Maintaining Table of Contents integrity when using MailMerge (Word) to generate reports.

Hawk11ns

Board Regular
Joined
Jul 21, 2015
Messages
55
Office Version
  1. 365
Platform
  1. Windows
So this is a bit of a Excel/Word VBA question. I have a generic report that uses data from a spreadsheet to make it unique. For each unique lines of data, I generate a unique report via mailmerge. The mailmerge macro works great; however, when I open the new files, the Table of Contents is no longer a table and just regular formatting. Is there a way to modify the VBA to keep/copy the TOC for each file so it can be updated within the new file? I am using Word/Excel 365 btw

VBA Code:
Sub MailMergeToPdfBasic()                                                        ' Mark the start of the Subroutine (i.e. Macro) and name it "MailMergeToPdf"
' Macro created by Imnoss Ltd
' Please share freely while retaining attribution
' Last Updated 2021-05-03

    Dim masterDoc As Document, singleDoc As Document, lastRecordNum As Integer   ' Create variables ("Post-it Notes") for later use
    'Dialogs(wdDialogMailMergeRecipients).Display TimeOut:=1
    Set masterDoc = ActiveDocument                                               ' Identify the ActiveDocument (foremost doc when Macro run) as "masterDoc"

    masterDoc.MailMerge.DataSource.ActiveRecord = wdLastRecord                   ' jump to the last active record (active = ticked in edit recipients)
    lastRecordNum = masterDoc.MailMerge.DataSource.ActiveRecord                  ' retrieve the record number of the last active record so we know when to stop

    masterDoc.MailMerge.DataSource.ActiveRecord = wdFirstRecord                  ' jump to the first active record (active = ticked in edit recipients)

    Do While lastRecordNum > 0                                                   ' create a loop, lastRecordNum is used to end the loop by setting to zero (see below)

        masterDoc.MailMerge.Destination = wdSendToNewDocument                    ' Identify that we are creating a word docx (and no e.g. an email)
        masterDoc.MailMerge.DataSource.FirstRecord = masterDoc.MailMerge.DataSource.ActiveRecord              ' Limit the selection to just one document by setting the start ...
        masterDoc.MailMerge.DataSource.LastRecord = masterDoc.MailMerge.DataSource.ActiveRecord               ' ... and end points to the active record
        masterDoc.MailMerge.Execute False                                        ' run the MailMerge based on the above settings (i.e. for one record)

        Set singleDoc = ActiveDocument                                           ' Identify the ActiveDocument (foremost doc after running the MailMerge) as "singleDoc"
       
        singleDoc.SaveAs2 _
            FileName:=masterDoc.MailMerge.DataSource.DataFields("DocFolderPath").Value & Application.PathSeparator & _
                masterDoc.MailMerge.DataSource.DataFields("DocFileName").Value & ".docx", _
            FileFormat:=wdFormatXMLDocument                                      ' Save "singleDoc" as a word docx with the details provided in the DocFolderPath and DocFileName fields in the MailMerge data
      
        singleDoc.Close False                                                    ' Close "singleDoc", the variable "singleDoc" can now be used for the next record when created

        If masterDoc.MailMerge.DataSource.ActiveRecord >= lastRecordNum Then     ' test if we have just created a document for the last record
            lastRecordNum = 0                                                    ' if so we set lastRecordNum to zero to indicate that the loop should end
        Else
            masterDoc.MailMerge.DataSource.ActiveRecord = wdNextRecord           ' otherwise go to the next active record
        End If

    Loop                                                                         ' loop back to the Do start

End Sub                                                                          ' Mark the end of the Subroutine
 

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