How to Create an Easy Macro in Microsoft Word

Skip repetitive steps to speed up work in Word

Set up macro or preset up table word

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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 the 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 based on a repetitive task, you have the ability to perform the task in one button click or a keyboard shortcut.

Instructions in this article apply to Microsoft Word 2019, 2016, 2013, 2010, and Word for Office 365.

Create a Basic Macro

The first step in creating a macro is running through the steps prior to recording the macro. 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. When you are confident in the steps you want to record, begin recording the macro.

Since every step is recorded in a macro, you want to avoid using Undo or recording mistakes and typos.

  1. Select the View tab.

  2. Select Macros in the Macros group and choose Record Macro. The Record Macro dialog box will open.

    Screenshot of Record Macro in the Macros drop-down list
  3. Type the name of the macro in the Macro Name field.

    The name cannot contain spaces or special characters.

    Screenshot of Record Macro dialog box
  4. Assign a keyboard shortcut to a macro. To give the macro a keyboard shortcut, select the Keyboard button. Type the keyboard shortcut you will use to run the macro in the Press New Shortcut Key field, select Assign then choose Close.

    Alternatively, choose Button. The Word Options window will open. Add the macro to the Customize the Quick Access Toolbar list to create a QAT button.

  5. 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.

  6. When you have completed the needed steps, select Stop Recording from the Macros list on the View tab, or select 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. Right-click the Status Bar and select Macro Recording.

    Screenshot of Stop Recording on Macros menu
  7. To use the macro, press the assigned keyboard shortcut or select 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 choose Run.

  8. Repeat the above steps to run your macro in any Word document.