Student Guide

40570A
Microsoft Word expert 2019
Module 6: Creating and managing macros
 Creating and managing macros

Contents
Contents..............................................................2
Module overview.............................................3
Description....................................................3
Scenario..........................................................3
Cornerstone..................................................4
Lesson 1: Recording simple macros.........5
Overview.........................................................5
Warm-up........................................................5
Topic 1: Run existing simple macros...6
Activity: Show and tell..........................7
Try-it: Run existing simple macros. .8
Topic 2: Record a new simple macro. .8
Record a macro.......................................9
Record a macro with a button........11
Record a macro with a keyboard shortcut 14
Activity: Show me how......................17
Try-it: Record a new simple macro18
Try-it 1......................................................18
Try-it 2......................................................18
Try-it 3......................................................19
Topic 3: Save a macro-enabled document 20
Activity: Pose a challenge.................20
Try-it: Save a macro-enabled document 21
Wrap-up.......................................................21
Lesson 2: Editing and copying macros. 23
Overview......................................................23
Warm-up.....................................................23
Topic 1: Edit simple macros..................24

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 Creating and managing macros

Activity: Show me how......................25

Try-it: Edit simple macros.................25
Try-it 1......................................................26
Try-it 2......................................................26
Topic 2: Copy macros to documents and templates 27
Copy macros from the Organizer..27
Copy a module from Visual Basic Editor 28
Activity: One step back, two forward29
Try-it: Copy macros to documents and templates 30
Try-it 1......................................................30
Try-it 2......................................................30
Wrap-up.......................................................31
Glossary........................................................31
Cornerstone....................................................32
Overview......................................................32
Objectives....................................................32
Duration.......................................................32
Instructions.................................................32
Tasks..............................................................33
File 1: Cornerstone_recipe_starter.docx 33

Module overview
Description
This module consists of two lessons designed to help you learn how to use some of the
advanced features of Microsoft Word 2019. By the end of this module, you'll be able to
run, record, edit, and copy macros.
The following table outlines the lessons in this module and their corresponding learning
objectives.

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 Creating and managing macros

Lesson Learning objective Exam objective(s)

Recording Run and record simple macros.  4.2.1

simple  4.2.2
macros

Editing and Edit a simple macro and copy the macro to  4.2.3
copying other documents and templates.  4.2.4
macros

Cornerstone: Create macros and edit macros in a  4.2.1

Mighty document, add the new macros to a  4.2.2
macro power keyboard shortcut button, and then make  4.2.3
them available from the Quick Access  4.2.4
Toolbar and a custom ribbon group.

Table 1: Objectives by lesson

Scenario
Customers participating in Munson's Pickles and Preserves Farm Community Supported
Agriculture (CSA) Program can submit recipes to the Annual Recipe Contest. Selected
recipes are included in the Annual Munson's Pickles and Preserves Farm Cookbook.
Entries are submitted on digital recipe cards and must be formatted prior to publication.
You'll record a macro (a shortcut) to apply the correct formatting to the submitted
recipes before adding them to the Cookbook template.

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 Creating and managing macros

Cornerstone
Munson’s Pickles and Preserves Farm would like to be able to quickly create a letter
document that includes their logo, the current date, and an address placeholder. You
think that a macro would be great way to accomplish this task! You'll create a new
macro that creates a new document, inserts the current date, and includes an address
placeholder, so that your coworkers can quickly create a new document with these
elements. You'll then make the new macro available in all new Word documents.

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 Creating and managing macros

Lesson 1: Recording simple

macros
Overview
In this lesson, you’ll learn how to run and record simple macros. You’ll participate in
demonstrations and discussions, and you’ll have opportunities to put into practice what
you learn along the way.

