Save Excel mailmerge to PDF only on the last row with data - excel

I have been using a code which uses mailmerge from the excel sheet to my word template and then proceeds to save all the rows in my excel sheet to PDF(in the word template of course). - The code works perfectly fine.
The code was taken from this forum :
https://www.msofficeforums.com/mail-merge/21803-mailmerge-tips-tricks.html
How my Excel sheet looks like :
A1-E1 = Headers
A2-E2 = data
A3-E3 = data
A4-E4 = data
and so on...
How the code currently works :
The code saves all rows of data from the excel sheet into my word template(with mailmerge) and then into PDFs.
My goal :
I want to change the code so it only saves the last row of data in the excel sheet into my word template(with mailmerge) and then into to PDF.
Sub RunMerge()
' Sourced from: https://www.msofficeforums.com/mail-merge/21803-mailmerge-tips-tricks.html
' Note: this code requires a reference to the Word object model to be set, via Tools|References in the VBE.
Application.ScreenUpdating = False
Dim StrMMSrc As String, StrMMDoc As String, StrMMPath As String, StrName As String
Dim i As Long, j As Long
Const StrNoChr As String = """*./\:?|"
Dim wdApp As New Word.Application, wdDoc As Word.Document
wdApp.Visible = False
wdApp.DisplayAlerts = wdAlertsNone
StrMMSrc = ThisWorkbook.FullName
StrMMPath = ThisWorkbook.Path & "\"
StrMMDoc = StrMMPath & "MailMergeDocument.doc"
Set wdDoc = wdApp.Documents.Open(Filename:=StrMMDoc, AddToRecentFiles:=False, ReadOnly:=True, Visible:=False)
With wdDoc
With .MailMerge
.MainDocumentType = wdFormLetters
.OpenDataSource Name:=StrMMSrc, ReadOnly:=True, AddToRecentFiles:=False, _
LinkToSource:=False, Connection:="Provider=Microsoft.ACE.OLEDB.12.0;User ID=Admin;" & _
"Data Source=StrMMSrc;Mode=Read;Extended Properties=""HDR=YES;IMEX=1"";", _
SQLStatement:="SELECT * FROM `Sheet1$`"
For i = 1 To .DataSource.RecordCount
.Destination = wdSendToNewDocument
.SuppressBlankLines = True
With .DataSource
.FirstRecord = i
.LastRecord = i
.ActiveRecord = i
If Trim(.DataFields("Name")) = "" Then Exit For
StrName = .DataFields("Name")
End With
.Execute Pause:=False
For j = 1 To Len(StrNoChr)
StrName = Replace(StrName, Mid(StrNoChr, j, 1), "_")
Next
StrName = Trim(StrName)
With wdApp.ActiveDocument
'Add the name to the footer
'.Sections(1).Footers(wdHeaderFooterPrimary).Range.InsertBefore StrName
'.SaveAs Filename:=StrMMPath & StrName & ".docx", FileFormat:=wdFormatXMLDocument, AddToRecentFiles:=False
' and/or:
.SaveAs Filename:=StrMMPath & StrName & ".pdf", FileFormat:=wdFormatPDF, AddToRecentFiles:=False
.Close SaveChanges:=False
End With
Next i
.MainDocumentType = wdNotAMergeDocument
End With
.Close SaveChanges:=False
End With
wdApp.DisplayAlerts = wdAlertsAll
wdApp.Quit
Set wdDoc = Nothing: Set wdApp = Nothing
Application.ScreenUpdating = False
End Sub
Thanks in advance.

Replace:
For i = 1 To .DataSource.RecordCount
with:
i = .DataSource.RecordCount
or, if there are rows in use below that in other columns:
i = ActiveSheet.Range("A" & ActiveSheet.Rows.Count).End(xlUp).Row - 1
where 'A' is any column not containing data below the last record and delete both:
If Trim(.DataFields("Name")) = "" Then Exit For
and:
Next i

Related

A macro that calls 2 macros depending on the cell value

I have this chunk of code :
The macro that calls 2 other macros depending on the cell value is this :
Option Explicit
Function lastRow(col As Variant, Optional wks As Worksheet) As Long
If wks Is Nothing Then
Set wks = ActiveSheet
End If
lastRow = wks.Cells(wks.Rows.Count, col).End(xlUp).Row
End Function
Sub runMacros()
Dim vDat As Variant
Dim i As Long
Dim wks As Worksheet
Set wks = ActiveSheet
With wks
vDat = .Range(.Cells(1, "G"), .Cells(lastRow("G"), "G"))
End With
For i = LBound(vDat) To UBound(vDat)
If vDat(i, 1) = "First" Then
Macro3
Macro1
ElseIf vDat(i, 1) = "Second" Then
Macro3
Macro2
End If
Next i
End Sub
The first macro that is being called is this(Macro3) - it just creates a new folder if it does not exist:
Sub Macro3()
Dim Path As String
Dim Folder As String
Path = "C:\Users\" & Environ("Username") & "\Desktop\Rejection Folder\"
Folder = Dir(Path, vbDirectory)
If Folder = vbNullString Then
MkDir "C:\Users\" & Environ("Username") & "\Desktop\Rejection Folder\"
End If
End Sub
and then I have this macro:
Sub Macro1()
Application.ScreenUpdating = False
