Are You Typing the Same Thing Over and Over Again? Run a Macro!
There are many words or phrases that you probably type again and again, whether it is simply your name or the name of your company, a phrase that you use repeatedly in a school or research paper, or some other string of words that is repeated frequently in one or more documents. Instead of actually typing it, you can run a macro!
A "macro" is a keyboard shortcut that you can use to tell the computer to insert something else. Let's say that you are writing a romance novel and your main character is Lady Symthe-Weatherby of Droogansvale. That's a lot of typing and although your fingers would eventually learn the pattern of keystrokes such that you could type it in your sleep, it is still a lot of keystrokes. By recording a macro, you can use a simple command to instruct the computer to insert Lady Symthe-Weatherby of Droogansvale into your document.
Now, you're probably reading this thinking "Oh sure, someone who really knows computers can 'run a macro' but I'm lucky that I can even open a blank Word document and save it so that I can find it again. I'll never be able to learn how to do macros. I'll just keep on typing the whole thing. That's just going to be the easiest thing for me to do. Right?"
WRONG!!! You can record a macro and then use it with ease! It is really much easier than you think. In fact, I've made it even easier---I've done an illustrated tutorial that will show you exactly what to do! So, before you go any further, go to the illustrated instructions:
http://www.janstips.com/Tutorials/howtomacro.doc
The instructions will open in a new window for your convenience. These instructions contain numerous illustrations of computer screens (“screen shots”), so it might take several (long) seconds for the page to open. Once the page does open, then allow a few extra seconds for all the illustrations to appear.
Following along with the illustrated instructions, here's how you record and run a macro (these instructions are for Microsoft Word 2003, you may need to modify these instructions for later versions of Word):
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Open a new Word document. On the toolbar, click on Tools, and then click on Macro. If you don’t see the word Macro, click on the little arrows on the bottom of the drop-down list, and then you should see it.
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When you click on Macro, click on Record New Macro.
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Now you will get a Record Macro window. The computer will automatically select a macro name for you. You can use this or change it to whatever you want to name it. Click on the Keyboard icon.
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You are going to use. For this example, I’ve used ALT+7 as the command (shortcut). In the Press New Shortcut Key field, hold down the ALT key (which should be located on your keyboard just under the letter Z) and hit the number 7 (see the red arrow in the illustrated instructions). ALT+7 will appear in the shortcut key window. Click on Assign (green arrow in the illustrated instructions). Then click on Close (blue arrow in the illustrated instructions).
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Now your screen gives you a tiny window underneath the cursor (see the illustrated instructions).
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Type in the word, name, phrase, or whatever it is that you want the computer to automatically insert when you hit ALT+7. For this example, type in Lady Smythe-Weathersby of Droogansvale. You must actually type it in, you cannot “copy and paste” when you are recording a macro. Once you have finished typing, hit the black box in the little macro window to Stop Recording.
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Note: You can use any combination of ALT and a letter or number, or CTL+ALT and a letter or number. If the computer tells you that it has already been assigned (there are some pre-existing shortcuts, like CTL+B to make text BOLD), then choose another number or letter.
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Now the macro is recorded. To test it, hit Alt+7 (that is, press down the ALT key and hit 7). You should now see Lady-Smythe-Weathersby of Droogansvale a second time on your screen.
Congratulations! You have now recorded a macro, and you’ve tested it! The macro will always be available to you unless you edit it or delete it…but that’s a topic for the next tutorial: More About Macros.
Jan K., The Proofer is a freelance copyeditor and proofreader. Visit Jan’s Portal (http://www.jansportal.com) for more information about Jan's free crafts, recipes, tutorials, other resource sites, and free content articles, as well as Jan’s freelance proofreading business services. Be sure to visit Mom's Break (http://www.momsbreak.com/) for free printable crafts and projects. © Copyright 2005 to present. All rights reserved.