Accessing Macro Creation Tools

Although you can access a couple of basic macro tools from the View tab in Microsoft
Word 2007

, you gain a lot more control over the utilities from the Developer tab. If the Developer
tab currently isn’t visible in your copy of Word, it can be easily added by following these
steps.

Click on the Office button in the upper left-hand corner of Word and select Word
Options as shown in the screenshot

below. (Click the image for a larger view.)

In the Word Options window, make sure Popular is selected and then put a check in
the box next to Show Developer tab in the Ribbon.

Click OK when done to return to your Word document. The Developer tab will now be
visible on the Word ribbon.

How to Create a Macro in Word 2007

Step 1: Open the Developer tab. Click on Record Macro in the Code section of the
tab.
Step 2: Pick a name for your new command and type it into the Macro name field in the
Record Macro dialog box. Note that the macro name must begin with a letter, and it
cannot contain any special characters, symbols, or spaces. Also, while this is optional,
it’s a good idea to go ahead and type in a description for the macro. You can leave this
field blank if the name of the macro makes the function of the command obvious, but it
never hurts to include a short description.

Step 3: Decide where you want to store the macro. If you choose to store it in All
Documents, it will be stored in the global template and accessible from any document
you create later on down the line. If the macro is really only intended to be used for the
current document you are working in, you can choose to store it there instead so as not
to clutter up the global template with an unused macro.

You can also create a shortcut for the macro here if desired. We’ll wait and discuss how
to do that in Part 2 of this series.

Click OK to continue to the next step.

Step 4: Perform the set of actions that you want the macro to include. It’s important to
note here that you need to use your keyboard when performing these tasks since most
mouse movements and actions will not be recorded.

If you need to type in anything that you don’t want the macro to include, click on Pause
Recording in the Developer tab. When you are done and want to start recording
actions again, click on Resume Recorder.

Step 5: When you’ve finished executing all of the commands that you want the macro to
include, click on Stop Recording.

How to Run a Macro

Once you've recorded a macro, there are two basic ways to run it. One way, which we'll
discuss in the next part of this series of articles, is to use an assigned shortcut. The
other way is to open the Developer tab on the Word ribbon and click on Macros.

The Macros window that appears on your screen will give a listing of all macros
available for your current document whether they are in that document or the global
template. Just be sure to pick the proper item from the Macros in drop down list. Select
the macro that you wish to execute and click the Run button.
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Making Macros Even More Efficient

The whole point of creating a macro in Microsoft Word 2007

is to make it quicker and easier to execute commonly performed tasks. For this reason,
sometimes it’s simply not enough just to make a new macro. Most users will also want
some form of clickable or keyboard shortcut assigned to the macro so that the process
of running the macro is even faster. Assigning such shortcuts can be done either during
or after macro creation.

Assigning a Shortcut during Macro Creation

While still in the Record Macro dialog box, but after you’ve entered the name and
description for the macro (see Part 1 of this series for more details on creating a macro),
you can click on either the Button or Keyboard button to assign a shortcut to the
macro. (Click the image below for a larger view.)
Selecting the Button option will add a shortcut button to the Quick Access toolbar in
Microsoft Word 2007. When choosing this option, the Word Options window will
appear on your screen. Select the macro for which you want to create a shortcut, and
click the Add button.

Click OK to exit the Word Options window and you’ll immediately be returned to your
Word document

to begin recording the macro. (This is why you want to make sure that this is the last
action you perform in the Record Macro dialog box.) Once you’ve finished recording
the macro, the shortcut button can be accessed from the Quick Access toolbar.

If you would prefer to use a keyboard shortcut, instead click on the Keyboard icon in
the Record Macro dialog box. This will bring up the Customize Keyboard window on
your screen. Make sure that the cursor is in the Press new shortcut key field, and then
press the key combination that you want to use as a shortcut for this macro.
Next, click the Assign button and the key combination will be moved to the Current
keys field.

When finished, click the Close button to start recording your macro. After the macro has
been recorded, the entered keyboard sequence can be used to run it.

Assigning a Shortcut after Macro Creation

While I’m sure there are quite a few people out there who are able to plan far enough in
advance to assign a shortcut to a macro while it is being created, I’m not in that club. I
don’t usually think about creating a shortcut until I’ve used the macro several times and
then decided that I wanted an easier way to execute it.

Fortunately, this isn’t a problem since Word 2007 allows you to go back and assign a
shortcut to a macro after it’s been created. To do this, click on the Office button and
select Word Options.

Once the Word Options window opens

, click on Customize. If you want to add a button shortcut to the Quick Access toolbar,
select Macros from the Choose commands from drop down list, and perform the
same steps as described in the preceding section for adding a button.

If you would rather add a keyboard shortcut, click on the Customize button next to
Keyboard shortcuts in this window.

In the Customize Keyboard dialog box that appears, choose Macros from the
Categories listing. Next, select the macro for which you would like to create a keyboard
shortcut from the list of Macros.

From here, the process of assigning a shortcut is the same as that described in the
previous section.

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Document Specific Macros

When creating a macro, you have the option to store it in the global template or in the
Word 2007 document in which you are currently working. If you store it in the global
template, it will be usable by any document you open in Word. However, if you store a
macro in a single document only, you can still transfer that macro to other documents at
a later date if needed.

