How to Delete Paragraphs Not Containing Specific Texts in Your Word Document

In this article, we would like to offer the way to delete paragraphs not containing specific texts in your Word document.

In our previous article, we have shown the way to find or delete paragraphs containing specific texts. For detailed explanations, here is the link: How to Quickly Find or Delete Paragraphs Containing Specific Texts in Your Word Document

This time we will provide you the method to find paragraphs with specific texts and offer you the options to delete others not containing them. Similarly, the solution to the task is use a macro.

Delete Paragraphs Not Containing Specific Texts

1. To start with, click “Developer” tab in the Ribbon.
2. Then click “Visual Basic” to trigger the VBA editor in Word.
3. Or if the “Developer” tab hasn’t been activated yet, you can press “Alt+ F11” instead.
4. Next in the editor, click “Normal” project on the left column.
5. Then on the menu bar, click “Insert”.
6. And choose “Module” from the drop-down menu of “Insert”.
7. Now double click on new module as to open it and paste the bellowing macro there:

Sub DeleteParagraphsNotContainingSpecificTexts()
  Dim strFindTexts As String
  Dim nSplitItem As Long
  Dim strButtonValue As String
  Dim objPara As Paragraph
  Dim objDoc As Document
 
  strFindTexts = InputBox("Enter texts to be found here, and use commas to separate them: ", "Texts to be found")
  nSplitItem = UBound(Split(strFindTexts, ","))
 
  With Selection
    .HomeKey Unit:=wdStory
 
    ' Find the entered texts one by one.
    For nSplitItem = 0 To nSplitItem
 
      With Selection.Find
        .ClearFormatting
        .Text = Split(strFindTexts, ",")(nSplitItem)
        .Replacement.Text = ""
        .Forward = True
        .Wrap = wdFindContinue
        .Format = False
        .MatchWholeWord = False
        .MatchCase = False
        .MatchSoundsLike = False
        .MatchWildcards = False
        .MatchAllWordForms = False
        .Execute
      End With
 
      Do While .Find.Found = True
        ' Expand the selection to the entire paragraph.
        Selection.Expand Unit:=wdParagraph
        Selection.Range.HighlightColorIndex = wdYellow
        .Collapse wdCollapseEnd
        .Find.Execute
      Loop
    Next
  End With
 
  strButtonValue = MsgBox("Are you sure to delete all paragraphs without specified texts and remove the highlight?", vbYesNo)
  If strButtonValue = vbYes Then
    For Each objPara In ActiveDocument.Paragraphs
      If objPara.Range.HighlightColorIndex = wdNoHighlight Then
        objPara.Range.Delete
      End If
    Next objPara
 
    ActiveDocument.Range.HighlightColorIndex = wdNoHighlight
  End If

  Set objDoc = Nothing
End Sub

8. Next click “Run” button or hit “F5” to execute the codes.
9. Now here is the “Texts to be found” box. This macro empowers you to find several pieces of texts at the same time. All you need is to enter texts I the text box and use comma to separate them. And remember there is no space after each comma.
10. Then click “OK” to move on.
11. Now all paragraphs containing specific texts are in yellow highlight. There is also the confirmation message box asking if you want to delete those paragraphs not containing particular texts. Click “Yes” or “No” accordingly.

Regain Your Vital Assets

Needless to say, data has become one of the most important assets in a business organization. Therefore, it deserves your constant attention. For example, check both critical documents and backups on a regular basis. And if any damaged doc is found, you must take actions right away.

Author Introduction:

Vera Chen is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including xls repair and pdf repair software products. For more information visit www.datanumen.com