Batch Convert
By Richard Rost
9 months ago
Batch Convert Word to PDF in MS Word Using VBA
In this Microsoft Word tutorial, I will show you how to use Word VBA to develop a batch converter that allows you to convert multiple Word documents to PDFs effortlessly, without any third-party tools. We'll begin by setting up the developer tab and creating a VBA module, writing a subroutine called batch convert to process the document conversion. You'll learn to define constants for source and destination formats, work with variables, handle errors, and manage files efficiently. This tutorial is perfect for users who need to avoid repetitive conversion tasks and want to harness Word's built-in capabilities.
Jenna from Nashville, Tennessee (a Platinum Member) asks: How do I convert a bunch of Word documents to PDF without having to download any sketchy third-party tools? My boss doesn't want me to install anything new on my work computer, but I've got Microsoft Word already set up here. Is there a way to do this in bulk using Word, maybe with a bit of that VBA stuff I keep hearing about? I really don't want to open and convert every single file one by one. Any tips would help.
Members
In the extended cut, I will show you how to create a user interface for the batch conversion process in Word. We will learn how to set up constants and place elements into form fields, create a status box, and add a button that can be clicked within Word to execute the conversion. This user interface will allow users to make changes directly to the document and initiate the batch conversion process smoothly. This extended cut is available to all of my Silver members and above.
Silver Members and up get access to view Extended Cut videos, when available. Gold Members can download the files from class plus get access to the Code Vault. If you're not a member, Join Today!
Prerequisites
Links
Recommended Courses
Resources
FREE Word Level 1: https://599cd.com/Word1Free
Word Level 2 for $1.00: https://599cd.com/1Dollar
Word Forum: https://599cd.com/WordForum
Questions?
Please feel free to post your questions or comments below. Thanks.
Keywords
TechHelp Word, Word VBA, batch document conversion, convert Word to PDF, VBA coding tutorial, document automation, batch convert macro, Visual Basic editor, customizing Word ribbon, error handling in VBA, Word document types, source folder setup, file path manipulation, directory loop, Word application instance, VBA error handler, variable declaration in VBA, VBA module creation, format conversion in Word, developer tab activation, save as PDF code, user interface in Word, extended cut, membership content
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Transcript
Today we've got a Word video for the developers out there. We're going to be doing some Word VBA. In today's video, I'm going to show you how to write some code to create a batch converter to convert from pretty much any document type that Word supports to any other document type that Word supports. I'm going to show you just Word documents to PDFs, but I recently had to write this code for myself because I had a whole bunch of old Word Perfect documents. Remember that? I had to convert those to PDF files. Anything that Word can read to pretty much anything that Word can write. You can do it right inside of Microsoft Word. I had to do this for myself recently, but I remembered I also had a question from Jenna, one of my platinum members in Nashville, Tennessee. She wrote to me a while back and said, how do I convert a bunch of Word documents to PDF without having to download any sketchy third-party tools? There's a lot of those out there. My boss doesn't want me to install anything new on my work computer. A lot of bosses are like that too, but I've already got Microsoft Word set up. Is there any way to do this in bulk using Word? Maybe with a little bit of that VBA stuff I keep hearing about? I really don't want to open and convert every single file one by one. I started doing that. It's a pain. So, how do we do it? Well, it's going to involve some VBA. Now, I don't currently have an intro to VBA video just for Microsoft Word, but most of what I do is Microsoft Access and honestly VBA in Access, Excel, PowerPoint, and Word, they're all very similar. So, if you want to go watch this video, it's about 20 minutes long. Just watch it. Even if you don't have Access on your computer, it'll give you a basic overview of what VBA is and how it works. I'm going to walk you through setting it up in Word, but watch this first. It'll give you the gist.
