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 ???

Sounds like you are using FileSaveAs 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" wrote in message
...
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 ???

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

Sounds like you are using FileSaveAs 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" wrote in message
...
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 ???

See http://www.gmayor.com/installing_macro.htm

--

Graham Mayor - Word MVP

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




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

Sounds like you are using FileSaveAs 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" wrote in message
...
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 ???