Document Editing Problems

Fix Word Mail Merge Creating PNG Files Instead of Documents

Amos Gikunda Sep 25, 2026 869 views

Question details

The user needs to separate a mail merge output into individual editable Word documents, but the current workaround converts the text content into uneditable PNG image files.

How to Fix Word Mail Merge Creating PNG Files Instead of Documents

Product: Microsoft Word
Device & OS: not provided
Scenario: Attempting to split a single mail merge output file into multiple separate documents for each recipient.
Observed behavior: Using the Ctrl+A and Outline view method to split the merged document unexpectedly converts the text into PNG image files instead of maintaining editable document formats.

Before you start

Before splitting your mail merge output, ensure your main document and data source are properly linked and that the merge fields are displaying the correct preview data.

Solution 1Recommended

Use the Merge Tools Add-in to Split Documents

The most reliable method to create individual Word or PDF files from a mail merge without losing editable text is by using a dedicated add-in.

Microsoft Word does not have a native feature to split mail merges into separate named files. Third-party add-ins bridge this gap securely.

Download the Add-in

Download the Merge Tools Add-in from the official provider (mergetoolsaddin.com) and extract the files to your computer.

Install in Word

Follow the included setup guide to place the add-in template into your Word Startup folder.

Access Merge Tools

Open your mail merge document and navigate to the newly added Merge Tools tab on the Word ribbon.

Select Merge Option

Click on 'Merge to Individual Documents' or 'Merge with Attachments' depending on your delivery needs.

Execute and Name Files

Choose the data source field to dynamically name your files, and execute the merge to generate separate editable Word or PDF files.

Use the Merge Tools Add-in to Split Documents

Batch Naming Advantage: This add-in allows you to dynamically name each separated file using specific fields from your Excel data source, saving hours of manual renaming.

Solution 2

Use a VBA Macro to Separate Mail Merge Documents

If you cannot install third-party add-ins, you can use a custom VBA macro to split the final merged document into separate files based on section breaks.

Easily Split Mail Merge into Separate Documents with WPS Office

Unlike Microsoft Word, which requires third-party add-ins or complex VBA macros to split mail merge outputs, WPS Writer provides straightforward tools to manage and export your merged data effortlessly.

1. Open Data Source: Launch WPS Writer, navigate to the 'Mailings' tab, and click 'Open Data Source' to connect your Excel spreadsheet.
2. Insert Merge Fields: Place your cursor in the document and use 'Insert Merge Field' to add the necessary dynamic data placeholders.
3. Merge to New Document: Click 'Merge to Different New Document' or 'Merge to New Document' from the ribbon.
4. Save Individual Records: Specify your record range and save options to easily generate separated files without risking image conversion errors.

Intuitive and easy-to-use Mailings ribbonFully compatible with Microsoft Word (.docx) and Excel (.xlsx) formatsNo need to install complex third-party add-ins or write VBA codeFree and lightweight alternative for powerful document editing

microsoft office alternative - wps office

Frequently Asked Questions

Why does copying from Outline view create PNG files instead of text?

When you use the Ctrl+A and Outline view method to split documents, the clipboard sometimes misinterprets the complex data format. To preserve the visual layout, the software flattens the document structures and pastes them as PNG image files rather than editable text.

Can I save mail merge output directly as individual PDF files?

Yes. By using the Merge Tools Add-in in Word or dedicated mail merge features in alternative suites like WPS Office, you can select PDF as the output format, ensuring each record is saved as an individual, high-quality PDF file.

Do I need programming skills to split mail merge documents?

No. While using VBA macros requires basic familiarity with code execution, you can easily bypass this by installing a dedicated mail merge add-in or by using built-in document splitting features in modern office suites like WPS Office.

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