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zoolaw444 zoolaw444 is offline
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Default Graham Mayor -- individual merge letters

I copied the code and created Graham Mayor's macro to merge a form letter
merge document directly to individual Word documents and it worked. The only
problem is that the new individual Word documents did not retain the
formatting from the form letter merge. Can anyone help me fix this? If not,
this defeats the whole purpose of using the mail merge because it would take
me less time to type in the names and addresses of all the people I want to
send the letter to than it would to go through each individual document and
reformat it (i.e., paragraph alignment, spacing, etc.)

Cortney
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Default Graham Mayor -- individual merge letters

I have spoken with Doug (who wrote the macro) about this. His response:

Create a template that has the required settings and then in the
Private Sub app_MailMergeAfterMerge(ByVal Doc As Document, ByVal DocResult
As Document)
routine, replace the line of code:
Set NewDoc = Documents.Add(Visible:=False)
with
Set NewDoc = Documents.Add(Template:="c:\documents and
settings\[username]\application
data\microsoft\templates\[TemplateName].dot", Visible:=False)
Where the [username] is whatever is appropriate for the path to your
templates folder and [TemplateName] is the name of the template that you
created with the required settings.
I think that you should then get the desired result.

--

Graham Mayor - Word MVP
My web site www.gmayor.com
Word MVP web site http://word.mvps.org




zoolaw444 wrote:
I copied the code and created Graham Mayor's macro to merge a form
letter merge document directly to individual Word documents and it
worked. The only problem is that the new individual Word documents
did not retain the formatting from the form letter merge. Can anyone
help me fix this? If not, this defeats the whole purpose of using the
mail merge because it would take me less time to type in the names
and addresses of all the people I want to send the letter to than it
would to go through each individual document and reformat it (i.e.,
paragraph alignment, spacing, etc.)

Cortney



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Default Graham Mayor -- individual merge letters

Grahan, I appreciate your prompt response but I'm confused.

First of all, to make sure we're on the same page, this is the macro I'm
using:

Sub SplitMerge()
' splitter Macro
' Macro created 16-08-98 by Doug Robbins to save each letter created by a
' mailmerge as a separate file.
' with modifications by Graham Mayor 16-06-03 & 08-10-04

Dim Title As String
Dim Default As String
Dim MyText As String
Dim MyName As Variant
Dim MyPath As String

Selection.EndKey Unit:=wdStory
Letters = Selection.Information(wdActiveEndSectionNumber)
Selection.HomeKey Unit:=wdStory
Counter = 1

Default = "Merged"
MyText = "Enter a filename. Long filenames may be used."
Title = "File Name"
MyName = InputBox(MyText, Title, Default)
If MyName = "" Then
End
End If

Default = "D:\My Documents\Test\"
Title = "Path"
MyText = "Enter path"
MyPath = InputBox(MyText, Title, Default)
If MyPath = "" Then
End
End If

While Counter Letters
Application.ScreenUpdating = False
Docname = MyPath & LTrim$(Str$(Counter)) & " " & MyName & ".doc"

ActiveDocument.Sections.First.Range.Cut
Documents.Add
With Selection
.Paste
.EndKey Unit:=wdStory
.MoveLeft Unit:=wdCharacter, Count:=1
.Delete Unit:=wdCharacter, Count:=1
End With
ActiveDocument.SaveAs FileName:=Docname, FileFormat:=wdFormatDocument
ActiveWindow.Close
Counter = Counter + 1
Application.ScreenUpdating = True
Wend
End Sub

Is it here in the macro code itself that I need to replace the line of code
you indicated? If so, I don't see the "Private Sub
app_MailMergerAfterMerge(ByVal Doc As Document, ByVal DocResult As Document)"
part that you said to replace. If not, then please tell me where to find this
in order to replace it because... I'm a total beginner here.

Your help is GREATLY appreciated!
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Default Graham Mayor -- individual merge letters

You are right - we are not on the same page. I asumed that yuou meant Doug's
add-in about which this issue has come up before. The principle is still the
same however especially as this macro was developed from another of Doug's
.

Find the line
Documents.Add
and
change it to
Documents.Add(Template:="c:\path\[TemplateName].dot")
substituting the path and template name as indicated in Doug's suggestion.

That hopefully will do the trick.

--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org



zoolaw444 wrote:
Grahan, I appreciate your prompt response but I'm confused.

