VBA/Macro help needed for Mail Merge in Excel and export each record as PDF format

Folks,

I have below macro to do mail merge in Excel, it does create new workbook for each record and save as separate workbooks, and file names as current date and time. What I need is the macro to create the new workbook or sheets and save as PDF format and the file name should be Mail Merge "Field 2 + Field 1 + Field 5". My sample files (attached) will explain better.

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Thanks for your expertize and time.

Hi Joshi...

I've looked at your Workbooks and the Code. I have no clue what your current Code is doing or why. I click on the "Click Me" Button, select a range (including the Header Row) and it brings up a screen asking me to select a File. Why am I selecting a File...based on your description I thought you were creating Files. I don't understand the process. In addition, what's the Template File for?

You'll need to explain to this mere mortal what you're doing and why before this mere mortal can modify Code that this mere mortal has not written.

Hi John,

Thanks for your reply and time. The template file for creating separate files in same format as per rows data from "MailMerge" workbook (Cell "B2", "D2","F2","C3" & F3" will change based on Rows data from workbook "MailMerge"). Please click on the button and select the Template file then select the appropriate filed (Cell "B2", "D2","F2","C3" & F3") then the Macro will create separate excel files with file name as current date and time. I want to save these files to PDF format and the file name would be cell values of "D2" & "B2 & "F3" from Template workbook.

Hi Joshi

Is Merge Field 1 ALWAYS going to go to Cell B2?
Is Merge Field 2 ALWAYS going to go to Cell D2?
Is Merge Field 3 ALWAYS going to go to Cell C3?
Is Merge Field 4 ALWAYS going to go to Cell F2?
Is Merge Field 5 ALWAYS going to go to Cell F3?

Hi John,
Yes it is.

Hi Joshi

Your process confuses me...if those items ALWAYS go the same place, why are you asking the User where to put them?

Hi John,
Some times the template may change, and the field may change that's why I am asking that.

So, your answer to this question is NO?

Is Merge Field 1 ALWAYS going to go to Cell B2?
Is Merge Field 2 ALWAYS going to go to Cell D2?
Is Merge Field 3 ALWAYS going to go to Cell C3?
Is Merge Field 4 ALWAYS going to go to Cell F2?
Is Merge Field 5 ALWAYS going to go to Cell F3?

Sorry John, really sorry for the inconvenienced.

Hi Joshi

Try the Code in the attached. I've modified the Code in Public Sub doMerge() to export the newly created files as PDF. Let me know of issues.

Hi John,

Excellent.. code... Its working great... Thank you so much.

Hi Joshi

I see you had second thoughts...good for you...

Thanks John,

I have tried and able to do that by modifying the code as below. is it correct, please advise.

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Hi Joshi

is it correct, please advise.

Does it work? Proof is in the pudding...

Hi John,
Yes its working great. Thank you so much once again.

Hi, I need to know how this is working. Doesnt work for me. I am trying to do MailMerge from an Excel file and need to cut all files as PDF thus renaming them as per the EmployeeID, Department etc. What do I need to do to the file attached above? I am using Excel2010

Hi Sachin,

Please upload your data file and template file. I will look at it. Sure I can help you. Better you start as new thread since this thread marked as SOLVED

Hi Joshi, thanks. I have already started a new thread but saw this post so commented here as well.

My code is below : I am trying to automate empCount which is total of all records and PATH. I have to edit these manually everytime. Alternatively I can work with your code as well.

--------------------------------------

Sub Macro1()
'
' Macro1 Macro
'
'
empCount = 423
dirCommon = "C:\Users\anilri\Desktop\Letters\"

Dim fieldLoop As Field

If ActiveDocument.MailMerge.ViewMailMergeFieldCodes = -1 Then
ActiveDocument.MailMerge.ViewMailMergeFieldCodes = wdToggle
End If

ActiveDocument.MailMerge.DataSource.ActiveRecord = wdFirstRecord

For ctr = 1 To empCount

For Each fieldLoop In ActiveDocument.Fields
If InStr(1, fieldLoop.Code.Text, "Division", 1) Then
division = fieldLoop.Result
End If
If InStr(1, fieldLoop.Code.Text, "Director", 1) Then
mgrName = fieldLoop.Result
End If
If InStr(1, fieldLoop.Code.Text, "Emp_Name", 1) Then
empName = fieldLoop.Result
End If
If InStr(1, fieldLoop.Code.Text, "Emp_Number", 1) Then
empId = fieldLoop.Result
End If
Next fieldLoop

ActiveDocument.ExportAsFixedFormat OutputFileName:= _
dirCommon & division & " - " & mgrName & " - " & empName & "(" & empId & ").pdf", ExportFormat:= _
wdExportFormatPDF, OpenAfterExport:=False, OptimizeFor:= _
wdExportOptimizeForPrint, Range:=wdExportAllDocument, From:=1, To:=1, _
Item:=wdExportDocumentContent, IncludeDocProps:=True, KeepIRM:=True, _
CreateBookmarks:=wdExportCreateNoBookmarks, DocStructureTags:=True, _
BitmapMissingFonts:=True, UseISO19005_1:=False


ActiveDocument.MailMerge.DataSource.ActiveRecord = wdNextRecord

Next ctr


End Sub