Wed. Dec 8th, 2021


You’ll be able to automate particular duties by repurposing Phrase’s built-in instructions. It requires a little bit of VBA, however it’s tremendous straightforward. This is how.

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Picture: PixelMe/Shutterstock

The article, The right way to use VBA to replace fields in a Phrase doc exhibits you 3 ways to replace fields: printing the article and two VBA procedures. The 2 VBA procedures work effectively collectively, however it’s essential to shut or open the doc to set off the procedures. In that article, I promised to point out you a solution to repurpose built-in instructions to replace the fields. On this article, I am going to present you the right way to repurpose the Save command to replace all fields within the doc. That is a really particular job, however you’ll be able to repurpose most any built-in command in the identical method. We’ll be utilizing Phrase within the examples, however you too can apply the identical code to an Excel file.

SEE: 83 Excel suggestions each consumer ought to grasp (TechRepublic)

The demonstration file makes use of Phrase fields. If you do not know the right way to use and enter fields, you would possibly need to learn 3 methods to enter fields in Microsoft Phrase. Nevertheless, the fields are supplied within the demonstration recordsdata, so that you needn’t know the right way to use them to finish the instance.   

I am utilizing Microsoft 365 on a Home windows 10 64-bit system, however you should use earlier variations. VBA procedures aren’t supported within the net variations. To your comfort, you’ll be able to obtain the demonstration .docm, .doc and .bas recordsdata.

The right way to add the VBA process to Phrase

For those who’ve created VBA procedures earlier than, that you simply work within the Visible Primary Editor . Virtually all of Phrase’s built-in instructions may be repurposed to incorporate additional duties utilizing VBA, however the route is a bit completely different.

We’ll repurpose the built-in Save command by including the mandatory code to replace all fields if you click on Save. You would possibly suppose the Save As command extra applicable, however you’ll be able to’t alter it. It is a part of the Backstage association now, and you may’t repurpose these instructions. Nevertheless, that does not imply you’ll be able to’t get shut with Save. 

For those who’re utilizing a ribbon model, you should definitely save the workbook as a macro-enabled file earlier than you proceed. For those who’re utilizing a menu model, you’ll be able to skip this step.

Now, let’s add the process proven in Itemizing A (under):

  1. Press Alt + F8.
  2. Within the Macros In dropdown listing, select Phrase Instructions, as proven in Determine A.
  3. Thumb down till you discover FileSave and choose it. Or enter FileSave. (Instructions proceed to start with the menu identify related to the command within the earlier menu model.)
  4. Return to the Macros in dropdown listing and choose the doc or template the place you need to retailer this macro. In Determine B, you’ll be able to see that I chosen the doc presently open (the demonstration .docm file).
  5. Click on Create to open the VBE with the suitable stub and command, as proven in Determine C.

Determine A

wordusurpcommands-a.jpg

Determine B

wordusurpcommands-b-2.jpg

  Choose the file the place you plan to avoid wasting the process.

Determine C

wordusurpcommands-c.jpg

  After Phrase opens the VBE, you are prepared so as to add code to the Save command.

The process incorporates just one line, the Save methodology. To repurpose the command, add the suitable code. Itemizing A contains the VBA command essential to replace all fields within the doc. The demonstration Phrase .docm file incorporates this repurposed Save command (in its NewMacros module).

Itemizing A

Sub FileSave()

‘ FileSave Macro

‘ Saves the lively doc or template

‘Replace all fields when closing doc; repurpose Save command.

    ThisDocument.Fields.Replace

    ActiveDocument.Save

Finish Sub

On this case, you’ll be able to enter the ThisDocument.Fields.Replace line to the Save process you opened earlier should you’re working by yourself. For those who enter the code manually, do not paste that line from this net web page. As an alternative, kind if from the keyboard or copy the road right into a textual content editor after which paste that code into the Save process. Doing so will take away any phantom net characters which may in any other case trigger errors.

The right way to use the VBA process in Phrase

As you’ll be able to see in Determine D, the demonstration file contains two pages and every web page has two Phrase fields, {PAGE} and {NUMPAGES}. For those who’re working with the demonstration .docm, you’ll be able to see the underlying fields by urgent Alt + F9. Press once more to cover the codes and present the outcomes.

Determine D

wordusurpcommands-d.jpg

    Each pages use Phrase fields to show the web page quantity and the variety of pages within the doc.

To see how this all works collectively, delete the exhausting web page break between the 2 pages. To delete the exhausting web page break, place the cursor initially of web page 2, earlier than the phrase This. Then, press Backspace. Doing so will take away web page two and reposition the textual content and fields from web page 2. As I discussed, the fields within the second line of textual content do not replace, as proven in Determine E. That is typical of Phrase fields; most do not replace robotically. (The 2 fields will replace robotically solely within the header or footer.) 

Determine E

wordusurpcommands-e.jpg

  The fields do not replace robotically.

With each strains on web page one, click on the Save icon on the prime of the display or on the Fast Entry Toolbar. Doing so executes the Save command, which now contains the replace area line. Consequently, clicking Save updates the fields, as proven in Determine F.

Determine F

wordusurpcommands-f.jpg

  Clicking Save now updates all fields within the doc.

The repurposed Save command will replace all fields, and which may not be what you need. As well as, this does not embody the Save As command, Shut, or the X (Shut) icon. The demonstration recordsdata embody a repurposed FileClose process so you’ll be able to see the way it works, however it’s unlikely you will need to depend on it. 

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