Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, and 2013. 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: Adding Quoted Words to an Index.
by Allen Wyatt
(last updated September 6, 2014)
Mike has a document that contains quite a few words surrounded by quote marks. He would like the quoted words to be marked for inclusion in an index and for the quote marks to be removed.
The best way to make such a change in your document is through the use of a macro. The macro needs to search for the quoted text, figure out where it starts and stops, delete the quote marks, and then add the index mark. (The mark is added through the use of an XE field.)
There are probably many ways that such a macro could be constructed. The following is one that could be used:
Sub QuotesToIndexEntries() Dim iOpenQuote As Integer Dim iCloseQuote As Integer Dim sP As String Dim sPhrase As String Dim iParas As Integer If Selection.ExtendMode Then Exit Sub iParas = Selection.Paragraphs.Count Selection.StartOf unit:=wdParagraph, Extend:=wdMove For J = 1 To iParas Selection.MoveEnd unit:=wdParagraph sP = Selection.Text iOpenQuote = InStr(sP, Chr(34)) If iOpenQuote = 0 Then iOpenQuote = InStr(sP, Chr(147)) While iOpenQuote > 0 iCloseQuote = InStr(iOpenQuote + 1, sP, Chr(34)) If iCloseQuote = 0 Then iCloseQuote = InStr(iOpenQuote + 1, sP, Chr(148)) End If If iCloseQuote > 0 Then sPhrase = Mid(sP, iOpenQuote + 1, _ iCloseQuote - iOpenQuote - 1) Selection.Collapse Direction:=wdCollapseStart Selection.MoveRight unit:=wdCharacter, _ Count:=iOpenQuote - 1, Extend:=wdMove Selection.Delete unit:=wdCharacter, Count:=1 Selection.MoveRight unit:=wdCharacter, _ Count:=Len(sPhrase), Extend:=wdMove Selection.Delete unit:=wdCharacter, Count:=1 Selection.Fields.Add Range:=Selection.Range, _ Type:=wdFieldEmpty, _ PreserveFormatting:=False Selection.MoveLeft unit:=wdCharacter, Count:=1 Selection.Delete unit:=wdCharacter, Count:=2 Selection.TypeText Text:="XE " + Chr(34) + _ sPhrase + Chr(34) Selection.MoveRight unit:=wdCharacter, _ Count:=1, Extend:=wdMove End If Selection.MoveEnd unit:=wdParagraph sP = Selection.Text iOpenQuote = InStr(sP, Chr(34)) If iOpenQuote = 0 Then iOpenQuote = InStr(sP, Chr(147)) Wend Selection.MoveStart unit:=wdParagraph, Count:=1 Next J End Sub
In order to use the macro, just select the text you want to affect prior to running it. (If you want to affect the entire document, press Ctrl+A before running the macro.)
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (13240) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Adding Quoted Words to an Index.
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