Splitting Long Documents: Mail Merge in Word 2019

Splitting Long Documents with Mail Merge in Word 2019

Microsoft Word 2019 offers a powerful feature called Mail Merge, which allows users to generate documents with hundreds of pages in a matter of minutes. However, managing such long documents can be a daunting task. This article will guide you through the process of splitting a long document generated using Mail Merge in Word 2019, making it easier to manage and distribute.

Understanding Mail Merge in Word 2019

Mail Merge is a feature in Microsoft Word that enables users to create personalized documents by combining data from various sources, such as Excel spreadsheets, Access databases, or Outlook contacts. By using this feature, you can generate documents like letters, labels, or envelopes for mass mailing or email campaigns.

Generating Long Documents with Mail Merge

To generate a long document using Mail Merge in Word 2019, follow these steps:

1. Prepare your data source (e.g., Excel spreadsheet, Access database, or Outlook contacts).
2. Create a new Word document and click on the "Mailings" tab.
3. Select "Start Mail Merge" and choose the desired document type (e.g., letters, emails, or envelopes).
4. Click on "Select Recipients" and choose "Use an Existing List" to link your data source.
5. Insert merge fields into the document using the "Insert Merge Field" button.
6. Click on "Finish & Merge" and choose "Edit Individual Documents" to generate the long document.

Why Split Long Documents?

Splitting long documents can be beneficial for several reasons:

• Easier management: Managing a single, long document can be challenging, especially when editing or sharing with others.
• Faster distribution: Sending or sharing smaller documents is quicker than handling large files.
• Improved collaboration: Multiple users can work on different sections of a split document simultaneously, enhancing productivity.

Splitting a Long Document Generated with Mail Merge

To split a long document generated using Mail Merge in Word 2019, follow these steps:

1. Open the long document generated through Mail Merge.
2. Press "Ctrl + A" to select the entire document and then "Ctrl + Shift + L" to create bookmarks for each record.
3. Click on the "Developer" tab (if not visible, enable it through "File" > "Options" > "Customize Ribbon").
4. Click on "Visual Basic" to open the VBA editor.
5. Copy and paste the following code into the editor:
   Sub SplitDocument() Dim i As Integer For i = 1 To ActiveDocument.Bookmarks.Count ActiveDocument.Bookmarks(i).Range.Copy Documents.Add ActiveDocument.Range.Paste ActiveDocument.SaveAs Filename:="Page" & i & ".docx" ActiveDocument.Close Next i End Sub

6. Press "Ctrl + S" to save the code and then "Alt + Q" to close the VBA editor.
7. Run the "SplitDocument" macro by clicking on "Macros" in the "Developer" tab and selecting "SplitDocument" from the list.

This macro will split the long document into individual pages, saving each as a separate .docx file.

References

• Microsoft Support. (2021). Use Mail Merge to Send Bulk Email Messages in Word
• Microsoft Support. (2021). Split a Document into Multiple Documents