Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, and 2016. 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

by Allen Wyatt
(last updated July 9, 2016)

2

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.

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, and 2016. 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

Importing Custom Lists

Custom lists are handy ways to enter recurring data in a worksheet. Here's how you can import your own custom lists from a ...

Discover More

Document Shows as 'In Use' by Another User

Word tries to constantly track who is using various documents, in order to prevent two users from clashing in their edits to ...

Discover More

Field in Footer Won't Update

Word provides a handy shortcut that allows you to update the fields in any text you've selected. When you select your whole ...

Discover More

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!

More WordTips (ribbon)

Creating a Document Font List

If you want a list of all the fonts used in a document, the answer isn't as simple as you may think. This tip uses macros ...

Discover More

Highlighting Every Thousandth Character

Not satisfied with the detail provided by the Word Count feature in Word? Perhaps you want to actually know where every one ...

Discover More

Running Macros from Macros

Need to run one macro from within another macro? You can easily do it by using the Run method of the Application object, as ...

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}] 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 6 + 0?

2016-07-11 15:32:26

Phil Reinemann

In the real macro you need to include a default or exit choice in case the user doesn't want any of those, such as if they mistakenly ran the macro when they didn't want to.

It could be that the last choice (#5 in this 'case' (pun included) is the "none of these" choice.

Alan, actual choices would depend on the tasks you're trying to achieve.

If I use Win7 Snipping Tool to capture an image and paste it into Word if the image has white space around it I often set a non-white border (plum color) to delineate the image from the background but default Word is a blue, but you might want other colors choosing which one could be with a macro.

I'm working on a Mac right now so I don't have any code available, and I only use plum.


2016-07-10 10:15:48

alan

do you have a sample with actual choices ?

thank you


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.

Newest Tips
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.