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With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company.
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Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Converting Paragraphs to Comments.
When developing a document, it is not unusual to use a particular paragraph style for editorial notes. For instance, the notes may be stored in paragraphs using the Notes style. At some point, you may want to take all the paragraphs that use the Notes style and convert them to actual comments in the document. You can go through the document and make the conversion manually, but this can quickly get tedious. Instead, use a macro that does the conversion for you:
Sub ConvertNotesToComments() Dim CommentText As String Dim MyRange As Range Dim iPCount As Integer Dim J As Integer Application.ScreenUpdating = False iPCount = ActiveDocument.Paragraphs.Count For J = iPCount To 1 Step -1 If ActiveDocument.Paragraphs(J).Style = _ ActiveDocument.Styles("Notes") Then Set MyRange = ActiveDocument.Paragraphs(J).Range CommentText = MyRange.Text 'Get rid of trailing end-of-paragraph mark CommentText = Left(CommentText, Len(CommentText) - 1) 'Move selection to end of previous paragraph MyRange.Collapse (wdCollapseStart) MyRange.Move Unit:=wdCharacter, Count:=-1 'The original paragraph is no longer necessary ActiveDocument.Paragraphs(J).Range.Delete 'Create the comment at the range location ActiveDocument.Comments.Add Range:=MyRange, _ Text:=CommentText End If Next J Application.ScreenUpdating = True End Sub
The macro steps backwards through the document, looking at the style of each paragraph. If it finds one that uses the Notes style, then it moves the text of the paragraph into the CommentText variable, and then gets rid of the paragraph. The comment is then added to the end of the paragraph prior to where the deletion was made.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (5404) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Converting Paragraphs to Comments.
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