Warm-up
Use these questions to find out what you already know about this lesson’s topics:
1. Macros are used to:
Select the correct option.
a. Lock a document.
b. Automatically recover documents.
c. Perform repetitive work.
d. Do work that is not performed daily.
2. If you create a document with a macro and you want to save the document to
include the macro, you must save the document in which file format?
Select the correct option.
a. .docx
b. .doct
c. .dotx
d. .docm

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 Creating and managing macros

3. A macro that has been assigned a keyboard shortcut can be run in which of the
following?
Select all that apply.
a. A blank document
b. An existing document
c. A template
d. A macro-enabled document

Topic 1: Run existing simple macros

Think about repetitive tasks that you perform daily. This could be your morning
routine, when you wake up, brush your teeth, and eat breakfast. Wouldn't it be nice to
automate those tasks to speed up your morning? In Word, you can automate frequently
performed tasks by creating and running macros. A macro is a series of commands and
instructions that you group together as a single command to accomplish a task
automatically.
To run a macro, select the button on the Quick Access Toolbar, use the keyboard
shortcut, or run the macro from the Macros list.
1. From the View tab, Macros group, select View Macros, as depicted in the following
screenshot.

Figure 1: The View Macros option from the View tab

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 Creating and managing macros

2. In the list under Macro name, select the macro, as depicted in the following
screenshot.

Figure 2: The Macros dialog box

3. Select Run.

Additional information
To review the information on running a macro, go to: Create or run a
macro

Did you know?

You can access macro tools from the Developer tab, Code group.

Activity: Show and tell

In this activity, follow along as your teacher demonstrates how to add an additional
editing and display language.

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 Creating and managing macros

Resources required
 None

Activity instructions
Participate in the activity by following these instructions:
1. Observe the teacher demonstrating how to open a macro-enabled document and
run existing macros.
2. Ask the teacher clarifying questions.
3. Participate in the discussion.

Try-it: Run existing simple macros

In this standalone try-it activity, you'll run macros from the Macros list.

Resources
You'll need the following resources for this try-it:
 Open L1_T1_try_macro_demo.docm in this lesson’s Learning Activity Resources.

Instructions
The following are the general tasks that you must perform during this try-it:
1. When opening the file, enable the macros.
2. Use the Macro list to run the Welcome macro.
3. Use the Macro list to run the Demo macro.
4. In the next paragraph after the sentence ending in …using macros, enter and select
the sentence I love macros, then run the Format_Macro macro from the Macro list.
5. Discuss your observations with a classmate.

Topic 2: Record a new simple macro

As you learned when creating the previous sample macro, you can use macros for
a variety of tasks. You also can save time on tasks that you do often by bundling the
steps into a macro.

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 Creating and managing macros

Record a macro
1. From the View tab, Macros group, select Macros, then choose Record Macro…, as
depicted in the following screenshot.

n
Figure 3: The Record Macro option

2. From the Record Macro dialog box in the Macro name box, enter a name for the
macro, as depicted in the following screenshot.

Figure 4: The Macro name option, in the Record Macro dialog box

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 Creating and managing macros

3. To use this macro in any new document, in the Store macro in box, select All
Documents (Normal.dotm), as depicted in the following screenshot.

Figure 5: The Record Macro dialog box, with the Store macro in option

4. Select OK to begin recording your macro.

5. Record the steps in your macro by selecting the commands or entering the text for
each step in the task. Word records your actions.
o Use the keyboard to select text, by using the SHIFT+arrow keys, while you are
recording your macros. Macros don’t record selections made with a mouse or
other pointing device.
6. When you have completed the steps in your macro, to stop recording, select the
View tab, from the Macros group, select Macros then Stop Recording, as depicted
in the following screenshot.

Figure 6: The Stop Recording option

7. Access the macro in the Macros list from the View tab, Macros group, then select
View Macros. In the list under Macro name, select the macro.

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 Creating and managing macros

Record a macro with a button

1. From the View tab, Macros group, select Macros, then choose Record Macro… , as
depicted in the following screenshot.

Figure 7: The Record Macro option

2. From the Record Macro dialog box, in the Macro name box, enter a name for the
macro, as depicted in the following screenshot.

Figure 8: The Macro name box

3. To use this macro in any new document, in the Store macro in box, select All
Documents (Normal.dotm), as depicted in the following screenshot.

Figure 9: The Store macro in: box

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 Creating and managing macros

4. In the Assign macro to area, select Button, as depicted in the following screenshot.

Figure 10: The Button icon

5. Select the new macro (example: Normal.NewMacros.<your macro name>), then

select Add, as depicted in the following screenshot.

