HOWTO: Automate Word 97/2000 to Perform Mail Merge from Visual BasicID: Q220607
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This article demonstrates how to use Word 97 or Word 2000 to create a mail-merged document using Automation from Visual Basic.
There are two ways to control an Automation server: by using late binding or early binding. With late binding, methods are not bound until run-time and the Automation server is declared as Object. With early binding, your application knows at design-time the exact type of object it will be communicating with and can declare its objects as a specific type. This sample uses early binding, which is considered better in most cases because it affords greater performance and better type safety.
To early bind to an Automation server, you need to set a reference to that server's type library. In Visual Basic, this is done through the References dialog box found under the Project|References menu. For this sample, you will need to add a reference to the type library for Word 97 or Word 2000 before you can run the code. See the steps below on how to add the reference.
Option Explicit
Dim wrdApp As Word.Application
Dim wrdDoc As Word.Document
Private Sub Command1_Click()
Dim wrdSelection As Word.Selection
Dim wrdMailMerge As Word.MailMerge
Dim wrdMergeFields As Word.MailMergeFields
Dim StrToAdd As String
' Create an instance of Word and make it visible
Set wrdApp = CreateObject("Word.Application")
wrdApp.Visible = True
' Add a new document
Set wrdDoc = wrdApp.Documents.Add
wrdDoc.Select
Set wrdSelection = wrdApp.Selection
Set wrdMailMerge = wrdDoc.MailMerge
' Create MailMerge Data file
CreateMailMergeDataFile
' Create a string and insert it into the document
StrToAdd = "State University" & vbCr & _
"Electrical Engineering Department"
wrdSelection.ParagraphFormat.Alignment = wdAlignParagraphCenter
wrdSelection.TypeText StrToAdd
InsertLines 4
' Insert merge data
wrdSelection.ParagraphFormat.Alignment = wdAlignParagraphLeft
Set wrdMergeFields = wrdMailMerge.Fields
wrdMergeFields.Add wrdSelection.Range, "FirstName"
wrdSelection.TypeText " "
wrdMergeFields.Add wrdSelection.Range, "LastName"
wrdSelection.TypeParagraph
wrdMergeFields.Add wrdSelection.Range, "Address"
wrdSelection.TypeParagraph
wrdMergeFields.Add wrdSelection.Range, "CityStateZip"
InsertLines 2
' Right justify the line and insert a date field
' with the current date
wrdSelection.ParagraphFormat.Alignment = _
wdAlignParagraphRight
wrdSelection.InsertDateTime _
DateTimeFormat:="dddd, MMMM dd, yyyy", _
InsertAsField:=False
InsertLines 2
' Justify the rest of the document
wrdSelection.ParagraphFormat.Alignment = _
wdAlignParagraphJustify
wrdSelection.TypeText "Dear "
wrdMergeFields.Add wrdSelection.Range, "FirstName"
wrdSelection.TypeText ","
InsertLines 2
' Create a string and insert it into the document
StrToAdd = "Thank you for your recent request for next " & _
"semester's class schedule for the Electrical " & _
"Engineering Department. Enclosed with this " & _
"letter is a booklet containing all the classes " & _
"offered next semester at State University. " & _
"Several new classes will be offered in the " & _
"Electrical Engineering Department next semester. " & _
"These classes are listed below."
