Add an Image to Word Document and Scale it using VBA

Add and Scale Images in Word Documents using VBA

Learn how to programmatically insert images into Microsoft Word documents and precisely control their size and position using VBA.

Automating document generation in Microsoft Word often involves inserting images. While manually adding and resizing images is straightforward, doing so programmatically with VBA (Visual Basic for Applications) offers significant advantages for repetitive tasks, report generation, or integrating with other systems. This article will guide you through the process of adding an image from a file, inserting it into a Word document, and then scaling it to a specific size or percentage using VBA.

Understanding Image Insertion and Scaling in VBA

When you insert an image into a Word document using VBA, you typically work with the InlineShapes or Shapes collection. InlineShapes are treated like characters within the text flow, while Shapes are floating objects that can be positioned anywhere on the page. For precise scaling and positioning, especially when you need to control the aspect ratio or set exact dimensions, working with Shapes is often more flexible.

Scaling an image involves adjusting its Width and Height properties. You can set these directly to specific point values, or you can use the ScaleHeight and ScaleWidth methods to scale by a percentage relative to the original size. It's crucial to understand the difference between these approaches and when to use each.

flowchart TD
    A[Start VBA Macro] --> B{Define Image Path & Target Document};
    B --> C{Open/Activate Word Document};
    C --> D{Select Insertion Point (Range)};
    D --> E{Add Picture as InlineShape};
    E --> F{Convert InlineShape to Shape};
    F --> G{Set Shape Position (Optional)};
    G --> H{Scale Shape (Height/Width or Percentage)};
    H --> I[End VBA Macro];

VBA Image Insertion and Scaling Workflow

VBA Code for Inserting and Scaling an Image

The following VBA code demonstrates how to insert an image, convert it to a floating shape, and then scale it. We'll provide options for scaling by absolute dimensions and by percentage.

Sub InsertAndScaleImage()
    Dim objWord As Object
    Dim objDoc As Object
    Dim objRange As Object
    Dim objInlineShape As Object
    Dim objShape As Object
    Dim strImagePath As String
    
    ' --- Configuration --- '
    strImagePath = "C:\Temp\MyImage.jpg" ' !!! CHANGE THIS TO YOUR IMAGE PATH !!!
    Const TARGET_WIDTH_POINTS As Single = 200 ' Target width in points (1 inch = 72 points)
    Const TARGET_HEIGHT_POINTS As Single = 150 ' Target height in points
    Const SCALE_PERCENTAGE As Single = 50 ' Scale to 50% of original size
    Const LOCK_ASPECT_RATIO As Boolean = True ' Set to True to maintain aspect ratio
    
    ' --- Initialize Word Application --- '
    On Error Resume Next
    Set objWord = GetObject(, "Word.Application")
    If objWord Is Nothing Then
        Set objWord = CreateObject("Word.Application")
    End If
    On Error GoTo 0
    
    objWord.Visible = True ' Make Word visible
    
    ' --- Open/Activate Document --- '
    ' You can open a new document or work with the active one
    ' Set objDoc = objWord.Documents.Add ' For a new document
    Set objDoc = objWord.ActiveDocument ' For the active document
    
    If objDoc Is Nothing Then
        MsgBox "No active document found or failed to create new document.", vbCritical
        Exit Sub
    End If
    
    ' --- Set Insertion Point --- '
    ' Insert at the end of the document
    Set objRange = objDoc.Content
    objRange.Collapse Direction:=wdCollapseEnd
    objRange.InsertParagraphAfter
    objRange.Collapse Direction:=wdCollapseEnd
    
    ' --- Insert Image as InlineShape --- '
    Set objInlineShape = objRange.InlineShapes.AddPicture(FileName:=strImagePath, _
                                                         LinkToFile:=False, _
                                                         SaveWithDocument:=True)
    
    ' --- Convert InlineShape to Shape for more control --- '
    Set objShape = objInlineShape.ConvertToShape
    
    ' --- Scaling Options --- '
    ' Option 1: Scale to specific width and height in points
    ' If you want to maintain aspect ratio, set one dimension and let Word calculate the other
    With objShape
        .LockAspectRatio = msoTrue ' Lock aspect ratio
        .Width = TARGET_WIDTH_POINTS
        ' .Height = TARGET_HEIGHT_POINTS ' Only set if LockAspectRatio is False or if you want to override
        
