Macro for Inserting Multiple Photos from Excel List into Word

henhelm · #1 02-10-2020, 08:27 PM

I was looking for help with a Word macro that could do the following:

(1) Insert multiple photos into a word document without having to navigate through a directory to find the photo folder. (2) Retrieve and insert the captions for those photos from a column of data in an excel sheet. (3) Format the caption font to a certain font style.

I would sincerely appreciate your help.

Macropod has graciously provided this code, but the user must navigate to the file folder containing the photos and the captions are created based on the image names (I apologize if I am not pasting this code correctly):

Code:

Sub AddPics()
Application.ScreenUpdating = False
Dim Stl As Style, i As Long, j As Long, c As Long, r As Long, NumCols As Long, iShp As InlineShape
Dim oTbl As Table, TblWdth As Single, StrTxt As String, RwHght As Single, ColWdth As Single
On Error GoTo ErrExit
NumCols = CLng(InputBox("How Many Columns per Row?"))
RwHght = CentimetersToPoints(CSng(InputBox("What max height for the pictures, in centimeters (e.g. 5)?")))
On Error GoTo 0
'Select and insert the Pics
With Application.FileDialog(msoFileDialogFilePicker)
  .Title = "Select image files and click OK"
  .Filters.Add "Images", "*.gif; *.jpg; *.jpeg; *.bmp; *.tif; *.png"
  .FilterIndex = 2
  If .Show = -1 Then
    'Create a paragraph Style with 0 space before/after & centre-aligned
    With ActiveDocument
      On Error Resume Next
      Set Stl = .Styles("TblPic")
     If Stl Is Nothing Then Set Stl = .Styles.Add(Name:="TblPic", Type:=wdStyleTypeParagraph)
      On Error GoTo 0
      With .Styles("TblPic").ParagraphFormat
        .Alignment = wdAlignParagraphCenter
        .KeepWithNext = True
        .SpaceAfter = 0
        .SpaceBefore = 0
      End With
    End With
    'Add a 2-row by NumCols-column table to take the images
    Set oTbl = Selection.Tables.Add(Range:=Selection.Range, NumRows:=2, NumColumns:=NumCols)
    With ActiveDocument.PageSetup
      TblWdth = .PageWidth - .LeftMargin - .RightMargin - .Gutter
      ColWdth = TblWdth / NumCols
    End With
    With oTbl
      .AutoFitBehavior (wdAutoFitFixed)
      .Columns.Width = ColWdth
    End With
    CaptionLabels.Add Name:="Picture"
    For i = 1 To .SelectedItems.Count Step NumCols
      r = ((i - 1) / NumCols + 1) * 2 - 1
      'Format the rows
      Call FormatRows(oTbl, r, RwHght)
      For c = 1 To NumCols
        j = j + 1
        'Insert the Picture
        Set iShp = ActiveDocument.InlineShapes.AddPicture( _
          FileName:=.SelectedItems(j), LinkToFile:=False, _
          SaveWithDocument:=True, Range:=oTbl.Cell(r, c).Range)
        With iShp
          .LockAspectRatio = True
          If (.Width < ColWdth) And (.Height < RwHght) Then
            .Width = ColWdth
            If .Height > RwHght Then .Height = RwHght
          End If
        End With
        'Get the Image name for the Caption
        StrTxt = Split(.SelectedItems(j), "")(UBound(Split(.SelectedItems(j), "")))
        StrTxt = ": " & Split(StrTxt, ".")(0)
        'Insert the Caption on the row below the picture
        With oTbl.Cell(r + 1, c).Range
          .InsertBefore vbCr
          .Characters.First.InsertCaption _
          Label:="Picture", Title:=StrTxt, _
          Position:=wdCaptionPositionBelow, ExcludeLabel:=False
          .Characters.First = vbNullString
          .Characters.Last.Previous = vbNullString
        End With
        'Exit when we're done
        If j = .SelectedItems.Count Then Exit For
      Next
      'Add extra rows as needed
      If j < .SelectedItems.Count Then
        oTbl.Rows.Add
        oTbl.Rows.Add
      End If
    Next
  Else
  End If
End With
ErrExit:
Application.ScreenUpdating = True
End Sub

