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

1. Creating Macros
Word and Excel 2003
Administrative Support Network
Sharon Burks
March 27, 2008

2. 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

3. Why use macros?
• Increase productivity
• Less key strokes
• Place macros on toolbar
– No more searching for frequently
used documents

4. WORD 2003

5. Creating a Macro in Word 2003
From the Menu
• TOOLS
• MACROS
• RECORD NEW
MACRO

6. Creating a Macro in Word 2003
• Name the Macro
• Click TOOLBAR
• The Customize
dialog box may
open – click
CLOSE

7. Creating a Macro in Word 2003
• The Stop/Pause buttons will appear
• Begin recording your macro

8. Example Macro - Letterhead
• Navigate to the
document
• In this example
it is in the
Templates, so
– FILE
– NEW
– ON MY
COMPUTER
• Select the
Document

9. Example Macro - Letterhead
• Document will
open
• Click STOP to
quit recording
the macro
• Close the
document

10. Summary – Creating Macro in Word 2003
Summary of Steps:
• Start the macro
• Navigate to the document, etc.
• Open the document
• Stop the macro
Example

11. Running the Macro in Word 2003
To just run the macros:
• TOOLS
• MACRO
• MACROS

12. Running the Macro in Word 2003
To run the macros (continued):
• Select the macro
• Click RUN

13. Putting Macro on Toolbar
• Right click in
the Toolbar
• Select
Customize

14. Putting Macro on Toolbar
• The
Customize
Dialog Box
will open

15. Putting Macro on Toolbar
• Select the
TOOLBAR
Tab
• Click NEW
• Name the new
toolbar
MACROS
• Click OK

16. Putting Macro on Toolbar
• A floating
Toolbar will
open
• Click the
COMMANDS
Tab
• Select Category
MACRO
• Select the
Command
(Macro Name)

17. Putting Macro on Toolbar
• Click and drag
the Command
to the floating
Toolbar
• Drop the
Command on
the Toolbar

18. Editing Macro on Toolbar
• Right Click on
the new Toolbar
• Click in Name:
Enter Name- no
spaces
• Change button
image: Select
image

19. Anchoring Toolbar – Using Macro
• Double click on
the floating
Toolbar to
anchor it
• To use, just
Click the icon
and the
document will
open.

20. Some recommendations for macros…
• Letterhead
• Fax
• Memo
• Labels
• Frequently used documents

21. 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

22. EXCEL 2003

23. Creating a Macro in Excel 2003
From the Menu
• TOOLS
• MACROS
• RECORD NEW
MACRO
(Same as Word 2003)

24. 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

25. 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

26. Summary – Creating Macro in Excel 2003
Summary of Steps:
• Start the macro
• Navigate to the document, etc.
• Open the document
• Stop the macro
Example

27. Running the Macro in Excel 2003
To just run the macros:
• TOOLS
• MACRO
• MACROS

28. Running the Macro in Excel 2003
To just run the macros (continued):
• Select the macro
• Click RUN

29. Putting Macro on Toolbar in Excel 2003
• Right click in
Toolbar
• Select
Customize
• The
Customize
Dialog Box
will appear

30. Putting Macro on Toolbar in Excel 2003
• Select the
TOOLBAR
Tab
• Click NEW
• Name the
new toolbar
MACROS
• Click OK

31. Putting Macro on Toolbar in Excel 2003
• A floating
Toolbar will
open
• Click the
COMMANDS
Tab
• Select Category
MACRO

32. Putting Macro on Toolbar in Excel 2003
• Click, drag,
and drop the
Custom Button
to the floating
Toolbar

33. Putting Macro on Toolbar in Excel 2003
• Right click in
floating
Toolbar
• Select Assign
Macro

34. Putting Macro on Toolbar in Excel 2003
• Select the
Macro
• Click OK

35. 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 Box
To anchor the new toolbar, double click the toolbar.

36. 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

37. 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.

38. 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

39. 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

40. 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

41. 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

42. 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

43. THANK YOU!
This presentation will be posted on
SharePoint for those who would like it.