SDA 3.4 Documentation for WORDMACRO
wordmacro - Install and Use Word Macro for Codebooks
program can generate a "tagged" codebook file which can then be
read into Microsoft Word. The various "tags" (within angle
brackets) in the file indicate that a certain format or style is
to be applied to that part of the codebook. And the definition
of the various styles is defined in the SDA codebook macro
package. To make this work, the SDA codebook macro package must
be installed into the copy of Word that resides on the computer
that is used to create the Word codebook.
This document explains how to install and use the special SDA
codebook macro package. You only need to install the
PUT THE MACRO FILE ON YOUR PC
A copy of the macro file is distributed with the SDA package and
can be found in the same directory as the SDA programs. The name
of the file is ’sdacdbk.txt’. You can also download the file by
and then saving the file.
INSTALL THE MACRO DEFINITIONS
To install the SDA macro, follow these steps:
- Start the Microsoft Word program on your PC.
- Click on ’Tools’, then ’Macro’, then ’Macros’.
(This brings up the "Macros" dialog box.)
- Enter the macro name ’sdacdbk’ at the top of the
Macro dialog box.
(This will be the name of the macro to use later.)
- Click on the "Create" button
(This brings up the Visual Basic window for editing the new
- Delete ALL the text in the window -- THIS IS VERY
(This includes the lines beginning ’Sub sdacdbk()’ down to ’End
- Click on ’Insert’ at the top of your screen, then
(This brings up the usual Windows "File" dialog box.)
- Find the ’sdacdbk.txt’ file, select it, then click
on ’Open’ -- this installs the macro.
(You will find this macro file in the folder or directory where
you put it when you downloaded the file.)
- Close the Visual Basic editor, by clicking the ’X’
in the upper right-hand corner.
(This takes you back into the usual Word environment.)
- Exit from Word, saying "yes" to modification of the
(The macro definitions will then be available whenever the
default ’normal.dot’ template is used. If you are using some
template other than the default ’normal.dot’, the macro
definitions will be attached to that template.)
USING THE SDA CODEBOOK MACROS
After you have installed the macro, you can create a Word
codebook file by following these steps:
Once you have generated the Word codebook, it can be edited
like any other Word file. One thing to keep in mind is that the
table of contents is produced dynamically. So if you make
modifications that affect the page numbers, you can easily
recreate the table of contents by putting your cursor anywhere in
the area of the table of contents and pressing the ’F9’ key.
- Have the tagged codebook file available on your PC.
(A tagged codebook file is produced by the XCODEBK program when
you specify ’type=tagged1side’ or ’type=tagged2side’ in the
command file. The tagged file is a text file, with indications
of where to apply each style. This is the file to which Word
will apply the SDA codebook macro. If you want to download a
small tagged file for testing,
and then save the file.)
- Start the Microsoft Word program on your PC.
(Unless you are already in the program)
- Click on ’File’ then ’Open’, then find your tagged
codebook file and bring it into Word.
(Once you find your file, you can double-click on it to bring it
- Click on ’Tools’, then ’Macro’, then ’Macros’.
(This brings up the processor for macros.)
- Select ’sdacdbk’ from the drop-down list of
(It should be on that list, if you installed the macro
- Click ’Run’, on the right hand side of the dialog
(This indicates that you want to apply the macro to the tagged
- Read the instructions, then click on ’OK’.
- Specify a name for the new Word file that will be
created -- it must have a ’.doc’ suffix.
- Wait for Word to apply the macro -- until a message
(The time required for Word to process the file depends on the
size of your tagged file, and the speed of your computer. The
table of contents is the last part to be generated.)
- Save the new Word file.
(This new file will be a different file from the tagged file that
was produced by XCODEBK.)
- View and/or print the new Word document.
- Exit from Word when you are finished.
CUSTOMIZING WORD CODEBOOKS PRODUCED BY THE ’SDACDBK’ MACRO
There are two basic ways to modify the format of the Word
codebooks produced by the "sdacdbk" macro: 1) the macro-generated
codebook document can be modified afterwards, using Word; 2) the
macro itself can be modified. We’ll discuss each of these
approaches in turn.
1. Edit Your Word Document
The simplest approach is to run the "sdacdbk" macro as is. Once
you’ve generated a Word document for your codebook, it can be
edited like any other Word document by using Word’s various menus
and dialogs. Since this approach is relatively easy and
straightforward, this is what we recommend most users do. See
also the next section, containing some tips on changing the
format of Word codebooks.
2. Modify the ’SDACDBK’ Macro
If you are familiar with Visual Basic and the Word "object model"
(or are willing to learn) then it might be reasonable in some
circumstances to modify the "sdacdbk" macro so it automatically
produces the format you want.
For example, it would be relatively simple for a Visual Basic
programmer to alter the font properties in the various style
definitions in the macro. If you produce a large volume of
codebooks that all have the same formatting, then it might be
reasonable to customize the macro code to avoid some hand-
editing. (Be advised though that the "tagged" output format may
be modified somewhat in future versions. So the customizations
you make to the current "sdacdbk" macro may not be fully
compatible with future "tagged" output versions.)
Various books and online resources are available for learning
about Visual Basic programming with Word. One book we have found
useful is: Steven Roman, Writing Word Macros: Learning to
Program the Word Object Model Using VBA. New York:
O’Reilly and Associates, 1999.
