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Drop-Down List vs. VBA Macro - Microsoft Word

Posted on 2013-06-18
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Last Modified: 2013-06-26
I have a MS Word 2003 document that I want to insert drop-down menus into -  I can't password protect because the document needs to remain complete flexible (the 'free form text" fields used with the "form" function is too limiting for our users). Is there any way to insert drop-down menus without password-protecting/locking the document?

If there isn't, is there a simple VBA macro that I can use to create a drop-down menu (with as little as 2 options, and as many as 65 options) in a basic word document?
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Question by:John_W_Cooney
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GrahamSkan earned 1500 total points
ID: 39256830
You have several options.

1. You can use one or more Form Fields, and put them in a protected Section or Sections while leaving other sections editable. The advantage of this is that it requires no programming. The disadvantage is that the dropdown can only hold 25 items, and you lose spell checking facility for the whole document.

2. You can upgrade to a later Word version and use Content Controls

All the rest requires a knowledge of VBA

3. You can put an Active X control on the document. These may not be suitable to your task and are resource-hungry. See this article by Cindy Meister:
http://msdn.microsoft.com/en-us/library/office/aa140269%28v=office.10%29.aspx

4. It is possible to create a dropdown in a menu toolbar and select from that.

5. A VBA userform can have a Listbox or a Combo Box that can be used to hold items for selection
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by:John_W_Cooney
ID: 39266812
Thank you for your response, but I’m not sure we’ll be able to use any of the options.
Some of our drop-downs have way more than 25 items
We’re unable to upgrade to a different version of Word (we’re using business software)
We don’t have knowledge of VBA, and are concerned that it would take time to create and to maintain.

Our document has to remain mostly a basic word document, so users can change headings, add formatting, attachments, etc. as they like – out of 15 pages, there are only about 10-15 drop-down lists that we need.  Is there any other method/tool out there (maybe that works as an add-on to Word) that we can use?
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Expert Comment

by:GrahamSkan
ID: 39276532
I'm not familiar with any such add-ins - my instinct is to do-it-myself.

It sounds like a fairly simple task. You could consider a bespoke solution. Some experts here will take on that sort of thing for payment. As individuals we are not permitted to solicit for such work, but any experts who do will have direct contact details in their profiles.
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