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Word 2007 Essential Training

Creating Macros


From:

Word 2007 Essential Training

with David Rivers

Video: Creating Macros

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.
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  1. 40s
    1. Welcome
      40s
  2. 28m 24s
    1. Getting started with Word
      1m 21s
    2. Understanding the interface
      9m 23s
    3. Navigating the interface
      11m 24s
    4. Navigating documents
      6m 16s
  3. 18m 39s
    1. Creating new documents
      5m 25s
    2. Importing documents
      4m 35s
    3. Saving documents
      5m 41s
    4. Sending documents
      2m 58s
  4. 12m 35s
    1. Using Print Preview
      2m 45s
    2. Using Quick Print
      2m 31s
    3. Setting print options and printing
      7m 19s
  5. 23m 29s
    1. Selecting text
      3m 45s
    2. Formatting text
      5m 2s
    3. Using Find and Replace
      3m 35s
    4. Undo, Redo, and Repeat
      3m 26s
    5. Copying, pasting, and moving text
      4m 37s
    6. Showing formatting
      3m 4s
  6. 20m 30s
    1. Using indents
      3m 52s
    2. Setting justification
      3m 19s
    3. Changing line spacing
      4m 11s
    4. Setting tabs
      6m 10s
    5. Using the Highlighter
      2m 58s
  7. 38m 26s
    1. Changing margins
      5m 54s
    2. Changing orientation
      2m 29s
    3. Page numbering
      5m 41s
    4. Choosing paper size and source
      3m 59s
    5. Headers and footers
      7m 23s
    6. Applying a Page Background
      7m 56s
    7. Using Watermarks
      5m 4s
  8. 20m 10s
    1. Checking spelling and grammar
      4m 54s
    2. Finding synonyms
      3m 37s
    3. Looking up words and translations
      4m 55s
    4. Setting document proofing options
      6m 44s
  9. 23m 19s
    1. Modifying Environment settings
      7m 46s
    2. Modifying Display and Document settings
      6m 47s
    3. Modifying toolbars and keyboards
      8m 46s
  10. 15m 7s
    1. Creating a bulleted list
      7m 27s
    2. Creating a numbered list
      3m 36s
    3. Editing a list
      4m 4s
  11. 55m 28s
    1. Creating tables from scratch
      5m 29s
    2. Creating tables from text
      3m 25s
    3. Inserting an Excel spreadsheet
      5m 3s
    4. Modifying tables
      7m 44s
    5. Formatting tables
      7m 32s
    6. Making calculations in a table
      4m 13s
    7. Creating charts
      5m 44s
    8. Modifying chart data
      2m 8s
    9. Modifying chart appearance
      12m 29s
    10. Creating text from a table
      1m 41s
  12. 10m 18s
    1. Using Styles
      3m 3s
    2. Creating Styles
      3m 38s
    3. Editing and deleting Styles
      3m 37s
  13. 9m 21s
    1. Creating and using Building Blocks
      4m 27s
    2. Editing and organizing Building Blocks
      4m 54s
  14. 26m 23s
    1. Creating a Mail Merge
      13m 27s
    2. Creating a Data Source
      5m 21s
    3. Merging to create envelopes and labels
      7m 35s
  15. 8m 58s
    1. Sorting text
      4m 15s
    2. Sorting numbers
      2m 11s
    3. Sorting in tables
      2m 32s
  16. 10m 36s
    1. Creating Macros
      5m 40s
    2. Playing a Macro
      1m 46s
    3. Editing a Macro
      3m 10s
  17. 10m 13s
    1. Working with Newspaper Columns
      5m 31s
    2. Working with Parallel Columns
      4m 42s
  18. 24m 13s
    1. Working with Pictures and Clip Art
      10m 23s
    2. Working with Shapes
      5m 10s
    3. Working with SmartArt
      8m 40s
  19. 40m 40s
    1. Tracking changes
      7m 40s
    2. Reviewing changes
      3m 42s
    3. Sending and faxing documents
      3m 39s
    4. Password-protecting documents
      3m 4s
    5. Linking and embedding
      10m 7s
    6. Inspecting a document
      2m 43s
    7. Encrypting a document
      2m 45s
    8. Adding a digital signature
      7m 0s
  20. 30m 12s
    1. Creating cross-references
      3m 41s
    2. Creating a table of contents
      4m 8s
    3. Creating an index
      4m 43s
    4. Creating footnotes and endnotes
      7m 17s
    5. Using hyperlinks
      4m 24s
    6. Using bookmarks
      3m 26s
    7. Using a document map or thumbnails
      2m 33s
  21. 29s
    1. Goodbye
      29s

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Word 2007 Essential Training
7h 8m Beginner Jan 23, 2007

Viewers: in countries Watching now:

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.

Subjects:
Business Word Processing Teacher Tools Education Student Tools
Software:
Word
Author:
David Rivers

Creating Macros

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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