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Thread: Wrap Text On Spaces Up To A Maximum Number Of Characters Per Line

  1. #1
    Forum Guru Rick Rothstein's Avatar
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    Wrap Text On Spaces Up To A Maximum Number Of Characters Per Line

    NOTE: The code in this message assumes your text does not have any Line Feeds in it. If your code does have Line Feeds, then use the code in Message #16 instead.

    This question has come up several times in newsgroups and forums across the years, and it just did so again in another forum I visit, so I thought I would share the solution I posted in response here in this forum. To rephrase the question... you have a text string that you want to wrap into individual lines, with a prescribed maximum number of characters per line, but the line wrapping should only take place at a space between words. As an example, let's say the text string is this...

    Today is a fine day to go outside because the weather is so nice.

    and you want to line wrap it with no more than 25 characters on any single line. This is how the text should look (remember, we are wrapping text at a blank space only)...

    Today is a fine day to go
    outside because the
    weather is so nice.

    If, on the other hand, we were to allow a maximum of 35 characters per line, then the wrapped text would look like this instead...

    Today is a fine day to go outside
    because the weather is so nice.

    Okay, here is a UDF (user defined function) that will perform the appropriate line wrapping (the first argument is the text you want to wrap and the second argument is the maximum number of characters per line)...

    Code:
    '  Turn the Cell Format "Wrap text" setting
    '  on for the cell containing this UDF
    Function WrapText(CellWithText As String, MaxChars) As String
      Dim Space As Long, Text As String, TextMax As String
      Text = CellWithText
      Do While Len(Text) > MaxChars
        TextMax = Left(Text, MaxChars + 1)
        If Right(TextMax, 1) = " " Then
          WrapText = WrapText & RTrim(TextMax) & vbLf
          Text = Mid(Text, MaxChars + 2)
        Else
          Space = InStrRev(TextMax, " ")
          If Space = 0 Then
            WrapText = WrapText & Left(Text, MaxChars) & vbLf
            Text = Mid(Text, MaxChars + 1)
          Else
            WrapText = WrapText & Left(TextMax, Space - 1) & vbLf
            Text = Mid(Text, Space + 1)
          End If
        End If
      Loop
      WrapText = WrapText & Text
    End Function
    If you would rather do the line wrapping using a macro to process an entire column of text rather than using individual UDF formulas, then here is such a macro...

    Code:
    Sub WrapTextOnSpacesWithMaxCharactersPerLine()
      Dim Text As String, TextMax As String, SplitText As String
      Dim Space As Long, MaxChars As Long
      Dim Source As Range, CellWithText As Range
      
      ' With offset as 1, split data will be adjacent to original data
      ' With offset = 0, split data will replace original data
      Const DestinationOffset As Long = 1
    
      MaxChars = Application.InputBox("Maximum number of characters per line?", Type:=1)
      If MaxChars <= 0 Then Exit Sub
      On Error GoTo NoCellsSelected
      Set Source = Application.InputBox("Select cells to process:", Type:=8)
      On Error GoTo 0
      For Each CellWithText In Source
        Text = CellWithText.Value
        SplitText = ""
        Do While Len(Text) > MaxChars
          TextMax = Left(Text, MaxChars + 1)
          If Right(TextMax, 1) = " " Then
            SplitText = SplitText & RTrim(TextMax) & vbLf
            Text = Mid(Text, MaxChars + 2)
          Else
            Space = InStrRev(TextMax, " ")
            If Space = 0 Then
              SplitText = SplitText & Left(Text, MaxChars) & vbLf
              Text = Mid(Text, MaxChars + 1)
            Else
              SplitText = SplitText & Left(TextMax, Space - 1) & vbLf
              Text = Mid(Text, Space + 1)
            End If
          End If
        Loop
        CellWithText.Offset(, DestinationOffset).Value = SplitText & Text
      Next
      Exit Sub
    NoCellsSelected:
    End Sub
    Note the comment above the line of code where the DestinationOffset constant is set (the Const statement).