Figure 11: The Customize the Quick Access Toolbar options

6. Select Modify, as depicted in the following screenshot.

Figure 12: The Modify option on the Quick Access Toolbar

7. In the Modify Button dialog box, select a symbol.

8. In the Display name box, enter a name for your macro.
9. Select OK.

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 Creating and managing macros

10. Select OK again to exit the Customize the Quick Access Toolbar window, as
depicted in the following screenshot.


Figure 13: The Modify Button options

11. Record the steps in the macro by selecting the commands or entering the text for
each step in the task. Word records your actions.
o Use the keyboard to select text, by using the SHIFT+arrow keys, while recording
macros. Macros don’t record selections made with a mouse or other pointing
device.
12. When the steps in the macro are complete, to stop recording, go to the View tab,
Macros group, select Macros and then Stop Recording, as depicted in the
following screenshot.

Figure 14: The Stop Recording option

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 Creating and managing macros

13. The button for your macro appears on the Quick Access Toolbar.

Figure 15: The Macro button on the Quick Access Toolbar

14. To run the macro, select the button from the Quick Access Toolbar.

Record a macro with a keyboard shortcut

1. From the View tab, in the Macros group, select Record Macro, as depicted in the
following screenshot.

Figure 16: The Record Macro option

2. From the Record Macro dialog box in the Macro name box, enter a name for the
macro, as depicted in the following screenshot.

Figure 17: The Macro name box

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 Creating and managing macros

3. To use this macro in any new document, in the Store macro in box, select All
Documents (Normal.dotm), as depicted in the following screenshot.

Figure 18: The Store macro in options

4. In the Assign macro to area, select Keyboard, as depicted in the following

screenshot.

Figure 19: The Keyboard button

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 Creating and managing macros

5. Select a combination of keys in the Press new shortcut key box, as depicted in the
following screenshot.

Figure 20: The Customize Keyboard dialog box

6. Check whether that combination is already assigned to something else. If it's

assigned, try a different combination.
7. To use this keyboard shortcut in any new documents, be sure the Save changes in
box displays Normal.dotm.
8. Select Assign.
9. Record the steps in the macro by selecting the commands or entering the text for
each step in the task. Word records your actions.
o Use the keyboard to select text, using SHIFT + arrow keys, while recording
macros. Macros don’t record selections made with a mouse or other pointing
device.

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 Creating and managing macros

10. When the macro steps are complete, to stop recording, go to the View tab, Macros
group, and select Macros then Stop Recording, as depicted in the following
screenshot.

Figure 21: The Stop Recording option

11. To run the macro, use the keyboard shortcut keys.

Additional information
To review the additional information on running a macro, go to:
Create or run a macro

Did you know?

You can create a macro to run from a custom ribbon group.

Activity: Show me how

In this activity, follow the teacher demonstration of recording macros to run from the
macros list, the keyboard, and the Quick Access Toolbar.

Resources required
 None

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 Creating and managing macros

Activity instructions
Participate in the activity by following these instructions:
1. Observe the teacher demonstrating how to record macros.
2. Ask the teacher clarifying questions.
3. Participate in the discussion.

Try-it: Record a new simple macro

In this leveled try-it activity, you'll record and run macros.

Try-it 1
In this try-it, you'll record macros: one to run from the macro list and one from a
keyboard shortcut.

Resources
You'll need the following resources for this try-it:
 None

Instructions
The following are the general tasks that you must perform during this try-it:
1. Open a blank document.
2. Record a macro to run from the macro list that will create a header with your name
to the left, the class name in the center, and the date that updates automatically to
the right, then close the Header and Footer toolbar.
3. Record a macro to run from a keyboard shortcut that will create a footer with the
page numbers in the center, then close the Header and Footer toolbar.
4. Test your macros to ensure that they run properly.
5. Save the document and keep it open for the next topic.

Try-it 2
In this try-it, you'll record macros: one to run from the macro list, one to run from a
keyboard short cut, and one to run from a button.

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 Creating and managing macros

Resources
 None

Instructions
The following are the general tasks that you must perform during this try-it:
1. Open a blank document.
2. Record a macro to run from the macro list that will create a header with your name
to the left, the class name in the center, and the date that updates automatically to
the right, and then close the Header and Footer toolbar.
3. Record a macro to run from a keyboard shortcut that will create a footer with the
page numbers in the center, and then close the Header and Footer toolbar.
4. Record a macro to run from a button on the Quick Access Toolbar that will select all
the text entered in your document, and then format text to your liking.
5. Save the document and keep it open for the next topic.

