Explain macros in MS Word

In Word, you can automate frequently used 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 save time on tasks you do often, bundle the steps into a macro. First, you record the macro. Then you can run the macro by clicking a button on the Quick Access Toolbar or pressing a combination of keys. It depends on how you set it up.

Record a macro with a button

1. Click View > Macros > Record Macro.
   
2. Type a name for the macro.
   
3. To use this macro in any new documents you make, be sure the Store macro in box says All Documents (Normal.dotm).
   
4. To run your macro when you click a button, click Button.
   
5. Click the new macro (it’s named something like Normal.NewMacros.<your macro name>), and click Add.
   
6. Click Modify.
   
7. Choose a button image, type the name you want, and click OK twice.
   
8. Now it’s time to record the steps. Click the commands or press the keys for each step in the task. Word records your clicks and keystrokes.
   Note: Use the keyboard to select text while you’re recording your macro. Macros don’t record selections made with a mouse.
9. To stop recording, click View > Macros > Stop Recording.
   

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

To run the macro, click the button.

Record a macro with a keyboard shortcut

1. Click View > Macros > Record Macro.
   
2. Type a name for the macro.
   
3. To use this macro in any new documents you make, be sure the Store macro in box says All Documents (Normal.dotm).
   
4. To run your macro when you press a keyboard shortcut, click Keyboard.
   
5. Type a combination of keys in the Press new shortcut key box.
6. Check to see whether that combination’s already assigned to something else. If it's already assigned, try a different combination.
7. To use this keyboard shortcut in any new documents you make, be sure the Save changes in box says Normal.dotm.
8. Click Assign.
9. Now it’s time to record the steps. Click the commands or press the keys for each step in the task. Word records your clicks and keystrokes.
   Note: Use the keyboard to select text while you’re recording your macro. Macros don’t record selections made with a mouse.
10. To stop recording, click View > Macros > Stop Recording.
    

To run the macro, press the keyboard shortcut keys.

Run a macro

To run a macro, click the button on the Quick Access Toolbar, press the keyboard shortcut, or you can run the macro from the Macros list.

1. Click View > Macros > View Macros.
   
2. In the list under Macro name, click the macro you want to run.
3. Click Run

4. Make a macro available in all documents

   To make a macro from one document available in all new documents, add it to the Normal.dotm template.

   1. Open the document that contains the macro.
   2. Click View > Macros > View Macros.
      
   3. Click Organizer.
      
   4. Click the macro you want to add to the Normal.dotm template, and click Copy.

   5. Add a macro button to the ribbon

      1. Click File > Options > Customize Ribbon.
      2. Under Choose commands from, click Macros.
      3. Click the macro you want.
      4. Under Customize the ribbon, click the tab and custom group where you want to add the macro.

      If you don't have a custom group, click New Group. Then click Rename and type a name for your custom group.

      1. Click Add.
      2. Click Rename to choose an image for the macro and type the name you want.
      3. Click OK twice.