    HOW TO INSTALL UDFs
    ------------------------------------
    If you are new to UDFs, they are easy to install and use. To install it, simply press ALT+F11 to go into the VB editor and, once there, click Insert/Module on its menu bar, then copy/paste the above code into the code window that just opened up. That's it.... you are done. You can now use WrapText just like it was a built-in Excel function. For example (assuming 35 characters per line),

    =WrapText(A1,35)


    HOW TO INSTALL MACROs
    ------------------------------------
    If you are new to macros, they are easy to install and use. To install it, simply press ALT+F11 to go into the VB editor and, once there, click Insert/Module on its menu bar, then copy/paste the above code into the code window that just opened up. That's it.... you are done. To use the macro, go back to the worksheet with your data on it and press ALT+F8, select the macro name (WrapTextOnSpacesWithMaxCharactersPerLine) from the list that appears and click the Run button. The macro will execute and perform the action(s) you asked for. If you are using XL2007 or above, make sure you save your file as an "Excel Macro-Enabled Workbook (*.xlsm).
    Last edited by Rick Rothstein; 12-24-2016 at 03:45 PM.

  2. #2
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    Hi Rick.
    I've been using your macro for months now, and it has become essential for my workflow. Thanks a lot!
    But since I work a lot with text in Excel, I think it can be slightly improved. Let me explain...

    I often need to wrap text in cells with existing linebreaks. Example (original cell):

    TITLE

    Chapter 1
    Today is a fine day to go outside because the weather is so nice.


    Note: there are three linebreaks in this cell, at 1st, 2nd and 3rd line.
    Alas, your macro doesn't consider existing linebreaks.
    Running the macro with a 35 characters limit, I obtain:

    TITLE

    Chapter 1
    Today is a fine
    day to go outside because the
    weather is so nice.


    But it's not correct, because I'd need this:

    TITLE

    Chapter 1
    Today is a fine day to go outside
    because the weather is so nice.


    Do you think your macro can be tweaked for this purpose?

    Thanks in advance!



    https://www.youtube.com/channel/UCnxwq2aGJRbjOo_MO54oaHA


    https://www.youtube.com/watch?v=LuAipOW8BNQ&lc=UgwplzlpYpmRqjGZem14AaABAg. 9hrvbYRwXvg9ht4b7z00X0
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    https://www.youtube.com/watch?v=LuAipOW8BNQ&lc=Ugz0Uy2bCSCTb1W-0_14AaABAg
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    Last edited by DocAElstein; 07-09-2023 at 08:00 PM.

  3. #3
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    Question Adjustment

    Using the macro for an entire column,
    Instead of wrapping the text,
    How would you either insert a delimiter into this location,
    OR
    Separate data into cells to the right (instead of below)


    https://www.youtube.com/channel/UCnxwq2aGJRbjOo_MO54oaHA
    Last edited by DocAElstein; 06-12-2023 at 05:41 PM.

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    Last edited by DocAElstein; 11-06-2023 at 04:08 PM.

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    Question RE:

    with a delimiter I can split cell into the corresponding columns to the right using text to columns. (doing the same as splitting the cells into those to the right)

    this would be to split a cell that contains a list of words into several cells in the same row, separating at the last space within a maximum of 50 characters


    https://www.youtube.com/channel/UCnxwq2aGJRbjOo_MO54oaHA
    Last edited by DocAElstein; 06-12-2023 at 05:46 PM.

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    Thanks, but it seems a step backwards.
    Rick's macro (with a tweak) would be more efficient in my workflow.

  7. #7
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    @ Rick, I took the freedom to tweak your code to adjust the linebreaks.

    Code:
    Function WrapText(CellWithText As String, MaxChars) As String
        Dim Space As Long, Text As String, TextMax As String
        Dim vLine As Variant, i As Long
        
        vLine = Split(CellWithText, Chr(10))
        
        For i = 0 To UBound(vLine)
            Text = vLine(i)
            Do While Len(Text) > MaxChars
                TextMax = Left(Text, MaxChars + 1)
                If Right(TextMax, 1) = " " Then
                    WrapText = WrapText & RTrim(TextMax) & vbLf
                    Text = Mid(Text, MaxChars + 2)
                Else
                    Space = InStrRev(TextMax, " ")
                    If Space = 0 Then
                        WrapText = WrapText & Left(Text, MaxChars) & vbLf
                        Text = Mid(Text, MaxChars + 1)
                    Else
                        WrapText = WrapText & Left(TextMax, Space - 1) & vbLf
                        Text = Mid(Text, Space + 1)
                    End If
                End If
            Loop
            WrapText = WrapText & Text & Chr(10)
        Next
        
        WrapText = IIf(Right(WrapText, 1) = Chr(10), Left(WrapText, Len(WrapText) - 1), WrapText)
        
    End Function
    Cheers !

