Running a word VBA macro on text within two words - vba

I have a macro that converts track changes to either underline or strikethrough and it does it on the entire word document. However, I would like it to run only on track changes only within a section of the document found between a first tag and a second tag (let's say between the words "Beginning" and "Ending"). I do not want this macro to make changes anywhere other than between these two tags. In other words, if I run this macro, only track changes within these two tags should be modified based on the macro and the rest of the document should keep its track changes intact.
Please let me know if you can help me modify this macro based on the above requirement.
Here's what I have but it runs on the entire document.
Sub FormatRevisions()
Dim rev As Revision, txt As String, r As Long, ran As Range
'First switch off TrackChanges, else each of your reformattings will become a revision again
ActiveDocument.TrackRevisions = False
'***Now cycle through revisions, identify type of change
For Each rev In ActiveDocument.Revisions
Select Case rev.Type
Case wdRevisionDelete
'secure "deleted" text as well as its position
txt = rev.Range.Text
r = rev.Range.Start
'accept the revision to make the markup disappear
rev.Accept
'now type the text formatted as strikethrough at the position of the old text
Set ran = ActiveDocument.Range(r, r)
With ran
.Text = txt
.Font.StrikeThrough = 1
End With
Case wdRevisionInsert
Set ran = rev.Range
'accept the revision to make the markup disappear
rev.Accept
'now type the text formatted as underlined at the position of the old text
ran.Font.Underline = 1
End Select
Next rev
End Sub

Try:
Sub FormatRevisions()
Application.ScreenUpdating = False
Dim Rvn As Revision, Rng As Range
'First switch off TrackChanges, else each of your reformattings will become a revision again
ActiveDocument.TrackRevisions = False
With ActiveDocument.Range
'Find the defined range
With .Find
.Text = "Beginning*Ending"
.MatchWildcards = True
.Execute
End With
If .Find.Found = True Then
'***Now cycle through revisions, identify type of change
For Each Rvn In .Revisions
With Rvn
Select Case .Type
Case wdRevisionDelete
Set Rng = .Range
'Reject the revision to make the markup disappear
.Reject
'now format the text as strikethrough
Rng.Font.StrikeThrough = True
Case wdRevisionInsert
Set Rng = .Range
'Accept the revision to make the markup disappear
.Accept
'now format the text as underlined
Rng.Font.Underline = wdUnderlineSingle
End Select
End With
Next
End If
End With
Application.ScreenUpdating = True
End Sub
The above approach also has the advantage of retaining the formatting of the deleted and added text.

Related

Macro for Adding Text To Begining of Every Paragraph

I am trying to create a Word macro that will go through a large document that I have and add the text "SAMPLE" to the beginning of every paragraph.
The document contains a Title page, Table of Contents and Headings throughout and I would prefer none of these have the "SAMPLE" text on them, just the paragraphs.
Below is some macro code I have found on various sites and kind of pieced together to do somewhat of what I want. It does place the "SAMPLE" text at the beginning of some paragraphs but not all, usually only the first paragraph of a new section within my document. And it also places it at the end of the Table of Contents and Beginning of the Title page.
I am brand new to macros in Word so any help is appreciated or if there is a better way of doing this perhaps? There might even be some unnecessary bits in this code since it is pieced together from other samples.
Sub SAMPLE()
Application.ScreenUpdating = False
Dim Par As Paragraph, Rng As Range
For Each Par In ActiveDocument.Paragraphs
If Par.Style = "Normal" Then
If Rng Is Nothing Then
Set Rng = Par.Range
Else
Rng.End = Par.Range.End
End If
Else
Call RngFmt(Rng)
End If
If Par.Range.End = ActiveDocument.Range.End Then
Call RngFmt(Rng)
End If
Next
Application.ScreenUpdating = True
End Sub
Sub RngFmt(Rng As Range)
If Not Rng Is Nothing Then
With Rng
.End = .End - 1
.InsertBefore "SAMPLE"
End With
Set Rng = Nothing
End If
End Sub
Provided your Title, Table of Contents and Headings etc. don't use the Normal Style - as they shouldn't - you really don't need a macro for this - all you need is a wildcard Find/Replace where:
Find = [!^13]*^13
Replace = SAMPLE: ^&
and you specify the Normal Style as a Find formatting parameter. You could, of course, record the above as a macro, but that seems overkill unless you're doing this often.

