What's the best way to update LINK fields with path of current document using VBA? - vba

Question

So I have 4 documents, 3 excel spreadsheets and 1 document. All four are in the same directory "test." All four will always remain in the same directory no matter what. However, the goal of the document is to build a report out of the three spreadsheets for multiple properties. This means that the paths would be different for every different computer that it was used on. I want a macro that will auto-update the LINK fields with the current path but I'm running into some trouble.
So far I have
SendKeys "%{F9}"
Dim path As String
path = ActiveDocument.path
Selection.Find.ClearFormatting
Selection.Find.Replacement.ClearFormatting
With Selection.Find
.Text = "C:\\Users\\Gianni\\Desktop"
.Replacement.Text = path
.Forward = True
.Wrap = wdFindContinue
.Format = False
.MatchCase = False
.MatchWholeWord = False
.MatchWildcards = False
.MatchSoundsLike = False
.MatchAllWordForms = False
End With
Selection.Find.Execute Replace:=wdReplaceAll
SendKeys "%{F9}"
There are two problems with this from what I can tell. If I just view the fields manually and run the code without the first SendKeys command, the find & replace works. With the first SendKeys command, however, the code doesn't replace the text with the new path. Still, the path that pastes ends up breaking the link anyway. How do I go about fixing these?

Answer 1

Often, it's better in Word to work with the underlying object model of a Word document, than trying to reproduce exactly what you do as a user. Understanding how Word works, from a user point-of-view is very important and there are many things you you're able to do by converting those steps into a macro. But digging into the object model is generally faster and more accurate.
Changing a LINK field code is one of those things - and like many things, there's more than one way to go about it. Here are two possibilities.
The first is close to how you're approaching it, by manipulating the field code. Note that it's not necessary, using VBA, to actually display the field code. The object model lets you manipulate it "behind the scenes".
This procedure loops all the Fields in the document, checks whether each is a LINK field. If it is, the alternate path is substituted in the field code for the original path using the VBA Replace function, then this is written to the field code.
'Assumes the linked Excel workbook is an inline shape
Sub ChangePathInLinkField()
Dim doc As word.Document
Dim fld As word.Field
Dim strSearchPath As String
Dim strReplacePath As String
Dim strNewFieldCode As String
Set doc = ActiveDocument
strSearchPath = "C:\\Users\\[user name]\\Documents\\SampleChart.xlsx"
strReplacePath = "C:\\Test\\SampleChart.xlsx"
For Each fld In doc.Fields
If fld.Type = wdFieldLink Then
strNewFieldCode = Replace(fld.code.Text, strSearchPath, strReplacePath)
fld.code.Text = strNewFieldCode
End If
Next
doc.Fields.Update
End Sub
The second procedure shows how the link path can be changed for Shapes as well as InlineShapes (if you have a Shape you can't see the LINK field). It can also be used only on InlineShapes, of course. This loops the collection, checks whether the object is a linked OLE object and, if it is, changes the path.
Which one to use will depend on your situation - test them both and decide based on that.
'Alternate: works with OLE object
Sub ChangePathInLinkedObject()
Dim doc As word.Document
Dim ils As word.InlineShape
Dim shp As word.Shape
Dim strReplacePath As String
Dim i As Long
Set doc = ActiveDocument
strReplacePath = "C:\Users\Cindy Meister\Documents\SampleChart.xlsx"
strReplacePath = "C:\Test\SampleChart.xlsx"
'For Each doesn't work because updating the field
'destroys the object, so it loops over the same object
'For this reason it's also necessary to work backwards through the document
For i = doc.InlineShapes.Count To 1 Step -1
Set ils = doc.InlineShapes(i)
If ils.Type = wdInlineShapeLinkedOLEObject Then
ils.LinkFormat.SourceFullName = strReplacePath
ils.LinkFormat.Update
End If
Next
For i = doc.shapes.Count To 1 Step -1
Set shp = doc.shapes(i)
If shp.Type = msoLinkedOLEObject Then
shp.LinkFormat.SourceFullName = strReplacePath
shp.LinkFormat.Update
End If
Next
End Sub

Answer 2

Instead of using SendKeys you can show field codes with:
ActiveDocument.ActiveWindow.View.ShowFieldCodes = True
and to show field values
ActiveDocument.ActiveWindow.View.ShowFieldCodes = False
That may help with your first problem.

Answer 3

To see how to implement relative paths in Word, check out the solution I've posted at:
http://windowssecrets.com/forums/showthread.php/154379-Word-Fields-and-Relative-Paths-to-External-Files
Since you're working with LINK fields, you'll need the macro solution there.