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MS Office Forum / Word / Programming / December 2006Using VBA to split a document into sections
Hi I need to run a small macro to split a passage into sections each containing 250 characters (including spaces) or less. Ideally it would split the passage on the page with a couple of carriage return between each section. Is this possible? Grateful for any help. Best Wishes Colin Assuming that you want the split to be between words, use Dim srange As Range Set srange = ActiveDocument.Range srange.End = srange.Start + 249 Do While srange.End < ActiveDocument.Range.End Do While srange.Characters.Last <> " " srange.End = srange.End - 1 Loop srange.InsertAfter vbCr & vbCr srange.Start = srange.End + 2 srange.End = srange.Start + 249 Loop  SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > Hi > [quoted text clipped - 11 lines] > > Colin >Assuming that you want the split to be between words, use > [quoted text clipped - 9 lines] > srange.End = srange.Start + 249 >Loop Hi Doug OK thanks very much for that - I'm very grateful. Sorry for posting twice. I tried this out and it works a treat. Very neat indeed. As a small refinement , could it be made to split the text before a space followed by any number ( 1, 2, 3, etc.) rather than just before a space? Splitting before a number followed by a full stop is another possibility. This is because my text will always be a numbered listing , so a split just before the number would be best if possible. This will mean that the second and subsequent paragraphs will start with the next in the numbered list , rather than half-way through an item. Can this be done? I'm grateful for your help. Best Wishes Colin Do you want the split before EACH number that is followed by a full stop? Or, do you want two of more numbered list items together provided that the total number of characters is such group does not exceed 250? SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP >>Assuming that you want the split to be between words, use >> [quoted text clipped - 30 lines] > > Colin >Do you want the split before EACH number that is followed by a full stop? >Or, do you want two of more numbered list items together provided that the >total number of characters is such group does not exceed 250? Hi Doug No - it would split at the same point in the text that it splits now (as near to 250 characters as it can get) , but using Space Number as its cue rather than Space. It means that the second and subsequent paragraphs will start with a number. Here's an example : 1. Original text : Tracks : 1. Money Money Money (3:08) 2. Honey Honey (2:55) 3. People Need Love (2:45) 4. He Is Your Brother (3:18) 5. Ring Ring (3:04) 6. Love Isn't Easy (2:53) 7. So Long (3:05) 8. Eagle (4:27) 9. Summer Night City (3:36) 10. Angel Eyes (4:19) 11. On And On And On (3:42) 12. When All Is Said And Done (3:17) 13. Under Attack (3:47) 2. 250 chars split at Space: Tracks : 1. Money Money Money (3:08) 2. Honey Honey (2:55) 3. People Need Love (2:45) 4. He Is Your Brother (3:18) 5. Ring Ring (3:04) 6. Love Isn't Easy (2:53) 7. So Long (3:05) 8. Eagle (4:27) 9. Summer Night City (3:36) 10. Angel Eyes (4:19) 11. On And On And On (3:42) 12. When All Is Said And Done (3:17) 13. Under Attack (3:47) 3. 250 chars split at Space Number Tracks : 1. Money Money Money (3:08) 2. Honey Honey (2:55) 3. People Need Love (2:45) 4. He Is Your Brother (3:18) 5. Ring Ring (3:04) 6. Love Isn't Easy (2:53) 7. So Long (3:05) 8. Eagle (4:27) 9. Summer Night City (3:36) 10. Angel Eyes (4:19) 11. On And On And On (3:42) 12. When All Is Said And Done (3:17) 13. Under Attack (3:47) I think that a split at Space Number would be neater , if it's possible. Thanks for your help with this. Best Wishes Colin I would approach that in a different way which the following macro does. It does throw up an error message that you can just ignore. (While I know what is causing the error, I haven't devised a method to prevent the it from occuring) Dim i As Long, j As Long, k As Long Selection.Find.ClearFormatting Selection.Find.Replacement.ClearFormatting With Selection.Find .Text = "( [0-9]{1,}.)" .Replacement.Text = "^p\1" .Forward = True .Wrap = wdFindContinue .Format = False .MatchCase = False .MatchWholeWord = False .MatchAllWordForms = False .MatchSoundsLike = False .MatchWildcards = True End With Selection.Find.Execute Replace:=wdReplaceAll i = ActiveDocument.Paragraphs.Count j = 1 With ActiveDocument .Paragraphs.First.Range.Characters.Last.Delete Do While i > 0 Do While .Paragraphs(j).Range.Characters.Count + .Paragraphs(j + 