Dim StrMMSrc As String, StrMMDoc As String, StrMMPath As String, StrName As String, SavePath As String, StrFileName As String, MailSubjectName As String
Dim i As Long, j As Long
Const StrNoChr As String = """*./\:?|"
Dim wdApp As New Word.Application, wdDoc As Word.Document
wdApp.Visible = False
wdApp.DisplayAlerts = wdAlertsNone
StrMMSrc = ThisWorkbook.FullName
SavePath = "C:\Users\" & Environ("Username") & "\Desktop\Rejection Folder\" 'Name of the folder
StrMMPath = ThisWorkbook.Path & "\"
StrMMDoc = StrMMPath & "RejectionLetterEmployee.docx" 'Name of the word file
Set wdDoc = wdApp.Documents.Open(Filename:=StrMMDoc, AddToRecentFiles:=False, ReadOnly:=True, Visible:=False)
With wdDoc
With .MailMerge
.MainDocumentType = wdFormLetters
.OpenDataSource Name:=StrMMSrc, ReadOnly:=True, AddToRecentFiles:=False, _
LinkToSource:=False, Connection:="Provider=Microsoft.ACE.OLEDB.12.0;User ID=Admin;" & _
"Data Source=StrMMSrc;Mode=Read;Extended Properties=""HDR=YES;IMEX=1"";", _
SQLStatement:="SELECT * FROM `Rejection$`"
For i = 1 To .DataSource.RecordCount
.Destination = wdSendToNewDocument
.SuppressBlankLines = True
With .DataSource
.FirstRecord = i
.LastRecord = i
.ActiveRecord = i
If Trim(.DataFields("Name")) = "" Then Exit For
StrName = .DataFields("Name") 'File name will be determined by this column name
MailSubjectName = .DataFields("ID")
End With
.Execute Pause:=False
For j = 1 To Len(StrNoChr)
StrName = Replace(StrName, Mid(StrNoChr, j, 1), "_")
MailSubjectName = Replace(MailSubjectName, Mid(StrNoChr, j, 1), "_")
Next
StrName = Trim(StrName)
StrFileName = "C:\Users\" & Environ("Username") & "\Desktop\Rejection Folder\" & StrName
With wdApp.ActiveDocument
'.SaveAs Filename:=StrMMPath & StrName & ".docx", FileFormat:=wdFormatXMLDocument, AddToRecentFiles:=False 'Save as WORD file(not needed at the moment)
' and/or:
'.SaveAs Filename:=StrMMPath & StrName & ".pdf", FileFormat:=wdFormatPDF, AddToRecentFiles:=False 'Save to the folder where the excel sheet exists(not needed)
.SaveAs Filename:=SavePath & StrName & ".pdf", FileFormat:=wdFormatPDF, AddToRecentFiles:=False 'Save to the folder that has been created by Path_Exists function
.Close SaveChanges:=False
' Set OutApp = CreateObject("Outlook.Application")
' Set OutMail = OutApp.CreateItem(0)
' On Error Resume Next
' With OutMail
' .To = ""
' .SentOnBehalfOfName = ""
' .CC = ""
' .BCC = ""
' .Subject = "ID" & " " & MailSubjectName & " " & StrName
' .BoDy = ""
' .Attachments.Add StrFileName & ".pdf"
' .Display
'.Send
' End With
' On Error GoTo 0
' Set OutMail = Nothing
' Set OutApp = Nothing
End With
' Next i
.MainDocumentType = wdNotAMergeDocument
End With
.Close SaveChanges:=False
End With
wdApp.DisplayAlerts = wdAlertsAll
wdApp.Quit
Set wdDoc = Nothing: Set wdApp = Nothing
Application.ScreenUpdating = False
End Sub
Macro1 and Macro2 are the same code but they use a different Word file to create the PDF - Macro1 runs if a cell in "G" column contains the string "first" and Macro2 runs if it contains "second".
The macros create a PDF file and sends it via Outlook.
The problem with Macro1 and Macro2 is that they have a For loop which runs through all rows which basically contradicts what I want to do based on a cell value.
I tried to tweak it a little but since im not familiar that much with VBA I couldnt make it run on the row based on the For loop that runMacros() executes when it calls the 2 other macros.
I only succeeded making it work only on the first row or the last row.
So my question is this : How would I fix Macro1 code to work on a row that runMacros() check.
For example : runMacros() is executed via button.
it checks if G2 cell contains either "first" or "second".
if it contains "first" it will run Macro3 and Macro1.
if it contains "second" it will run Macro3 and Macro2.
runMacros() will then go to the next row, check and execute the macros until it reaches an empty row.
currently Macro1 and Macro2 have a for loop which is wrong because if the G2 contains "first" and G3 contains "second" all the PDF files will be according to Macro2 because it just replaced what Macro1 did
I want Macro1 and Macro2 to follow the row that runMacros() is checking and only execute on that row.
How do I do that?
In answering your question in passing parameters, there are a couple ways to do this. In the first example, create your vDat variable as a Range, then loop over the range and pass a range parameter.
