Useful Microsoft Word Techniques - Susan Dorey Designs

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Useful Microsoft Word TechniquesFeature-FunctionalitymacroCustomizationdefine a series of actions (as a macro) so they can be executedover and over again at willFor a menu item or toolbar item you can:• add/change an image,• add/change the text,• add/change the shortcut key, and• assign a hypertext link.Why Do It?To make working with Word easier and quicker—more efficient. In some cases, reducing thereliance on the mouse (by enabling simple use of the keyboard) can reduce the risk of Carpal TunnelSyndrome.• Faster access to standard Word commands can be achieved by adding the desired commands toa menu and/or toolbar.• Speedy application of custom formats can be achieved by (1) creating a macro that defines andapplies the format and (2) adding it to a menu and/or toolbar.Suggested Customizations1. Create a custom toolbar with only the commands you use frequently. Note that many standardWord commands do not appear on a menu or toolbar.2. Create a macro to reverse transposed letters, assign a shortcut key to it.3. Create a macro to toggle the case of selected characters, assign a shortcut key to it.4. Create a macro to open a document for use as a template, assign it to a toolbar with a shortcutkey.5. Create a macro to define a custom table format, assign it to a toolbar with a shortcut key.6. Create a macro to define a custom bulleted paragraph format, assign it to a toolbar with ashortcut key.7. Create a macro to concatenate several documents and save the new document.8. Create a macro to toggle a hanging indent, assign it to a toolbar with a shortcut key.9. Create a macro to insert a registration mark at the first occurrence of the trademarkedword/phrase.10. Create a macro to run automatically when (1) Word opens, (2) Word closes, (3) new documentbegun, (4) existing document opened, or (5) document closed.Toolbars and MenusFor this discussion, the menu bar is a special kind of toolbar. Menus can be created and changed inthe same way as toolbars.How to Create a Custom Toolbar1. Use menu Tools, Customize to open the “Customize” window.2. Select the Toolbar tab. Select the [New] button to open the “New Toolbar” window.3. Enter a toolbar name. This can be mixed case and contain spaces. Select [OK], which closesthe window and leaves the new—and empty—toolbar in a small window.Revision: 5/16/2014 Page 8 of 78Copyright 2005–2014 by Susan Dorey Designs
Useful Microsoft Word Techniques4. In the “Customize” window, select the Commands tab. One at a time, select a Category in theleft pane, then select a Command from the right pane. Drag the Command to the new toolbarwindow.5. When you are done, close the “Customize” window.How to Change a Toolbar1. Use menu Tools, Customize to open the “Customize” window.2. You can remove commands from any toolbar by dragging them off one at a time.3. You can add a command to any toolbar by dragging it from the “Customize” window to thetoolbar.Important Points About ToolbarsSoftware upgrades to Word will likely restore the standard Word toolbars to their original state.Thus making changes to them may not be permanent. It is best, especially if the changes aresubstantial, to create your own toolbars and use only them. Use menu View, Toolbar to close unusedtoolbars.MacrosHow to Create a MacroThe easiest way, and one that works for most purposes, is to record it. Use the menu Tools, Macro,Record New Macro. Use the help file for directions.About Auto MacrosThere is a group of macros that run automatically when five different events occur. These macros areidentified by their name:AutoExecAutoExitAutoNewAutoOpenAutoCloseWord opensWord closesnew document beginsexisting document opensdocument closesThe macros can reside in any template, including normal.dot , and in a document file. AutoExec willonly run when it is in a global template named in the “Templates and Add-ins” dialog box or in theStartup directory (specified in File Locations).Either a procedure is named Autoxxxx or there is a module of that name with a procedure named“Main”. The latter enables more elaborate processing.You can prevent an auto macro from running by holding down the [Shift] key until the action iscomplete. You can block all auto macros by code WordBasic.DisableAutoMacros:WordBasic.DisableAutoMacros 1 'Disables auto macrosWordBasic.DisableAutoMacros 0 'Enables auto macrosUnfortunately these days the innocent helpful macro can be mistaken for a virus. The High securitysetting (accessed with menu Tools, Macro, Security) disables auto macros that are not digitallyRevision: 5/16/2014 Page 9 of 78Copyright 2005–2014 by Susan Dorey Designs
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