        ' Option 2: Scale by percentage of original size
        ' .ScaleHeight Factor:=SCALE_PERCENTAGE / 100, RelativeToOriginalSize:=msoTrue, Scale:=msoScaleFromTopLeft
        ' .ScaleWidth Factor:=SCALE_PERCENTAGE / 100, RelativeToOriginalSize:=msoTrue, Scale:=msoScaleFromTopLeft
        
        ' --- Positioning (Optional) --- '
        ' Example: Position 1 inch from left, 1 inch from top of page
        .Left = objWord.InchesToPoints(1)
        .Top = objWord.InchesToPoints(1)
        .WrapFormat.Type = wdWrapSquare ' Set text wrapping
    End With
    
    MsgBox "Image inserted and scaled successfully!", vbInformation
    
    ' --- Clean Up --- '
    Set objShape = Nothing
    Set objInlineShape = Nothing
    Set objRange = Nothing
    Set objDoc = Nothing
    ' Set objWord = Nothing ' Uncomment if you want to close Word if it was opened by the script
End Sub

VBA macro to insert an image and scale it to a specific size.

Explanation of Key Code Components

Let's break down the important parts of the VBA code:

• GetObject / CreateObject: This block ensures that the macro either connects to an already running instance of Word or starts a new one if none is found. This prevents multiple instances of Word from opening unnecessarily.
• objWord.ActiveDocument: This line targets the document that is currently open and active in Word. You can modify this to open a specific document or create a new one.
• objRange.InlineShapes.AddPicture: This is the core method for inserting an image. It takes the FileName, LinkToFile (whether to link or embed), and SaveWithDocument (whether to save the embedded image with the document) parameters.
• objInlineShape.ConvertToShape: After inserting an image as an InlineShape, converting it to a Shape object (objShape) provides much greater control over its positioning and scaling. InlineShapes are bound to the text flow, while Shapes are floating objects.
• objShape.LockAspectRatio = msoTrue: This is crucial for maintaining the image's proportions when resizing. If set to msoFalse, you can stretch or squash the image.
• objShape.Width / objShape.Height: These properties allow you to set the exact width and height of the image in points. Word uses 72 points per inch.
• objShape.ScaleHeight / objShape.ScaleWidth: These methods allow you to scale the image by a percentage relative to its original size. RelativeToOriginalSize:=msoTrue ensures the scaling is based on the image's initial dimensions, not its current dimensions.
• objShape.Left / objShape.Top: These properties control the horizontal and vertical position of the floating shape. You can specify these relative to the page, margin, or other elements. objWord.InchesToPoints() is a helpful function for converting inches to points.
• objShape.WrapFormat.Type: This property defines how text flows around the image (e.g., wdWrapSquare, wdWrapTight, wdWrapNone).

Practical Application and Customization

This VBA script provides a robust foundation for image manipulation. Here are some ways you can customize and extend its functionality:

• Dynamic Image Paths: Instead of a hardcoded path, you could prompt the user for an image file using Application.GetOpenFilename or read paths from an Excel spreadsheet.
• Looping for Multiple Images: Integrate this code within a loop to insert multiple images, perhaps from a list of file paths, each with its own scaling and positioning requirements.
• Error Handling: Enhance the error handling to gracefully manage scenarios where the image file doesn't exist or Word isn't installed.
• Positioning: Explore other positioning options for Shapes, such as aligning to the center of the page, relative to a paragraph, or using Anchor properties.
• Text Wrapping: Experiment with different WrapFormat.Type values to achieve the desired text flow around your images.

1. Open Word and the VBA Editor

Open Microsoft Word. Press Alt + F11 to open the VBA editor (Microsoft Visual Basic for Applications).

2. Insert a New Module

In the VBA editor, in the Project Explorer pane (usually on the left), right-click on your document (e.g., ThisDocument or Normal.dotm), then select Insert > Module.

3. Paste the Code

Copy the provided VBA code and paste it into the newly created module.

4. Update Image Path

Modify the strImagePath variable in the code to point to the actual location of your image file (e.g., "C:\Users\YourUser\Pictures\MyPhoto.png").

5. Run the Macro

Place your cursor anywhere inside the Sub InsertAndScaleImage() procedure. Press F5 or click the Run button (green triangle) on the toolbar to execute the macro.

6. Verify the Result

Switch back to your Word document. You should see the image inserted and scaled according to the parameters you set in the VBA code.