Sub runMacros()
Dim wks As Worksheet
Set wks = ActiveSheet
Dim vDat As Range
With wks
Set vDat = .Range("G1").Resize(lastRow("G"), 1)
End With
Dim i As Long
For i = 1 To vDat.Rows.Count
If vDat.Offset(i, 0).Value = "First" Then
Macro3 vDat.Rows(i)
Macro1 vDat.Rows(i)
ElseIf vDat.Offset(i, 0).Value = "Second" Then
Macro3 vDat.Rows(i)
Macro2 vDat.Rows(i)
End If
Next i
End Sub
Private Sub Macro1(ByRef theRow As Range)
Debug.Print "Macro1 row address = " & theRow.Address
End Sub
Private Sub Macro2(ByRef theRow As Range)
Debug.Print "Macro2 row address = " & theRow.Address
End Sub
Private Sub Macro3(ByRef theRow As Range)
Debug.Print "Macro3 row address = " & theRow.Address
End Sub
But you actually created vDat as an array, so you can just pass the value of that row in the array:
Sub runMacros()
Dim wks As Worksheet
Set wks = ActiveSheet
Dim vDat As Variant
With wks
vDat = .Range("G1").Resize(lastRow("G"), 1).Value
End With
Dim i As Long
For i = LBound(vDat, 1) To UBound(vDat, 1)
If vDat(i, 0) = "First" Then
Macro3 vDat(i, 0)
Macro1 vDat(i, 0)
ElseIf vDat(i, 0) = "Second" Then
Macro3 vDat(i, 0)
Macro2 vDat(i, 0)
End If
Next i
End Sub
Private Sub Macro1(ByVal theRowValue As Variant)
Debug.Print "Macro1 row value = " & theRowValue
End Sub
Private Sub Macro2(ByVal theRowValue As Variant)
Debug.Print "Macro2 row value = " & theRowValue
End Sub
Private Sub Macro3(ByVal theRowValue As Variant)
Debug.Print "Macro3 row value = " & theRowValue
End Sub
What is not clear in your code and question is how the row relates to the DataSource or how you are using it in Macro1 or Macro2. I would also suggest renaming your macros to something more descriptive to what action the macro is performing.
With MailMerge you can create a batch of documents from a datasource.
Using the Status column as a WHERE clause in the datasource SQL allows you to create the
documents with only 2 runs of the same subroutine using a parameter to apply the different template.
Option Explicit
Sub runMacros()
Dim Template1 As String, Template2 As String, Path As String, Folder As String
Template1 = ThisWorkbook.Path & "RejectionLetterEmployee.docx"
Template2 = ThisWorkbook.Path & "RejectionLetterEntrepreneur.docx"
' create path for documents
Path = "C:\Users\" & Environ("Username") & "\Desktop\Rejection Folder\"
Folder = Dir(Path, vbDirectory)
If Folder = vbNullString Then
MkDir Path
End If
' create documents
CreateDocuments "First", Template1, Path
CreateDocuments "Second", Template2, Path
MsgBox "Ended"
End sub
Sub CreateDocuments(Status As String, Template As String, SavePath)
MsgBox "Running macro for Status = [" & Status & "] using " & Template & vbCrLf & _
" into Folder " & SavePath, vbInformation
Const StrNoChr As String = """*./\:?|"
' Paths and Filename
Dim strMMSrc As String, strMMDoc As String, strMMPath As String
Dim StrFileName As String, t0 As Single
t0 = Timer
' open template
Dim wdApp As New Word.Application, wdDoc As Word.Document, i As Integer, j As Integer
Dim strName, MailSubjectName
wdApp.Visible = False
wdApp.DisplayAlerts = wdAlertsNone
Set wdDoc = wdApp.Documents.Open( _
Filename:=Template, _
AddToRecentFiles:=False, _
ReadOnly:=True, _
Visible:=False)
strMMSrc = ThisWorkbook.FullName ' datasource name
With wdDoc.MailMerge
.MainDocumentType = wdFormLetters
.Destination = wdSendToNewDocument
.SuppressBlankLines = True
.OpenDataSource Name:=strMMSrc, ReadOnly:=True, AddToRecentFiles:=False, _
LinkToSource:=False, Connection:="Provider=Microsoft.ACE.OLEDB.12.0;User ID=Admin;" & _
"Data Source=strMMSrc;Mode=Read;Extended Properties=""HDR=YES;IMEX=1"";", _
SQLStatement:=" SELECT * FROM `Rejection$` WHERE Status = '" & Status & "'"
' confirm to create docs
If vbNo = MsgBox(.DataSource.RecordCount & " documents will be created in " & SavePath & _
", continue ?", vbYesNo, "Confirm") Then
GoTo skip
End If
' create one doc for each record in datasource
For i = 1 To .DataSource.RecordCount
With .DataSource
.FirstRecord = i
.LastRecord = i
.ActiveRecord = i
strName = Trim(.DataFields("Name"))
MailSubjectName = Trim(.DataFields("ID"))
'Debug.Print "Raw", i, strName, MailSubjectName
If strName = "" Then Exit For
End With
' do merge
.Execute Pause:=False
' construct doc filename to save
' replace illegal characters
For j = 1 To Len(StrNoChr)
strName = Replace(strName, Mid(StrNoChr, j, 1), "_")
MailSubjectName = Replace(MailSubjectName, Mid(StrNoChr, j, 1), "_")
Next
Debug.Print "Cleaned ", i, strName, MailSubjectName
'Save to the folder that has been created by Path_Exists function
StrFileName = SavePath & strName
With wdApp.ActiveDocument
.SaveAs Filename:=SavePath & strName & ".pdf", _
FileFormat:=wdFormatPDF, AddToRecentFiles:=False
.Close SaveChanges:=False
End With
Next i
.MainDocumentType = wdNotAMergeDocument
End With
MsgBox i - 1 & " documents created in " & SavePath, vbInformation, "Completed in " & Int(Timer - t0) & " secs"
skip:
' cleanup
wdDoc.Close SaveChanges:=False
wdApp.DisplayAlerts = wdAlertsAll
wdApp.Quit
Set wdDoc = Nothing
Set wdApp = Nothing
End Sub

Excel to PDF - how to specify where the macro will save the PDF file

I am running this code which basically saves the last row of my excel sheet to PDF file, it saves the PDF file to the folder which the excel sheet and my word template are(they are in the same folder).
