How to Create an Easy Macro in Microsoft Word 2010

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Do you hear the word macro and want to run screaming? Have no fear; the majority of macros are easy and require nothing more than a few extra mouse clicks. A macro is simply a recording of a repetitive task. For example, a macro can insert “Draft” into a document or make printing a duplex copy at work easier. If you have complex formatting that you need to apply to text on a regular basis, consider a macro.

You can also use macros to insert boilerplate text, change page layout, insert a header or footer, add page numbers and dates, insert a preformatted table, or just about any task that you perform on a regular basis. By creating a macro (whether it's even Word 2003 or Word 2007) based on a repetitive task, you have the ability to perform the task in one button click or a keyboard shortcut.

Plan Your Macro

The first step in creating a macro is running through the steps prior to recording the macro. Since every step is recorded in a macro, you want to avoid using Undo or recording mistakes and typos. Perform the task a few times to make sure that you have the process fresh in your mind. If you do make a mistake while recording, you will need to start over.

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Start Your Macro

Select Record Macro… from the Macros button on the View tab.

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Name Your Macro

Type the name of the macro in the Macro Name field. The name cannot contain spaces or special characters.

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Assign a Keyboard Shortcut to a Macro

To give the macro a keyboard shortcut, click the Keyboard button. Type the keyboard shortcut you will use to run the macro in the Press New Shortcut Key field and click Assign then click Close.

Be careful when selecting a keyboard shortcut so you do not overwrite a default shortcut.

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Place Your Macro on the Quick Access Toolbar

To run the macro via a button on the Quick Access Toolbar, click Button.

Select the Normal.NewMacros.MactoName and click Add then click OK.

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Record Your Macro

Once you have applied the macro to a keyboard shortcut or to the Quick Access Toolbar, your mouse pointer will have a cassette tape attached. This means that every click you make and any text you type is being recorded. Run through the process that you rehearsed in the first step.

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Stop Recording Your Macro

Once you have completed the needed steps, you need to tell Word that you are done recording. To accomplish this, select Stop Recording from the Macros button on the View tab, or click Stop Recording on the Status bar.

If you do not see the Stop Recording button on the Status bar, you will need to add it once the macro recording has been stopped.

1. Right-click on the Status Bar at the bottom of the Word Screen.

2. Select Macro Recording. This displays a red Stop Recording button.

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Use Your Macro

Press the assigned keyboard shortcut or click the Macro button on your Quick Launch toolbar.

If you chose not to assign the Macro a keyboard shortcut or button, select View Macros from the Macros button on the View tab.

Select the macro and click Run.

Repeat the above steps to run your macro in any Word document. Remember how easy macros are to create anytime you find yourself performing a repetitive task.