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: Putting Something in Every Cell of a Table.

Putting Something in Every Cell of a Table

by Allen Wyatt
(last updated October 4, 2014)

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 (13265) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Putting Something in Every Cell of a Table.

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

Pasting a Comment into Your Document

When developing a document, you may end up with all sorts of comments that you need to deal with. One common task is to ...

Discover More

Limiting Directories in the FILENAME Field

When you use the FILENAME field in a document, it can include the full path name that leads to your file. This might be ...

Discover More

Scaling Your Output

One of the lesser-known features of Word is that it allows you to create a document for one page size and scale the ...

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)

Table Header Rows after a Manual Page Break

Insert a manual page break into the middle of a table, and you may find that subsequent pages of the table don't always ...

Discover More

Quickly Accessing the Column Tab

If you need to quickly display the Column tab of the Table Properties dialog box, here are some handy tricks you can use. ...

Discover More

Changing Spacing Between Table Cells

Need to adjust the space between individual cells in a table? Word gives you a good deal of control over this spacing, 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 nine minus 4?

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.

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.