First of all, to make sure we're on the same page, this is the macro
I'm using:

Sub SplitMerge()
' splitter Macro
' Macro created 16-08-98 by Doug Robbins to save each letter created
by a ' mailmerge as a separate file.
' with modifications by Graham Mayor 16-06-03 & 08-10-04

Dim Title As String
Dim Default As String
Dim MyText As String
Dim MyName As Variant
Dim MyPath As String

Selection.EndKey Unit:=wdStory
Letters = Selection.Information(wdActiveEndSectionNumber)
Selection.HomeKey Unit:=wdStory
Counter = 1

Default = "Merged"
MyText = "Enter a filename. Long filenames may be used."
Title = "File Name"
MyName = InputBox(MyText, Title, Default)
If MyName = "" Then
End
End If

Default = "D:\My Documents\Test\"
Title = "Path"
MyText = "Enter path"
MyPath = InputBox(MyText, Title, Default)
If MyPath = "" Then
End
End If

While Counter Letters
Application.ScreenUpdating = False
Docname = MyPath & LTrim$(Str$(Counter)) & " " & MyName & ".doc"

ActiveDocument.Sections.First.Range.Cut
Documents.Add
With Selection
.Paste
.EndKey Unit:=wdStory
.MoveLeft Unit:=wdCharacter, Count:=1
.Delete Unit:=wdCharacter, Count:=1
End With
ActiveDocument.SaveAs FileName:=Docname, FileFormat:=wdFormatDocument
ActiveWindow.Close
Counter = Counter + 1
Application.ScreenUpdating = True
Wend
End Sub

Is it here in the macro code itself that I need to replace the line
of code you indicated? If so, I don't see the "Private Sub
app_MailMergerAfterMerge(ByVal Doc As Document, ByVal DocResult As
Document)" part that you said to replace. If not, then please tell me
where to find this in order to replace it because... I'm a total
beginner here.

Your help is GREATLY appreciated!



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Default Graham Mayor -- individual merge letters

If I understood your directions correctly, I didn't do it right.

I went in to edit the SplitMerge Macro. Where it said Documents.Add in the
code, I replaced it with Documents.Add(Template:="c:\Documents and
Settings\Cortney\Application Data\Microsoft\Templates\Letter.dot"). The code
was in red and I got a syntax error message when I tried to run the macro.

Any suggestions?


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Default Graham Mayor -- individual merge letters

Plan B

Documents.Add("c:\Documents and Settings\Cortney\Application
Data\Microsoft\Templates\Letter.dot").

You will need a template without content - containing only the paragraph
styles used in the original template.


--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org




zoolaw444 wrote:
If I understood your directions correctly, I didn't do it right.

I went in to edit the SplitMerge Macro. Where it said Documents.Add
in the code, I replaced it with Documents.Add(Template:="c:\Documents
and Settings\Cortney\Application
Data\Microsoft\Templates\Letter.dot"). The code was in red and I got
a syntax error message when I tried to run the macro.

Any suggestions?



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Default Graham Mayor -- individual merge letters

Hmm... let's attack this from a different angle.

I'm printing this letter (which is two pages) on company letterhead.
Normally, the letter template we use had a header on the first page only of
about 3.25" to accommodate the company logo at the top. The second page also
has a header, but much smaller because it only contains the following left
alligned text:

"Page #
& the date here"

There's a page break separating the first and second page. I'm not sure what
you mean by paragraph styles. Does that help give you an idea of what I need?
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Default Graham Mayor -- individual merge letters

I almost forgot - there's a field in the footer as well that automatically
puts the filename there.
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Default Graham Mayor -- individual merge letters

Ok. If you use the letter head template you will probably duplicate any
standing text from the header/footer is you use it to create the separate
documents. So make a copy of the template (or even a document from it). it
doesn't matter where you store it as long as you have the correct path and
filename. Delete the text from the header/footer and save it. It will
already have the styles and with luck the documents will be formatted to
match that template.

Let's hope this works as I will not be around until tomorrow to pick the
bones from it.

--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org


zoolaw444 wrote:
Hmm... let's attack this from a different angle.

I'm printing this letter (which is two pages) on company letterhead.
Normally, the letter template we use had a header on the first page
only of about 3.25" to accommodate the company logo at the top. The
second page also has a header, but much smaller because it only
contains the following left alligned text:

"Page #
& the date here"

There's a page break separating the first and second page. I'm not
sure what you mean by paragraph styles. Does that help give you an
idea of what I need?



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Default Graham Mayor -- individual merge letters

Graham, hopefully I catch you before you take off...

Just to make sure I'm running the macro correctly... I'm running it
once/after I've created the merged document that contains all the letters.
I'm in the merged document and then I run the macro. Is that right?


