Using Word Macros

Microsoft Word Macros help automate tasks that are performed frequently. For instance, if you need to insert a Table frequently in a document, you can have this task automated by creating a macro. Macros can be created by using the macro recorder or by using Microsoft Visual Basic Editor.

This article outlines the method of creating macros using the macro recorder. Before creating a macro ensure that it does not already exist as Word has an extensive list of commands along with shortcuts assigned for some commands. Some Word commands are defined but have no shortcuts assigned to them. To view the existing list of Word commands, do the following:

View Existing Commands

• Select Tools > Macro > Macros from the menu. Macros window appears.

• Select Word Commands in the ‘Macros in’ field.
• Select ListCommands from the list and click <Run>. ‘Create a Document which Lists’ box appears.
• Select ‘Current menu and keyboard settings’ or for an exhaustive list select ‘All word commands’. Save the document for future reference.
• If the command you need to create is not available, you can proceed to record the macro. Let us assume that you need to create a Table with fixed rows and columns frequently in a Word document. Using macros we can have this task automated and assign a keyboard shortcut.

• Select Tools > Macro > Record New Macro from the menu

• Give a suitable name for your macro. The name cannot contain spaces. Make it meaningful for easy reference.
• Select All Documents (Normal.dot) in ‘Store macro in field’. This enables the macro to be used in all Word documents.
• Enter a Description for the macro.
• Click <Keyboard> in ‘Assign macro to’ region to assign a keyboard shortcut. Customize Keyboard window appears.
• Press new shortcut key and click <Assign> button.
• Click <Close> button. The Recorder appears on the screen.

• The moment the recorder appears on the screen it starts recording. However, the Macro Recorder has buttons to Stop or Pause the recording.
• Record the steps required (For example, to create a Table, do all the steps you would do to create a Table).
• Click Stop in the Recorder on creating the Table. You have now created a macro!
• To use it, simply press the shortcut key assigned at the required position. You can also press Alt + F8 key to display the macro window. Select the command and click <Run> to insert the macro. It will be better to have a handy reference of frequently used macros.

Macros and Security

As macros can potentially contain viruses, one should only run macros if it is from a trusted source. In addition, take additional precautions such as:

• Set macro security levels to ‘High’. Open Tools > Macro > Security from the menu and select ‘Security’.
• Run anti-virus software that can also scans for macro viruses.
• Download macro templates only from trusted publishers.

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