Now, if you'd like to see me release more Word content, including Word VBA, I'm happy to make more videos. Post a comment down below and tell me I want more Microsoft Word stuff. I'm going to be redoing all my Microsoft Word courses very soon, and I'm going to be including some VBA stuff. So, stay tuned. I had a need for this one, so I figured why not make a video out of it. All right, here I am in Microsoft Word in a brand new document. I've got the developer tab already turned on. If you don't have that, what you're going to do is right-click anywhere on here, go to customize the ribbon. You're going to come over here on the right, and developer is probably not checked. Just check that box right there. Hit OK, and then you'll see the developer tab. This is what you're used to get into your Visual Basic editor. You'll see it's right there. Go ahead and click on that. That opens up this guy. Now, what we have to do is insert a new module. So, we're going to go up here and click on insert and then module, not class module, module. That'll create a brand new module, one for it, and that's where we're going to put our code. We're going to create a subroutine sub called batch convert. I have two PDF on mine, but you can just call it batch convert. Now that I'm thinking about it, batch convert works better because you can go from any format to any format. In fact, I'm going to change a few things on the fly here because in my old code, I was just going from Word Perfect to PDF.
We're going to make a couple of constants here. So, constants are values that don't change. We're going to call it source.type equals .docx. That's the regular doc type for Microsoft Word documents. Then another constant, we're going to call it destination or desc.doc.type. Like that equals .PDF. That's what we're going to convert to. Then we're going to specify a folder. So, constant, let's call it source folder equals. You're going to put where your folder is in here. I'll just create a new folder out here on my desktop, new folder. Then we'll call this convert. Let's open it up and get the name and location of where it is. There's the folder right there. We're going to copy that. You can see here I was doing my computer fax issues. That's what I was converting earlier. We can close that and put that full path name right in there. You should put a backslash at the end of it, but just in case you don't, we'll fix that in just a minute. What are constants? Constants are values that don't change. Unlike variables, which we're going to talk about in a minute, which do change. I like to put them in all caps. That just tells me later on that they are indeed constants. I like to put these up top here so that you can come in here easily in the future and just change these settings without having to go dig through all the code.
What's next? Next, we're going to declare a bunch of variables that we're going to need throughout the code. Rather than have you sit here watching me type, I'm just going to copy and paste them from my notes. We got app as an object, doc as an object. Objects are things that can hold all kinds of different values. We need an app that represents Microsoft Word, a doc that represents our document. Folder path is a string. String is a text string. File name, file path, and save path. Those are all variables we're going to be working with. Next up, we're going to add a trailing backslash in case the user forgets. This is something I always forget to do. I'll come in here later and maybe change where this folder is and forget to put that trailing backslash on there. That's why we're going to put that in folder path. We're going to start it equal to the source folder, but just check and make sure the right one character is a backslash. If not, add it on there. I make this mistake all the time. That's why I always add it in cases like this. Next up, we're going to create a new instance of Word. Now, we're going to try setting it equal to a currently open Word application. If not, if it can't get it, it's going to create a new one. You don't have to know exactly how this works, but this is how we set our Word application variable with a little bit of error handling around it. If you run into an error, just ignore it as what that says. Now, next up, I added this. I said app.visible equals true. That's for right now for me teaching you. But if you got a lot of documents, like I had a like 100 documents, I had to convert app.visible equals false. We'll definitely make it run faster because it's got to display the window every time it opens one to convert it. If you make Word invisible, it runs a lot faster. You can just switch this if you want. You don't want to see it. Just do that.
Next up, we are going to get the first file in our folder. It's going to say, DIR says go out and give me a directory, give me a file, from the folder path, which is this thing with the backslash on the end of it. That's going to be star dot whatever our doc type is here that's I'm like I said, I'm making some changes from my original code. This is actually going to be source doc type now. Give me the first star dot doc x file that you find or Word Perfect file or doc file or text file or whatever you're opening. Now we're going to loop through all of the files in the folder. We're going to stop if DIR returns an empty string, which means it's the end of all the files. We need a while loop in here. We're going to say while file name is not blank. Then our while, and I like to put whenever I make a loop, I like to put the start in the end of loop. I always make sure I put my incrementer in here. How do you increment this? How do you move to the next thing? You say file name equals just DIR by itself. Don't specify anything in here. If you just say DIR by itself, it uses the same criteria that you gave it earlier and just gets the next one. As soon as you put new stuff in here, it starts all new directory. Now we got our bread for our sandwich. Now we got to put the peanut butter and jelly inside here.
