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Training presentation created by me to explain how to create macros in MS Office 2003
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Creating MacrosWord and Excel 2003
Administrative Support NetworkSharon BurksMarch 27, 2008
What is a Macro?
• Used for repetitive tasks• Recording of key strokes• It’s an action or set of actions that
you can use to automate tasks
Why use macros?
• Increase productivity• Less key strokes• Place macros on toolbar
– No more searching for frequently used documents
WORD 2003
Creating a Macro in Word 2003
From the Menu • TOOLS• MACROS• RECORD NEW
MACRO
Creating a Macro in Word 2003
• Name the Macro• Click TOOLBAR• The Customize
dialog box may open – click CLOSE
Creating a Macro in Word 2003
• The Stop/Pause buttons will appear• Begin recording your macro
Example Macro - Letterhead
• Navigate to the document
• In this example it is in the Templates, so– FILE– NEW– ON MY
COMPUTER
• Select the Document
Example Macro - Letterhead
• Document will open
• Click STOP to quit recording the macro
• Close the document
Summary – Creating Macro in Word 2003
Summary of Steps:• Start the macro
• Navigate to the document, etc.
• Open the document
• Stop the macro
Example
Running the Macro in Word 2003
To just run the macros:• TOOLS• MACRO• MACROS
Running the Macro in Word 2003
To run the macros (continued):• Select the macro• Click RUN
Putting Macro on Toolbar
• Right click in the Toolbar
• Select Customize
Putting Macro on Toolbar
• The Customize Dialog Box will open
Putting Macro on Toolbar
• Select the TOOLBAR Tab
• Click NEW• Name the new
toolbar MACROS
• Click OK
Putting Macro on Toolbar
• A floating Toolbar will open
• Click the COMMANDS Tab
• Select Category MACRO
• Select the Command (Macro Name)
Putting Macro on Toolbar
• Click and drag the Command to the floating Toolbar
• Drop the Command on the Toolbar
Editing Macro on Toolbar
• Right Click on the new Toolbar
• Click in Name: Enter Name- no spaces
• Change button image: Select image
Anchoring Toolbar – Using Macro
• Double click on the floating Toolbar to anchor it
• To use, just Click the icon and the document will open.
Some recommendations for macros…
• Letterhead• Fax• Memo• Labels• Frequently used documents
Summary – Adding Macro to Toolbar
Summary of Steps:• Create the new Toolbar
• Add Macro to the Toolbar
• Edit Macro name and icon
• Anchor the Toolbar
Example
EXCEL 2003
Creating a Macro in Excel 2003
From the Menu • TOOLS• MACROS• RECORD NEW
MACRO
(Same as Word 2003)
Creating a Macro in Excel 2003
• Name Macro• Select Personal
Macro Workbook (to make it available whenever you use Excel)
• You can select to assign a shortcut key if you want
• Click OK
Creating a Macro in Excel 2003
• The Stop/Pause button will appear
• Start recording of Macro by navigating to the document
• Select the document
• Click STOP
Summary – Creating Macro in Excel 2003
Summary of Steps:• Start the macro
• Navigate to the document, etc.
• Open the document
• Stop the macro
Example
Running the Macro in Excel 2003
To just run the macros:• TOOLS• MACRO• MACROS
Running the Macro in Excel 2003
To just run the macros (continued):• Select the macro• Click RUN
Putting Macro on Toolbar in Excel 2003
• Right click in Toolbar
• Select Customize
• The Customize Dialog Box will appear
Putting Macro on Toolbar in Excel 2003
• Select the TOOLBAR Tab
• Click NEW• Name the
new toolbar MACROS
• Click OK
Putting Macro on Toolbar in Excel 2003
• A floating Toolbar will open
• Click the COMMANDS Tab
• Select Category MACRO
Putting Macro on Toolbar in Excel 2003
• Click, drag, and drop the Custom Button to the floating Toolbar
Putting Macro on Toolbar in Excel 2003
• Right click in floating Toolbar
• Select Assign Macro
Putting Macro on Toolbar in Excel 2003
• Select the Macro
• Click OK
Putting Macro on Toolbar in Excel 2003
To change icon:• Right click on
the icon• Select
Change Button Image
• Select new icon
• Close the Customize Dialog BoxTo anchor the new toolbar, double click the toolbar.
Summary – Adding Macro to Toolbar
Summary of Steps:• Create the new Toolbar• Add Macro to the Toolbar• Assign Macro• Edit Macro name and icon• Anchor the Toolbar
Example
Tips and Tricks for Word 2003
• To create a line, press the hyphen key 3 or more times, and then press ENTER.
o To create a thicker line, hold the SHIFT key down and press the hyphen key 3 or more times, and then press ENTER
• To center, left-align, or right-align a selected paragraph, press CTRL+E, CTRL+L, or CTRL+R
• To paste only text and not formatting, paste the text, click Paste Options, and then select KEEP TEXT ONLY.
Tips and Tricks for Excel 2003
• To move 1 screen down in a worksheet – PAGE DOWN
• To move 1 screen to the right in a worksheet – ALT+PAGE DOWN
• To move to the next sheet in a workbook – CTRL+PAGE DOWN
• To select the current and next sheet in a workbook – CTRL+SHIFT+PAGE DOWN
PAGE DOWN
Tips and Tricks for Excel 2003
• To move 1 screen up in a workbook – PAGE UP
• To move 1 screen to the left in a workbook – ALT+PAGE UP
• To move to the previous sheet in a workbook – CTRL+PAGE UP
• To select the current and previous sheet in a workbook – CTRL+SHIFT+PAGE UP
PAGE UP
Tips and Tricks for Excel 2003
• In a dialog box, SPACEBAR performs the action for the selected button, or selects or clears a check box
• To select an entire column in a workbook – CTRL+SPACEBAR
• To select an entire row in a workbook – SHIFT+SPACEBAR
• To select the entire workbook – CTRL+SHIFT+SPACEBAR
• If the worksheet contains data, CTRL+SHIFT+SPACEBAR selects the current region.
• Pressing CTRL+SHIFT+SPACEBAR a second time selects the current region and its summary rows
• Pressing CTRL+SHIFT+SPACEBAR a third time selects the entire worksheet
SPACEBAR
Tips and Tricks for Excel 2003
• When an object is selected, CTRL+SHIFT+SPACEBAR selects all objects on a worksheet.
• To display the Control Menu for the Microsoft Excel window – ALT+SPACEBAR
SPACEBAR
Recommended Websites
Recommended websites for Word and Excel 2003:
• http://office.microsoft.com/en-us/excel/HP100738481033.aspx
• http://office.microsoft.com/en-us/word/HA102065941033.aspx?pid=CH101030941033#1
• http://www.melfcomputing.com/Word-tips.htm
• http://www.melfcomputing.com/Excel-tips.htm
THANK YOU!
This presentation will be posted on SharePoint for those who would like it.