Sub FormatRows(oTbl As Table, x As Long, Hght As Single)
With oTbl
  With .Rows(x)
    .Height = Hght
    .HeightRule = wdRowHeightExactly
    .Range.Style = "TblPic"
    .Cells.VerticalAlignment = wdCellAlignVerticalCenter
  End With
  With .Rows(x + 1)
    .Height = CentimetersToPoints(0.5)
    .HeightRule = wdRowHeightExactly
    .Range.Style = "Caption"
  End With
End With
End Sub

macropod · #2 02-10-2020, 09:27 PM

Do the image filenames also appear in the workbook? If not, it's impossible to guarantee the captions will be assigned to the correct images. Either way, you'll need to tell us the:
• document path;
• image path;
• workbook path & name;
• worksheet name; and
• the columns the data are to be found in.

gmayor · #3 02-10-2020, 09:45 PM

As an alternative approach, see Photo Gallery Add-in Template

henhelm · #4 02-10-2020, 10:07 PM

Document Path: C:\Users\[username]\Box Sync\SF_Projects_Active\[project number]

Image Path: C:\Users\[username]\Box Sync\SF_Projects_Active\[project number]\[project number] Report Photos

Workbook Path: C:\Users\[username]\Box Sync\[username]\RCA

Workbook Name: Inspections

Worksheet Name: [project number] Observations

Image #s in column N

Captions in column Q

**Info in brackets is generic

Column N contains the image names that correspond to those in the folder containing the images. For example, cell N2 contains the text IMG_0001 and an image in the image folder also contains an image named IMG_0001. In column N, they do not have any extension, simply the name, e.g. IMG_0001. In the folder, they are similarly named, i.e. IMG_0001. However, when I click on the properties/details of the image, the name is IMG_0001.JPG.

macropod · #5 02-12-2020, 08:06 PM

Give the following a go:

Code:

