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MS Office Forum / Word / Programming / September 2006Creating a Large Document using Insert File Link
I am creating a 2000 page book from several smaller files. I have a directory where there is a file named for each date the file was created. For example, 20060102, 20060105, etc.... Where the filenames are YYYYMMDD. There may not be a file for every date, but all files are named by date. I would like to avoid master documents because of corruption issues. My thought was to create a document with my headers and page numbers for each months worth of files. In each month document I need a macro that would go out and look to the directory and insert each file in the month directory into the new file in sequencial order as a linked file. The field codes I am looking to drop are { INCLUDETEXT "U:\\Project\\20060102.dot"}, etc... so that the macro would just read the files in the folder and insert the includetext field for each file in the folder in order. When I look at the final document for each month it would be all data for all dates, but I could update the files individually and would automatically update the month document. Is anything like this possible? Is there a better way to do such a document creation? 1. It would help if you explained why you need to combine the files in the first place. What will you do with the compound document that you can't do with the individual files? 2. 2000 pages isn't so massive anyway, unless the files contain a lot of graphics or complex tables. You could just build an ordinary document. 3. Why are you working with .dot files? >I am creating a 2000 page book from several smaller files. I have a > directory where there is a file named for each date the file was created. [quoted text clipped - 19 lines] > document > creation? Basically we have a group of inputters who record data that gets written in a journal for each date a meeting takes place. We have automated their job by creating .dot files for each form type for the journal entry and have text files inserted by macros that feed the majority of the templates. When they open Word we have a form where they enter the date and it grabs the text and completes the form and asks them any variable questions. It auto saves the file by date in a network folder. At the end of each year we need to combine all of these individual files into one document w/ page numbers and common headers and footers - also a TOC and Index with a title page. We don't see an easy way to page number w/o combining somehow. The document does not have graphics...mostly straight text w/ index markers and styles. There are macros which run our application, but they don't need to be there when it is combined. What do you think is the best way to handle this? Have I provided enough background info. > 1. It would help if you explained why you need to combine the files in the > first place. What will you do with the compound document that you can't do [quoted text clipped - 28 lines] > > document > > creation? 1. Your inputters should be using the the .dot files as templates, so the files you get back should be .doc files. If not, you haven't explained to them well enough how to install the and use the templates. 2. From your description, simply combining all the docs into one big one should be fine, particularly as it's just a yearly one-off and presumably you don't need to do anything with the finished document except print it. > Basically we have a group of inputters who record data that gets written > in a [quoted text clipped - 64 lines] >> > document >> > creation? I'm sorry, you were right the outputted files are .doc files named for the date YYYYMMDD.doc What is the easiest way to combine them all in date order w/o manually inserting each file? > 1. Your inputters should be using the the .dot files as templates, so the > files you get back should be .doc files. If not, you haven't explained to [quoted text clipped - 72 lines] > >> > document > >> > creation? If you put all of the documents in a folder by themselves, a macro containing the following code should insert each of them into a new document in the date order: Dim MyPath As String Dim MyName As String Dim Source As Document, Target As Document Dim SourceFile As Range Dim i As Long Dim FileList As Document Set FileList = Documents.Add 'let user select a path With Dialogs(wdDialogCopyFile) If .Display() <> -1 Then Exit Sub MyPath = .Directory End With 'strip quotation marks from path If Len(MyPath) = 0 Then Exit Sub If Asc(MyPath) = 34 Then MyPath = Mid$(MyPath, 2, Len(MyPath) - 2) End If 'get files from the selected path 'and insert them into the doc MyName = Dir$(MyPath & "*.*") Do While MyName <> "" Selection.InsertAfter MyName & vbCr MyName = Dir Loop 'Sort the list of files FileList.Range.Sort SortFieldType:=wdSortFieldAlphanumeric, FieldNumber:="Paragraphs" 'Delete the empty paragraph that will be at the top of the list of files FileList.Paragraphs(1).Range.Delete 'Start a new document into which each of the others will be inserted Set Target = Documents.Add 'Iterate through the list of files, getting the name of each file, opening it 'and inserting its contents into the Target document For i = 1 To FileList.Paragraphs.Count Set SourceFile = FileList.Paragraphs(i).Range SourceFile.End = SourceFile.End - 1 Set Source = Documents.Open(MyPath & SourceFile.Text) Target.Range.InsertAfter Source.Range.FormattedText Source.Close wdDoNotSaveChanges Next i Also see the article "Print all documents in a given folder to a single print file" at: http://www.word.mvps.org/FAQs/MacrosVBA/PrintAllDocsInFldr.htm  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'm