Mail merge split into separate documents

The classic mail merge conundrum!

You want to perform a mail merge, but instead of creating a single document with all the merged data, you want to split the output into separate documents, one for each record in your data source.

Here's a step-by-step guide to help you achieve this:

Tools needed:

1. Microsoft Word (or any other word processor that supports mail merge)
2. Your data source (e.g., Excel spreadsheet, CSV file, or database)

Step 1: Prepare your data source

Make sure your data source is organized and formatted correctly. Each record should have the same fields, and the fields should be named consistently.

Step 2: Create a mail merge document

Open Microsoft Word and create a new document. Go to the "Mailings" tab in the ribbon and click on "Start Mail Merge" > "Step-by-Step Mail Merge Wizard". Follow the wizard to set up your mail merge:

1. Choose "Use an existing list" and select your data source.
2. Select the fields you want to merge (e.g., name, address, phone number).
3. Choose the document layout (e.g., letter, envelope, label).

Step 3: Set up the merge

In the "Mailings" tab, click on "Select Recipients" and choose "Use an existing list" again. Select your data source and click "OK".

Step 4: Split the merge into separate documents

To split the merge into separate documents, you'll need to use a macro or a third-party add-in. Here are a few options:

Option 1: Using a macro

1. Open the Visual Basic Editor (VBE) by pressing Alt + F11 or by navigating to "Developer" > "Visual Basic" in the ribbon.
2. Create a new module by clicking "Insert" > "Module" in the VBE.
3. Paste the following code:

   Sub SplitMailMerge()
    Dim doc As Document
    Set doc = ActiveDocument
    Dim rec As Record
    For Each rec In doc.MailMerge.DataSource
        doc.SaveAs "C:\Path\To\Document\" & rec!Name & ".docx"
        doc.Close
        Set doc = Nothing
    Next rec
   End Sub

4. Replace "C:\Path\To\Document\" with the desired folder path.
5. Run the macro by clicking "Run" > "Run Sub/User Form" in the VBE.

Option 2: Using a third-party add-in

There are several third-party add-ins available that can help you split the mail merge into separate documents. Some popular options include:

• Mail Merge Toolkit (free)
• AutoText (paid)
• MergeMaster (paid)

Follow the add-in's instructions to set up the split merge.

Step 5: Review and refine

After splitting the merge, review each document to ensure the data is accurate and formatted correctly. You may need to refine the merge fields or adjust the document layout to achieve the desired output.

That's it! With these steps, you should be able to split your mail merge into separate documents, one for each record in your data source.