExit
  End If
End With
With ActiveDocument.MailMerge
  .OpenDataSource Name:=StrMMSrc, ReadOnly:=True, AddToRecentFiles:=False, _
    LinkToSource:=False, Connection:="Provider=Microsoft.ACE.OLEDB.12.0;User ID=Admin;" & _
    "Data Source=StrMMSrc;Mode=Read;Extended Properties=""HDR=YES;IMEX=1"";", _
    SQLStatement:="SELECT * FROM `MMERGE$`", SQLStatement1:="", SubType:= _
        wdMergeSubTypeAccess
End With
ErrExit:
Application.ScreenUpdating = True

'MailMerge to DOC/PDF
    Dim masterDoc As Document, singleDoc As Document, lastRecordNum As Integer                      ' Create variables ("Post-it Notes") for later use
    'Dialogs(wdDialogMailMergeRecipients).Display TimeOut:=1
    
    Set masterDoc = ActiveDocument                                                                  ' Identify the ActiveDocument (foremost doc when Macro run) as "masterDoc"
    masterDoc.MailMerge.DataSource.ActiveRecord = wdLastRecord                                      ' jump to the last active record (active = ticked in edit recipients)
    lastRecordNum = masterDoc.MailMerge.DataSource.ActiveRecord                                     ' retrieve the record number of the last active record so we know when to stop

    masterDoc.MailMerge.DataSource.ActiveRecord = wdFirstRecord                                     ' jump to the first active record (active = ticked in edit recipients)

    Do While lastRecordNum > 0                                                                      ' create a loop, lastRecordNum is used to end the loop by setting to zero (see below)

        masterDoc.MailMerge.Destination = wdSendToNewDocument                                       ' Identify that we are creating a word docx (and no e.g. an email)
        masterDoc.MailMerge.DataSource.FirstRecord = masterDoc.MailMerge.DataSource.ActiveRecord    ' Limit the selection to just one document by setting the start ...
        masterDoc.MailMerge.DataSource.LastRecord = masterDoc.MailMerge.DataSource.ActiveRecord     ' ... and end points to the active record
        masterDoc.MailMerge.Execute False                                                           ' run the MailMerge based on the above settings (i.e. for one record)

        Set singleDoc = ActiveDocument                                                              ' Identify the ActiveDocument (foremost doc after running the MailMerge) as "singleDoc"
                                                                                                    ' Save "singleDoc" as a word docx with the details provided in the DocFolderPath and DocFileName fields in the MailMerge data
        singleDoc.SaveAs2 _
            FileName:=masterDoc.MailMerge.DataSource.DataFields("DocFolderPath").Value & Application.PathSeparator & _
                masterDoc.MailMerge.DataSource.DataFields("DocFileName").Value & ".docx", _
            FileFormat:=wdFormatXMLDocument
       
        singleDoc.Close False                                                                       ' Close "singleDoc", the variable "singleDoc" can now be used for the next record when created

        If masterDoc.MailMerge.DataSource.ActiveRecord >= lastRecordNum Then                        ' test if we have just created a document for the last record
            lastRecordNum = 0                                                                       ' if so we set lastRecordNum to zero to indicate that the loop should end
        Else
            masterDoc.MailMerge.DataSource.ActiveRecord = wdNextRecord                              ' otherwise go to the next active record
        End If

    Loop                                                                                            ' loop back to the Do start

End Sub                                                                                             ' Mark the end of the Subroutine
 

Excel Facts

Convert text numbers to real numbers
Select a column containing text numbers. Press Alt+D E F to quickly convert text to numbers. Faster than "Convert to Number"

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