What's next? File path equals the folder path and the file name. We just got a file name, right. You know, Rick dot docx. The whole file path is going to be the folder path, which we have up here, this thing here. And the new file name we just got. That's the full name of the file we're dealing with. The save path is going to be the same thing, but we're going to replace the source doc type with the, where is it? Where is it? Where is it? Come here, destination doc type. We're going to change, right, docx to PDF. I'm going to open up Rick dot docx. I'm going to save it as Rick dot PDF. That's what that replace function does. All of this stuff, by the way, I cover in my Access VBA classes. And yes, I'm going to go over a lot of the same stuff in my Word VBA videos as they're coming out. But for now, I'm just walking you through it. So much of VBA is the same. I really hate having to make a whole nother set of videos because I've already covered all of these functions for Access. And they're the same. They work the exact same way.
Now in the loop, I like to see what's going on. If there's a hundred different files, I want to be able to see, hey, I want to show the progress of the immediate window. What's the immediate window? If you go view immediate window, you get this thing. You could do all kinds of stuff in here. We'll see how it works in a few minutes. I'm going to turn it back off for now. There's a little button over here off the edge of the screen. You can't see it here. It's just going to say converting to PDF and then show me the file name. I know what's going on. It doesn't look like the system's frozen. A little feedback. In the extended cut for the members, yes, there's going to be an extended cut folks. An extended cut for a Word video. I'm going to show the members how to actually make a little user interface for this. We're going to set a conscience. We're going to put this stuff into form fields. We have a little status box and then have a button we can click right inside a Word. You can do all this in Word. I'll talk more about this later. We're getting there. Folks, we're getting there.
Now here comes a big block of code that actually does the meat and potatoes. I'm just going to paste it in here and I'll explain it. Here it is. We're going to attempt to open and save the document. I had to add this attempt to open and save because when I was converting my big batch of stuff, I discovered that unfortunately some of my old Word Perfect documents were corrupted. I just recently took all of the CDs that I've had sitting in my garage for like 20 years. They had old files from like the 90s on them. I copied those all to my big hard drive because you know, it used to be CDs. And now it's giant hard drives. Unfortunately, CDs usually have a, well, rewritable CDs have a lifespan of about 10 years. And these are, some of these are twice that. Not every file copied. I did lose some stuff, unfortunately. So I basically in a nutshell, I had to add some error handling in here because some of those files that were corrupted wouldn't open and it would lock Access, or actually used to say in Access. It would lock Word up. Again, I had to add some error handling in here. I had to say set the document equals apps.document.open the file path. So basically telling Word, open this document, open this file that I'm telling you that we're looping through the files. If error number is anything but zero, that means there was an error encountered. Then just debug.print, fail to open, and clear the error. Then move on to the next one. At least I'd get a list of which files were bad. Some of them I could open in Word manually. They would open and I was able to save them. Some of them, one of them specifically was just completely bad. It wouldn't open it.
Otherwise, if we get to here, it was able to open the file. But I also sometimes had errors saving the file. So I added a second layer of error handling. If it encounters an error here, I wanted to know about that too. So I did doc, save as two. Yes, the command is actually save as two. The old save as, I don't know, they made a new one. So the new one is save as two. Save path. And then 17 is the format for PDF. There is a big list of these. If you change that, you got to change this number here. Where do you find that list? It's on Microsoft's website, of course. Here's the list right here. And where there's 17. I'll put a link to this list down below. In the description. In fact, I'll put it right here to see. Have it. So the gold members have it too. This, in fact, let's actually do this. Let's move this up as a constant. So I'm going to call this. Let's call it desk format. And let's move this up top. Up here. So I remember to do this. Let's call this constant desk format. Equal 17. And then I'll put that link below it. Here. Like I said, folks, I'm calling it audible and changing things up on the fly.
So that does the work there. Now we need our error handler. We can get rid of some of these blank lines in here. We'll put our error handler down at the bottom. I like to put those right before the end of the subs. We'll put this down here. There's our save error. Then resume next says just go back up and continue with the next one. Continue with the next line. It'll run back through again. Of course, you don't run into the save error right down here. Before that, I like to put an exit sub. That way there's going to be more stuff in here. But this way, once it hits this, it exits out. You don't run into this save error down here. We're almost done, folks. Next, we got to clean up. In here, we got to clean up our variables. Now, I have this in here. App.quit.If you want Word to just shut down when it's finished, just exit at this point. But I like to keep Word open so I can see everything worked fine. All right. We're going to set doc equals nothing, set app equals nothing. Any object variable type that you declare and set, you want to unset them. You want to basically destroy them by setting them to nothing so you don't run into memory leaks.