How can I set a different location as a saving point?
I want to restrict the users to a specific location which is not the folder where the excel sheet and the word template are.
For example: I want the files to be saved here : "C:\Users\User\Desktop\Folder"
Also, please guide me on how to implement it to my code, kinda new to this.
Sub RunMerge()
' Sourced from: https://www.msofficeforums.com/mail-merge/21803-mailmerge-tips-tricks.html
' Note: this code requires a reference to the Word object model to be set, via Tools|References in the VBE.
Application.ScreenUpdating = False
Dim StrMMSrc As String, StrMMDoc As String, StrMMPath As String, StrName As String
Dim i As Long, j As Long
Const StrNoChr As String = """*./\:?|"
Dim wdApp As New Word.Application, wdDoc As Word.Document
wdApp.Visible = False
wdApp.DisplayAlerts = wdAlertsNone
StrMMSrc = ThisWorkbook.FullName
StrMMPath = ThisWorkbook.Path & "\"
StrMMDoc = StrMMPath & "MailMergeDocument.doc"
Set wdDoc = wdApp.Documents.Open(Filename:=StrMMDoc, AddToRecentFiles:=False, ReadOnly:=True, Visible:=False)
With wdDoc
With .MailMerge
.MainDocumentType = wdFormLetters
.OpenDataSource Name:=StrMMSrc, ReadOnly:=True, AddToRecentFiles:=False, _
LinkToSource:=False, Connection:="Provider=Microsoft.ACE.OLEDB.12.0;User ID=Admin;" & _
"Data Source=StrMMSrc;Mode=Read;Extended Properties=""HDR=YES;IMEX=1"";", _
SQLStatement:="SELECT * FROM `Sheet1$`"
i = .DataSource.RecordCount
.Destination = wdSendToNewDocument
.SuppressBlankLines = True
With .DataSource
.FirstRecord = i
.LastRecord = i
.ActiveRecord = i
StrName = .DataFields("Name")
End With
.Execute Pause:=False
For j = 1 To Len(StrNoChr)
StrName = Replace(StrName, Mid(StrNoChr, j, 1), "_")
Next
StrName = Trim(StrName)
With wdApp.ActiveDocument
'Add the name to the footer
'.Sections(1).Footers(wdHeaderFooterPrimary).Range.InsertBefore StrName
'.SaveAs Filename:=StrMMPath & StrName & ".docx", FileFormat:=wdFormatXMLDocument, AddToRecentFiles:=False
' and/or:
.SaveAs Filename:=StrMMPath & StrName & ".pdf", FileFormat:=wdFormatPDF, AddToRecentFiles:=False
.Close SaveChanges:=False
End With
.MainDocumentType = wdNotAMergeDocument
End With
.Close SaveChanges:=False
End With
wdApp.DisplayAlerts = wdAlertsAll
wdApp.Quit
Set wdDoc = Nothing: Set wdApp = Nothing
Application.ScreenUpdating = False
End Sub
Your code uses the variable strMMPath as the path here.
.SaveAs Filename:=StrMMPath & StrName & ".pdf", FileFormat:=wdFormatPDF, AddToRecentFiles:=False
To change it to a folder on the desktop of the current user, use this
Dim SavePath as String
SavePath = "C:\Users\" & Environ$("UserName") & "\Desktop\Folder\"
.SaveAs Filename:=SavePath & StrName & ".pdf", FileFormat:=wdFormatPDF, AddToRecentFiles:=False
Note: Environ$("UserName") returns the name of the currently logged in user
So change:
StrMMPath = ThisWorkbook.Path & "\"
to point to where you want the file saved. For example:
StrMMPath = C:\Users\" & Environ("Username") & "\Desktop\Folder\"
It would be nice to see you actually invest some effort in all this. The site from where you got the code even tells you how to make such a change!!! So far, it seems, all you've done in multiple threads is asked to be spoon-fed with solutions and/or modifications to code you've copied from another site.
PS: It's also common courtesy to vote for answers that have helped you.
I think this is what you are looking for then:
ActiveWorkbook.ExportAsFixedFormat Type:=xlTypePDF FileName:="sales.pdf" Quality:=xlQualityStandard OpenAfterPublish:=True
https://learn.microsoft.com/en-us/office/vba/api/excel.workbook.exportasfixedformat

Excel VBA mail merge with conditions

I am really looking forward to get some help because I am trying for so long now...
I want to get a button in excel that starts a word mailmerge and save every letter as a single document. I already found a code, that is doing this fine.
