Excel VBA mail merge with conditions - excel

Question

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

Answer 1

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