Word – how to mail merge many records to individual documents

I use Microsoft Word’s mail merge feature often. It works great for connecting into a database and spitting out all sorts of documents – but it’s kind of clunky when it comes to multiple records.

You can either merge and save each record individually or as one combined document – but neither are great options when you need to create hundreds of letters or contracts.

Fortunately there’s an answer to this, using the individual merge letters add-in by Graham Mayor.

With it you can take mail merge with multiple records and merge each record to individual documents.

How to install MMtoDocs

  1. Go to Graham Mayor’s website and download the add-in at the bottom of the page
  2. The add-in comes in a ZIP file with two options to install it – manually copy to the Word start up folder OR run a program to install 

Running the installer (recommended)

  1. Inside the ZIP file – run the MMtoDocs file and follow the prompts

Manually copy add-in to Word startup folder

  1. Open up File  Explorer and go to the following address by copying and pasting it into the address bar
  2. %appdata%\Microsoft\Word\Startup
  3. In the ZIP file you’ll find a file called ‘MMtoDocs Ver #.#.dotm’
  4. Copy the file into the startup folder

How do I use MMtoDocs

  1. Once installed you’ll have a new set of options in the ‘Mailings’ ribbon menu tab
  2. These are ‘Split the Merge’ and ‘Reset’ under ‘Individual Merge Letters’
  3. Open your mail merge document that is connected to the datasource (which can be any normal data source, e.g. a database or Excel document)
  4. Make sure you have more than one record selected – when you open ‘Edit Recipient List’ you should see multiple records 
  5. Now click on the ‘Split the Merge’ button
  6. Click ‘All records’
  7. The settings window will load
  8. Select the field to use for each file name and use the ‘Browse’ button to choose where to save each file
  9. Click ‘Continue’ when ready to create your individual mail merge documents
  10. Each record will be saved to its own document in the folder you selected

Was this article helpful?

Related Articles