Re: Saved Mailmerge documents - Updating themselves

From: Graham (Graham_at_discussions.microsoft.com)
Date: 02/28/05 

Date: Mon, 28 Feb 2005 02:11:02 -0800

Dear Doug
Thank you for your reply. I am merging the file to a separate, new,
document, and then using File>SaveAs. I'll try and follow your macro
instructions - but I fear it may be beyond me!!!
"Doug Robbins" wrote:

> Sounds like you are using File>SaveAs on the mailmerge main document. If
> you want to save a separate document for each record in the datasource, you
> must first execute the mailmerge to a new document and then run a macro such
> as the following when the document created by executing the mail merge is
> the active document:
>
> 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
>
> --
> Please respond to the Newsgroup for the benefit of others who may be
> interested. Questions sent directly to me will only be answered on a paid
> consulting basis.
>
>
> Hope this helps,
> Doug Robbins - Word MVP
> "Graham" <Graham@discussions.microsoft.com> wrote in message
> news:65AD0C88-CF4A-4809-8ABE-4295C74C8A3E@microsoft.com...
> >I have two recurring problems with saved mailmerged documents:-
> > 1) After saving merged documents in a separate file, when re-opening them
> > at
> > a later date, some of the information appears to be automatically updating
> > itself! How do I stop this happening ?
> > 2) When opening linked and/or mailmerge documents, an error message pops
> > up
> > saying the data source is already open (when I haven't opened it!), and
> > this
> > may pop up 30-40 times before the document finally opens - its driving me
> > nuts!!!
> > The data source is then found to be open as a "hidden" file - which can be
> > very confusing and infuriating.
> > There must be switches/defaults somewhere to stop this happening? Please,
> > please help ???
>
>
>

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