Creating Macros in MS Word XP by byrnetown66


									                 Creating Macros in MS Word XP
You can create a macro by using
the macro recorder to record a
sequence of actions. Since the
Macro will record EVERY action
you take, it is a good idea to
practice the steps you plan to take.
If you plan to record a procedure
with many steps, you might want
to take notes as your practice.

1. On the Tools menu, point to
   Macro, and then click Record
   New Macro.

2. In the Macro name box, type
   a name for the macro.

   In this example we are naming
   the Macro “SP” for spelling. It
   is a good idea to keep the
   names short so that they do not
   take up as much room on the
3. In the Store macro in box,
   click the template or document
   in which you want to store the

   It is recommended that you
   stay with the default and store
   the macro so that it is available
   in All Documents.
4. In the Description box, type a
   description for the macro.

    It is a good idea to type brief
    description of your macro in
    case you forget the purpose for
    which you created it.

SMCC Teaching and Learning Center                page 1 of 5
5. To create a new toolbar on
   which to place your macros
   select the Toolbars button in
   the Assign macro to area.

    When the Customize dialog
    box comes up click the New

    When the New Toolbar dialog
    box opens, type the name of
    your new toolbar. For this
    example, the new toolbar is
    called “Editing Papers.”

    When you are done typing the
    name of the new toolbar, click
    the OK button.

Creating a toolbar is a handy way
to keep your macros organized.

Note: Another method is to assign
the macro to shortcut keys. This
process is not covered in this
training. If you would prefer to use
key board short cuts, contact Amy
MacPherson (602-305-5714) in the
Teaching and Learning Center.

6. Perform the actions you want        For this macro we need to:
   to include in your macro. (In       a. Type a space (hit the space bar)
   this case, we are creating a        b. Select a different color font (red)
   phrase in red text contained in
   brackets. i.e. [misspelled

Note: You can use the mouse to
click commands and options, but
the macro recorder cannot record
mouse actions in a document
window. To move the insertion        c. type the text we want to appear on the page
point or select, copy, or move text,
for example, you must use shortcut

SMCC Teaching and Learning Center                                                     page 2 of 5
7. To stop recording your macro,
   click Stop Recording.

8. The next to last step is placing
   the macros on the new tool bar
   we created.

    To do this we need to
    customize the tool bar we
    created. First, we add the
    macro commands to the tool
    bar. At this point our new
    toolbar (called Editing Papers)
    is just a blank line at the
    bottom of our tool bars or it is
    a small box sitting on the page
    (like a tear away tool bar). On
    the tool bar is a small down
    arrow. Click this down arrow
    and select Add or Remove
    Buttons and select Customize.

    If the Commands tab is not in
    front, select it.

    Then you need to click the
    Macros category.

    Next drag your “SP” macro up
    to your Editing Papers toolbar.
    When you have placed the
    macro on the toolbar correctly
    it will look like the image to
    the right.

SMCC Teaching and Learning Center      page 3 of 5
9. The last step is to edit the
   macro button names. The
   macros transfer to the tool bar
   with very long names and this
   limits the number of macros
   which can fit on the toolbar.
   To change the macro name,
   click on the down arrow on the
   tool bar and select Add or
   Remove Buttons and select
   Customize. Right click on the
   macro name (in the toolbar).
   A submenu pops up. From
   here you can edit the macro
   name as it appears on the

To use the macro:

Place your cursor where you want
the correction to appear.

Go up to the tool bar and click the
macro. The macro you created
should appear where your cursor is
on the page. In this case, it would
be [misspelled word].

Correcting Student Papers with Comments:
A great way to correct student papers digitally is to COMMENT the paper. There is a Reviewing
Toolbar that can be used to create comments. It is found at: View Menu | Toolbars | Reviewing.

When creating macros, you can use the Reviewing Toolbar. Remember the macro will record whatever
steps you take. So to record a macro using comments:
1. Make the Reviewing Toolbar visible
2. Start the Macro recorder
3. From the Reviewing Toolbar click the comment button:
    • This will open the red comment box
4. Type the comment you want to include
5. Stop the macro recorder

This is a great way to edit papers! Students can make changes a remove your comments and resubmit
their work. It is important to note that students need to have a version of Word that supports comments
(Word 2000 and XP both support this feature).

SMCC Teaching and Learning Center                                                              page 4 of 5
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