1).Range.Characters.Count < 250 .Paragraphs(j).Range.Characters.Last.Delete i = i - 1 Loop j = j + 1 .Paragraphs(j).Range.Characters.First.Delete Loop End With SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP >>Do you want the split before EACH number that is followed by a full stop? >>Or, do you want two of more numbered list items together provided that the [quoted text clipped - 46 lines] > > Colin >I would approach that in a different way which the following macro does. It >does throw up an error message that you can just ignore. (While I know what [quoted text clipped - 31 lines] > Loop >End With Hi Doug Thanks very much for that - what a difference a digit makes! I couldn't get it to run , I'm afraid , with a syntax error given in this line : Do While .Paragraphs(j).Range.Characters.Count + .Paragraphs(j + 1).Range.Characters.Count < 250 it wouldn't run beyond this unfortunately. I did wonder if it was a pasting error between this mail program and the VBA screen in Word , and removed a character before the '1' in j + 1. This ran but did give an error as you said , but also seemed to put a return before every number. This caused a list down the page starting with each track number - clearly not the intention. When I cleared the error popup , the text was returned to original format. Maybe there's another pasting glitch. Would using the Number Full Stop as a cue be easier VBA-wise than using Space Number , I wonder? Best Wishes Colin The mail program has introduced a line break that splits that command causing the problem The command Do While .Paragraphs(j).Range.Characters.Count + .Paragraphs(j + 1).Range.Characters.Count < 250 should all be on one line or have Visual Basic line break character inserted in it as Do While .Paragraphs(j).Range.Characters.Count + .Paragraphs(j + _ 1).Range.Characters.Count < 250 SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP >>I would approach that in a different way which the following macro does. >>It [quoted text clipped - 61 lines] > > Colin >The mail program has introduced a line break that splits that command >causing the problem [quoted text clipped - 9 lines] > Do While .Paragraphs(j).Range.Characters.Count + .Paragraphs(j + _ >1).Range.Characters.Count < 250 Hi Doug OK Thanks for that - I'm grateful for you help. I got it to run , and it works fine. It does give an error , as you say , but it does the job. Thanks. BTW Would it be easy to adapt the code below to split a passage at it's half-way mark? Dim srange As Range Set srange = ActiveDocument.Range srange.End = srange.Start + 249 Do While srange.End < ActiveDocument.Range.End Do While srange.Characters.Last <> " " srange.End = srange.End - 1 Loop srange.InsertAfter vbCr & vbCr srange.Start = srange.End + 2 srange.End = srange.Start + 249 Loop Best Wishes Colin Change the 249 to 224 SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP >>The mail program has introduced a line break that splits that command >>causing the problem [quoted text clipped - 35 lines] > > Colin >Change the 249 to 224 Hi Doug Sorry I think I can't have explained correctly. I meant could the code below be amended to split at the mid-point of any passage of any length. Sorry if I wasn't clear. Dim srange As Range Set srange = ActiveDocument.Range srange.End = srange.Start + 249 Do While srange.End < ActiveDocument.Range.End Do While srange.Characters.Last <> " " srange.End = srange.End - 1 Loop srange.InsertAfter vbCr & vbCr srange.Start = srange.End + 2 srange.End = srange.Start + 249 Loop Best Wishes Colin Use Dim srange As Range Set srange = ActiveDocument.Range srange.End = srange.Start + srange.Characters.Count / 2 Do While srange.Characters.Last <> " " srange.End = srange.End - 1 Loop srange.InsertAfter vbCr SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP >>Change the 249 to 224 > [quoted text clipped - 20 lines] > > Colin >Use > [quoted text clipped - 5 lines] >Loop >srange.InsertAfter vbCr Hi Doug OK that works a treat - thanks for all your help. Much appreciated. Best Wishes Colin Hi Colin This code Do While .Paragraphs(j).Range.Characters.Count + .Paragraphs(j + 1).Range.Characters.Count < 250 should all be on one line. The newsgroup post probably broke it inappropriately. If you adjust the code and it's no longer red, then you'll know you've eliminated the syntax error. Then try to run the code again. Hope this helps. Shauna Kelly. Microsoft MVP. http://www.shaunakelly.com/word >>I would approach that in a different way which the following macro does. >>It [quoted text clipped - 61 lines] > > Colin
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