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Microsoft Office 2003 Creating Macros

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Training presentation created by me to explain how to create macros in MS Office 2003

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Microsoft Office 2003 Creating Macros

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

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