Now comes the problem: I need excel to take different word templates depending on the number in column A (Column A is called Anz). So if column A = 0 there wont be any mail merge (I already managed this by adding "where (Anz>0) to the sql statement.
If column A = 1 excel shall take sb1.docx as the proper mail merge template.
If column A = 2 it shall take sb2.docx and so on.
The numbers go from 0 to 6.
I have no idea how to to this :(
My code so far (that is working but only for the sb1.docx).
Sub RunMerge()
Application.ScreenUpdating = False
Dim StrMMSrc As String, StrMMDoc As String, StrMMPath As String, StrName As String
Dim i As Long, j As Long
Const StrNoChr As String = """*/\:?|"
Dim wdApp As New Word.Application, wdDoc As Word.Document
wdApp.Visible = False
wdApp.DisplayAlerts = wdAlertsNone
StrMMSrc = ThisWorkbook.FullName
StrMMPath = ThisWorkbook.Path & "\"
StrMMDoc = StrMMPath & "sb1.docx"
Set wdDoc = wdApp.Documents.Open(Filename:=StrMMDoc, AddToRecentFiles:=False, ReadOnly:=True, Visible:=False)
With wdDoc
With .MailMerge
.MainDocumentType = wdFormLetters
.OpenDataSource Name:=StrMMSrc, ReadOnly:=True, AddToRecentFiles:=False, _
LinkToSource:=False, Connection:="Provider=Microsoft.ACE.OLEDB.12.0;User ID=Admin;" & _
"Data Source=StrMMSrc;Mode=Read;Extended Properties=""HDR=YES;IMEX=1"";", _
SQLStatement:="SELECT * FROM `Sheet1$` where (Anz>0)"
For i = 1 To .DataSource.RecordCount
.Destination = wdSendToNewDocument
.SuppressBlankLines = True
With .DataSource
.FirstRecord = i
.LastRecord = i
.ActiveRecord = i
If Trim(.DataFields("ID")) = "" Then Exit For
StrName = .DataFields("ID")
End With
.Execute Pause:=False
For j = 1 To Len(StrNoChr)
StrName = Replace(StrName, Mid(StrNoChr, j, 1), "_")
Next
StrName = Trim(StrName)
With wdApp.ActiveDocument
.SaveAs Filename:=StrMMPath & StrName & ".docx", FileFormat:=wdFormatXMLDocument, AddToRecentFiles:=False
' and/or:
'.SaveAs Filename:=StrMMPath & StrName & ".pdf", FileFormat:=wdFormatPDF, AddToRecentFiles:=False
.Close SaveChanges:=False
End With
Next i
.MainDocumentType = wdNotAMergeDocument
End With
.Close SaveChanges:=False
End With
wdApp.DisplayAlerts = wdAlertsAll
wdApp.Quit
Set wdDoc = Nothing: Set wdApp = Nothing
Application.ScreenUpdating = False
End Sub
Try this.
Requirements:
- Each Anz number has it's corresponding template
- The excel spreadsheet has a column called "Anz"
- You have to add the Microsoft Word object library to VBA IDE references
Implementation:
1) Copy and paste the code inside a vba module
2) Customize the code (seek for >>>> customize this <<<<)
Updates:
1) Adjusted the queryString
2) Updated the OpenDataSource code to be more clear
3) Added a fileCounter
Code:
' First you have to configure the settings in each template so the word template filters the data already
' Also add a reference in Excel / VBA IDE to: Microsoft Word [Version] Object Library
Public Sub RunMergeDifferentWordTemplates()
' Declare objects
Dim wordApp As Word.Application
Dim wordTemplate As Word.Document
Dim wordMergedDoc As Word.MailMerge
' Declare other variables
Dim sourceBookPath As String
Dim sheetSourceName As String
Dim excelColumnFilter As String
Dim queryString As String
Dim baseQueryString As String
Dim wordTemplateDirectory As String
Dim wordTemplateFileName As String
Dim wordTemplateFullPath As String
Dim wordOutputDirectory As String
Dim wordOutputFileName As String
Dim wordOutputFullPath As String
Dim idListValues As Variant ' Array
Dim idValue As Integer
Dim idCounter As Integer
Dim recordCounter As Integer
Dim fileCounter As Integer
' >>>>> Customize this <<<<<<
' This would be better to hold it in an Excel structured table
' I'm not including 0 as it's not needed (these would correspon to the anz values).
