Eliminate repetitive or complex tasks
One very neat feature that all recent versions of MS Word have had is the ability to record and play macros (recorded keystrokes or commands), so that things you find yourself doing over and over again can be done automatically.
To create a macro in Word, you first need a repetitive task you want recorded. For this example, we will create a macro that will change the font of some highlighted text to Arial, the size to 16, and then make the text both bold and italicized, all automatically with just one click.
Before you can record a macro to do what you want, you have to first know yourself how to do it so that you can record those steps. In this case, the way to do it is to first highlight some text, then, follow these steps: click on the Current Font box and choose Arial, then click on the Current Font size box and select 16, then finish by clicking on the Bold and Italicize icons.
Recording a Macro in Word
To create a macro to perform these steps, first highlight some text in your document, then click on the View tab on the main ribbon, then click on the tiny down arrow under the Macros icon to get the following drop-down menu..
Click where it says Record Macro and you should get a screen like this:
Type in a name for your macro, then click on the Button icon.
Note: If you use more than one word in your macro name it must have an underscore between the two words or Word will reject it.
You should get a screen that looks like this:
Click on the new macro name listed on the left side of the screen (under where it says <separator>) to highlight it, then click the Add button to add the macro to your Quick Access Toolbar , then click the OK button.
The macro setup window will go away and you will be taken back to your document and your cursor will have been turned into a tiny picture of an old fashioned tape recorder. This means your macro is recording, so now it’s time to do the things you want recorded.
- Click on the Current Font box and select Ariel.
- Click on the Font Size box and select 16.
- Click on the Bold and Italics icons.
That’s all you want your macro to record, so to make it stop recording, click on the View tab again from the main ribbon, then click on Macros, and then Stop recording.
Your macro should now be ready for use. To test it, highlight some text, then look at the Quick Access Toolbar; on it there should be a new Macro icon:
To test your macro, highlight some text, then click on the new Macro icon on your Quick Access Toolbar. Your macro should run and perform all of the formatting tasks you assigned it to do.
There are of course more options and ways to record macros in Word, but this is by far the easiest and simplest. Enjoy!