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From a new interface to timesaving content galleries, the latest version of Word brings a lot to the table. Instructor David Rivers explains each of its new features and attributes, from understanding and navigating its new interface, to using new formatting controls and extensive page layout techniques. Whether new to Word or wanting to learn about the new version, Rivers gives insight for increased productivity and professional documents with Word 2007. Exercise files accompany the tutorials.
I have a couple of questions for you. First, are you a programmer? And don't answer that because I won't hear you. The other question though is, have you ever run through the same routine more than once? And I'm talking about when you're using Word. For example, maybe you sign off your letters the same way every time with the same text and the same formatting. Well, the last thing you'd want to do is repeat all of those steps at the end of every letter that you type. The answer is called a macro. Creating a macro, which is kind a light programming, but simpler, is really just you recording your keystrokes so that you can play them back again later, saving you time and effort.
So let's record a macro now. Just so you know, in reality, you wouldn't take special time to record a macro, but you would hit the Record button the next time you are actually going to do the work so the work would get done and at the same time the macro would be recorded and ready for next time. So let's use the example of a job posting. We'll finish off the job posting like we would for any other posting and do a little formatting as well and record it along the way. So we need to open up the document, you can go to your Open button or the Office button and Open.
Navigate to the lesson 15 folder because that's where you're going to find posting 50 A, give it a click, click Open, and here's our job posting. So if I scroll down to the bottom of this document, down below you can see that I'm missing maybe the last line of text that belongs down here and centered. So I'm just going to hit Enter to drop down a line. And instead of just typing away, now I want to record everything I'm about to do. So to do that I need to go up to the View tab. And way over here on the right you'll see Macros, we'll give it a click and we'll click on Record.
Now you are not recording right away, there is a dialogue box that shows up where you can give your macro a name. So let's call it postingfooter. Notice I'm not using any spaces, you can't put spaces in your macro name. So call it something that's going to be easy for you to recall, what goes into that macro and at the same time, try not to use any spaces, because it won't work if you do. The next option is how I access this macro once it's recorded? Will it be a button that shows up up here on my Quick Access toolbar? Or would I prefer to use a keyboard shortcut to activate the macro? Well, that's totally up to us.
I think it would be fun to make a button out of it so we'll click the Button button. There we go. So right away, you can see we're in our Word Options, we've been here before, and we're under the Customize heading. Here's our new macro that we're about to create called normal.new macros., there it is, postingfooter. That's what we want to add over here to my Quick Access toolbars. So with that selected you click the Add button. Now, I'm not sure if this little icon is going to make sense and this name is really not going to make a whole lot of sense either.
So with that selected over here on the right side, click the Modify button down below. Alright, you see we've got a number of icons to choose from, more symbols for this particular macro, and just for kicks, I'm going to click the happy face right here. And before I click OK, I'm also going to change the display name. So when I hover over that button, it's not going to say normal.new macro.posting footer. It's actually just going to say posting footer and here I can use spaces. Alright, when I click OK, it's now added, ready to be confirmed with another OK and if I look up top, there it is there.
But it's not created yet. You'll notice my mouse pointer looks like it has a cassette tape attached to it. This is a reminder that everything I click on or type is being recorded, so we want to be careful. What we want to do is get our text in down at the bottom and that's where our cursor is so let's type in some text at the bottom of our posting here. I'm in a type in this, " We thank all applicants..." Now any mistakes we make, any backspaces, they're getting recorded as well, but that's okay.
"...for their interest" " however.." there's another one. "Only those considered for an interview will be contacted..." I want more than one line of text, so that's good. "No telephone calls please." Good. So there's my text.
I'd also like it to be centered so with my cursor anywhere in this particular text I'll go up to Page Layout and from here if I wanted to, I could adjusts things like my indenting, my spacing. It would probably be better would be to go to the Home tab up here and just choose Center from my Paragraph group. So do that, you see now my entire paragraph down here is centered and the last thing I'm going to do is, whenever I enter this text, is to save my document.
So I'll click the Save button up here, which is going to save my changes, and now I'm ready to stop recording. So the way we do that is back up to the View tab, go over to Macros. And you can see we've got some options here, Pause recording, if we need to look up some things, or Stop recording. So when I click Stop recording, I'm done. All we need to do now is test this out to see if it's going to work and we're going to do that when we play a macro in the next lesson.
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