idListValues = Array(1, 2, 3, 4, 5, 6)
' Excel source settings:
sourceBookPath = ThisWorkbook.FullName
sheetSourceName = "Sheet1" ' The sheet where the data of the mail merge is located
excelColumnFilter = "Anz" ' The column we use to filter the mail merge data
baseQueryString = "SELECT * FROM `" & sheetSourceName & "$` where `" & excelColumnFilter & "` = [columFilterValue] order by `" & excelColumnFilter & "` ASC" ' Would be a better practice to use an Excel structured table: https://support.office.com/en-us/article/overview-of-excel-tables-7ab0bb7d-3a9e-4b56-a3c9-6c94334e492c
' Word settings:
wordTemplateDirectory = ThisWorkbook.Path & "\" ' Include slash at the end
wordTemplateFileName = "sb[columFilterValue].docx" ' Include in the string [columFilterValue] where you want it to be replaced (remember that you have one template for each number)
wordOutputDirectory = ThisWorkbook.Path & "\" ' Include slash at the end
wordOutputFileName = "MailMergeDifferent[columFilterValue]_[Record]" ' Leave the [columFilterValue] and [Record] tags inside the path to identify each document. We'll replace it ahead, dynamically
' Initialize word object
Set wordApp = New Word.Application
wordApp.Visible = True
wordApp.DisplayAlerts = wdAlertsNone
' Loop through each idValue in idListValues
For idCounter = 0 To UBound(idListValues)
' Process each word template
idValue = idListValues(idCounter)
queryString = Replace(baseQueryString, "[columFilterValue]", idValue)
wordTemplateFullPath = wordTemplateDirectory & Replace(wordTemplateFileName, "[columFilterValue]", idValue)
Set wordTemplate = wordApp.Documents.Open(wordTemplateFullPath)
Set wordMergedDoc = wordTemplate.MailMerge
' Process the template's mail merge
With wordMergedDoc
.MainDocumentType = wdFormLetters
.OpenDataSource _
Name:=sourceBookPath, _
ReadOnly:=True, _
Format:=wdOpenFormatAuto, _
Revert:=False, _
AddToRecentFiles:=False, _
LinkToSource:=False, _
Connection:="Provider=Microsoft.ACE.OLEDB.12.0;User ID=Admin;" & _
"Data Source=" & sourceBookPath & ";Mode=Read;Extended Properties=""HDR=YES;IMEX=1"";", _
SQLStatement:=queryString
.Destination = wdSendToNewDocument
.SuppressBlankLines = True
' Each anz have matching records inside the excel worksheet (generate a word file for each one)
For recordCounter = 1 To .DataSource.RecordCount
' Select each record
With .DataSource
.FirstRecord = wordMergedDoc.DataSource.ActiveRecord
.LastRecord = wordMergedDoc.DataSource.ActiveRecord
End With
.Execute Pause:=False
' Add the columnFilterValue and the record identifier to the word file name
' Replace the columnFilterValue and the Record tags
wordOutputFullPath = wordOutputDirectory & Replace(Replace(wordOutputFileName, "[columFilterValue]", idValue), "[Record]", recordCounter)
' Save and close the resulting document
wordApp.ActiveDocument.SaveAs2 Filename:=wordOutputFullPath, FileFormat:=wdFormatXMLDocument, AddToRecentFiles:=False
wordApp.ActiveDocument.SaveAs2 Filename:=wordOutputFullPath, FileFormat:=wdFormatPDF, AddToRecentFiles:=False
wordApp.ActiveDocument.Close SaveChanges:=False
.DataSource.ActiveRecord = wdNextRecord
' Count files generated
fileCounter = fileCounter + 1
Next recordCounter
End With
' Close word template without saving
wordTemplate.Close False
Next idCounter
' Clean up word objects
wordApp.Visible = False
Set wordApp = Nothing
' Alert process finished
MsgBox fileCounter & " files generated"
End Sub

VBA Mailmerge to pdf Output

Good Morning
I have modified the code from this post: Automating Mail Merge using Excel VBA
But I only want pdf output but as soon as I take out the word code, it baulks. I think the problem is that if I don't save it as word, it doesn't shut the template down properly (there is code to close it). I have to manually click "Don't Save" and then it chokes as it tries to reopen the file for the next line. Any idea how to get around that? - Any help much appreciated. Thanks.
Public Sub MailMergeCert()
Dim bCreatedWordInstance As Boolean
Dim objWord As Word.Application
Dim objMMMD As Word.Document
Dim FirstName As String
Dim LastName As String
Dim Training As String
Dim SeminarDate As String
Dim HoursComp As String
Dim Location As String
Dim Objectives As String
Dim Trainer As String
Dim r As Long
Dim ThisFileName As String
'Your Sheet names need to be correct in here
Set sh1 = Sheets("Periop")
lastrow = Sheets("Periop").Range("A" & Rows.Count).End(xlUp).Row
r = 2
For r = 2 To lastrow
If IsEmpty(Cells(r, 10).Value) = False Then GoTo nextrow
FirstName = sh1.Cells(r, 1).Value
LastName = sh1.Cells(r, 2).Value
Training = sh1.Cells(r, 3).Value
SeminarDate = sh1.Cells(r, 4).Value
HoursComp = sh1.Cells(r, 5).Value
Location = sh1.Cells(r, 6).Value
Objectives = sh1.Cells(r, 7).Value
Trainer = sh1.Cells(r, 8).Value
SeminarDate = Format(sh1.Cells(r, 4).Value, "d mmmm YYYY")
' Setup filenames
Const WTempName = "Certificate_Periop_2016.docx" 'Template name
' Setup directories
cDir = ActiveWorkbook.Path + "\" 'Change if required
ThisFileName = ThisWorkbook.Name
On Error Resume Next
' Create a Word Application instance
bCreatedWordInstance = False
Set objWord = GetObject(, "Word.Application")
If objWord Is Nothing Then
