Think of macros as a shortcut that will make doing a repeated process quicker in several other documents. The macro tool in Microsoft Word saves a lot of time and effort by automating processes and formatting for a document. These are some steps for how to work with macros with your documents in Microsoft Word.
- Observe how you work in Microsoft Word. First observe how you work with a particular project in Microsoft Word. Check for the formatting styles, the font used, the font size, how the content is aligned left, middle or right. The data may have ordered or unordered lists that appear in all documents so take note of how it appears. For example if you write articles following a specific format, all the formatting details will be repeated in all the following articles, which makes macro a handy tool for you to use. If you have been manually formatting these articles macros can definitely make your job easier. After studying how you work with the project you can now assess the order of formatting or process, and think about which parts of the process you can reorder to make the process simpler. Once you have determined the order you can now start planning for the macro.
- Plan for the macro. Taking the order of formatting or process that goes into your project, you can practice the actual process. Start at the top by formatting the font type, font size, font color, the borders, then continue with the heading alignment, font size, font color and if it needs to be bold, underlined, or italic. You will have to revert to the original format for the content after setting up the heading. Use the enter key and the space bar to create spaces between lines and within sentences. If you have ordered lists, format them with the numbers or letters. You can have extra numbers or letters and delete the ones you won't use while working on your project. At the end of the content you may need to put in contact details or any information about yourself. Practice the whole process until you are comfortable enough to start recording without mistakes.
- Record the macro. When you are ready to record, go to the Task bar in Microsoft Word and click on the Tools menu, mouse over Macro and then select Macros. In the Macros panel go to the "Macros in:" option and select Word Commands, then scroll for the command you wish to use. If you don't find the one you need for your project then close the panel and click the Tools menu once again and mouse over Macros then select the "Record New Macro" option. At the Record Macro panel select a name for the macro, you may have to put the name after the word Macro. Then choose where to store the macro - you can just store it in All Documents so it will be easy to find later. Once you are ready, click the OK button and start going through the process you practiced earlier. You will notice a small panel with a pause and stop button, this means it has started recording your macro. Then when you have completed the process, you can stop the recording by clicking the stop button.
- Run the macro. When you need to run the macro you created, open a new document and go to the Tools menu, mouse over macro then select Macros. At the Macros panel choose the name you saved for your macro then choose Run. The macro will format the document for you.
Using Macros in Microsoft Word makes your job easier as it records your specific procedures. You can also make use of the preset commands in macros for your documents.