Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, Word in Microsoft 365, and 2021. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Offering Options in a Macro.

Offering Options in a Macro

Written by Allen Wyatt (last updated February 25, 2023)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, Word in Microsoft 365, and 2021


1

If you are just starting out developing macros, you may be looking for a simple way to offer a set of choices to a user, and then take an action based on the user's response. This is a relatively simple task, if you use the InputBox function, along with a Select Case structure.

The first task is to set up your InputBox so it displays the information to the user. For example, let's say you have five options, and you want the user to select one option from those five. You can use the following code to put together five options, each on their own line:

sPrompt = "1. This is your first choice" & vbCrLf
sPrompt = sPrompt & "2. This is your second choice" & vbCrLf
sPrompt = sPrompt & "3. This is your third choice" & vbCrLf
sPrompt = sPrompt & "4. This is your fourth choice" & vbCrLf
sPrompt = sPrompt & "5. This is your fifth choice"

You can now use the sPrompt string when you invoke the InputBox function in your macro. You then translate what the user responds with into a number that represents their choice from your five options. The code to do this is as follows:

sUserResp = InputBox(sPrompt, "The Big Question")
iUR = Val(sUserResp)

In this example, the response from the InputBox function is assigned to the sUserResp variable, which should be a string. The iUR variable, which is a numeric variable (integer), is then set based on the value of the string. (The Val function returns the value in a string.)

The only thing left to do is to take an action based on which number was chosen, 1 through 5. You can use the Select Case structure to do this. The full subroutine could appear as follows in VBA:

Sub TestInput()
    Dim sPrompt As String
    Dim sUserResp As String
    Dim iUR As Integer

    sPrompt = "1. This is your first choice" & vbCrLf
    sPrompt = sPrompt & "2. This is your second choice" & vbCrLf
    sPrompt = sPrompt & "3. This is your third choice" & vbCrLf
    sPrompt = sPrompt & "4. This is your fourth choice" & vbCrLf
    sPrompt = sPrompt & "5. This is your fifth choice"
    iUR = 0
    While iUR < 1 Or iUR > 5
        sUserResp = InputBox(sPrompt, "The Big Question")
        iUR = Val(sUserResp)
    Wend
    Select Case iUR
        Case 1
            'Do stuff for choice 1 here
        Case 2
            'Do stuff for choice 2 here
        Case 3
            'Do stuff for choice 3 here
        Case 4
            'Do stuff for choice 4 here
        Case 5
            'Do stuff for choice 5 here
    End Select
End Sub

Notice that this example uses a While ... Wend loop around the InputBox function. This is done to make sure that the user enters a number between 1 and 5. If the value entered is outside that range, then the user is simply asked again.

Note:

If you would like to know how to use the macros described on this page (or on any other page on the WordTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (10763) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, Word in Microsoft 365, and 2021. You can find a version of this tip for the older menu interface of Word here: Offering Options in a Macro.

Author Bio

Allen Wyatt

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. ...

MORE FROM ALLEN

Renaming a File

Need to rename a disk file from within a macro? You can do it using the Name command, described in this tip.

Discover More

Easily Running a Program as the Administrator

In order to run some programs properly in the Windows environment, you'll need to do so using administrator privileges. ...

Discover More

Turning Off Error Checking

A little green triangle in the corner of a cell means that Excel thinks there is an error with the cell contents. If ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More WordTips (ribbon)

Aligning a Paragraph in a Macro

If you are applying formatting from within a macro, you may want to change the alignment of various paragraphs. Here's ...

Discover More

Moving to the Start or End of the Real Document

The main body of your text is only one part of what makes up the entire document. Documents can consist of other ...

Discover More

Determining If a Number is Odd or Even

Need to know if a number in a macro is odd or even? It's easy to figure out with the simple calculation shown in this tip.

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is one more than 0?

2024-06-20 09:41:15

Daz

Suggested third line inside the While ... Wend loop to allow the user to cancel. Either:
If iUR = 0 Then Exit Sub
Or:
If sUserResp = "" Then Exit Sub


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Videos
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.