And finally, we're going to, right there, debug.print conversion complete. We're going to beep so it gets your attention, and then it exits out. And that's it. Let's give it a debug compile once in a while. Everything compiles. That's a good first step. Let's save it. Look at it. Save. I'm going to save it in my convert folder that I created. We'll call this the batch convert document.
Now, this comes up a lot. Good thing I remember to do this. It says, the following cannot be saved in a macro-free document. So do you want to continue saving? Say no. I forget this all the time. You got to drop this down and pick macro-enabled document. It's a doc m to save you from those nasty Word macro viruses that used to go around. For those of you who are old like me back in the 90s and early 2000s, the doc format from older versions of Word, you could put a macro in it, and it would just run. People would get them in email as attachments. They'd get email spam. It looked like it came from grandma. Oh, this is an interesting document. Ricky opened this up. Oh, okay. Yeah. It's got a virus in it. Thanks, grandma. They changed the standard. Anything you see that has doc m can have a macro in it. If it doesn't say doc m, it can't run a macro. That was a good move. I like that.
Now we can save it as my, what did I call it? The batch convert. Okay. So we're good to go. How do we run this thing now? I'm going to shrink it up just a little bit. Again, we're going to open up that immediate window. This is where we can actually see stuff run. And in here, we're just going to call the name of the function, which is batch convert. Just type in batch convert and press enter, and it does. There's no files in the folder. Let's put some files in the folder. Well, there's one file in the folder. Let me go get some files.
All right. I got two files. I found my story on Worf and Jadzia. You can read this later if you want to pause the video. I think I covered this one in my other Access classes. And what else did I find? Oh, I got my Do Not Ring the Bell. So I got dogs and sometimes, Amazon or whatever, they'll drop a package off at seven o'clock in the morning and ring the bell and leave. They just ring the bell. All right. They drop the package, ring the bell. Why would you ring the bell at seven o'clock in the morning? It sets my dogs off. They go crazy. I go crazy. She goes crazy. Everybody goes crazy. So I got that sign on my doorbell. Don't ring it unless you need me.
Let's go back to our VB editor. If you lost it, developer, visual basic. Here we go. It looks like I copied that story in the immediate window accidentally. That's okay. Control A to select all text delete. Type in batch convert again and then press enter. There you go. That was quick. They're very small documents. Some of the other ones I had were taking a little bit.
Let's see what we got. OK. Worf and JADZ.PDF. Open her up. Beautiful. There's that one. And let's check the other one. Make sure that one works. There it is. Two nice PDFs. You can see it did them automatically. There they are. Rename them and all that stuff. You want to change anything else? Change the source document type. Change your source folder. Maybe we should put these together. Let's do this. Let's put the source stuff together, and the destination stuff together. You just got to change these things here. Pretty easy to do.
That's it. Now, like I said earlier, we are going to do an extended cut. I'm going to have to add a few things to this. We have to add a document type with maybe a little dropdown box here so you can pick the type. We'll load them in from the common types on the Word or on the Microsoft site. There's your folder. We'll make a button. This will all be in a Word document. Your user can just open up the Word document, make whatever changes they want to make to this, and then go. They'll see it right here. This is all in the extended cut. All of my silver members and up get access to all of my extended cut videos.
Yes, I know if you're just a Word user. Most of my stuff is Microsoft Access, but learn Access. I'll be doing more Word videos in the future. If you want to see more Word videos, I need to hear from you. Post a comment down below and let me know that you want to see more Word stuff. Give me some specifics. Tell me some ideas. My videos are all very much squeaky wheel gets the grease. The whole reason I made this video was because, A, I needed to write this code, and B, I had another student a little while back who asked me the same thing. That's why I make videos. All these TechHelp videos are things that people want to see. Tell me what you want to see, and if enough people tell me the same thing, that's what gets made.
Now while we're at it, I know you probably don't need Microsoft Word beginner if you're watching this video. But you probably know someone who does, send them here. I'll be re-recording this very soon. I'll have all new versions on my website soon. Check it out.
So there you go. Who said a Microsoft Word TechHelp video wouldn't be fun? I had a lot of fun doing that. But that's going to be your TechHelp video for today. Hope you learned something. Live long and prosper my friends. I'll see you next time. Members, I'll see you in the extended cut.