Sub AddPicsFromExcel()
Dim xlApp As Object, xlWkBk As Object, StrWkBkNm As String, StrWkSht As String
Dim StrRpt As String, StrDocPath As String, StrPicPath As String, xlFList As String, xlCList As String
Dim iDataRow As Long, c As Long, r As Long, i As Long, j As Long, k As Long, NumCols As Long
Dim iShp As InlineShape, oTbl As Table, TblWdth As Single, RwHght As Single, ColWdth As Single
StrWkBkNm = "C:\Users\" & Environ("Username") & "\Box Sync\" & Environ("Username") & "\RCA\Inspections.xlsx"
StrDocPath = ActiveDocument.Path
StrRpt = Right(StrDocPath, Len(StrDocPath) - InStrRev(StrDocPath, "\"))
StrWkSht = StrRpt & " Observations"
StrPicPath = StrDocPath & "\" & StrRpt & " Report Photos\"
If Dir(StrWkBkNm) = "" Then
  MsgBox "Cannot find the designated workbook: " & StrWkBkNm, vbExclamation
  Exit Sub
End If
On Error GoTo ErrExit
NumCols = CLng(InputBox("How Many Columns per Row?"))
RwHght = CentimetersToPoints(CSng(InputBox("What max height for the pictures, in centimeters (e.g. 5)?")))
On Error GoTo 0: On Error Resume Next
'Start Excel
Set xlApp = CreateObject("Excel.Application")
If xlApp Is Nothing Then
  MsgBox "Can't start Excel.", vbExclamation
  Exit Sub
End If
On Error GoTo 0
With xlApp
  'Hide our Excel session
  .Visible = False
  ' The file is available, so open it.
  Set xlWkBk = .Workbooks.Open(FileName:=StrWkBkNm, ReadOnly:=True, AddToMru:=False)
  If xlWkBk Is Nothing Then
    MsgBox "Cannot open:" & vbCr & StrWkBkNm, vbExclamation
    .Quit: Exit Sub
  End If
  ' Process the workbook.
  With xlWkBk
    'Ensure the worksheet exists
    If SheetExists(xlWkBk, StrWkSht) = True Then
      With .Worksheets(StrWkSht)
        ' Find the last-used row in column A.
        iDataRow = .Cells(.Rows.Count, 14).End(-4162).Row ' -4162 = xlUp
        ' Capture the F/R data.
        For i = 2 To iDataRow
          ' Skip over empty fields to preserve the underlying cell contents.
          If Trim(.Range("N" & i)) <> vbNullString Then
            xlFList = xlFList & "|" & Trim(.Range("N" & i))
            xlCList = xlCList & "|" & Trim(.Range("Q" & i))
          End If
        Next
      End With
    Else
      MsgBox "Cannot find the designated worksheet: " & StrWkSht, vbExclamation
    End If
  .Close False
  End With
  .Quit
End With
' Release Excel object memory
Set xlWkBk = Nothing: Set xlApp = Nothing
'Exit if there are no data
If xlFList = "" Then Exit Sub
With ActiveDocument
  For i = 1 To .Styles.Count
    With .Styles(i)
      If .Name = "TblPic" Then bFnd = False: Exit For
    End With
  Next
  If bFnd = False Then .Styles.Add Name:="TblPic", Type:=wdStyleTypeParagraph
  With .Styles("TblPic").ParagraphFormat
    .Alignment = wdAlignParagraphCenter
    .KeepWithNext = True
    .SpaceAfter = 0
    .SpaceBefore = 0
  End With
  With .Styles("Caption")
    With .Font
      .Name = "Times New Roman"
      .Size = 10
      .Bold = False
    End With
    .ParagraphFormat.TabStops.Add Position:=CentimetersToPoints(2.5), Alignment:=wdAlignTabLeft
  End With
  'Add a 2-row by NumCols-column table to take the images
  Set oTbl = Selection.Tables.Add(Range:=Selection.Range, NumRows:=2, NumColumns:=NumCols)
  With .PageSetup
    TblWdth = .PageWidth - .LeftMargin - .RightMargin - .Gutter
    ColWdth = TblWdth / NumCols
  End With
  With oTbl
    .AutoFitBehavior (wdAutoFitFixed)
    .Columns.Width = ColWdth
  End With
  CaptionLabels.Add Name:="Photograph"
  'Process each file from the F/R List
  k = UBound(Split(xlFList, "|"))
  For i = 1 To k Step NumCols
    r = ((i - 1) / NumCols + 1) * 2 - 1
    'Format the rows
    Call FormatRows(oTbl, r, RwHght)
    For c = 1 To NumCols
      j = j + 1
      'Insert the Picture
      Set iShp = .InlineShapes.AddPicture( _
        FileName:=StrPicPath & Split(xlFList, "|")(j) & ".jpg", LinkToFile:=False, _
        SaveWithDocument:=True, Range:=oTbl.Cell(r, c).Range)
      With iShp
        .LockAspectRatio = True
        If (.Width < ColWdth) And (.Height < RwHght) Then
          .Width = ColWdth
          If .Height > RwHght Then .Height = RwHght
        End If
      End With
      'Insert the Caption on the row below the picture
      With oTbl.Cell(r + 1, c).Range
        .InsertBefore vbCr
        .Characters.First.InsertCaption _
          Label:="Photograph", Title:=vbTab & Split(xlCList, "|")(j), _
          Position:=wdCaptionPositionBelow, ExcludeLabel:=False
        .Characters.First = vbNullString
        .Characters.Last.Previous = vbNullString
      End With
      'Exit when we're done
      If j = k Then Exit For
    Next
    'Add extra rows as needed
    If j < k Then
      oTbl.Rows.Add
      oTbl.Rows.Add
    End If
  Next
End With
ErrExit:
Application.ScreenUpdating = True
End Sub

Function SheetExists(xlWkBk As Object, SheetName As String) As Boolean
Dim i As Long: SheetExists = False
For i = 1 To xlWkBk.Sheets.Count
  If xlWkBk.Sheets(i).Name = SheetName Then
    SheetExists = True:   Exit For
  End If
Next
End Function

