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: Converting Paragraphs to Comments.
by Allen Wyatt
(last updated March 7, 2015)
When developing a document, it is not unusual to use a particular paragraph style for editorial notes. For instance, the notes may be stored in paragraphs using a style called "Notes". At some point, you may want to take all the paragraphs that use the Notes style and convert them to actual comments in the document. You can go through the document and make the conversion manually, but this can quickly get tedious. Instead, use a macro that does the conversion for you:
Sub ConvertNotesToComments() Dim CommentText As String Dim MyRange As Range Dim iPCount As Integer Dim J As Integer Application.ScreenUpdating = False iPCount = ActiveDocument.Paragraphs.Count For J = iPCount To 1 Step -1 If ActiveDocument.Paragraphs(J).Style = _ ActiveDocument.Styles("Notes") Then Set MyRange = ActiveDocument.Paragraphs(J).Range CommentText = MyRange.Text 'Get rid of trailing end-of-paragraph mark CommentText = Left(CommentText, Len(CommentText) - 1) 'Move selection to end of previous paragraph MyRange.Collapse (wdCollapseStart) MyRange.Move Unit:=wdCharacter, Count:=-1 'The original paragraph is no longer necessary ActiveDocument.Paragraphs(J).Range.Delete 'Create the comment at the range location ActiveDocument.Comments.Add Range:=MyRange, _ Text:=CommentText End If Next J Application.ScreenUpdating = True End Sub
The macro steps backwards through the document, looking at the style of each paragraph. If it finds one that uses the Notes style, then it moves the text of the paragraph into the CommentText variable, and then gets rid of the paragraph. The comment is then added to the end of the paragraph prior to where the deletion was made.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (13382) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Converting Paragraphs to Comments.
Do More in Less Time! Are you ready to harness the full power of Word 2013 to create professional documents? In this comprehensive guide you'll learn the skills and techniques for efficiently building the documents you need for your professional and your personal life. Check out Word 2013 In Depth today!
Want to give your macros a different name than they currently use? It's easy to do using the VBA Editor as described here.Discover More
The Open dialog box is one that few of us think about, but you can control how it behaves with a little bit of macro coding. ...Discover More
Writing macros often involves selecting different parts of your document so that some sort of processing can be performed. If ...Discover More