Err.Clear
Set objWord = CreateObject("Word.Application")
bCreatedWordInstance = True
End If
If objWord Is Nothing Then
MsgBox "Could not start Word"
Err.Clear
On Error GoTo 0
Exit Sub
End If
' Let Word trap the errors
On Error GoTo 0
' Set to True if you want to see the Word Doc flash past during construction
objWord.Visible = False
'Open Word Template
Set objMMMD = objWord.Documents.Open(cDir + WTempName)
objMMMD.Activate
'Merge the data
With objMMMD
.MailMerge.OpenDataSource Name:=cDir + ThisFileName, sqlstatement:="SELECT * FROM `Periop$`" ' Set this as required
With objMMMD.MailMerge 'With ActiveDocument.MailMerge
.Destination = wdSendToNewDocument
.SuppressBlankLines = True
With .DataSource
.FirstRecord = r - 1
.LastRecord = r - 1
.ActiveRecord = r - 1
' EmployeeName = .EmployeeName
End With
.Execute Pause:=False
End With
End With
' Save new file
'Path and YYMM
Dim PeriopCertPath As String
PeriopCertPath = "C:\Users\305015724\Documents\ApplicationsTraining\2016\Periop\"
Dim YYMM As String
YYMM = Format(sh1.Cells(r, 11).Value, "YYMM")
'Word document
Dim NewFileNameWd As String
NewFileNameWd = YYMM & "_" & sh1.Cells(r, 12).Value & "_" & sh1.Cells(r, 2).Value & ".docx" 'Change File Name as req'd"
objWord.ActiveDocument.SaveAs Filename:=PeriopCertPath & NewFileNameWd
'PDF
Dim NewFileNamePDF As String
NewFileNamePDF = YYMM & "_" & sh1.Cells(r, 12).Value & "_" & sh1.Cells(r, 2).Value '& ".pdf" 'Change File Name as req'd"
objWord.ActiveDocument.ExportAsFixedFormat PeriopCertPath & NewFileNamePDF, ExportFormat:=wdExportFormatPDF
' Close the Mail Merge Main Document
objMMMD.Close savechanges:=wdDoNotSaveChanges
Set objMMMD = Nothing
' Close the New Mail Merged Document
If bCreatedWordInstance Then
objWord.Quit
End If
0:
Set objWord = Nothing
Cells(r, 10).Value = Date
nextrow:
Next r
End Sub
I recorded saving a workbook as a pdf and this is the output:
ActiveDocument.ExportAsFixedFormat OutputFileName:= _
"C:\Users\me\Desktop\Doc1.pdf", ExportFormat:=wdExportFormatPDF, _
OpenAfterExport:=True, OptimizeFor:=wdExportOptimizeForPrint, Range:= _
wdExportAllDocument, From:=1, To:=1, Item:=wdExportDocumentContent, _
IncludeDocProps:=True, KeepIRM:=True, CreateBookmarks:= _
wdExportCreateNoBookmarks, DocStructureTags:=True, BitmapMissingFonts:= _
True, UseISO19005_1:=False
It seems like you might try:
objWord.ActiveDocument.ExportAsFixedFormat PeriopCertPath & NewFileNamePDF,
ExportFormat:=wdExportFormatPDF, OpenAfterExport:=False
The pdf generation always worked and I think I now have the Word bit sorted as well. This is the part of the code that generates the pdf and then closes Word (and a few other things ...)
'Print Certificate
'Print required
If sh1.Cells(r, 12) = "print" Then
'remove background image
ActiveWindow.ActivePane.View.SeekView = wdSeekCurrentPageHeader
Selection.WholeStory
Selection.Cut
'Print Certificate
objWord.ActiveDocument.PrintOut
'Close the Mail Merge Main Document
objWord.ActiveDocument.Close (wdDoNotSaveChanges)
objMMMD.Close savechanges:=wdDoNotSaveChanges
Set objMMMD = Nothing
Else
'Close the Mail Merge Main Document
objWord.ActiveDocument.Close (wdDoNotSaveChanges)
objMMMD.Close savechanges:=wdDoNotSaveChanges
Set objMMMD = Nothing
End If
' Create a Word Application instance
bCreatedWordInstance = False
Set objWord = GetObject(, "Word.Application")
' Close the New Mail Merged Document
If bCreatedWordInstance Then
objWord.Quit
End If
0:
Set objWord = Nothing

Runtime error 5631

I am trying to generate certificates using the records from my Excel master data file. My coding throws me a VBA error "Runtime error - 5631; Word could not merge the main document with the data source because the data records were empty or no data records matched your query options" every alternate time.
For some data, the code works, whereas for most of the time, it throws error 5631 in the line .Execute Pause:=False
There are records inside the file, so I know there is something wrong with my Query itself.
Other info:
Temp1 = Cookies mailmerge word template,
Temp2 = Chocolates mailmerge word template,
Temp3 = Drinks mailmerge word template
Sheet1 = Cookies sales excel data,
Sheet2 = Chocolates sales excel data,
Sheet3 = Drinks sales excel data
My complete code:
Sub Generate_Cert()
Dim wd As Object
Dim wdoc As Object
Dim i As Integer
Dim isInvalid As Boolean
Dim statement, fileSuffix, datasource As String
Dim aSheet As Worksheet
Dim cDir As String
Dim wdName As String
Const wdFormLetters = 0
Const wdOpenFormatAuto = 0
Const wdSendToNewDocument = 0
Const wdDefaultFirstRecord = 1
Const wdDefaultLastRecord = -16
SalesDate = Format(Worksheets("SalesMaster").Cells(2, "B").Value, "DDMMYYYY")
On Error Resume Next
'Check Word is open or not
Set wd = GetObject(, "Word.Application")
If wd Is Nothing Then
'If Not open, open Word Application
Set wd = CreateObject("Word.Application")
End If
On Error GoTo 0
'Getting datasource
datasource = ThisWorkbook.Path & "\" & ThisWorkbook.Name
'Looping all sheet from workbook
For Each aSheet In ThisWorkbook.Sheets
'If the first cell is not empty
If aSheet.Range("A2").Value <> "" Then
isInvalid = False
'Check sheet for SQLStatement and save file name.