Sub FormatRows(oTbl As Table, x As Long, RwHght As Single)
With oTbl
  With .Rows(x)
    .Height = RwHght
    .HeightRule = wdRowHeightExactly
    .Range.Style = "TblPic"
    .Cells.VerticalAlignment = wdCellAlignVerticalCenter
  End With
  With .Rows(x + 1)
    .Height = CentimetersToPoints(0.5)
    .HeightRule = wdRowHeightExactly
    .Range.Style = "Caption"
  End With
End With
End Sub

Note: If you'd prefer to work in inches, replace all the 'centimeters' references to 'inches' and, where that is followed by a number in parentheses, change that number to a suitable value for inches.

For PC macro installation & usage instructions, see: Installing Macros

henhelm · #6 02-13-2020, 11:52 PM

Yes, thank you!

One last request

. Can you help me change the captions to read "Photograph X: Caption", in Times New Roman with size 10 font, and 5 spaces between the colon and caption?

Also, please let me know how to make a financial contribution. Thank you!

macropod · #7 02-14-2020, 12:23 AM

Quote:

Originally Posted by henhelm

Can you help me change the captions to read "Photograph X: Caption", in Times New Roman with size 10 font, and 5 spaces between the colon and caption?

Change:
CaptionLabels.Add Name:="Picture"
to:
CaptionLabels.Add Name:="Photograph"
Change:
Label:="Picture"
to:
Label:="Photograph"
Insert:

Code:

  With .Styles("Caption")
    With .Font
      .Name = "Times New Roman"
      .Size = 10
    End With
    .ParagraphFormat.TabStops.Add Position:=CentimetersToPoints(2.5), Alignment:=wdAlignTabLeft
  End With

before:
'Add a 2-row by NumCols-column table to take the images

Note: Word doesn't work with spaces the way I expect you want. Using a tab-stop should give a comparable result.

G_H · #8 07-06-2021, 02:00 AM

Thank you for this macro

Vijayshankar53 · #9 09-21-2022, 03:38 AM

Hello, Could you please help me edit the code as the text need to come next to the picture not at the height based. (For example: if some picture are not stretched to given height the text should move up)

macropod · #10 09-21-2022, 07:13 AM

It's not apparent to me what text you think should move. Perhaps all you need do is ensure an appropriate column width is chosen then, after running the macro change the table's text wrapping to 'around'. You could still also use the column sliders to move the left or right cell margins however far you need them to be.

Vijayshankar53 · #11 09-22-2022, 12:31 AM

You can view the image and i need to move the text near to the picture. Which i need to figure it out.

macropod · #12 09-22-2022, 06:58 AM

It seems to me the problem is that you have specified a row height that is way too large. That said, you could change:
.Cells.VerticalAlignment = wdCellAlignVerticalCenter
to:
.Cells.VerticalAlignment = wdCellAlignVerticalBottom

jan.w · #13 02-06-2023, 04:42 AM

Hello, I've a workbook "Inspections.xlsx" with worksheet named "Observations" saved in C:\Users\ABC\Documents\. Photos are also saved at the same folder. I've changed the code like this

Code:

StrWkBkNm = "C:\Users\ABC\Documents\Inspections.xlsx"
StrDocPath = ActiveDocument.Path
StrRpt = Right(StrDocPath, Len(StrDocPath) - InStrRev(StrDocPath, "\"))
StrWkSht = "Observations"
StrPicPath = "C:\Users\ABC\Documents\"

When I compile the code, I got a "Compile error: Method or data member not found", pointing to .Name of this line

Code:

If .Name = "TblPic" Then bFnd = False: Exit For

Please help.

Guessed · #14 02-06-2023, 03:12 PM

That may be implying that you don't have a style in your document called "TblPic".

Did you modify other parts of the code? For instance what is the With statement before we get to the .Name line.

jan.w · #15 02-06-2023, 11:04 PM

I just modified the code listed above.

I've tried adding "TblPic" style first, but it didn't work.

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