If you'd like to see me release more Microsoft Word videos, be sure to like this video, subscribe to my channel, and post a comment below saying you'd like more Word videos. Right now, about 90% of the videos that I make are for Microsoft Access database design. But I love Word, and I'm totally willing to make more Word videos, but I need to hear from you. The more people that comment, the more Word videos I'll make.
In the meantime, if you'd like to learn more about Microsoft Word, come to my website at wordlearningzone.com. You can watch my full Microsoft Word beginner level one class, absolutely free. It's over an hour long, and it covers all the basics. If you like level one, you can get level two, which is another full hour-long course for just one dollar. Again, visit my website at wordlearningzone.com, or you can click on the links down below the video.
How do you become a member? Click on the join button below the video. Silver members and up get access to all of my extended cut TechHelp videos, live video and chat sessions, and lots of other perks. After you click the join button, you'll see a list of all the different membership levels that are available, and the perks associated with each one. But don't worry, these TechHelp videos will keep coming. As long as you keep watching them, I'll keep making them, and they'll always be free.
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TOPICS:
Batch converting Word documents to PDF
Setting up the Developer tab in Word
Inserting a new module in VBA editor
Creating a subroutine for batch conversion
Defining constants for source and destination types
Specifying a folder for conversion
Declaring variables for Word VBA
Ensuring folder path has a trailing backslash
Creating a new instance of Word application
Using error handling in Word VBA
Looping through files in a specified folder
Using DIR function for file management
Replacing source doc type with destination type
Displaying conversion progress in Immediate Window
Opening and saving documents with error handling
Setting object variables to Nothing to prevent leaks
Saving a Word document as a macro-enabled file
COMMERCIAL:
In today's video, we're learning about creating a batch converter using Word VBA to convert documents to different formats right in Microsoft Word. I'll show you how to set up a subroutine, define constants, declare variables, and manage file paths to automate document conversion from Word docs to PDFs. Whether you're dealing with outdated WordPerfect files or just need a simple way to convert multiple files without third-party tools, this tutorial has you covered. Plus, for our members, there's an extended cut where we'll set up a user-friendly interface for this task. Check out the complete video on my YouTube channel and on my website at the link shown. Live long and prosper my friends.
Quiz
Q1. What is the main task being accomplished with Word VBA in the video?
A. Creating a mail merge tool
B. Writing a batch converter to convert documents from one format to another
C. Developing a page layout template
D. Automating spell check feature
Q2. What was the specific document type conversion highlighted in the video?
A. Word Documents to Excel Spreadsheets
B. PDFs to Word Documents
C. Word Documents to PDFs
D. Text Files to Word Documents
Q3. How does the video suggest handling Word VBA constants?
A. Use them to store variable values that change frequently
B. Declare them in lowercase letters
C. Use them for values that do not change, often written in uppercase
D. Constants should contain file paths only
Q4. What does the code snippet 'app.visible = false' achieve when running the converter?
A. It minimizes Word to the taskbar
B. It stops the conversion process
C. It makes Word run without displaying windows, improving performance
D. It keeps Word documents locked during conversion
Q5. What tool within Word is used to access the VBA editor?
A. The File menu
B. The Home tab
C. The Developer tab
D. The Insert tab
Q6. How does the video propose handling errors when opening documents for conversion?
A. Stop the process and display an error message
B. Skip the file and continue with the next, logging errors
C. Restart the Word application and retry the process
D. Manually correct errors before proceeding with conversion
Q7. Why is it important to save the final document as a macro-enabled file (docm)?
A. To ensure the document is editable
B. To enable compatibility with older versions of Word
C. To prevent any macros from being saved with the document
D. To allow the macros within the document to execute
Q8. What does the function 'debug.print' provide during the execution of the VBA script?
A. It prints the document being converted
B. It keeps a log of the conversion progress in the immediate window
C. It sends the document to the printer
D. It compiles a summary report after conversion
Q9. Why was an error handling mechanism introduced in the batch conversion code?
A. To automatically retry failed conversions indefinitely
B. To permanently halt processing when any error occurs
C. To handle corrupt files without stopping the entire process
D. To reset the code execution to the beginning for each error
Q10. What was used to account for trailing backslashes in folder paths?