sorry, you were right the outputted files are .doc files named for the > date YYYYMMDD.doc [quoted text clipped - 95 lines] >> >> > document >> >> > creation? This is exactly what I wanted, but I have one issue. The doc files I am inserting have inherited macros. How can the code below insert the files w/o the macros or better yet as Links to the original documents? When I run the code as is all my dialogue boxes from the macros pop up, and I will no longer need them at this point. I really appreciate the help with this. > If you put all of the documents in a folder by themselves, a macro > containing the following code should insert each of them into a new document [quoted text clipped - 184 lines] > >> >> > document > >> >> > creation? Set the macro security level to High (Tools>Macro>Security), temporarily if necessary, then the macros in the documents will be ignored. 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 > This is exactly what I wanted, but I have one issue. The doc files I am > inserting have inherited macros. How can the code below insert the files [quoted text clipped - 220 lines] >> >> >> > document >> >> >> > creation? This solution doesn't work b/c they are all trusted macros. Any other ideas to change the macro to insert files as linked objects? > Set the macro security level to High (Tools>Macro>Security), temporarily if > necessary, then the macros in the documents will be ignored. [quoted text clipped - 223 lines] > >> >> >> > document > >> >> >> > creation? OK, I thought it was the macro security warning to which you were referring, but on re-reading you post see what it is. See the article "How can I prevent Word from running macros automatically when I create a new instance of Word, open a Word document or create a new one?" at: http://www.word.mvps.org/FAQs/InterDev/DisableAutoMacros.htm 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 > This solution doesn't work b/c they are all trusted macros. Any other > ideas [quoted text clipped - 260 lines] >> >> >> >> > document >> >> >> >> > creation? I tried the suggestion of Doug's and Russ, but it still ran the macros. I tried it before the Target command and after. I also tried it at the beginning under the Dim statements. I think I need to disable all macros in the documents inserted not just the auto ones. How would I do that? > OK, I thought it was the macro security warning to which you were referring, > but on re-reading you post see what it is. [quoted text clipped - 233 lines] > >> >> >> >> > each > >> >> >> >> > months worth of files. In each month document I need a macro Just what macros are being run? 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 tried the suggestion of Doug's and Russ, but it still ran the macros. I > tried it before the Target command and after. I also tried it at the [quoted text clipped - 262 lines] >> >> >> >> >> > months worth of files. In each month document I need a >> >> >> >> >> > macro Oops my mistake. It is an auto open macro: Sub AutoOpen() 'StartForm.Show StartupMacro End Sub I did try placing the code you and Russ mentioned but it still tried to run. Maybe I placed it wrong? > Just what macros are being run? > [quoted text clipped - 224 lines] > >> >> >> >> >> first place. What will you do with the compound document that > >> >> >> >> >> you Try putting the WordBasic.DisableAutoMacros 1 before the following line of code: Set Source = Documents.Open(MyPath & SourceFile.Text) I think though that if you place the documents in a Folder location that is not trusted and you set the Macro Security Level to high, then the macros in those documents should be ignored without any message being displayed. 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 > Oops my mistake. It is an auto open macro: > [quoted text clipped - 257 lines] >> >> >> >> >> >> that >> >> >> >> >> >> you I modified the code as noted below adding the disable macros and also my own line to uprotect each document before inserting. Also a line to close the filelist document when done. The only thing is now I have a new issue. Each of my files has hidden text and special formatting. The macro runs and inserts the files in date order, but when the files are inserted all of the hidden text is unhidden and all of my formatting is gone. It says insert formatted text in the macro but that isn't happening. What to do next? Below is my modified macro I am running at this stage. Maybe using insertfile instead of document.open? Thanks for all the help. Sub InsertFilesTest() Dim MyPath As String Dim MyName As String Dim Source As Document, Target As Document Dim SourceFile As Range Dim i As Long Dim FileList As Document Set FileList = Documents.Add 'let user select a path With Dialogs(wdDialogCopyFile) If .Display() <> -1 Then Exit Sub MyPath = .Directory End With 'strip quotation marks from path If Len(MyPath) = 0 Then Exit Sub If Asc(MyPath) = 34 Then MyPath = Mid$(MyPath, 2, Len(MyPath) - 2) End If 'get files from the selected path 'and insert them into the doc MyName = Dir$(MyPath & "*.