Rutledge

Macros

Why Use Them:

For repetitive tasks involving several steps or a task that you have to do often. You can combine several commands into one keystroke and eliminate having to go through several dialogue boxes. It can automate a complicated set of tasks.

 Why Not Use Them:

If you receive a document by email or download one off the web, you will receive a warning that the document contains macros. Macros can contain viruses, so only open or download one if you are sure of the source. By default, the macro is stored in the Normal template for use in other documents.

 What is it?

It is like a tape recorder of steps. It records a sequence of commands and instructions and plays them back when run.

 Examples:

Signature, pledge, convert Word doc to html format (inside a table), remove a blank space in a row in a table and shift the remaining items; insert a picture and select the alignment of text around it.

 Enable Macros:

Click the Tools menu; select Macro/Security and select the Security Level tab. There are 3 choices: high, medium and low. Choose "Medium" for medium security.

(On Medium security Word will prompt you to enable or disable macros when opening a document that contains them.)

 Limitations on Creating Macros:

You can’t use the mouse to move the insertion point within the document window. You will have to use the keyboard and/or menu items.

Plan your steps. Go through the steps without using the mouse to see what shortcuts you will need.

 Example: for signature

 Click on Tools/Macro/Record New Macro

            Name the Macro. For the one we are creating choose Signature.

            I then selected Keyboard and assigned the shortcut key Alt +s

(Be sure to notice if the shortcut key is already assigned. Choose something that is  logical and easily remembered.)

You will then see a new box that says Stop. It has a Stop and a

Pause Recoding button. 

It will record the sequence of keystrokes you now make.

Enter your signature just like you want it to appear.

When you are through, click the stop button or go to Tools/Macro/Stop Recording.

This is what will appear anytime I click the shortcut Alt +s. 

Judy Rutledge
Coordinator of Educational Technology
Memphis University School
judy.rutledge@musowls.org

Shortcut keys you can use

• Shift + Home highlights to the beginning of a line

• Shift + End highlights to the end of a line

• Ctr. +Shift + → highlights the next word

• Shift + Alt and the underlined letter will bring up the drop-down menu.

• Ex. Alt +f opens the File menu

•  Shift and the underline letter will open a particular menu item after you see the drop-down menu

• Ex. Shift +f opens the Find dialogue box (first click Alt +e for the edit menu and then Shift +f)

Note that there is a shortcut for Find -  Ctrl +F    You could have used that rather than using the menu
 

Additional Resources:

Microsoft Word Macros