Select and format pasted article in word

I have many occasions that I have to copy article from web-page, paste to word and format in a certain way. I had this code to auto paste and format. However, it only work once, and it just doesn't change the font of the pasted article later on.
Sub Macro1()
Dim artic As Word.Range
Set artic = Selection.Range
'keep bold word bold and avoid paragraphs to cluster into one
artic.PasteAndFormat (wdFormatOriginalFormatting)
'paste and select pasted article
artic.Select
artic.Font.Name = "Calibri"
artic.Font.Size = 10.5
artic.Font.Italic = False
artic.ParagraphFormat.Alignment = wdAlignParagraphLeft
End Sub
If you set a breakpoint at artic.Font.Name = "Calibri" so that the code stops after artic.Select you'll see that the Paste method does not include what's been pasted. Generally, artic will be at the beginning of the pasted content.
This means the code needs to be able to locate the position just after where the Selection was before pasting. It also depends on whether the paste occurs at the end of the document, or not.
The following sample code worked for me in my tests. It uses two Ranges: one for where the content will be pasted, the other for the end position after pasting.
(Responding to request for more clarification about the Word object model): Think of a Range object like a selection, with the difference that there can be many Range objects, but only one Selection. When manipulating a Range it often helps to think of using the keyboard to reduce or expand it. Pressing the left- or right-arrow keys will "collapse" a selection to an insertion point; holding Shift and pressing these keys will expand/reduce a selection; holding Shift while clicking somewhere else in the document will also do that. Think of setting Range.Start or Range.End as the equivalent of this last. The start or end point of the Range is being arbitrarily set to another location in the document.
In the case of the first If in the code below the Range is being reduced/collapsed to its starting point (think left-arrow key), then moved one character to the right (think right-arrow key). This puts it beyond where new material will be pasted, so extending the paste point's end to this Range's starting point will pick up everything between the two.
Sub TestPasteAndSelect()
Dim artic As Word.Range, rng As Word.Range
Dim bNotAtEnd As Boolean
Set artic = Selection.Range
Set rng = artic.Duplicate
rng.End = ActiveDocument.content.End
If rng.Characters.Count > 1 Then
'selection is not at end of document
rng.Collapse wdCollapseStart
rng.MoveStart wdCharacter, 1
bNotAtEnd = True
End If
'keep bold word bold and avoid paragraphs to cluster into one
artic.PasteAndFormat (wdFormatOriginalFormatting)
'paste and select pasted article
'artic.Select
'rng.Select
If bNotAtEnd Then
artic.End = rng.Start
Else
Set artic = rng.Duplicate
End If
artic.Font.Name = "Calibri"
artic.Font.Size = 10.5
artic.Font.Italic = False
artic.ParagraphFormat.Alignment = wdAlignParagraphLeft
End Sub

