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: Putting Something in Every Cell of a Table.
by Allen Wyatt
(last updated September 26, 2015)
In my line of work, I need to create documents that contain many tables. These tables must follow a rigid structure, including the requirement that no cell can be empty. (If a cell would otherwise be empty, it must contain the characters "N/A".)
To aid in working with this requirement for tables, I created a macro that examines the table for me and adds the N/A characters, where appropriate. All I need to do is place the insertion point within the target table, and then run this macro:
Sub AddTableNA() Dim NumRows As Integer Dim NumCols As Integer Dim J As Integer Dim K As Integer Dim ChkTxt As String If Not Selection.Information(wdWithInTable) Then Exit Sub End If NumRows = Selection.Tables(1).Rows.Count NumCols = Selection.Tables(1).Columns.Count 'Loop to select each row in the current table For J = 1 To NumRows 'Loop to select each cell in the current row For K = 1 To NumCols 'Select the cell to check Selection.Tables(1).Rows(J).Cells(K).Select 'Copy any text in the cell ChkTxt = Selection.Text 'Strip off the last 2 characters (removes end of cell marker) ChkTxt = Left(ChkTxt, Len(ChkTxt) - 2) 'If empty, add "n/a" text If (ChkTxt = "") Then Selection.TypeText ("N/A") Next K Next J End Sub
The macro first checks to see if the insertion point is within a table. If not, then the macro is exited early. If so, then the NumRows and NumCols variables are set to the number of rows and columns in the table, respectively.
The macro then steps through each cell of each row, determining if the cell contains anything. Because of the way that Word constructs tables, a cell will always contain something—the end-of-cell marker—even if nothing else is in it. The solution was to subtract two characters from the end of the text in the cell, and then see if anything was left. If not, then the characters "N/A" are typed into the cell.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (3875) 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: Putting Something in Every Cell of a Table.
Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!
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