Try-it 3
In this try-it, you'll record macros: one to run from the macro list, one to run from a
keyboard short cut, one to run from a button, and one to run from a custom ribbon
group.

Resources
 None

Instructions
The following are the general tasks that you must perform during this try-it:
1. Open a blank document.
2. Record a macro to run from the macro list that will create a header with your name
to the left, the class name in the center, and the date that updates automatically to
the right, and then close the Header and Footer toolbar.
3. Record a macro to run from a keyboard shortcut that will create a footer with the
page numbers in the center, and then close the Header and Footer toolbar.
4. Record a macro to run from a button on the Quick Access Toolbar that will format
text to your liking.

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 Creating and managing macros

5. Record a macro to run from a button in a custom ribbon group that will insert a
Quick Part.
6. Save the document and keep it open for the next topic.

Topic 3: Save a macro-enabled

document
From the beginning of this course, you've opened documents that contain macros.
Anytime that you create a macro that you would like to share in the document, you
must make sure to save the document with the macros enabled. After the recipient
opens the document and enables the macros, they can use the macros created.
To save a macro-enabled macro, from the File tab, select Save as, and from the
document type list, select Word Document (*.docm), as depicted in the following
screenshot.

Figure 22: Options for saving a macro-enabled document

Activity: Pose a challenge

In this activity, you'll determine the steps required to save a macro-enabled file.

Resources required
 None

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 Creating and managing macros

Activity instructions
Participate in the activity by following these instructions:
1. Think about when you opened a macro-enabled document and when you have
saved documents in another file format.
2. Determine the steps required to save a macro-enabled document.
3. Share your ideas with a classmate.
4. Be prepared to share with the class.

Try-it: Save a macro-enabled document

In this standalone try-it activity, you'll save a document as a macro-enabled
document.

Resources
 None

Instructions
The following are the general tasks that you must perform during this try-it:
1. Open a blank document.
2. Save your document as a macro-enabled document.
3. Close the document.

Wrap-up
Use these questions to check what you learned in this lesson:
1. Macros can be assigned to run from:
Select all that apply.
a. The Macros list.
b. A keyboard shortcut.
c. A button on the Quick Access Toolbar.
d. A button on a custom ribbon group.

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2. To record selecting text, you must select the text by using Select here to enter text..
Fill in the blank space.
3. To record macros, you can use the Select here to enter text. tab or the Select here
to enter text. tab.
Fill in the blank spaces.

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 Creating and managing macros

Lesson 2: Editing and copying

macros
Overview
In this lesson, you’ll learn how to edit and copy a simple macro. The activities,
discussions, and demonstrations in this lesson will give you an opportunity to practice
the concepts that you learn.

Warm-up
Use these questions to find out what you already know about this lesson’s topics:
1. Macros are created by using which programing language?
Select the correct option.
a. HTML
b. CSS
c. Visual Basic
d. Java
2. You can access the macro security settings from which tabs?
Select all that apply.
a. File
b. Insert
c. View
d. Developer
3. You can open the Visual Basic Editor directly from which tab?
Select all that apply.
a. Insert
b. Design
c. Developer

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 Creating and managing macros

d. Review

Topic 1: Edit simple macros

What if you've created a macro that you use to format your documents by using
your favorite text-formatting options, and then change your mind on the text size or
color? Instead of recording a new macro, you can edit the macro.
1. From the View tab, Macros group, select View Macros, as depicted in the following
screenshot.

Figure 23: The View Macros option

2. From the Macros dialog box, select Edit, as depicted in the following screenshot.

Figure 24: The Edit macro option

3. A Microsoft Visual Basic for Applications window will open. Locate the macro from
the list by identifying the macro name next to the Sub command (example: Sub
Demo ( )).
4. Review the code and make the changes that you wish.