Microsoft Word macro to alter heading styles

I am attempting to create a macro in Word that alters the style of a set of ~150 unique headings. All styles must be identical. My current code works and changes the formatting correctly, but only one heading at a time.
Simply put, it's ugly.
I'm looking for something I can reuse, and possibly apply to more projects in the future.
Maybe using the loop command? I don't know, I'm still somewhat new using VBA.
Sub QOS_Headings()
Dim objDoc As Document
Dim head1 As Style, head2 As Style, head3 As Style, head4 As Style
Set objDoc = ActiveDocument
Set head1 = ActiveDocument.Styles("Heading 1")
Set head2 = ActiveDocument.Styles("Heading 2")
With objDoc.Content.Find
.ClearFormatting
.Text = "Section A.^p"
With .Replacement
.ClearFormatting
.Style = head1
End With
.Execute Wrap:=wdFindContinue, Format:=True, Replace:=wdReplaceOne
End With
End With
End Sub
If there is no way in which you can identify the heads you want automatically you may have to write everything once. Create a separate function for this purpose. It might look like this:-
Private Function SearchCriteria() As String()
Dim Fun(6) As String ' Fun = Designated Function return value
' The number of elements in the Dim statement must be equal to
' the number of elements actually declared:
' observe that the actual number of elements is one greater
' than the index because the latter starts at 0
Fun(0) = "Text 1"
Fun(1) = "Text 2"
Fun(2) = "Text 3"
Fun(3) = "Text 4"
Fun(4) = "Text 5"
Fun(5) = "Text 6"
Fun(6) = "Text 7"
SearchCriteria = Fun
End Function
You can add as many elements as you wish. In theory it is enough if they are unique within the document. I shall add some practical concerns below. Use the code below to test the above function.
Private Sub TestSearchCriteria()
Dim Crits() As String
Dim i As Long
Crits = SearchCriteria
For i = 0 To UBound(Crits)
' prints to the Immediate Window:
' select from View tab or press Ctl+G
Debug.Print Crits(i)
Next i
End Sub
Now you are ready to try to actually work on your document. Here is the code. It will not effect any changes. It's just the infrastructure for testing and getting ready.
Sub ChangeTextFormat()
Dim Crits() As String
Dim Rng As Range
Dim Fnd As Boolean
Dim i As Long
Crits = SearchCriteria
For i = 0 To UBound(Crits)
' find the Text in the document
Set Rng = ActiveDocument.Content
With Rng.Find
.ClearFormatting
.Execute FindText:=Crits(i), Forward:=True, _
Format:=False, Wrap:=wdFindStop
Fnd = .Found
End With
If Fnd = True Then
With Rng
Debug.Print .Text
' .MoveStart wdWord, -2
' With .Font
' .Italic = True
' .Bold = True
' End With
End With
Else
Debug.Print "Didn't find " & Crits(i)
End If
Next i
End Sub
The first half of the procedure will find each of the search criteria in your document using the same kind of loop as you already know from the test procedure. But now the text is fed to the Find method which assigns the found text to the Rng range. If the item is found you now have a handle on it by the name of Rng.
The second half of the sub deals with the outcome of the search. If the text was found the found text (that is Rng.Text) is printed to the Immediate window, otherwise the original text Crits(i) with "didn't find".
If the text was found you want to assign a style to it. But before you can do so you should deal with the difference between the text you found and the text you want to format. This difference could be physical, like you didn't write the entire length of the text in the criteria, or technical, like excluding paragraph marks. In my above sub there is just random code (extending the Rng by two preceding words and formatting everything as bold italics). Consider this code a placeholder.
For your purposes code like this might do the job, perhaps. .Paragraphs(1).Style = Head1 Actually, that is rather a different question, and I urge you not to rush for this result too fast. The part you now have needs thorough testing first.

How can I replace multiple tables and text style within a range/selection in Word-VBA?

