Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365. 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: Accessing Paragraphs in a Macro.

Accessing Paragraphs in a Macro

Written by Allen Wyatt (last updated September 23, 2023)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365


One of the nifty things about programming VBA macros is that the language is object-oriented. This means that you can access every part of your document using objects and collections of objects. In other words, you can manipulate paragraphs without ever needing to select them.

For instance, let's say you wanted to access each paragraph of a document, in turn, and do some processing on the text in that paragraph. Since each paragraph is a distinct object in the document, this is relatively easy. All of the paragraph objects are accessible as part of the Paragraphs collection. The following code will do the trick:

iParCount = ActiveDocument.Paragraphs.Count
For J = 1 To iParCount
    sMyPar = ActiveDocument.Paragraphs(J).Range.Text
    [Add processing comments to manipulate sMyPar]
    ActiveDocument.Paragraphs(J).Range.Text = sMyPar
Next J

The first line of the code sets iParCount equal to the number of paragraphs in the current document. The loop starting in the second line then does the main work in the macro. The third line set the sMyPar string equal to the text within the specified paragraph. (When J is equal to 1, you are working with the first paragraph. When J is equal to 2, it is the second paragraph—and so on.)

After the processing of sMyPar is complete, then the next line sets the document text equal to the modified text in the sMyPar string.

The above code does, however, take quite a long time to run. It would be quicker to access the Paragraphs collection using a For Each loop, as shown here:

For Each p In ActiveDocument.Paragraphs
    sMyPar = p.Range.Text
    [Add processing comments to manipulate sMyPar]
    p.Range.Text = sMyPar
Next p

You can make your code quicker still if you only change the paragraphs if your processing indicates that a change is necessary.

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 (12177) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365. You can find a version of this tip for the older menu interface of Word here: Accessing Paragraphs 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

Button for Leaving Full-Screen Mode

If you display your document in full-screen mode, there are a couple of ways you can get back to normal mode. One method ...

Discover More

Fixing Odd Sorting Behavior

When you sort data that contains both numbers and text, you may not get exactly the result that you expected. To know ...

Discover More

Determining If a Value is Out of Limits

Need to figure out if a value is outside of some arbitrary limit related to a different value? There are a number of ways ...

Discover More

Discover the Power of Microsoft Office This beginner-friendly guide reveals the expert tips and strategies you need to skyrocket your productivity and use Office 365 like a pro. Mastering software like Word, Excel, and PowerPoint is essential to be more efficient and advance your career. Simple lessons guide you through every step, providing the knowledge you need to get started. Check out Microsoft Office 365 For Beginners today!

More WordTips (ribbon)

Clean Up Your Macro List

Macros are part of the document and template that are loaded into memory when you open a file. If you have "junk" macros ...

Discover More

Swapping Two Numbers

When developing a macro, you may need to swap the values in two variables. It's simple to do using the technique in this tip.

Discover More

Getting User Input in a Dialog Box

Want to grab some interactive input from a user in your macro? The best way to do that is with the InputBox function, ...

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 7 + 1?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


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.