How to create PDF files using mail merge

Question

Hello,

From an Excel table, I create a Word file of n pages containing n invoices. Then I split this file into n files that I save in PDF format. This second step is quite long. Is it possible for my mail merge to automatically create n files (if possible directly in PDF) giving them a name that I have predefined and placed in a column of the Excel file containing other information?
I found posts on the subject but they never matched my needs because they required going through Outlook. Some mention VBA macros; I know what they are, but I don't master them. Thank you.
Have a nice day.

m@rina · Accepted Answer

I created a macro that does the job, namely merging directly to PDF files, using a field from the database as the file name. I put it here:
https://www.faqword.com/index.php/word/publipostage/1075-publipostage-directement-vers-fichiers-pdf

m@rina

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At least half of the users ask a question and never come back. Sometimes I wonder why I keep answering...

m@rina · Answer

Hello

Possible by macro.

Here are some examples of macros that convert a mail merge result file into as many corresponding PDF files.
https://faqword.com/index.php/word/divers/1035

To directly create PDFs, here’s a macro to customize:
This macro prints each document. The PDF is a virtual print, so you would just need to take this macro and use a virtual printer like PDF Creator (or another). To name the files, you will need to retrieve not just a word from each file, but the result of your field. To be tested.
https://faqword.com/index.php/word/publipostage/1074

For your information, I don’t see what Outlook has to do with this…

m@rina

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At least half of the users ask a question and never come back. Sometimes I wonder why I keep answering...

DenisCooper · Answer

Good evening,

I have retrieved the macro code, but afterwards, I'm not sure if I've used it correctly!! I created a blank macro in Word and pasted the code into it, specifying the folder path where I would like to save the generated PDF files and indicating the column in the Excel file from which to take the file names.
But actually, nothing happens!!

DenisCooper · Answer

Hello,

I followed the procedure to create the macro. But then my mail merge stops working. When I reach the last step to confirm the merging of all the letters created, I get an error message stating that the merge is impossible because the files are empty!

If I delete the macro and start the mail merge again, everything works. So the macro disrupts the mail merge, even though I am not requesting its execution.

There is one point I don't understand: theoretically, when should I run this macro? After the mail merge when the Word file with the n documents is created? In the macro, I clearly specified the location to save the created files and defined the field containing the file names. However, at no point did I indicate the path to the Excel file containing the fields with the data. How can the macro find this Excel file if I do not provide the path?
Thank you.

DenisCooper · Answer

I reinstalled the macro and ran it, but I get a "Microsoft Visual Basic for Applications" window with this message: "The requested collection member does not exist"
I then click OK, and the window closes, but nothing happens.

DenisCooper · Answer

The error occurs at line: name = .DataSource.DataFields("Pdf Name")

However, I do not understand the following question. I opened my Word file that I usually use as a template and placed the macro in this file using the keys alt + F11. I have no other Word documents open.

DenisCooper · Answer

Hello,
I modified the field name which has become nom_pdf (it’s the concatenation of the invoice number and the recipient’s name); I also tried directly with another field number that corresponds to the invoice number alone. In both cases, the macro stops at the line '.Execute' which is highlighted in yellow
I get a window that opens:

Microsoft Visual Basic

Runtime Error '5631':
Cannot merge the main document with the data source: records were all empty or no records matched your query options.

There are 4 buttons: Continue (grayed out and inaccessible) / End / Debug / Help

I also noticed one thing: when I open my template file and run the mail merge step by step, for 2, 3, or 4 names, I do get my large final Word file of 2, 3, or 4 pages. But then, if I execute the macro, I get this error message. I close this window, but from that point on, I can no longer perform a mail merge because at the last step I have the same error message regarding "empty records" that appears when merging. The execution of the macro has thus changed something in the mail merge, causing an error. Then I close the template file, reopen it, and the mail merge works normally until I execute the macro.

That’s the situation. Thank you for your help.

How to create PDF files using mail merge

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