    Excel Range to BBCode Table
    Use Social Networking Tools If You Like the Answers !

    Message to Cross Posters

    @ Home - Office 2010/2013/2016 on Win 10 (64 bit); @ Work - Office 2016 on Win 10 (64 bit)

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    Thank you very much, Admin!

    I'm sorry to ask, but do you think you can tweak the macro too?
    (it would be a time-saver)

  9. #9
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    Code:
    Sub WrapTextOnSpacesWithMaxCharactersPerLine()
      
        Dim Text As String, TextMax As String, SplitText As String
        Dim Space As Long, MaxChars As Long
        Dim Source As Range, CellWithText As Range, vLine, i As Long
        
        ' With offset as 1, split data will be adjacent to original data
        ' With offset = 0, split data will replace original data
        Const DestinationOffset As Long = 1
        
        MaxChars = Application.InputBox("Maximum number of characters per line?", Type:=1)
        If MaxChars <= 0 Then Exit Sub
        On Error GoTo NoCellsSelected
        Set Source = Application.InputBox("Select cells to process:", Type:=8)
        On Error GoTo 0
        For Each CellWithText In Source
            If Len(CellWithText.Value) Then
                vLine = Split(CellWithText.Value, Chr(10))
                SplitText = ""
                For i = 0 To UBound(vLine)
                    Text = vLine(i)
                    Do While Len(Text) > MaxChars
                        TextMax = Left(Text, MaxChars + 1)
                        If Right(TextMax, 1) = " " Then
                            SplitText = SplitText & RTrim(TextMax) & vbLf
                            Text = Mid(Text, MaxChars + 2)
                        Else
                            Space = InStrRev(TextMax, " ")
                            If Space = 0 Then
                                SplitText = SplitText & Left(Text, MaxChars) & vbLf
                                Text = Mid(Text, MaxChars + 1)
                            Else
                                SplitText = SplitText & Left(TextMax, Space - 1) & vbLf
                                Text = Mid(Text, Space + 1)
                            End If
                        End If
                    Loop
                    SplitText = SplitText & Text & Chr(10)
                Next
                CellWithText.Offset(, DestinationOffset).Value = IIf(Right(SplitText, 1) = Chr(10), Left(SplitText, Len(SplitText) - 1), SplitText)
            End If
        Next
        Exit Sub
    NoCellsSelected:
    End Sub
    Last edited by Admin; 11-19-2014 at 03:52 PM.
    Cheers !

    Excel Range to BBCode Table
    Use Social Networking Tools If You Like the Answers !

    Message to Cross Posters

    @ Home - Office 2010/2013/2016 on Win 10 (64 bit); @ Work - Office 2016 on Win 10 (64 bit)

  10. #10
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    Posting the new lines to consecutive cells

    Hi All

    The code is very useful, thanks!!

    Ive stumbled upon a requirement where in the Split Texts need to be pasted in the cells adjacent to the source cell.
    As in when text is present in
    A1 like "Hi My name is John, i live way back up in the woods in the evergreens, where stood a long cabin, and im a country boy who cannot read and write so well but i can play a guitar just like a ringin a bell"
    In B1 the text should be "Hi My name is"
    in B2 the text should be "John, i live"
    in B3 the text should be "way back up in"
    and so on.

    Also if I take the input via a userform TEXTBOX, is there a code that will post the lines to destination cells in the above format?
    When the input is the Userform1.Textbox1.Text,
    the out put should be printed in the cells of column B.


    Could please help with this?
    Thanks in advance

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