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Default Graham Mayor -- individual merge letters

I'm so excited!!!!! I got the mail merge into individual documents to work
AND it retained my different first page and second page header and footer.
The only problem I have now is that it also created two extra blank pages (by
a section break (next page) and a page break) at the end of every individual
document.

I took the page break separating the first and second page out of the
original letter and the template I used, so I don't think that's the problem.
I did noticed that in the single merged document (from which I run the macro
to separate into individual documents) that there's a section break (next
page) in-between each letter and then a section break (continuous) and a
return after the very last letter. I thought that might be part of the
problem but when I delete this last break, it screws up the pagination on the
last letter.

If I could fix this one last glitch, I should be good to go. Whew, you have
no idea how long I've been struggling with this.
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Doug Robbins - Word MVP Doug Robbins - Word MVP is offline
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Default Graham Mayor -- individual merge letters

Insert the following line of code before ActiveDocument.SaveAs
FileName:=Docname, FileFormat:=wdFormatDocument

AcitveDocument.Sections(ActiveDocuemnt.Sections.Co unt).PageSetup.SectionStart
= wdSectionContinuous


--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

"zoolaw444" wrote in message
...
I'm so excited!!!!! I got the mail merge into individual documents to work
AND it retained my different first page and second page header and footer.
The only problem I have now is that it also created two extra blank pages
(by
a section break (next page) and a page break) at the end of every
individual
document.

I took the page break separating the first and second page out of the
original letter and the template I used, so I don't think that's the
problem.
I did noticed that in the single merged document (from which I run the
macro
to separate into individual documents) that there's a section break (next
page) in-between each letter and then a section break (continuous) and a
return after the very last letter. I thought that might be part of the
problem but when I delete this last break, it screws up the pagination on
the
last letter.

If I could fix this one last glitch, I should be good to go. Whew, you
have
no idea how long I've been struggling with this.



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Default Graham Mayor -- individual merge letters

Doug's suggestion didn't work. Any ideas?
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Default Graham Mayor -- individual merge letters

Not really. It is almost certainly related to the template you are now using
with the macro. It really only needs to contain the margins and the styles
used in the letter document.

--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org


zoolaw444 wrote:
Doug's suggestion didn't work. Any ideas?



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Default Graham Mayor -- individual merge letters

I've modified the template as many different ways as I can think of but it
doesn't make any difference. I will just manually delete the extra page break
and section break at the end of each document.

Thank you very much for your assistance.


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Default Graham Mayor -- individual merge letters

I assume that you corrected the spelling mistakes in the command that I
suggested.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

"zoolaw444" wrote in message
...
Doug's suggestion didn't work. Any ideas?



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Default Graham Mayor -- individual merge letters

Yes, I corrected your typing errors. When I run the macro with the additional
code, there's no change.

It looks like what it's doing is creating a new document for each individual
letter that contains the section breaks and page breaks for two complete
letters within each individual document. When I open each document, there's
the letter itself with the large header on the first page to accommodate our
letterhead logo and a smaller header on the second page, then a section
break. In the new section after the section break, it repeats itself - again
the large header on the first page, then a page break, and a second page with
the smaller header only both these extra pages ges are blank.

"Doug Robbins - Word MVP" wrote:

I assume that you corrected the spelling mistakes in the command that I
suggested.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

"zoolaw444" wrote in message
...
Doug's suggestion didn't work. Any ideas?




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Default Graham Mayor -- individual merge letters

The problem is your section break in the original letter template. Section
breaks are rarely (if ever) needed in a letter template - see
http://sbarnhill.mvps.org/WordFAQs/Letterhead.htm. It might be worth
correcting the template and the original merge letter to avoid the section
breaks and then the problem shouldn't arise in the first place.

--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org



zoolaw444 wrote:
Yes, I corrected your typing errors. When I run the macro with the
additional code, there's no change.

It looks like what it's doing is creating a new document for each
individual letter that contains the section breaks and page breaks
for two complete letters within each individual document. When I open
each document, there's the letter itself with the large header on the
first page to accommodate our letterhead logo and a smaller header on
the second page, then a section break. In the new section after the
section break, it repeats itself - again the large header on the
first page, then a page break, and a second page with the smaller
header only both these extra pages ges are blank.

"Doug Robbins - Word MVP" wrote:

I assume that you corrected the spelling mistakes in the command
that I suggested.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

"zoolaw444" wrote in message
...
Doug's suggestion didn't work. Any ideas?



