July 2004

Writing and Running Macros in Microsoft Word

By Teresa Lightle- Technology Coordinator                            Printable Version (pdf)

What is it?

Macros are a simply put one command, button, or keystroke, which compiles multiple steps or commands. You may already be familiar with many macros already.
You know that when you click on the printer icon   in the standard toolbar, the computer will automatically print the document to the default printer. When in fact, in the background, the computer is essentially going to File, Print, OK. These three steps are compiled into one button saving users extra steps when printing to the default printer.

Why create one of my Own?

Macros are created by individual users to save steps in repetitive processes and to work more efficiently. An example would be, if you consistently need a single envelope addressed to the State Department of Education, you could write a macro, so that when using a designated keystroke combination (which you decide), MS Word will create a new envelope, key the correct address in the address line, and then send it to the designated printer.

How does it work?

What a macro does is copy each and every command you perform step by step and records it into the computers' memory and stores it. When the user gives the “Run” command, the computer automatically repeats the commands in a very quick manner.

Recording a new Macro

The step-by-step example given below demonstrates how to create macros which will create and print an envelope to the CDE.

Open a blank document in MS Word.  In the Menu bar, choose Tools, then Macro, in the sub menu select, Record New Macro…

The Record Macro dialogue box will appear. The Macro must be given a one word name. The user can choose to have the macro placed in a toolbar by selecting the Toolbar button or by assigning a keyboard short cut by choosing the keyboard option.

 

 

 

 

For this example I will assign a keyboard short cut by clicking on the Keyboard option.

It is very important that you do not reassign short cut keys which are already in use. Notice when I told the computer I wanted to use the keystroke Alt + C, it noted that it is not currently assigned to another short cut. It is highly discouraged to reassign short cut keys. If the first option you select is taken, try another option. Using the Alt key plus a letter is usually pretty safe.

Once it is determined that this is the key stroke you will use to “Run” your macro, click the Assign button and then choose Close.

As soon as you click the close button you will be returned to the document.

 

 

There will be a small window open which will look similar to this. . This is the record macro box.
Also notice your cursor will appear with an icon similar to this , and the status bar at the bottom of the document will show REC in bold.  All of these items let you know you are in the recording stage of your macro.  From the time you click Close in the dialogue box above, the computer will be recording each and every command given. To stop recording after you have completed recording all the steps, click the square on the left side of the macro window.

The steps to produce the above macros are captured in this .wmv file. You must have a form of media player to view.  If the media player displays in a small window, click the expand button in the lower right corner of the media player window.

Running the Macro

In order to have the macro “Run” (repeat the steps), use the short cut keys you assigned. Depending on the macro, sometimes it will run so fast you won’t see anything happening.

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For Questions or Comments about this newsletter please contact: tlightle@bcoe.org

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