How to Automatically Shrink Text on Overflow in PowerPoint using VBA?

Do you want to automatically shrink text in PowerPoint when it overflows the text box? Using VBA code in PowerPoint, you can make the font size dynamically adjust to fit the available space. This prevents manually resizing the text box or font every time you edit the slide content.

In this article, we’ll provide the exact VBA macro you need to shrink text on overflow in PowerPoint. We’ll also explain step-by-step how to add this useful functionality to your PowerPoint presentations.

What Does “Shrink Text on Overflow” Mean in PowerPoint?

“Shrink text on overflow” refers to automatically reducing the font size of text when it becomes too long to fit within a text box or placeholder on a PowerPoint slide.

For example, let’s say you have a text box on a slide with the following bullet points in 24pt font:

• Alpha
• Bravo
• Charlie

If you add a fourth bullet point:

• Alpha
• Bravo
• Charlie
• Delta

The text may now be too long to fit in the original text box size. The fourth bullet point overflows outside the boundaries of the box.

One solution is to manually decrease the font size until all the text fits. However, this is tedious, especially if you frequently modify the slide content. A better approach is to use VBA to automatically shrink the font size whenever the text overflows the allotted space.

Why Use VBA to Automatically Shrink Text in PowerPoint?

There are several benefits to using VBA to dynamically resize text in PowerPoint:

1. Saves time – No need to manually adjust font sizes. The macro automatically handles it.
2. Responsive design – Text always fits the placeholder, even if the content changes.
3. Consistency – Maintains your original font size whenever possible. Only shrinks text as much as needed.
4. Professionalism – Prevents “sloppy” overflowing text on slides. Keeps your presentation looking sharp.

The VBA Code to Shrink Text on Overflow in PowerPoint

Here is the VBA macro to automatically shrink text when it overflows a PowerPoint shape:

Sub ShrinkTextOnOverflow()
    Dim oSh As Shape
    Dim oTxtRng As TextRange
    Dim iTextScale As Integer

    ' Loop through each shape on current slide
    For Each oSh In ActivePresentation.Slides(ActivePresentation.SlideIndex).Shapes

        If oSh.HasTextFrame Then
            Set oTxtRng = oSh.TextFrame.TextRange

            ' Reset to original text size
            oTxtRng.Font.Size = 24 

            Do While oTxtRng.BoundHeight > oSh.Height
                iTextScale = iTextScale + 1

                ' Reduce font size by 1 point
                oTxtRng.Font.Size = 24 - iTextScale 
            Loop

        End If

    Next oSh
End Sub

Here’s a breakdown of what this PowerPoint VBA code does:

1. Loops through each shape on the current slide
2. Checks if the shape has a text frame (i.e. contains text)
3. Resets the text to the original font size (24pt in this example)
4. Measures if the text height overflows the shape height
5. If so, gradually decreases the font size by 1 point until the text fits
6. Moves on to the next shape and repeats

This VBA macro ensures that text dynamically shrinks to fit inside any text placeholder, while maintaining your original font size whenever possible. It only reduces the font as much as needed to eliminate overflowing.

Feel free to modify the starting font size (24) and scale factor (-1) in the code to fit your preferences. You can also add more customization, such as only running on shapes with a specific naming convention.

How to Add the Text Shrink Macro to PowerPoint

To use this auto-fit text macro in PowerPoint, you first need to add it to your presentation. Here’s how:

1. Open your PowerPoint presentation
2. Press Alt+F11 to open the Visual Basic Editor
3. In the Project pane, expand your presentation
4. Right-click on “Modules” and select “Insert > Module”
5. Paste the VBA code from above into the new module
6. Close the VBA Editor

Your PowerPoint presentation now contains the text shrinking functionality. However, you still need a way to easily run this macro whenever you want.

How to Run the Shrink Text Macro in PowerPoint

There are two ways to execute the VBA code to resize overflowing text in PowerPoint:

1. Run manually via the Macros menu
2. Attach to a button or shape

Here’s how to manually run the macro from the PowerPoint ribbon:

1. Go to View > Macros
2. Select “ShrinkTextOnOverflow” and click Run

PowerPoint will instantly shrink any overflowing text to fit inside its shape or placeholder. Quick and easy!

However, running the macro this way can disrupt your workflow. A more integrated approach is to attach the macro to a button:

1. Add a shape to your slide
2. Right-click and select “Assign Macro”
3. Select the ShrinkTextOnOverflow macro and click OK

Now you can execute the text resizing VBA code with a single click. To make the button accessible on all slides, add it to the Slide Master.

By linking the macro to a button, you can scale text while staying in presentation editing mode. This saves time and allows the auto-fit functionality to blend seamlessly into your PowerPoint design process.

Troubleshooting the PowerPoint Text Shrink Macro

If the text resizing macro doesn’t work as expected, here are a few things to check:

By working through these common issues, you can ensure the text auto-fit functionality works reliably throughout your PowerPoint presentation.

Final Thoughts

Using VBA to automatically shrink text in PowerPoint can greatly enhance your slide design workflow. With this macro, you no longer have to worry about text overflowing placeholders or manually tweaking font sizes. Just run the code and watch your presentation instantly become more professional and polished.

Try adding this text resizing macro to your PowerPoint toolbox today. It’s a small change that can make a big impact on the quality and consistency of your slides. Your audience will appreciate the upgraded visual experience.

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Trish Dixon

Trish Dixon is the founder of PPTBliss and a PowerPoint expert with over a decade of experience in presentation design. Passionate about visual storytelling, Trish shares her expertise through easy-to-follow tutorials on slide design, animations, transitions, and best practices, helping professionals create impactful presentations across industries.

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