How to Create an Easy Macro in Microsoft Word

Skip repetitive steps to speed up work in Word

A macro is a recording of a repetitive task. For example, a macro can insert boilerplate text into a document or print a duplex copy of a document. Macros can also be used to change the page layout, insert a header or footer, add dates and page numbers, and insert a preformatted table. Create a macro based on any repetitive task and perform the task in a single click or keyboard shortcut.

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

Create a Basic Macro

Before you create the macro, go through the steps to complete the task. Perform the task a few times to make sure that you have the process fresh in your mind. If you make a mistake while recording, you'll need to start over.

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

  1. Go to the View tab.

    Word with the View menu highlighted
  2. In the Macros group, select Macros, then choose Record Macro.

    Word with the Macro menu highlighted
  3. In the Record Macro dialog box, go to the Macro name text box and enter a descriptive name for the macro.

    The name cannot contain spaces or special characters.

    Record Macro window in Word with the Macro Name field highlighted
  4. To give the macro a keyboard shortcut, select Keyboard, then, in the Press New Shortcut Key field, enter the keyboard shortcut that will run the macro, select Assign, then choose Close.

    To create a QAT button, choose Button, then add the macro to the Customize the Quick Access Toolbar list.

    Record Macro window in Word with the Keyboard button highlighted
  5. Perform the steps to complete the task. As you go through the steps, the mouse pointer has a cassette tape attached. This means that every click you make and any text you type is recorded.

  6. When you complete the needed steps, go to the View tab, select the Macros drop-down arrow, and choose Stop Recording. Or, go to the Status bar and select Stop Recording.

    If the Stop Recording button isn't on the Status bar, add it after you stop the macro recording. Right-click the Status Bar and select Macro Recording.

    Word with the Stop Recording option highlighted in the Macro menu
  7. To use the macro, press the assigned keyboard shortcut. Or, go to the Quick Launch toolbar and select the macro button.

    If you didn't assign a keyboard shortcut or button to the macro, go to the View tab, select the Macros drop-down arrow, then choose View Macros. Select the macro, then choose Run.

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