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 Creating and managing macros

You don’t need to know Visual Basics for Applications to edit a simple macro. Read
through each line then identify the steps to edit.
This is example code for setting the font to Arial Rounded MT Bold:
 Selection.Font.Name = "Arial Rounded MT Bold"
To change the font, change the name in the code, as in this example:
 Selection.Font.Name = "Segoe UI"

Additional information
To review additional information on Visual Basics for Applications,
go to: Getting started with VBA in Office

Activity: Show me how

In this activity, complete the step-by-step demonstration as your teacher describes how
to edit a simple macro.

Resources required
You'll need the following resources for this activity:
 None

Activity instructions
Participate in the activity by following these instructions:
1. Create a simple macro by following your teacher’s demonstration.
2. Review the code in the Microsoft Visual Basic for Applications window.
3. Edit the lines of code by following your teacher’s demonstration.
4. Close the Microsoft Visual Basic for Applications window.
5. Run the macro to check your changes.
6. Ask the teacher clarifying questions.
7. Participate in the discussion.

Try-it: Edit simple macros

In this leveled try-it activity, you'll review and edit macro VBA code.

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 Creating and managing macros

Try-it 1
In this try-it, you'll record a simple macro, then edit it in VBA.

Resources
 None

Instructions
The following are the general tasks that you must perform during this try-it:
1. Record a simple macro in the current document only.
2. Edit the code.
3. Run the macro to check your results.
4. Save as a macro-enabled document and keep the document open for the next topic.

Try-it 2
In this try-it, you'll review an existing macro code to determine the outcome.

Resources
You'll need the following resources for this try-it:
 Open L2_T1_try2_starter.docm in this lesson’s Learning Activity Resources.

Instructions
The following are the general tasks that you must perform during this try-it:
1. Go through the macro code before running the macro.
2. Determine what you think will happen when you run the macro.
3. Share your thoughts with a classmate.
4. Run the macro.
5. Return to the macro code and make a few edits.
6. Run the macro to check your results.
7. Save the document and keep it open for the next topic.

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 Creating and managing macros

Topic 2: Copy macros to documents

and templates
As you've learned so far, you can create a macro that is available in a specific
document or in the normal template. What would you do if you have a macro that is
available in one document but want to use it in another document or even in all
documents that you create? Word provides a copy option for macros.

Copy macros from the Organizer

1. From the View tab, Macros group, select View Macros, as depicted in the following
screenshot.

Figure 25: The View Macros option

2. From the Macros dialog box, select Organizer, as depicted in the following
screenshot.

Figure 26: The Organizer option

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 Creating and managing macros

3. From the Organizer dialog box, Macro Project Items tab, select the file that you
want to copy the macro from by using the drop-down menu under the Macro
Project Items available in:.
4. Then select the file you want to copy the macro to by using the drop-down menu
under the second Macro Project Items available in:.
5. Select the Macro Project item from the first document, select Copy, then Close. The
screenshot below depicts the Demo document copying the NewMacros to the
Sample document, as depicted in the following screenshot.

Figure 27: The Copying Macros dialog box

Copy a module from Visual Basic Editor

1. On the Developer tab, select Visual Basic to open the Visual Basic Editor.
2. In the Visual Basic Editor, from the View menu, select Project Explorer.
3. In the Project Explorer pane, copy the module containing the macro that you want
to the destination document or template, as depicted in the following screenshot.

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 Creating and managing macros

Figure 28: The Project Explorer pane

Activity: One step back, two forward

In this activity, you'll work with a partner to determine the steps required to copy
macros from one document to another by using the Organizer, and then observe your
teacher demonstrate copying macros from the Visual Basic Editor.

Resources required
 None

Activity instructions
Participate in the activity by following these instructions:
1. Think back to when you copied styles from one document to another.
2. Explore the Organizer dialog box by going to the View tab, Macros group, and
selecting View Macros.
3. Then determine the steps required to copy the macros from one document to
another.
4. Be prepared to share your ideas with the class.
5. Observe as your teacher demonstrates how to copy macros from the Visual Basic
Editor.
6. Ask the teacher clarifying questions.
7. Participate in the discussion.

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 Creating and managing macros

Try-it: Copy macros to documents and templates

In this leveled try-it activity, you will copy macros from one document to another.

Try-it 1
In this try-it, you'll copy macros from one document to another by using the Organizer.

Resources
You'll need the following resources for this try-it:
 The file from the previous try-it or open the L2_T2_try1_starter.docm in this lesson’s
Learning Activity Resources.