Save Source Document as a Template

In order to transfer macros from one document to another, the source document
containing the original macros needs to be saved as a Microsoft Word template. To
save a document in this manner, click on the Office button, select Save As, and then
choose Word Template. (Click the image below for a larger view.)

With the document stored in this format, you’ll be able to transfer the embedded macros
to other Word files.

How to Transfer Macros

Step 1: Open or create the document to which you want to add the pre-existing macros.

Step 2: Open the Developer tab on the Word ribbon, and click on Macros. If you don’t
see the Developer tab, refer to Part 1 of this series to find out how to make it visible.
Step 3: Click the Organizer button in the Macros window.

Step 4: Make sure that you are on the Macro Project Items tab in the Organizer
window. On the left-hand side of this window, choose the document that you want to
copy the macros into from the Macro Project Items available in drop down box if it is
not already selected. On the right-hand side of the window, click the Close File button.
See the screenshot below for an example of this.

Step 5: The Close File button that was clicked in the previous step should now show as
an Open File button.
Click the Open File button and locate the document template that contains the macros
you wish to transfer to the new document.

Step 6: Select each macro that you wish to transfer and click the Copy button.

Now, the transferred macros will be present and accessible in the new document

. If you want to email or share this macro with another user, make sure you save this
new document as a Word template first and then distribute the template file.

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 Make a list of words, phrases and dialogue conventions that will recur in any
transcript you make---e.g., "END OF SIDE," "END OF TAPE," "(pause)," "(inaudible),"
"Q:," "A:," etc.

 Step 2

Listen to a good portion of the audio file or tape to be transcribed to determine what
medical terms will be repeated.

 Step 3
Check the spelling of any medical terms you're unsure of in a medical dictionary or at a
reliable medical website like Medterms.com or MediLexicon (see Resources for links).

 Step 4

Make a second list of medical and other terms likely to recur as you transcribe the
particular audio file you are about to transcribe. The client may have provided you or
your employer with a list of participant names to ensure that you spell them correctly.

 Step 5

Create a macro for each term on the two lists.

Creating a Word 2007 macro

 Step 1

To create a macro in MS Word 2007, make sure that the Developer tab is visible on the
Word 2007 ribbon. If not, click on the Office button in the upper left-hander corner of the
screen. Select "Word Options," and check-mark "Show Developer Tab in the Ribbon"
under the "Popular" tab. Click "OK."

 Step 2

Select the Developer tab and click on "Record Macro" button. In the box that pops up,
give the macro a name that you will easily connect to the function of the macro.

 Step 3

Decide whether the macro will be used in "All Documents" or just the document at hand,
and select the appropriate option from the scroll bar.

 Step 4

Click on "Keyboard." In the field labeled "Press New Shortcut Key," type the keys of a
simple key combination that you will use to run the macro. For example, hitting the
"Control" key and then the letter "A" will result in "Ctrl+A" appearing in the field. Click the
"Assign" button to lock the combination in for this macro.

 Step 5

Click on the "Close" button. The macro box disappears. Perform the actions that you
wish to be captured by the macro. In this case, you are simply typing a word or phrase.
Then click on the "Stop Recording" button in the Developer tab. You're done with this
macro and can create the next.
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A macro is a string of commands that is typically executed when you click a button,
select a menu item or press a key. In Microsoft Word 2007 , macros can automate
complex tasks that are repeated. One typical example is generating a text disclaimer
that appears near the top of each document. In addition to activating a macro by
pressing a key or button, Microsoft Office contains a built-in means to create a macro
that automatically runs when a Word document opens.
Difficulty: Moderately Easy

Instructions

1. Step 1

Open Microsoft Word 2007.

2. Step 2

Write the steps for the macro that you want to create. Rehearse the keystrokes if
necessary.

3. Step 3

Click the "Office" button. Select "Word Options," and then select the "Popular" option.

4. Step 4

Select the "Show Developer Tab in the Ribbon" check box from the "Top Options for
Working with Word" section of the screen. When finished, click the "OK" button.

5. Step 5

Click the "Developer" tab. Select the "Record Macro" button near the top-left corner of
the window.

6. Step 6

Enter the name for the macro. If you want the macro to run automatically, you must
name it with one of Microsoft's reserved special names. "AutoNew" macros run when
a new document is opened. "AutoOpen" macros run each time an existing document
is opened. "AutoClose" macros run each time a document is closed. "AutoExit"
 macros run each time you exit from Word or when you close a global template (such
as "normal.dotm"). If you want the macro to run every time Word opens, specify
"AutoExec" as the file name.

7. Step 7

Decide where to save the macro. If you want the macro to run every time Word is
opened, save it in the normal.dotm file, or another template file that is opened every
time you start Word. (Every time you open Word, a new or existing document
appears. Since all documents are, by default, based on the normal.dotm template,
placing the macro there will allow it to run each time you open Word.)

8. Step 8

Enter a description for the macro, and then click the "OK" button. Word will begin to
record the macro when you click the "OK" button. Use the notes you wrote in Step 2
to guide you as you complete the sequence of tasks for the macro.

9. Step 9

When you complete the steps for the macro, click the "Stop Recording" option in the
Developer area.

10. Step 10

Save and close the document, and then exit from MS Word.

11. Step 11

Reopen Word to check that your macro runs automatically.

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