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How to merge multiple documents and keep format in Word?

Author: Amanda Li Last Modified: 2024-12-26

Merging multiple documents into one file in Microsoft Word is a common task, but ensuring that the original formatting is preserved can be difficult with some methods. While you can manually open each document and merge them by copying and pasting, this approach is time-consuming and may result in formatting inconsistencies. Fortunately, there are methods available that can help streamline the merging process:


Merge multiple documents into one with Text from File option

You can merge multiple documents into one using the Text from File function in Word. However, note that this method may cause you to lose the formatting of the merged documents.

  1. Create a new Word document where you want to merge the other documents. Then click Insert > Object > Text from File.

    Text from File option on the ribbon

  2. In the Insert File dialog box:
    1. Open the folder containing the documents you want to merge.
    2. Select the documents to merge.
    3. Click the Insert button.

      Insert File dialog box

    Tip: Hold the Ctrl key to select multiple documents one by one, or hold the Shift key to select multiple adjacent documents by clicking the first and last documents.
  3. If the documents you want to merge are saved in different folders, repeat steps 1-2 as needed.

Note: You cannot reorder documents within the merged file unless you insert them one by one.


Merge multiple documents into one without losing formatting using Kutools for Word

After installing Kutools for Word, there's no need to create a new blank document or place all files in the same folder. With the Merge feature of Kutools, you can quickly combine multiple documents into one in Word without losing formatting. Follow these steps:

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  1. Click Kutools Plus > Merge.

    Merge button on the ribbon

  2. In the opening Merge Documents dialog box, add the documents you want to merge:
    1. Click the Add Files button.
    2. In the Browse dialog box, navigate to the folder containing the documents you want to merge.
    3. Hold the Ctrl or Shift key to select multiple documents.
    4. Click the OK button.

      Merge Documents dialog box > Add Files > File Explorer window

    Tips:
    • To merge documents from different folders, repeat this step to add them one by one.
    • You can also bulk add documents saved in a single folder using the Add Folder button.
  3. Back in the Merge Documents dialog box:
    1. Arrange the document order using the Move Up and Move Down buttons.
    2. Specify a break between documents using the Break between documents drop-down list.
    3. Click the Merge button.

      Merge Documents dialog box

The selected Word documents will be merged into a new document, preserving their original formatting, as illustrated below:

How will the documents be merged

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Merge multiple documents into one without losing formatting using VBA

Alternatively, you can use VBA to merge multiple documents into one in Word.

  1. Move all Word documents you will merge into the same folder.
    File Explorer window
  2. Rename the Word documents with a series of sequence names.
    1. Right click a document and select Rename from the context menu, and then type a new name, such as Part1.
    2. Repeat to rename other documents.
      Illustration: Rename documents with sequence names
  3. Double click to open the document you will place at the beginning of merged file.
  4. Press Alt + F11 keys together to open the Microsoft Visual Basic for Application window.
  5. Click Insert > Module, and then paste below VBA code into the Module window:
    Sub MergeDocuments()
    Application.ScreenUpdating = False
    MyPath = ActiveDocument.Path
    MyName = Dir(MyPath & "\" & "*.docx")
    i = 0
    Do While MyName <> ""
    If MyName <> ActiveDocument.Name Then
    Set wb = Documents.Open(MyPath & "\" & MyName)
    Selection.WholeStory
    Selection.Copy
    Windows(1).Activate
    Selection.EndKey Unit:=wdLine
    Selection.TypeParagraph
    Selection.Paste
    i = i + 1
    wb.Close False
    End If
    MyName = Dir
    Loop
    Application.ScreenUpdating = True
    End Sub

    Note: This VBA can only merge Word documents whose file extensions are docx. If you need to merge documents (.doc), please replace docx in the code MyName = Dir(MyPath & "\" & "*.docx") to doc.

  6. Click the Run button or press F5 key to apply the VBA.

Note: You have to rename the documents with a series of sequence names, otherwise the documents may be disordered or lost in the merged file.


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