by Tanya Harvey Ciampi

These macros works in MS Word 97

Once you have installed the macro below, you will need to add a macro button in your toolbar or in your right-click menu to run the macro.

Macro for extracting words from a document that are not present in MS Word's spell-check dictionary

What the macro does

This macro can be useful for terminology work (working with the source language document). It goes through your document, word by word, checking the spelling of the individual words. If a word is not found in Microsoft Word's spell-check dictionary, it is copied to a new file. The process may take a while for long texts, but at the end you will be presented with a list of all the words in your document that were not present in the spell-check dictionary, with any duplicates removed.

How to set up the macro

1. Select and copy the text of the macro shown below: Copy only the material that appears between the lines of asterisks; DO NOT copy extra blank lines or the asterisks themselves.

**********cut here (do not include this line) **********

' ExtractNewWords Macro: Extracts words from your document
' that are not present in MS Word's spell-check dictionary
' Useful for terminology research
' Macro recorded on 14.08.02 by Tanya Harvey
'
' If no Word document is open
On Error GoTo MainStop
If Documents.Count = 0 Then
WordBasic.MsgBox "Open the document from which you wish to extract the words that are not present in MS Word's spell-check dictionary!"
Exit Sub
End If
' If more than one Word document is open
If Documents.Count > 1 Then
WordBasic.MsgBox "Close all Word documents and open only the document from which you wish to extract the words that are not present in MS Word's spell-check dictionary!"
Exit Sub
End If
' Declaration in confirmation dialogue box
Dim Prompt As String
Dim Title As String
Dim Response As String
Dim Style As Integer
Dim lingo As String
lingo = ActiveDocument.AttachedTemplate.LanguageID
For Each la In Languages
x = Application.Languages(la).ID
If x = lingo Then
lingo = la.NameLocal
End If
Next la
Prompt = "Is the language of your document <" + lingo$ + ">?" + Chr(13) + "(If not, click <No> and set the correct language!)" + Chr(13) + "" + Chr(13) + "This operation may take a while..."
Style = 36
Title = "Document language setting"
Response = MsgBox(Prompt, Style, Title)
If Response = vbNo Then
MsgBox "To set the language of your document, select:" + Chr(13) + "" + Chr(13) + "Edit/Select All" + Chr(13) + "Tools/Language/Set Language (select your language)" + Chr(13) + "Default/Yes/OK"
Exit Sub
Else
' Open a new document in which to save the words
Set doct = Documents.Add
' Arrange open windows
Windows.Arrange
' Activate the document from which to extract the terminology
Dim AnzahlFenster As Integer
Dim NummerAktivesFenster As Integer
AnzahlFenster = Application.Windows.Count
NummerAktivesFenster = Application.ActiveWindow.Index
If AnzahlFenster > NummerAktivesFenster Then
Application.ActiveWindow.Next.Activate
Else
Application.Windows(1).Activate
End If
' Select the entire content of the document
Selection.WholeStory
' For each word in the document do all instructions up to "Next"
For Each mot In Selection.Words
' If the word is not present in MS Word's spell-check dictionary
If mot.GetSpellingSuggestions.SpellingErrorType = wdSpellingNotInDictionary Then
' Activate the document listing the words extracted
doct.Activate
' Remove any additional spaces after the word
mot = Trim(mot)
' Type the word in the list…
Selection.TypeText mot
' … followed by a paragraph mark
Selection.TypeParagraph
End If
Next
' Go to top of list of words extracted
Selection.HomeKey Unit:=wdStory
' Tidy the list by removing duplicates
Do
' Copy the next word
Selection.EndKey Unit:=wdLine, Extend:=wdExtend
Selection.Copy
Dim A$
' Call highlighted word a$
A$ = WordBasic.[Selection$]()
' Deselect current term so that it is not replaced and at least one occurrence remains
Selection.EndKey Unit:=wdLine
' Replace all duplicates with no text
Selection.Find.ClearFormatting
Selection.Find.Replacement.ClearFormatting
With Selection.Find
.Text = A$
.Replacement.Text = ""
.Forward = True
.Wrap = wdFindStop
.Format = False
.MatchCase = False
.MatchWholeWord = False
.MatchWildcards = False
.MatchSoundsLike = False
.MatchAllWordForms = False
End With
Selection.Find.Execute Replace:=wdReplaceAll
' Deselect previous word to continue with next
Selection.MoveRight Unit:=wdCharacter, Count:=1
' Repeat until end of document
Loop While WordBasic.AtEndOfDocument() = 0
WordBasic.MsgBox "End of spell check: All the words not present in MS Word's spell-check dictionary have been written to a separate file. Duplicates have been removed."
End If
MainStop:
If Err.Number <> 0 Then
MsgBox "An error has occurred. Make sure that the dictionary for the language of your document is installed (search your hard drive for <*.lex> to locate the dictionary files.)"
End If

**********cut here (do not include this line) **********

2. In the menu bar at the top of your window in Word, click on the Tools menu. Click on Macro, then on Macros in the sub-menu.

3. The Macros dialog box will open. Type the name "ExtractNewWords" for the macro in the "Macro name:" field.

4. Click the Create button.

5. A window titled "Microsoft Visual Basic – Normal – [New Macros (Code)]" will open. In the window that appears, find the line of text that reads: Macro created [Today’s Date] by [Your Name]

6. Paste the macro lines that you copied in Step 1 into the Visual Basic window, at the spot where the input cursor is blinking.

7. Save your macro by clicking the Save button (diskette icon) on the toolbar.

8. Close the whole Visual Basic window. Your macro is now installed.

9. Add a macro button in your toolbar or in your right-click menu to run the macro.

How to run the macro

Before launching this macro, you will need to specify the language of your document:

Select Edit/Select All
Select Tools/Language/Set Language (select)
Click on Default/Yes/OK

Open only the document from which you wish to extract the words that are not present in MS Word's spell-check dictionary, then click on the macro button in your toolbar or select the macro from your right-click menu.