In Microsoft Word Mailmerge is it possible to save each merged record as an individual file?

Question

Hi

I've just tried using Word at work as a mail merge (data source either being typed in in the wizard, or using an Excel spreadsheet). I would like each letter produced, ie each record, to be saved as an individual file rather than as a single long document with each letter one after another.

They could then be saved then using fields - such as 21feb - producing each document (eg, Smith21feb, Jones21feb etc..)

Is this possible in Word, and if so is it only particular versions. I can't use any other word processor as it is on the work computers which we can't install software on.

Many thanks for your time

Answer 1

Word doesn't have a built-in menu command that merges to separate files. But it is possible to make Word do this if you are allowed to download and install a macro for Word... see http://www.gmayor.com/individual_merge_letters.htm .



--

garfield-n-odie

Microsoft MVP 2005-2008

http://mvp.support.microsoft.com/

Answer 2

What an excellent question! And yes you can, although it's not easy.

Cribbed from help file:-

By removing the associated data source (data source: A file that contains the information to be merged into a document. For example, the list of names and addresses you want to use in a mail merge. You must connect to the data source before you can use the information in it.) from a main document (main document: In a mail-merge operation in Word, the document that contains the text and graphics that are the same for each version of the merged document, for example, the return address or salutation in a form letter.), you can convert it to a regular document.



Then copy / paste each page to a new document. You may be able to set up a macro to speed this up.

Open the main document from which you want to remove the data source.

On the View menu, point to Toolbars, and then click Mail Merge.

Click Main Document Setup .

Click Normal Word document.

Answer 3

The easiest way, though a bit time consuming, is to copy each page by itself and paste individually into new documents.

Alternatively, instead of merging all documents in one go, merge one record at a time and then save. Its as long as its broad, but I think my first option, marginally quicker.