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TECH TIP - Microsoft Word Macros
There are 4 features of Word that are rarely used. They reside it the Status Bar at the bottom of the Microsoft Word screen. We will cover one of these features here – Macros.
First of all, your Status Bar has to be showing. Look at the bottom of the screen and you should see information about the document, such as: Page #, Sec. #, paging information, cursor location, etc.
If you don’t see this information, then your Status Bar is not showing. To show your Status Bar, click on Tools, then click on Options. Click on the View tab, then in the Show section, click on Status bar.
OK – now that your Status Bar is showing, look there for 4 options – REC, TRK, EXT, and OVR (they are very light - dimmed). If you double-click on these options, they will become active. We will be using the REC option – which stands for Record Macro.
First of all what is a Macro? Well, I typed in “macro” in my trusty Google search engine (define:macro): “A set of keystrokes and instructions that are recorded, saved, and assigned to a short key code. When the key code is typed, the recorded keystrokes and instructions execute (play back). Macros can simplify day-to-day operations, which otherwise become tedious.” (I couldn’t have said it better myself!).
So, you can make a macro to do a task with one keystroke (such as Alt-Z) that executes a series of keystrokes. Example: You can make a macro to strip out those little characters that you get when someone forwards you an email (>). Or – you can type a signature block – your name, title, company, telephone number, etc, - assign it a keystroke – and use the assigned keystroke to execute the macro. Cool!
So – here we go – we will make a macro. Try this - you’ll have fun doing it and you might actually use it some day! Follow these steps:
Now – try it out. Just press the keys you assigned to the macro – Alt-Z. Presto!!! The text you assigned to the macro appears instantly.
One last thing – you can delete macros that you no longer want by clicking Tools, then clicking on Macro, then select Macro (or use the shortcut key – Alt-F8). Click on the macro you want to delete and click on Delete.
You can add a macro that you created that uses a keyboard shortcut to the toolbar (Standard or Formatting). Follow these steps:
Now you can use the Macro by clicking on it in the Toolbar. Very Cool!
To remove it from the toolbar, repeat steps 1 through 4 above. Then drag the macro in the toolbar back to the box on the right hand side of the window.
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