A. An automatic path repair function
B. A conditional check and append operation if missing
C. A fixed hardcoded path set at initialization
D. A folder browsing dialog that ensures proper format
Answers: 1-B; 2-C; 3-C; 4-C; 5-C; 6-B; 7-D; 8-B; 9-C; 10-B
DISCLAIMER: Quiz questions are AI generated. If you find any that are wrong, don't make sense, or aren't related to the video topic at hand, then please post a comment and let me know. Thanks.
Summary
Today's TechHelp tutorial from the Word Learning Zone is for all the developers who are keen on using Word VBA. In this session, I'll guide you through writing a VBA script to create a batch converter in Microsoft Word. This allows you to convert various document types that Word supports into other formats, focusing on converting Word documents to PDFs. You might recall similar tools for document conversion, but here we'll avoid any third-party software. Instead, we'll do everything directly in Word using VBA.
Recently, I had the task of converting several old WordPerfect documents into PDFs. After receiving a query from Jenna, a platinum member, about converting Word documents en masse without any third-party tool installations, I recognized this could be a useful tutorial for many. Jenna, like many people, needed a simple, built-in solution, as her employer preferred not to allow new software installations.
This task requires a bit of VBA knowledge. While I do not have a dedicated VBA intro video for Microsoft Word alone, I cover VBA in my Microsoft Access tutorial. The principles are very similar across Access, Excel, PowerPoint, and Word. Watching that 20-minute tutorial can be a helpful starting point.
I'm going to walk you through enabling the Developer tab in Microsoft Word, which we need for accessing the Visual Basic for Applications (VBA) editor. After you enable it, inserting a module is the next step. This module will house our script, where I'd like to illustrate creating a subroutine called 'batch convert.' My code initially was for converting WordPerfect to PDFs, but we'll focus on making this suitable for any document type.
We begin by establishing constants in our code—think of them as variables with values that never change. For example, you'll have a constant for your source type, like .docx, and another for your destination type, such as .PDF. It's necessary to specify the folder where your source documents reside. When typing file paths, always ensure that your folder path ends with a backslash. If it doesn't, our script will add one to avoid issues in code execution.
We also need to declare variables in the code—they're more dynamic than constants because their values can change. Variables will represent the application, documents, directory paths, and filenames among others. We ensure our script accounts for a trailing backslash in paths to prevent errors. Next, the Word application instance is created, or it tries to hook to an existing open instance of Word.
While running conversions, performance can be improved by rendering Word's application invisible, which fastens the process by reducing unnecessary window displays. When obtaining the first file from the folder, a loop operates through all the files until no files are left. During this loop, the script arranges each file's path and re-names paths as needed for conversion from source to the desired document format.
The VBA script then deals with potential errors when opening or saving the documents using what's known as error handling. This step ensures that the process doesn't halt in case of unusable files; we simply log where files fail and move to the next one. It's important to set and then clear any objects as 'nothing' to ensure memory efficiency.
At the end of this process, debug print statements and an optional beep sound will signal the completion of the conversion task. Don't forget to compile and save your document as a macro-enabled type to prevent issues with macro viruses of old.
The whole process is straightforward once you engage in testing with some sample documents and ensure you have macros set up in a conducive way to work across different formats. Also, for members, today's extended cut involves creating a custom interface within Word VBA that features dropdowns and form fields, adding an extra layer of interaction and usability.
If you find this Word VBA tutorial beneficial and would like more Word-related content, please let me know through your comments. My focus remains largely on Access, but with your feedback, I can incorporate additional Word lessons.
You can find a complete video tutorial with step-by-step instructions on everything discussed here on my website at the link below. Live long and prosper, my friends.
Topic List
Batch converting Word documents to PDF
Setting up the Developer tab in Word
Inserting a new module in VBA editor
Creating a subroutine for batch conversion
Defining constants for source and destination types
Specifying a folder for conversion
Declaring variables for Word VBA
Ensuring folder path has a trailing backslash
Creating a new instance of Word application
Using error handling in Word VBA
Looping through files in a specified folder
Using DIR function for file management
Replacing source doc type with destination type
Displaying conversion progress in Immediate Window
Opening and saving documents with error handling
Setting object variables to Nothing to prevent leaks
Saving a Word document as a macro-enabled file
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