So, I am working with VBA on a word template which for every item (requirements in this case) contains a table with different specifications (all the tables are in the same format) and some other information. Below each table I have a text which shows the status of each item like: status: Approved or Work, or Rejected etc. I am asked to delete all the other statuses in the template and keep only the "Rejected" status and the whole information and table with that has this status to format in a light grey. Does anybody has any idea how to navigate to all tables, information, and specify the section I need to Format? I am very new to this and I am completely stucked! Here's some code I wrote:
Sub DeleteWorkflow()
Selection.Find.ClearFormatting
Selection.Find.Style = ActiveDocument.Styles("Normal")
Selection.Find.Replacement.ClearFormatting
Selection.Find.Replacement.Font.Italic = False
With Selection.Find.Replacement.ParagraphFormat
.SpaceBefore = 0
.SpaceBeforeAuto = False
.SpaceAfter = 0
.SpaceAfterAuto = False
End With
With Selection.Find
.Text = "Status: Approved"
.Text = "Status: Work"
.Replacement.Text = ""
.Forward = True
.Wrap = wdFindContinue
.Format = True
.MatchCase = False
.MatchWholeWord = False
.MatchWildcards = False
.MatchSoundsLike = False
.MatchAllWordForms = False
End With
Selection.Find.Execute Replace:=wdReplaceAll
Selection.Find.Execute
'Finds status "Rejected" and changes the font color
Selection.Find.ClearFormatting
With Selection.Find
.Text = "Status: Rejected"
.Forward = True
.Wrap = Word.WdFindWrap.wdFindContinue
.Font.ColorIndex = wdGray50
Selection.Find.Execute
End With
The code to find the rejected status and to change its color is not working and I am not getting it why. Any idea?
Basis of the idea
The idea is to look through the sentences of the word document. Sentences comprise regular text and also text contained within tables.
As you load all the sentences in a single object in VBA, you can look through the content of the document sentences by sentences and perform an action on it.
We can also apply that type of search to tables within the document, if the text they contain match the characters you want.
The code
For sentences
Sub SENTENCE_CHANGE_COLOR()
Dim i As Long
Dim oSentences As Sentences
'Here we instantiate the variable oSentences to store all the values of the current opened document
Set oSentences = ThisDocument.Sentences
' We loop through every fields of the document
For i = 1 To oSentences.Count
' The property .Text contains the text of the item in it
' Then we just have to look for the text within the string of characters
If InStr(oSentences.Item(i).Text, "Status: Rejected") Then
'Do some stuff, like changing the color
oSentences.Item(i).Font.ColorIndex = wdGray50
else
' Do some other things like changing the color to a different color
oSentences.Item(i).Font.ColorIndex = wdGray25
End If
Next i
End Sub
For tables
Sub TABLE_CHANGE_COLOR()
Dim i As Long
Dim oTables As Tables
'Here we instantiate the variable oTables to store all the tables of the current opened document
Set oTables = ThisDocument.Tables
' We loop through every fields of the document
For i = 1 To oTables.Count
' Finding the occurence of the text in the table
If Not InStr(oTables.Item(i).Range.Text, "Status: Rejected") = 0 Then
'Do some stuff, like changing the color
oTables.Item(i).Range.Font.ColorIndex = wdGray50
End If
Next i
End Sub
Combination of the above methods
After we found the occurrence of a "Status: Rejected" document we can select the table right before it by comparing the table's end to the start of the occurrence.
Beware since the following code would modify any table before "Status: rejected". So if "Status: rejected" is input in an incorrect location, it will modify the previous table wherever this table will be in the document.
Sub REJECTED_TABLE_CHANGE_COLOR()
Dim i As Long, j As Long
Dim oSentences As Sentences
Dim oTables As Tables
'Here we instantiate the variable oSentences to store all the values of the current opened document
Set oSentences = ThisDocument.Sentences
'Here we instantiate the variable oTables to store all the tables of the current opened document
Set oTables = ThisDocument.Tables
' We loop through every fields of the document
For i = 1 To oSentences.Count
' The property .Text contains the text of the item in it
' Then we just have to look for the text within the string of characters
If InStr(oSentences.Item(i).Text, "Status: Rejected") Then
' When we have found the correct text, we try to find the table just above it
' We start from the last table
' This condition ensures we do not start looking for before the first table
If oTables.Item(1).Range.End < oSentences.Item(i).Start Then
j = oTables.Count
While oTables.Item(j).Range.End > oSentences.Item(i).Start
j = j - 1
Wend
oTables.Item(j).Range.Font.ColorIndex = wdGray50
End If
End If
Next i
End Sub
This solution would provide you the basis to edit the document when the matching criteria is found within an item.