wrdSelection.TypeText StrToAdd
InsertLines 2
' Insert a new table with 9 rows and 4 columns
wrdDoc.Tables.Add wrdSelection.Range, NumRows:=9, _
NumColumns:=4
With wrdDoc.Tables(1)
' Set the column widths
.Columns(1).SetWidth 51, wdAdjustNone
.Columns(2).SetWidth 170, wdAdjustNone
.Columns(3).SetWidth 100, wdAdjustNone
.Columns(4).SetWidth 111, wdAdjustNone
' Set the shading on the first row to light gray
.Rows(1).Cells.Shading.BackgroundPatternColorIndex = _
wdGray25
' Bold the first row
.Rows(1).Range.Bold = True
' Center the text in Cell (1,1)
.Cell(1, 1).Range.Paragraphs.Alignment = wdAlignParagraphCenter
' Fill each row of the table with data
FillRow wrdDoc, 1, "Class Number", "Class Name", "Class Time", _
"Instructor"
FillRow wrdDoc, 2, "EE220", "Introduction to Electronics II", _
"1:00-2:00 M,W,F", "Dr. Jensen"
FillRow wrdDoc, 3, "EE230", "Electromagnetic Field Theory I", _
"10:00-11:30 T,T", "Dr. Crump"
FillRow wrdDoc, 4, "EE300", "Feedback Control Systems", _
"9:00-10:00 M,W,F", "Dr. Murdy"
FillRow wrdDoc, 5, "EE325", "Advanced Digital Design", _
"9:00-10:30 T,T", "Dr. Alley"
FillRow wrdDoc, 6, "EE350", "Advanced Communication Systems", _
"9:00-10:30 T,T", "Dr. Taylor"
FillRow wrdDoc, 7, "EE400", "Advanced Microwave Theory", _
"1:00-2:30 T,T", "Dr. Lee"
FillRow wrdDoc, 8, "EE450", "Plasma Theory", _
"1:00-2:00 M,W,F", "Dr. Davis"
FillRow wrdDoc, 9, "EE500", "Principles of VLSI Design", _
"3:00-4:00 M,W,F", "Dr. Ellison"
End With
' Go to the end of the document
wrdApp.Selection.GoTo wdGoToLine, wdGoToLast
InsertLines 2
' Create a string and insert it into the document
StrToAdd = "For additional information regarding the " & _
"Department of Electrical Engineering, " & _
"you can visit our Web site at "
wrdSelection.TypeText StrToAdd
' Insert a hyperlink to the Web page
wrdSelection.Hyperlinks.Add Anchor:=wrdSelection.Range, _
Address:="http://www.ee.stateu.tld"
' Create a string and insert it into the document
StrToAdd = ". Thank you for your interest in the classes " & _
"offered in the Department of Electrical " & _
"Engineering. If you have any other questions, " & _
"please feel free to give us a call at " & _
"555-1212." & vbCr & vbCr & _
"Sincerely," & vbCr & vbCr & _
"Kathryn M. Hinsch" & vbCr & _
"Department of Electrical Engineering" & vbCr
wrdSelection.TypeText StrToAdd
' Perform mail merge
wrdMailMerge.Destination = wdSendToNewDocument
wrdMailMerge.Execute False
' Close the original form document
wrdDoc.Saved = True
wrdDoc.Close False
' Notify user we are done.
MsgBox "Mail Merge Complete.", vbMsgBoxSetForeground
' Release References
Set wrdSelection = Nothing
Set wrdMailMerge = Nothing
Set wrdMergeFields = Nothing
Set wrdDoc = Nothing
Set wrdApp = Nothing
' Cleanup temp file
Kill "C:\DataDoc.doc"
End Sub
Public Sub InsertLines(LineNum As Integer)
Dim iCount As Integer
' Insert "LineNum" blank lines
For iCount = 1 To LineNum
wrdApp.Selection.TypeParagraph
Next iCount
End Sub
Public Sub FillRow(Doc As Word.Document, Row As Integer, _
Text1 As String, Text2 As String, _
Text3 As String, Text4 As String)
With Doc.Tables(1)
' Insert the data into the specific cell
.Cell(Row, 1).Range.InsertAfter Text1
.Cell(Row, 2).Range.InsertAfter Text2
.Cell(Row, 3).Range.InsertAfter Text3
.Cell(Row, 4).Range.InsertAfter Text4
End With
End Sub
Public Sub CreateMailMergeDataFile()
Dim wrdDataDoc As Word.Document
Dim iCount As Integer
' Create a data source at C:\DataDoc.doc containing the field data
wrdDoc.MailMerge.CreateDataSource Name:="C:\DataDoc.doc", _
HeaderRecord:="FirstName, LastName, Address, CityStateZip"
' Open the file to insert data
Set wrdDataDoc = wrdApp.Documents.Open("C:\DataDoc.doc")
For iCount = 1 To 2
wrdDataDoc.Tables(1).Rows.Add
Next iCount
' Fill in the data
FillRow wrdDataDoc, 2, "Steve", "DeBroux", _
"4567 Main Street", "Buffalo, NY 98052"
FillRow wrdDataDoc, 3, "Jan", "Miksovsky", _
"1234 5th Street", "Charlotte, NC 98765"
FillRow wrdDataDoc, 4, "Brian", "Valentine", _
"12348 78th Street Apt. 214", "Lubbock, TX 25874"
' Save and close the file
wrdDataDoc.Save
wrdDataDoc.Close False
End Sub
For more information on Office Automation, please visit the Microsoft Office Development support site at:
http://support.microsoft.com/support/officedev/
© Microsoft Corporation 1999, All Rights Reserved.
Contributions by Mark Durrett, Microsoft Corporation
Keywords : kbAutomation kbVBp500 kbVBp600 kbWord kbGrpDSO kbOffice2000 kbword2000
Version : WINDOWS:2000,5.0,6.0,97; :
Platform : WINDOWS
Issue type : kbhowto Last Reviewed: June 30, 1999