Instructions
The following are the general tasks that you must perform during this try-it:
1. Create a new document.
2. Copy the macros from your file to the new document by using the Organizer.
3. Save and close the documents.

Try-it 2
In this try-it, you will copy macros from one document to another by using the Visual
Basic Editor.

Resources
You'll need the following resources for this try-it:
 The file from the previous try-it or open the L2_T2_try2_starter.docm in this lesson’s
Learning Activity Resources.

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Create a new document.
2. Copy the macros from your file to the new document by using the using the Visual
Basic Editor.
3. Save and close the documents.

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Wrap-up
Use these questions to check what you learned in this lesson:
1. You can copy a macro to:
Select all that apply.
a. .docx
b. .docm
c. .txt
d. .dotm
2. You can edit a macro from Select here to enter text. or Select here to enter text..
Fill in the blank spaces.
3. What is an example of VBA code? Select here to enter text..
Fill in the blank space.

Glossary
Macro A series of commands and instructions that you group together
as a single command to accomplish a task automatically.

Visual Basic A Microsoft event-driven programming language.

Table 2: Glossary terms and definitions

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Cornerstone
Overview
In this Cornerstone, you'll create and edit macros in a document, add the new macros to
a keyboard shortcut button, and then make them available from the Quick Access
Toolbar and a custom ribbon group.

Objectives
The following table outlines the Cornerstone objectives and their corresponding MOS
exam objectives.

Create macros in a  4.2.1: Record simple macros

new document  4.2.2: Name simple macros

Edit existing macros  4.2.3: Edit simple macros

Copy the macros to  4.2.4: Copy macros to other documents or templates

another document

Table 3: Cornerstone objectives

Duration
50 minutes

Instructions
1. Complete the tasks for each file.
2. When saving your file, add your name to the end of the filename; for example,
Background_Espino. Follow your teacher’s directions for where to save your files.
3. When you’re done with the Cornerstone, assess your completion and enter the
points you think you earned within the task lists below. You can ask your teacher for
help if you need it.

Tasks
In this Cornerstone, you'll work with one file with six tasks.

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File 1: Cornerstone_recipe_starter.docx
Task: Record a button macro (6 points)
1. Record a button macro named Cornerstone in the normal template that includes
each of the following tasks: (5 points) (Exam objective 4.2.1 and 4.2.2)
a. Create a new document.
b. Paste the text that you select from the cornerstone_recipe_starter.doc file.
c. Select all text and format it with Arial font, 16pt, Bold.
2. Run your macro. (1 point) (Exam objective n/a)
Points scored: Select here to enter text. / 6

Task: Edit a macro (3 points)

1. Edit the Cornerstone macro to change the font to size 14 pt. (1 point) (Exam
objective 4.2.3)
2. Edit the Cornerstone macro to add the code Selection.Font.Color = RGB(20, 230,
0). (1 point) (Exam objective 4.2.3)
3. Run your macro. (1 point) (Exam objective n/a)
Points scored: Select here to enter text. / 3

Task: Add the macro button to the ribbon (3 points)

 Create a custom ribbon group and add your macro button. (3 points) (Exam
objective n/a)
Points scored: Select here to enter text. / 3

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Task: Record a macro (6 points)

1. Record a keyboard shortcut macro named header in the current document only that
includes each of the following tasks: (5 points) (Exam objective 4.2.1 & 4.2.2)
a. Inserts the header with the text Munson’s Pickles and Preserves Farm.
b. Inserts the current date in the footer.
2. Run your macro. (1 point) (Exam objective n/a)
Points scored: Select here to enter text. / 6

Task: Edit a macro (3 points)

1. Edit the header macro to change the text to Munson’s Pickles and Preserves Farm
Featured Recipes. (1 point) (Exam objective 4.2.3)
2. Edit the header macro to change the font, size, and color that you desire. (1 point)
(Exam objective 4.2.3)
3. Run your macro. (1 point) (Exam objective n/a)
Points scored: Select here to enter text. / 3

Task: Copy a macro (3 points)

 Copy the header macro to the Normal Template. (3 points) (Exam objective 4.2.4)
Points scored: Select here to enter text. / 3
FILE 1 TOTAL POINTS: Select here to enter text. / 24

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