Select Case aSheet.Name
Case "Sheet1"
statement = "SELECT * FROM `Sheet1$`"
fileSuffix = " Cookies Sales"
i = 1
Case "Sheet2"
statement = "SELECT * FROM `Sheet2$`"
fileSuffix = " Chocolates Sales"
i = 2
Case "Sheet3"
statement = "SELECT * FROM `Sheet3$`"
fileSuffix = " Drinks Sales"
i = 3
Case Else
isInvalid = True
End Select
'If sheet should save as word
If Not isInvalid Then
'Getting new word document
Set wdoc = wd.Documents.Open("C:\Desktop\Sales Certs\Temp" & i & ".docx")
With wdoc.MailMerge
.MainDocumentType = wdFormLetters
.OpenDataSource Name:=datasource, AddToRecentFiles:=False, _
Revert:=False, Format:=wdOpenFormatAuto, _
Connection:="Data Source=" & datasource & ";Mode=Read", _
SQLStatement:=statement
.Destination = wdSendToNewDocument
.SuppressBlankLines = True
With .datasource
.FirstRecord = wdDefaultFirstRecord
.LastRecord = wdDefaultLastRecord
End With
.Execute Pause:=False
End With
'wdoc.Visible = True
wdName = SalesDate & fileSuffix & ".docx"
cDir = ActiveWorkbook.Path + "\"
wd.ActiveDocument.SaveAs cDir + wdName
MsgBox SalesDate & fileSuffix & " has been generated and saved"
'wdoc.SaveAs Filename:=wdoc.Name
wdoc.Close SaveChanges:=True
End If
End If
Next aSheet
wd.Quit SaveChanges:=wdDoNotSaveChanges
End Sub
This error was occurring because my source excel document was not saved before the Mailmerge execution. No need to save the word document, as there was no pre-processing necessary before the Mailmerge execution.
So I basically declared wBook as workbook & added this : wBook.Save
Sub Generate_Cert()
Dim wd As Object
Dim wdoc As Object
Dim i As Integer
Dim isInvalid As Boolean
Dim statement, fileSuffix, datasource As String
Dim wBook As Workbook
Dim aSheet As Worksheet
Dim cDir As String
Dim wdName As String
Const wdFormLetters = 0
Const wdOpenFormatAuto = 0
Const wdSendToNewDocument = 0
Const wdDefaultFirstRecord = 1
Const wdDefaultLastRecord = -16
wBook.save '<~~~~~~~ SAVE BEFORE MAILMERGE STARTS
SalesDate = Format(Worksheets("SalesMaster").Cells(2, "B").Value, "DDMMYYYY")
On Error Resume Next
'Check Word is open or not
Set wd = GetObject(, "Word.Application")
If wd Is Nothing Then
'If Not open, open Word Application
Set wd = CreateObject("Word.Application")
End If
On Error GoTo 0
'Getting datasource
datasource = ThisWorkbook.Path & "\" & ThisWorkbook.Name
'Looping all sheet from workbook
For Each aSheet In ThisWorkbook.Sheets
'If the first cell is not empty
If aSheet.Range("A2").Value <> "" Then
isInvalid = False
'Check sheet for SQLStatement and save file name.
Select Case aSheet.Name
Case "Sheet1"
statement = "SELECT * FROM `Sheet1$`"
fileSuffix = " Cookies Sales"
i = 1
Case "Sheet2"
statement = "SELECT * FROM `Sheet2$`"
fileSuffix = " Chocolates Sales"
i = 2
Case "Sheet3"
statement = "SELECT * FROM `Sheet3$`"
fileSuffix = " Drinks Sales"
i = 3
Case Else
isInvalid = True
End Select
'If sheet should save as word
If Not isInvalid Then
'Getting new word document
Set wdoc = wd.Documents.Open("C:\Desktop\Sales Certs\Temp" & i & ".docx")
With wdoc.MailMerge
.MainDocumentType = wdFormLetters
.OpenDataSource Name:=datasource, AddToRecentFiles:=False, _
Revert:=False, Format:=wdOpenFormatAuto, _
Connection:="Data Source=" & datasource & ";Mode=Read", _
SQLStatement:=statement
.Destination = wdSendToNewDocument
.SuppressBlankLines = True
With .datasource
.FirstRecord = wdDefaultFirstRecord
.LastRecord = wdDefaultLastRecord
End With
.Execute Pause:=False
End With
'wdoc.Visible = True
wdName = SalesDate & fileSuffix & ".docx"
cDir = ActiveWorkbook.Path + "\"
wd.ActiveDocument.SaveAs cDir + wdName
MsgBox SalesDate & fileSuffix & " has been generated and saved"
'wdoc.SaveAs Filename:=wdoc.Name
wdoc.Close SaveChanges:=True
End If
End If
Next aSheet
wd.Quit SaveChanges:=wdDoNotSaveChanges
End Sub

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