*") Do While MyName <> "" Selection.InsertAfter MyName & vbCr MyName = Dir Loop 'Sort the list of files FileList.Range.Sort SortFieldType:=wdSortFieldAlphanumeric, FieldNumber:="Paragraphs" 'Delete the empty paragraph that will be at the top of the list of files FileList.Paragraphs(1).Range.Delete 'Start a new document into which each of the others will be inserted Set Target = Documents.Add 'Iterate through the list of files, getting the name of each file, 'disabling its macros, opening each file, uprotecting it 'and and inserting its contents into the Target document For i = 1 To FileList.Paragraphs.Count Set SourceFile = FileList.Paragraphs(i).Range SourceFile.End = SourceFile.End - 1 WordBasic.DisableAutoMacros 1 Set Source = Documents.Open(MyPath & SourceFile.Text) If ActiveDocument.ProtectionType <> wdNoProtection Then ActiveDocument.Unprotect Password:="" End If Target.Range.InsertAfter Source.Range.FormattedText Source.Close wdDoNotSaveChanges Next i FileList.Close wdDoNotSaveChanges End Sub ----------------------------------------------------------- > Try putting the WordBasic.DisableAutoMacros 1 before the following line of > code: [quoted text clipped - 212 lines] > >> >> >> >> >> > text > >> >> >> >> >> > files inserted by macros that feed the majority of the NYSA-HD, See a code alteration below. > I modified the code as noted below adding the disable macros and also my own > line to uprotect each document before inserting. Also a line to close the [quoted text clipped - 88 lines] > > Target.Range.InsertAfter Source.Range.FormattedText Replace the InsertAfter line above; try: Target.Range.Collapse Direction:=wdCollapseEnd Target.Range.FormattedText = Source.Range.FormattedText The example in VBA shows a similar pattern with the left side of equation (container?) also as FormattedText. But doesn't seem to work with InsertAfter. > Source.Close wdDoNotSaveChanges > [quoted text clipped - 219 lines] >>>>>>>>>>>> text >>>>>>>>>>>> files inserted by macros that feed the majority of the SignatureRuss drsmN0SPAMikleAThotmailD0Tcom.INVALID NO- This just seems to open everything up and create a new file w/ just the last file inserted. So far, we like the following code, but the issue we need to resolve is having it display the entire file if the link spans more than one page. Any ideas? If the file goes longer than one page it just inserts the view of the first page. Sub InsertFilesTest() Dim MyPath As String Dim MyName As String Dim Source As Document, Target As Document Dim SourceFile As Range Dim i As Long Dim FileList As Document Set FileList = Documents.Add 'let user select a path With Dialogs(wdDialogCopyFile) If .Display() <> -1 Then Exit Sub MyPath = .Directory End With 'strip quotation marks from path If Len(MyPath) = 0 Then Exit Sub If Asc(MyPath) = 34 Then MyPath = Mid$(MyPath, 2, Len(MyPath) - 2) End If 'get files from the selected path 'and insert them into the doc MyName = Dir$(MyPath & "*.*") Do While MyName <> "" Selection.InsertAfter MyName & vbCr MyName = Dir Loop 'Sort the list of files FileList.Range.Sort SortFieldType:=wdSortFieldAlphanumeric, FieldNumber:="Paragraphs" 'Delete the empty paragraph that will be at the top of the list of files FileList.Paragraphs(1).Range.Delete 'Start a new document into which each of the others will be inserted Set Target = Documents.Add 'Iterate through the list of files, getting the name of each file, 'disabling its macros, opening each file, uprotecting it 'and and inserting its contents into the Target document as a link For i = 1 To FileList.Paragraphs.Count Set SourceFile = FileList.Paragraphs(i).Range SourceFile.End = SourceFile.End - 1 WordBasic.DisableAutoMacros 1 Selection.EndKey unit:=wdStory Selection.InlineShapes.AddOLEObject ClassType:="Word.Document.8", FileName:=MyPath & SourceFile.Text, LinkToFile:=True Next i 'Close FileList Document FileList.Close wdDoNotSaveChanges End Sub > NYSA-HD, > See a code alteration below. [quoted text clipped - 237 lines] > >>>>>>>>>> FileList.Range.Sort SortFieldType:=wdSortFieldAlphanumeric, > >>>>>>>>>> FieldNumber:="Paragraphs" NYSA-HD, > NO- This just seems to open everything up and create a new file w/ just the > last file inserted. ...You said "The macro runs and inserts the files in date order, but when the files are inserted all of the hidden text is unhidden and all of my formatting is gone. It says insert formatted text in the macro but that isn't happening. What to do next? Below is my modified macro I am running at this stage." ...And I suggested replacing one line with two to get the formatting. My first line should have done what '.InsertAfter' implies by collapsing to the end of the target file and the second line should have brought in new *formatted* text at the end of the file during each iteration of the loop. Maybe you didn't use my collapse line in the macro that you were 'running at that stage.' > So far, we like the following code, but the issue we > need to resolve is having it display the entire file if the link spans more [quoted text clipped - 291 lines] >>>>>>>>>>>> FileList.Range.Sort SortFieldType:=wdSortFieldAlphanumeric, >>>>>>>>>>>> FieldNumber:="Paragraphs" SignatureRuss drsmN0SPAMikleAThotmailD0Tcom.INVALID NYSA-HD, Using... WordBasic.DisableAutoMacros 0 WordBasic.DisableAutoMacros 1 You might be able disable and enable auto macros respectively and still use Doug's macro without dialogs popping up as each file is opened. See link below for source of this information. http://tinyurl.com/fe5ds > This solution doesn't work b/c they are all trusted macros. Any other ideas > to change the macro to insert files as linked objects? [quoted text clipped - 226 lines] >>>>>>>>> document >>>>>>>>> creation? SignatureRuss drsmN0SPAMikleAThotmailD0Tcom.INVALID FYI, > NYSA-HD, > > Using... > WordBasic.DisableAutoMacros 0 > WordBasic.DisableAutoMacros 1 The message link I referenced has confusing sentence structure. So to be clear: WordBasic.DisableAutoMacros 1 ==== Disables Auto Macros WordBasic.DisableAutoMacros 0 ==== Enables Auto Macros > You might be able disable and enable auto macros respectively and still use > Doug's macro without dialogs popping up as each file is opened. [quoted text clipped - 232 lines] >>>>>>>>>> document >>>>>>>>>> creation? SignatureRuss drsmN0SPAMikleAThotmailD0Tcom.INVALID
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