Use Macros in Microsoft Word to Make Your Job Easier
Microsoft world includes the time-saving feature called macros to automate the formatting of a document. Computer programmers created the world macro to call a collection of commands used to make a large programming job easier and save time.
There are two simple steps involved in working with macros-recording a macro and running a macro. When a macro is recorded, all of the keys pressed and the menus and dialog boxes displayed are recorded and become part of the macro. Once a macro is recorded, it can be run to apply the macro formatting.
There are already 950 commands in Microsoft Word, and most of the commands are on menus and toolbars and already have shortcut keys assigned to them. Some commands, however, are not assigned to menus and toolbars. Before creating a macro, you should check to see if it already exists and can be assigned.
To see the commands available, select macro from the Tools menu, and then select macros from the submenu.
In the drop down box beside the words Macros in select Word commands. If the task you want to do is already there, you will not need to create a macro. You will only need to click “run.” If the task you want to do is not there, you can create a macro.
Some examples of tasks already available in Microsoft Word include capitalize, accept all changes in a document, accept all changes shown, insert a Japanese greeting, apply a certain heading, apply a list bullet, maximize, minimize, auto fit content on a page, insert a frame, insert a footnote, and many others.
Recording a macro is simple. You turn on the macro recorder, perform the steps to be recorded, and then turn off the recorder. To record a macro, click Tools, point to Macro, and then click Record New Macro. You could also double click the REC button that displays on the Status bar. A Record Macro dialog box will be displayed. Type in a name for the macro in the Macro name text box. The name can only have letters and numbers and must start with a letter. Type a description for what you want to do in the Description text box located at the bottom of the dialog box. The description can have up to 255 characters and may contain spaces.
You must then choose where you want your macro to be used. By default it will be available for all documents. If you don’t want anyone who uses your computer and Microsoft Word to use it, specify the location in the Store macro in option.
After typing the name of your macro and specifying where it is to be stored, and typing a description, click okay or press enter to close the Record Macro dialog box. A screen with the Macro Record toolbar will be displayed. Perform all the actions you want done. After all the steps have been completed, you can stop recording by clicking the Stop Recording button on the Macro Record toolbar, or by double-clicking the REC button on the Status bar.
To play a macro in Microsoft Word, click Tools, Macro and then Macros on the submenu. Then click whichever macro you want to play and then click run. The macro will run, and your task will be repeated.
As one example of how using a macro could make your job easier, if you have a large volume of text that must often be put in different letters or documents, create a macro. Whenever you need that text in a document, you will not have to retype everything every time.
You could use a macro to do any number of tasks in Microsoft Word, from one on to a large number, as long as you record and then stop recording. It does not matter what the task is. You could use a macro to format a whole document or the rest of a document in any way you wish. You could even change fonts for part of the document or font color. Whatever you want done, just don’t stop recording until you are done. Whenever you have a large number of tasks or tasks that must be done repeatedly, a macro can help.
If you want to make using macros easier, use a shortcut key. To do this, click Record Macro. At the Record Macro dialog box, type in the name you want to call your macro. Type in the description of your macro. Click the keyboard button. Click Alt plus any other key or keys you want to use. The shift key can be after the Alt key, if you desire, but must come before any other keys. Record whatever tasks you want, and then stop recording. Those tasks will be repeated whenever you use those keys automatically by Microsoft Word, even without going to Tools and going through the other steps to make your macro run.
If you have to do a lot of repetitive tasks, or just want to make complicated tasks simpler in Microsoft Word, using a macro can help.
