Alex Ruben
Transform Numbers to Text Effortlessly in MS Word: A Comprehensive Guide
If you’re tired of manually converting numbers into text in Microsoft Word, this guide is for you. This tutorial will walk you through a quick and easy method to convert numbers to words using a simple shortcut key. Perfect for those who deal with invoices, legal documents, or any professional papers, this tip will significantly enhance your efficiency and streamline your workflow. Let’s dive in and learn how to set up and use this feature like a pro!
Step 1: Access the Developer Tab in MS Word
Before you can use the shortcut for converting numbers to text, you need to enable the Developer tab in MS Word. This tab provides access to important tools that are not visible by default:
1. Open Microsoft Word and click on File in the top left corner.
2. Select Options from the sidebar.
3. In the Word Options window, choose Customize Ribbon from the list on the left.
4. On the right side, check the box labeled Developer and click OK to save your changes.
Step 2: Create a Macro for Conversion
Now that the Developer tab is accessible, you will create a macro that automates the conversion of numbers into text:
1. Go to the Developer tab and click on Macros.
2. In the Macro dialog box, enter a name for your macro (e.g., ConvertNumbersToText).
3. Click on Create to open the Visual Basic for Applications (VBA) editor.
4. In the code window, you will need to input a specific macro code that enables the conversion.
MyNumber = Val(Selection.Text)
Dim Temp
Dim Rupees, Paise
Dim DecimalPlace, Count
ReDim Place(9) As String
Place(2) = " Thousand "
Place(3) = " Lakh "
Place(4) = " Crore "
MyNumber = Trim(Str(MyNumber))
DecimalPlace = InStr(MyNumber, ".")
If DecimalPlace > 0 Then
Temp = Left(Mid(MyNumber, DecimalPlace + 1) & "00", 2)
Paise = ConvertTens(Temp)
MyNumber = Trim(Left(MyNumber, DecimalPlace - 1))
End If
Count = 1
If MyNumber <> "" Then
Temp = ConvertHundreds(Right(MyNumber, 3))
If Temp <> "" Then Rupees = Temp & Place(Count) & Rupees
If Len(MyNumber) > 3 Then
MyNumber = Left(MyNumber, Len(MyNumber) - 3)
Else
MyNumber = ""
End If
End If
Count = 2
Do While MyNumber <> ""
Temp = ConvertTens(Right("0" & MyNumber, 2))
If Temp <> "" Then Rupees = Temp & Place(Count) & Rupees
If Len(MyNumber) > 2 Then
MyNumber = Left(MyNumber, Len(MyNumber) - 2)
Else
MyNumber = ""
End If
Count = Count + 1
Loop
Select Case Rupees
Case ""
Rupees = ""
Case "One"
Rupees = "One Rupee"
Case Else
Rupees = Rupees & " Rupees"
End Select
Select Case Paise
Case ""
Paise = ""
Case "One"
Paise = "One Paise"
Case Else
Paise = Paise & " Paise"
End Select
If Rupees = "" Then
Result = Paise
ElseIf Paise = "" Then
Result = Rupees
Else
Result = Rupees & " and " & Paise
End If
Selection.Text = Result
End Sub
Private Function ConvertDigit(ByVal MyDigit)
Select Case Val(MyDigit)
Case 1: ConvertDigit = "One"
Case 2: ConvertDigit = "Two"
Case 3: ConvertDigit = "Three"
Case 4: ConvertDigit = "Four"
Case 5: ConvertDigit = "Five"
Case 6: ConvertDigit = "Six"
Case 7: ConvertDigit = "Seven"
Case 8: ConvertDigit = "Eight"
Case 9: ConvertDigit = "Nine"
Case Else: ConvertDigit = ""
End Select
End Function
Private Function ConvertHundreds(ByVal MyNumber)
Dim Result As String
If Val(MyNumber) = 0 Then Exit Function
MyNumber = Right("000" & MyNumber, 3)
If Left(MyNumber, 1) <> "0" Then
Result = ConvertDigit(Left(MyNumber, 1)) & " Hundred "
End If
If Mid(MyNumber, 2, 1) <> "0" Then
Result = Result & ConvertTens(Mid(MyNumber, 2))
Else
Result = Result & ConvertDigit(Mid(MyNumber, 3))
End If
ConvertHundreds = Trim(Result)
End Function
Private Function ConvertTens(ByVal MyTens)
Dim Result As String
If Val(Left(MyTens, 1)) = 1 Then
Select Case Val(MyTens)
Case 10: Result = "Ten"
Case 11: Result = "Eleven"
Case 12: Result = "Twelve"
Case 13: Result = "Thirteen"
Case 14: Result = "Fourteen"
Case 15: Result = "Fifteen"
Case 16: Result = "Sixteen"
Case 17: Result = "Seventeen"
Case 18: Result = "Eighteen"
Case 19: Result = "Nineteen"
Case Else
End Select
Else
Select Case Val(Left(MyTens, 1))
Case 2: Result = "Twenty "
Case 3: Result = "Thirty "
Case 4: Result = "Forty "
Case 5: Result = "Fifty "
Case 6: Result = "Sixty "
Case 7: Result = "Seventy "
Case 8: Result = "Eighty "
Case 9: Result = "Ninety "
Case Else
End Select
Result = Result & ConvertDigit(Right(MyTens, 1))
End If
ConvertTens = Result
End Function
5. Copy the provided code into the editor, replacing any placeholder text if necessary.
This macro is crucial as it defines how numbers will be transformed into words whenever you run it.
Step 3: Assign a Shortcut Key to Your Macro
To make using your macro easier and faster, assigning a keyboard shortcut will save you time:
1. Return to the Macros dialog in the Developer tab.
2. Select your macro from the list and click on Options.
3. In the Macro Options dialog, you will see a field for Shortcut key. Enter your desired shortcut (e.g., Ctrl + Alt + N).
4. Click OK to save the shortcut assignment.
Step 4: Utilize the Macro to Convert Numbers to Text
Now that everything is set up, you can begin converting numbers to text efficiently:
1. Open any document in MS Word where you need to convert numbers.
2. Type the number you wish to convert.
3. Press the shortcut key you assigned (e.g., Ctrl + Alt + N) to activate the macro.
4. The number will automatically change into text format.
Extra Tips & Common Issues
Here are some additional tips to enhance your experience while using this feature:
– Save the Macro: Ensure that your macro is saved with the document format that supports macros (like .docm).
– Working with Large Numbers: If you’re dealing with very large numbers, make sure your macro handles exceptions appropriately.
– Common Issue: If the shortcut key doesn’t work initially, check that no other programs are using the same keyboard shortcut, which could interfere with functionality.
Conclusion
You now have the tools needed to convert numbers to text in MS Word with ease. This straightforward method can save time and elevate your document presentation, especially in professional contexts. Don’t hesitate to explore more shortcuts and features available in MS Word to further improve your productivity.
Frequently Asked Questions
What versions of MS Word support this feature?
This feature is available in MS Word 2010 and later versions, ensuring that most users can benefit from it.
Can I modify the macro code later?
Yes, you can return to the VBA editor at any time to modify the code. This flexibility allows you to customize the script according to your needs.
Is it possible to use macros in online versions of Word?
No, the macro feature is not available in online versions of Word. You will need the desktop application to use macros effectively.