Only use the last record in an Excel sheet with a Word mail merge

If I have an Excel sheet and I want to set up a mail merge so that it only picks up the last record entered...how do I set that up? Thanks
LVL 1
agwalshAsked:
Who is Participating?

[Product update] Infrastructure Analysis Tool is now available with Business Accounts.Learn More

x
I wear a lot of hats...

"The solutions and answers provided on Experts Exchange have been extremely helpful to me over the last few years. I wear a lot of hats - Developer, Database Administrator, Help Desk, etc., so I know a lot of things but not a lot about one thing. Experts Exchange gives me answers from people who do know a lot about one thing, in a easy to use platform." -Todd S.

n2fcCommented:
After setting up the mail merge, use the "Select Recipients" and "Edit Recipient List" buttons to select ONLY the last entry...

See: https://support.office.com/en-us/article/Mail-merge-using-an-Excel-spreadsheet-858c7d7f-5cc0-4ba1-9a7b-0a948fa3d7d3

... for a more detailed explanation & tutorial video...
Rob HensonFinance AnalystCommented:
If this is to occur on multiple occasions and on each occasion you want to only send mail to new entries into the list, I would add a field into the Excel sheet for "Mail Sent" and update the list each time mail is sent with a Y.

This field can then be used as a filter in the Mail Merge to filter the recipients to only those with blank in the Mail Sent field.

Thanks
Rob H
xtermieCommented:
You can do your merge for selected records only
From your main document, go to the Mailings tab of the ribbon
Select the last record using the |> button
Do your merge for the last record only in Finish & Merge, by choosing current record only

If you want to automate this, you can use a macro (and assign it to a button on the quick access toolbar maybe in the document you have)
Sub mergelastrecord()
Dim wdOutputName As String
Dim wdInputName As Document
Dim x As Integer

Const wdDefaultLastRecord = 10 '(set last record)
wdOutputName = ThisDocument.Path & "\MyForm2.docx"
Set wdInputName = Application.ActiveDocument

With wdInputName.MailMerge
    .Destination = wdSendToNewDocument
    .SuppressBlankLines = True
    With .DataSource
        .LastRecord = wdInputName.MailMerge.DataSource.RecordCount
    End With
    .Execute Pause:=False
End With

' show and save output file
Application.Visible = True
Application.ActiveDocument.SaveAs wdOutputName

' cleanup
wdDoc.Close SaveChanges:=False
Set wdDoc = Nothing

End Sub

Open in new window

Experts Exchange Solution brought to you by

Your issues matter to us.

Facing a tech roadblock? Get the help and guidance you need from experienced professionals who care. Ask your question anytime, anywhere, with no hassle.

Start your 7-day free trial
agwalshAuthor Commented:
Thanks to all of you. Excellent variety of possible solutions..
agwalshAuthor Commented:
Excellent variety of solutions for users at different levels. Thanks as always - knew EE would come through :-)
It's more than this solution.Get answers and train to solve all your tech problems - anytime, anywhere.Try it for free Edge Out The Competitionfor your dream job with proven skills and certifications.Get started today Stand Outas the employee with proven skills.Start learning today for free Move Your Career Forwardwith certification training in the latest technologies.Start your trial today
Microsoft Excel

From novice to tech pro — start learning today.