Creating a macro in Microsoft Word isn’t as hard as you might think. It’s really just a bunch of steps you need to perform in an exact order. This tip provides an example on how to do it:
Let’s say you write a lot of business letters, and you’d like to end them the same way each time. You’d like a macro that types Sincerely, and then skip four lines so you have room for a signature. Then you’d like the macro to print your name, and insert the current date below that.
Here’s how to create the macro:
- Click on the View tab on the ribbon at the top of your screen.
- On the right-hand side of the ribbon you should see a button called Macros. Actually, though, the button is divided in two. The button on top has an icon that looks like a piece of paper. The button on the bottom says Macros and has a tiny arrow on in. Click on that bottom button.
- Click on Record Macro in the menu that pops up. Don’t be scared. You can make a recording mistake a million times before you decide to actually save your macro.
- In the box that pops up, under where it says Macro name, type a name for your macro. You can’t have any spaces in the name. I’m going to call my macro BusinessSignature.
- Next, click on the button to the left of where it says Keyboard. The button has a picture of a keyboard on it.
- Now we’re going to assign a shortcut key to our macro. This is the combination of keys you’ll press to execute the macro. It needs to start with Ctrl, Alt or Shift. (It could also start with the F1-F12 keys, but I found that didn’t work as well). I would use only two keys.
- In the field beneath where it says Press new shortcut key, hit the sequence of keys. I’m going to hit Alt and then B.
- After you’re done typing your keys, click on the Assign button in the lower left-hand corner of the box.
- Click on Close.
- Now the recording begins. We’re going to perform whatever steps we want the macro to repeat. In other words, I’m going to type the word Sincerely and put a comma after it. Then I’m going to hit the Enter key four times to go down four lines.
- Now it gets a little tricky. I want the macro to insert the current date each time I type a different letter. Remember, the macro will repeat every step you make. First, I’ll click on the Insert key at the top of the ribbon. Second, I’ll click on the Date & Time button toward the right-hand side of the ribbon. I’ll choose a format for my date and click on OK.
- When you’re finished with all your steps click on the View tab on the ribbon again.
- Click on the bottom Macros button again, the one with the tiny arrow.
- Click on Stop Recording.
That’s it! To test your macro press the shortcut keys you assigned to it. Hopefully it works!