Printing Personalized Copies of a Document

by Allen Wyatt
(last updated April 25, 2015)

1

Mahmud asked for a way to print personalized copies of a document. He started with a list of names in a regular text file, one per line, and he wanted to print one copy of the current Word document for each of those names. Further, he wanted the person's name placed in the header of the document.

The process to perform such a task is fairly straightforward: open the text file, grab a name, put it in the header, and then print the document. Another name is grabbed, and the process is repeated until there are no more names in the file. The following macro implements such a process:

Sub PutNamesInHeader()
    Dim sName As String

    Open "c:/names.txt" For Input As #5
    Do While Not EOF(5)
        ' get the name
        Line Input #5, sName

        ActiveWindow.ActivePane.View.SeekView = _
          wdSeekCurrentPageHeader
        Selection.WholeStory
        Selection.Delete
        Selection.TypeText Text:=sName

        ActiveWindow.ActivePane.View.SeekView = _
          wdSeekMainDocument
        ActiveDocument.PrintOut
    Loop

    Close #5

    ActiveWindow.ActivePane.View.SeekView = _
      wdSeekCurrentPageHeader
    Selection.WholeStory
    Selection.Delete
    ActiveWindow.ActivePane.View.SeekView = _
      wdSeekMainDocument
End Sub

The tricky part of the macro is using the .SeekView property to specify which story in the document you want to work with. As implemented here, the .SeekView property is used repeatedly to switch between the header area and the main document. After the loop (grabbing names and printing) is completed, the header area is cleared and the .SeekView is switched back to the main document.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (152) applies to Microsoft Word 97, 2000, 2002, and 2003.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Replacing in Worksheets and Comments At the Same Time

If you need to replace information that may appear in cells, comments, and text boxes, your best bet is to use a macro. This ...

Discover More

Placing Many Graphics in a Document

Word documents can contain more than just text. You can even create documents that contain almost no text at all. This would ...

Discover More

Rounding Numbers

The primary method of rounding values is to use the ROUND function in your formulas. Here's an introduction to this useful ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!

More WordTips (menu)

Misbehaving Leader Dots

Leader dots can be a great formatting "flourish" to use in your documents. If the leader dots don't print out correctly, ...

Discover More

Printing Documents without Markup

If you have a document with Track Changes turned on, you can accumulate quite a bit of "markup" in it. Here's how you can ...

Discover More

Booklet Printing in Word

Need to create a booklet with Word? Depending on your version, it could be as easy as changing how you print your final ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 8Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is eight more than 8?

2015-04-25 09:42:34

Craig

Would the mail merge feature (Tools > Letters and Mailings > Mail Merge) also do the same thing?


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.