Using word wildcards to find unaccepted changes

I have some word documents with unaccepted, tracked changes. I want to accept them but still have them shown in red in my documents. I think a good way to do this would be doing a wildcard search for unaccepted changes and replacing them with the same text in red, however I dont know if this is possible.
I am also happy with other ways of achieving my goal, without wildcards.
Applying formatting to revisions cannot be done using Word's standard find & replace operation. However, you can write a macro that enumerates all revisions and then applies formatting to each of them.
There is a bloc post by Chris Rae who provides a macro that converts revisions to standard formatting:
Enumerating edits on large documents (AKA converting tracked changes to conventional formatting)
The macro may not yet do exactly what you need, but it should get you started.
For reference, here is a copy of the macro:
Sub EnumerateChanges()
Dim rAll As Revision
Dim dReport As Document
Dim dBigDoc As Document
Set dBigDoc = ActiveDocument
If dBigDoc.Revisions.Count = 0 Then
MsgBox "There are no revisions in the active document.", vbCritical
ElseIf MsgBox(“This will enumerate the changes in '" + dBigDoc.Name + "' in a new document and close the original WITHOUT saving changes. Continue?", vbYesNo) <> vbNo Then
Set dReport = Documents.Add
dBigDoc.Activate ' really just so we can show progress by selecting the revisions
dBigDoc.TrackRevisions = False ' Leaving this on results in a disaster
For Each rAll In dBigDoc.Revisions
' Now find the nearest section heading downwards
Dim rFindFirst As Range, rFindLast As Range
Set rFindLast = rAll.Range.Paragraphs(1).Range
While Not IsNumberedPara(rFindLast.Next(wdParagraph))
Set rFindLast = rFindLast.Next(wdParagraph)
Wend
' Now head back up to the next numbered section header
Set rFindFirst = rFindLast
Do
Set rFindFirst = rFindFirst.Previous(wdParagraph)
Loop Until IsNumberedPara(rFindFirst) Or (rFindFirst.Previous(wdParagraph) Is Nothing)
ConvertNumberedToText rFindFirst
Dim rChangedSection As Range
Set rChangedSection = dBigDoc.Range(rFindFirst.Start, rFindLast.End)
' Properly tag all the revisions in this whole section
Dim rOnesInThisSection As Revision
For Each rOnesInThisSection In rChangedSection.Revisions
rOnesInThisSection.Range.Select ' just for visual update
DoEvents ' update the screen so we can see how far we are through
If rOnesInThisSection.Type = wdRevisionDelete Then
rOnesInThisSection.Reject
With Selection.Range
.Font.ColorIndex = wdRed
.Font.StrikeThrough = True
End With
dBigDoc.Comments.Add Selection.Range, “deleted”
Else
If rOnesInThisSection.Type = wdRevisionInsert Then
rOnesInThisSection.Accept
With Selection.Range
.Font.ColorIndex = wdBlue
End With
dBigDoc.Comments.Add Selection.Range, “inserted”
End If
End If
Next
' Now copy the whole thing into our new document
rChangedSection.Copy
Dim rOut As Range
Set rOut = dReport.Range
rOut.EndOf wdStory, False
rOut.Paste
Next rAll
' There should end up being no numbered paragraphs at all in the
' new doc (they were converted to text), so delete them
Dim pFinal As Paragraph
For Each pFinal In dReport.Paragraphs
If IsNumberedPara(pFinal.Range) Then
pFinal.Range.ListFormat.RemoveNumbers
End If
Next
dBigDoc.Close False
End If
End Sub
Sub ConvertNumberedToText(rOf As Range)
If InStr(rOf.ListFormat.ListString, “.”) > 0 Then
rOf.InsertBefore "Changes to section " + rOf.ListFormat.ListString + " "
End If
End Sub
Function IsNumberedPara(rOf As Range) As Boolean
If rOf Is Nothing Then ‘ if the document doesn’t have numbered sections, this will cause changes to be enumerated in the whole thing
IsNumberedPara = True
ElseIf rOf.ListFormat.ListString <> "" Then
If Asc(rOf.ListFormat.ListString) <> 63 Then
IsNumberedPara = True
End If
End If
End Function