Of course, you can also combine these approaches. For example,
you might want all of your codebooks to have a specific font size
for certain style definitions. You could achieve this by
customizing the code in the "sdacdbk" macro to set your special
font size for each style definition. But then you might also
want to add charts and graphics that are specific to a particular
codebook. For this latter type of modification, you would just
edit the Word document by inserting the charts and graphics you
wish, after first applying your modified "sdacdbk" macro.
TIPS ON CHANGING THE FORMAT OF WORD CODEBOOKS
The "sdacdbk" macro defines various formatting styles and adds
them to the current document’s template. A "style" in Word is
just a definition of various formatting properties -- such as
font, point size, indentations, etc. -- that can be applied to
various parts of a document. The "sdacdbk" macro’s style names
all begin with "Sda" and their properties can be viewed and
modified from within Word by going to the "Format" menu and
clicking "Style ...". (If you want to customize the style
definitions in the macro itself, the definitions are clearly
identified with comments in the code.)
If you change the codebook fonts, you need to be aware of the
distinction between monospace and non-monospace fonts. The
variable descriptions in an SDA codebook often include a
frequency distribution with numbers in columns. To line up
correctly, these columns must use a monospace font -- that is, a
font in which each letter takes up the same amount of space.
Therefore, the "sdacdbk" macro applies the monospace "Courier
New" font to those sections of the codebook -- such as variable
descriptions -- where the "lining up" of text might be an issue.
Introductions and appendices are also presented in a monospace
font by default, since they may also include information where
spacing is an issue. However, you can easily change the default
monospace font that is applied to these introductions and
appendices (or parts of these sections) by using regular Word
Updating and Modifying the Table of Contents
Modifying a Word codebook -- adding charts, inserting text,
changing the fonts in certain passages, etc. -- may affect the
page numbering. Whenever the table of contents needs to be
updated to reflect such changes, just put the cursor anywhere in
the area of the table of contents and press the ’F9’ key.
If you want to modify what appears in the table of contents, it
is important to understand how it is generated by Word. The Word
program looks through the entire document for material that has
been characterized or "tagged" as a heading.
The table of contents is then generated automatically by putting
all of those heading items together. The "sdacdbk" macro
characterizes or "tags" as a heading the following items:
- titles of the introductions and appendices
- headings for groups of variables and,
- the name and label of each variable
You can add your own items to the table of contents just by
applying a heading style to the text you want to appear in the
table of contents. For example, if you add a chart (with a
title) to your codebook, just apply an appropriate heading style
to the chart’s title and update the table of contents by pressing
the ’F9’ key.
Note that each heading style is defined as a level-1 heading, a
level-2 heading, and so on up to a level-9 heading. You can
specify the range of heading levels that your table of contents
will display. By default, the sdacdbk macro will
include levels 1, 2, and 3. (The headings for groups of
variables are designated as levels 1 and 2, and the individual
variable names and labels are designated as level 3.) If you
wanted to include the headings for groups of variables, but not
the individual variable names and labels, you would set the top
of the range to level 2.
Word also enables you to change the format of the table of
contents as a whole by providing many built-in styles that can be
chosen by selecting from a list. If you are interested in
modifying the appearance of your codebook’s table of contents, it
is worth exploring Word’s many options in this area.
Headers and Footers
The "sdacdbk" macro creates headers and footers for the codebook
pages. These headers and footers are "one-sided" or "two-sided"
depending on whether the codebook "type" was specified as
"tagged1side" or "tagged2side" in the XCODEBK batch options file.
A "one-sided" header or footer prints in the same format on every
page. A "two-sided" header or footer prints in different formats
on even and odd pages to accommodate two-sided printing.
By default, the study title and the page number are printed on
opposite ends of the header line. And the date the codebook was
created is printed in the center of the footer line. However,
you can easily change the content and the format of the headers
and footers from within Word. (Go to the "View" menu and select
"Header and Footer".)
Long documents in Word are typically broken up into "sections" to
make certain formatting tasks easier. Page numbering, header and
footer styles, and other formats can be specified individually
for each section. For example, it’s customary for books to 1)
have no page numbering or header/footer information on the title
page; 2) use roman numerals for the page numbers in the table of
contents; 3) re-start the page numbering on the first "real" page
of the book and use arabic numerals.
The "sdacdbk" macro follows this convention and uses Word
sections to format the codebook headers and footers accordingly.
The first section, the title page, has a blank header/footer.
The second section is the table of contents, with page numbers in
roman numerals. The rest of the codebook is also broken up into
sections -- one for the introductions, one for individual
variable descriptions, and one for the appendices. The page
numbering re-starts with the first introduction (in arabic
numerals) and is continuous to the end of the codebook. Also,
since each of these final three sections has the same
header/footer format, the Word "link to previous" property is
used to keep the formatting consistent.
Converting to a PDF document for the Web
Word codebooks can be printed out and distributed by hand or by
mail. Users can also receive or download a copy of the Word
document and print it out for themselves. Keep in mind, however,
that if users obtain a copy of the Word file, they can also
modify it before they print it.
It is often desirable, therefore, to put printable documents on
the Web, so anyone with a browser can view and print them -- but
cannot modify them before printing. Typically these documents
are in "PDF" format since the Adobe Acrobat "Reader" software can
be downloaded and used for free.
If you purchase the the version of Adobe Acrobat that creates PDF
files, it is easy to produce a PDF-format codebook from your
Word-format codebook. The newer versions of this software plug
into your Word software so that you can just "Save as ..." to PDF
format from within Word. No other special editing or processing
Here’s an example of a codebook in
and the same codebook after it’s been automatically converted to
CSM, UC Berkeley
January 25, 2010