A few tricks to take you beyond the basics of Microsoft Office 2010 GCPS Tech Tips A few tricks to take you beyond the basics of Microsoft Office 2010 Microsoft Word 2010: Save Time With Macros

Microsoft Word 2010: Save Time With Macros Gwinnett County Public Schools is committed to providing information related to student technology use in a manner that is clear, concise, organized, accessible, and current. To that end, GCPS has provided articles and handouts on its web site. The following resource is provided for information only and is NOT an official policy or procedure of Gwinnett County Public Schools. This resource may be used by schools and the school communities to share information and ideas around student technology use. Should a conflict between the information on this site and the existing policy, regulation or rule occur, then the official or approved policy, rule or regulation supersedes the resources in this document.

Microsoft Word 2010: Save Time With Macros Would you like to speed up your work? There is nothing like a macro to get repetitive work done quickly. In Word, you can automate frequently used tasks by creating and running macros.

Microsoft Word 2010: Save Time With Macros What is a macro? Simply put, a macro is a series of commands that is recorded so it can be played back, or executed, as many times as you like.

Microsoft Word 2010: Save Time With Macros Jiminy Cricket 1940 Comic Way Mytown, Mystate 32830 Now, suppose you want to create a letterhead; one that will appear in your document when you call for it. Let us begin.

Microsoft Word 2010: Save Time With Macros Start by clicking on the View tab on the ribbon at the top of screen. Then click the Macros button to open the drop down list, and click on Record Macro.

Microsoft Word 2010: Save Time With Macros The Record Macro dialog box opens allowing you to enter a Macro name. You may also enter a description of the macro being created. Under Assign macro to options, click Keyboard button to assign a hotkey.

Microsoft Word 2010: Save Time With Macros The Customize Keyboard dialog box will open. Now place the cursor in Press new shortcut key box, and type a key sequence...all the keys are pressed at the same time. Click Assign to save hotkey to macro.

Microsoft Word 2010: Save Time With Macros When you click the Assign button, the shortcut key is moved into the Current Keys box. Click the Close button.

Microsoft Word 2010: Save Time With Macros Word returns to the document. The pointer is now joined with a recorder-like image, indicating the macro is being recorded.

Microsoft Word 2010: Save Time With Macros If, at any time, you want to pause the recording, click on Macros and then click on Pause Recording. To continue recording, click on Resume Recording.

Microsoft Word 2010: Save Time With Macros So... with the macro recording... We move the mouse to the Font group on the Home tab, and click the open icon to open the Font Dialog box.

Microsoft Word 2010: Save Time With Macros In the Font Dialog box, we will set the font face and size for the first line of the letterhead. Click on OK to close the Font Dialog box.

Microsoft Word 2010: Save Time With Macros Move the cursor to the left margin and begin typing. Don’t worry about centering the letterhead, we will do that in a later step.

Microsoft Word 2010: Save Time With Macros When you have finished typing, press the Enter key on the keyboard.

Microsoft Word 2010: Save Time With Macros Now we are ready to set the font face and size for the address lines. Remember to open the Font Dialog box from the Font Group on the Home tab. Click OK to close the dialog box.

Microsoft Word 2010: Save Time With Macros We type the first line of the address, press the Enter key, and type the second line of the address.

Microsoft Word 2010: Save Time With Macros When you have finished typing, press the End key on the keyboard. Remember the macro is recording all of this.

Microsoft Word 2010: Save Time With Macros Since we want this letterhead to be centered on the page, we select it all by pressing Control + A…

Microsoft Word 2010: Save Time With Macros And then click on the centering button in the Paragraph Group at the top of the screen.

Microsoft Word 2010: Save Time With Macros When the letterhead is centered, press the End key on the keyboard to leave the select mode.

Microsoft Word 2010: Save Time With Macros Now, we have centered the whole letterhead address.

Microsoft Word 2010: Save Time With Macros Our letterhead is complete, so we click on Macros and Stop Recording. The macro is saved and ready to use again.

Microsoft Word 2010: Save Time With Macros To locate your new macro, click Macros and then View Macros to open the Macros Dialog box.

Microsoft Word 2010: Save Time With Macros In the dialog box, you can view, edit, or delete the macros you have created. Click Cancel to close the dialog box.

Microsoft Word 2010: Save Time With Macros Let’s see how the new macro works! Open a new document and press the hotkey sequence for the Cricket macro. Do you remember the hotkey? Ctrl+Shift+M

Microsoft Word 2010: Save Time With Macros Voila! The Cricket letterhead automatically appears. No more typing all of that information over and over again!

Microsoft Word 2010: Save Time With Macros There's nothing like a macro to get repetitive work done quickly! Here are a few tips for creating successful macros. The macro recorder records everything. However, it does not record mouse movements, so use the keyboard for navigating or selecting text while recording a macro. Plan what you’re going to do. Think through all the steps needed to accomplish whatever task you want to automate with a macro. If you are planning a macro with five or more steps, create of list for reference. Test the macro. If you assigned the macro to a keyboard shortcut, test the shortcut often to see whether the macro works.

Microsoft Word 2010: Save Time With Macros That is all there is to it! Below are the step-by-step directions for creating macros in Word 2010. Have fun exploring this feature! Creating a Macro Step-by-Step: On the View tab click Macros Click on Record Macro Give your new macro a name, description, hotkey Click Close Type your macro step-by-step Click Stop Recording Use the hotkey to test the macro