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Default Graham Mayor -- individual merge letters

What do you mean by "original letter template"? The template I created (mail
merge.dot) which I then used in the SplitMerge macro does not have any page
breaks or sections breaks, nor does the letter I start with. This is what I'm
doing:

Open the letter I'm using in Word
Tools - Letters and Mailings - Mail Merge
Use the current document
Select your contacts
In the "write your letter" part I added the address fields
Complete the merge
Edit individual letters (Here, Word creates the single document that
contains all of my letters, each letter separated by a section break. This is
the first time section breaks appear and they are automatically generated by
the process Word goes through in doing the mail merge. It's in this document
that I run the macro.)

Does this make sense?
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Default Graham Mayor -- individual merge letters

Something that you should check - with your mail merge main document open,
if you go into File|Page Setup, is the document set up for double-sided
paper, mirror margins, or anything else "unusual" ? In particular is
Pages|Multiple pages on the "Margins" tab set to anything other than
"Normal" ?

Peter Jamieson
"zoolaw444" wrote in message
...
Yes, I corrected your typing errors. When I run the macro with the
additional
code, there's no change.

It looks like what it's doing is creating a new document for each
individual
letter that contains the section breaks and page breaks for two complete
letters within each individual document. When I open each document,
there's
the letter itself with the large header on the first page to accommodate
our
letterhead logo and a smaller header on the second page, then a section
break. In the new section after the section break, it repeats itself -
again
the large header on the first page, then a page break, and a second page
with
the smaller header only both these extra pages ges are blank.

"Doug Robbins - Word MVP" wrote:

I assume that you corrected the spelling mistakes in the command that I
suggested.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

"zoolaw444" wrote in message
...
Doug's suggestion didn't work. Any ideas?








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Default Graham Mayor -- individual merge letters

Thanks for the suggestion. I checked that and that doesn't seem to be the
issue. I wish it were that simple!
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Default Graham Mayor -- individual merge letters

The only way to help you with this will be for you to send me the mailmerge
main document so that I can have a look at it.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

"zoolaw444" wrote in message
...
Thanks for the suggestion. I checked that and that doesn't seem to be the
issue. I wish it were that simple!



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Default Graham Mayor -- individual merge letters

I was just about to make the same suggestion as Doug :-)

Peter Jamieson
"zoolaw444" wrote in message
...
Thanks for the suggestion. I checked that and that doesn't seem to be the
issue. I wish it were that simple!



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Default Graham Mayor -- individual merge letters

Is that an option? If so, please provide me with contact info.
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Default Graham Mayor -- individual merge letters

Remove the REMOVECAPS from my email address

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

"zoolaw444" wrote in message
...
Is that an option? If so, please provide me with contact info.





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Default Graham Mayor -- individual merge letters

Thanks! I emailed you the document at the address you provided.
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Doug Robbins - Word MVP Doug Robbins - Word MVP is offline
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Default Graham Mayor -- individual merge letters

I have not received it yet, could you check that you correctly de-spammed
the email address and send it again.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

"zoolaw444" wrote in message
...
Thanks! I emailed you the document at the address you provided.



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Default Graham Mayor -- individual merge letters

I'm certain I did, but I resent it just in case.
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Default Graham Mayor -- individual merge letters

For others following, this issue was resolved by having the user use the
following code. I have not analysed where it differs from what she was
using from Graham's website

' splitter Macro
' Macro created by Doug Robbins to save each letter created by a mailmerge
' as a separate file, retaining the header and footer information.
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
Set Target = Documents.Add
Target.Range.FormattedText = Letter.FormattedText
Target.Sections(Target.Sections.Count).PageSetup.S ectionStart =
wdSectionContinuous
Target.SaveAs FileName:="Letter" & i
Target.Close
Next i

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

"zoolaw444" wrote in message
...
I'm certain I did, but I resent it just in case.



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Default Graham Mayor -- individual merge letters

It is actually nothing like the original code ... but it could be soon

--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org


Doug Robbins - Word MVP wrote:
For others following, this issue was resolved by having the user use
the following code. I have not analysed where it differs from what
she was using from Graham's website

' splitter Macro
' Macro created by Doug Robbins to save each letter created by a
mailmerge ' as a separate file, retaining the header and footer
information. 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
Set Target = Documents.Add
Target.Range.FormattedText = Letter.FormattedText
Target.Sections(Target.Sections.Count).PageSetup.S ectionStart =
wdSectionContinuous
Target.SaveAs FileName:="Letter" & i
Target.Close
Next i


"zoolaw444" wrote in message
...
I'm certain I did, but I resent it just in case.



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