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Collapsing and Expanding Subdocuments
Documents often contain many words that are purposefully very similar to each other. For instance, you may have a document that references a series of part numbers, and the part numbers are all very similar to each other. Or you may reference a group of file names in which the base portion of the name is the same word, but each file name has a suffix that is a number, such as the following:
Disc01 Disc02 Disc03 Disc04 Disc05
If you ever have a need to increment the numbers within your document, the process can be very tedious and error-prone to do by hand. (Depending, of course, on the number of names you need to change.) This means that the task is a perfect candidate for being done by a macro.
As an example, the following VBA macro, BumpNumbers, will search for all instances of the word Disc followed immediately by a two-digit number. The number will then be incremented.
Sub BumpNumbers()
Dim J As Integer
Dim sFindText As String
Dim sReplaceText As String
Selection.Find.ClearFormatting
Selection.Find.Replacement.ClearFormatting
With Selection.Find
.Forward = True
.Wrap = wdFindContinue
.Format = False
.MatchCase = False
.MatchWholeWord = False
.MatchWildcards = False
.MatchSoundsLike = False
.MatchAllWordForms = False
End With
For J = 98 To 1 Step -1
sFindText = "Disc" & Right("00" & Trim(CStr(J)), 2)
sReplaceText = "Disc" & Right("00" & Trim(CStr(J + 1)), 2)
Selection.Find.Text = sFindText
Selection.Find.Replacement.Text = sReplaceText
Selection.Find.Execute Replace:=wdReplaceAll
Next J
End Sub
Obviously, this macro is tailored to a specific need—the word Disc followed by a two-digit number. If you need to modify the macro to fit your numbering needs, you can do so by changing the For ... Next loop (so it doesn't go from 98 to 1) or by changing the text being searched for (which is assigned to the sFindText variable).
Tip #814 applies to Microsoft Word versions: 97 2000 2002 2003 2007
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