Introduction to macros

Transcription

1 L E S S O N 6 Introduction to macros Suggested teaching time minutes Lesson objectives In this lesson, you will learn about macros by: a b c Running and recording a new macro by using the record macro feature. Editing a macro by using Visual Basic for Applications, and testing the macro. Creating a custom toolbar and assigning a macro to it; deleting a macro by using the Macro dialog box; and deleting a custom toolbar by using the Toolbar dialog box. 6-1

2 Word 2000: Level 2 Ashbury Training a Running and recording macros what s new The following new software features are discussed in this topic: Enhanced toolbar and menu customization New Open dialog box New Save As dialog box Concepts > Recording and running a macro A macro is a stored series of instructions that can be run by invoking a single command. Figuratively speaking, a macro enables you to kill two or more birds with one stone. You can use macros to automate and standardize complex and repetitive tasks. Examples include creating standard headers and footers, creating and formatting a complex table, and formatting a document to conform to a particular set of style guidelines. Macros can include keystrokes (function and shortcut keys) and mouse clicks (selections in dialog boxes, menus, and toolbars). However, mouse movements, such as using the mouse to select a word in the document window itself, cannot be recorded. & The company has a new name with an approved trademark. You will need to update all company literature to reflect the change. Task A-1: Running a macro q Objective: To run a pre-recorded macro that will replace Burke Properties, Inc. with Burke Properties and then add a trademark symbol. 1. Open Running And Recording If necessary, click on the Enable Macros button To enable the file to open. M If the Macro Security (Tools, Macro, Security ) is set at High, students will not be able to run the macro. Set the security at Medium to enable the macro to run. 2. Observe the document Notice that the company is referred to as both Burke Properties, Inc. and Burke Properties and that neither bears a trademark symbol. 3. Choose _Tools Macro Macros..._ From the Macros In dropdown menu, select Running And Recording.doc (Document), if necessary (Or press Alt +F8.) To display the Macros dialog box. The macro is stored in the Running And Recording document. In the Description text box, you can read about what the macro does. 4. Select NameChange, if necessary Click on Run To execute the macro. 5. Observe the document The macro changed all Burke Properties, Inc. to Burke Properties and inserted a trademark symbol after each instance of the new name. 6-2

3 Ashbury Training Lesson 6: Introduction to macros Concepts > Recording a macro You can record a macro in Word by using the Macro Recorder. Once the Macro Recorder is started, Word records every action until you click on either the Pause Recording or the Stop Recording button. By clicking on the Pause Recording button, you can perform actions you do not want recorded. When you are ready to resume recording the macro, you can click on the Pause Recording button again. Recording a macro takes planning. Before you begin recording, practice the steps you want to record on a sample document. Here are some things to consider prior to recording a macro: Do not use the mouse within the document window. Use the keyboard or menus to select text or to place the insertion point in documents. Include all clean up actions in the macro, such as removing toolbars, saving and closing documents, closing dialog boxes, and returning to your usual view. When a macro is to be used on multiple documents, do not perform actions specific to the document you are using. Storing a macro When you choose Record New Macro, you can tell Word where to store, or save, the macro. You can store macros in either a document or in a template. If a macro is useful only to the document that was open when it was recorded, store the macro in that document. Doing so makes that macro applicable only to that single document. If you want the macro to be made available to similar documents, store the macro in the template on which the documents will be based. If you want the macro to be available to all open Word documents, regardless of which template the document was based on, store the macro in the Normal template. (By default, Word stores macros in the Normal template.) 6-3

4 Word 2000: Level 2 Ashbury Training Task A-2: Recording a macro q Objective: To record a macro that will create a header and footer with standard information. Tip: Remind students that all clicks and keystrokes they make between starting the macro recording and stopping it will be recorded. Before you begin: Running And Recording is open. 1. On the status bar, doubleclick on the gray REC indicator To display the Record Macro dialog box. M Tell students that macro names must begin with a letter and cannot contain spaces or special characters or they will get an invalid procedure error message. 2. In the Macro Name text box, type HeaderFooter From the Store Macro In drop-down list, select Running And Recording.doc (Document), if necessary To name the macro. Tip: Remind students that their mouse movements are not recorded. In the Description text box, select the existing text and type Inserts standard header and footer text. Click on OK 3. Observe the mouse pointer Observe the status bar Observe the Macro Record toolbar 4. Choose _View Header_And_Footer_ 5. Verify that the insertion point is in the Header area This will store the macro in the Running And Recording document. Although the macro description is optional, it is recommended. To begin recording the macro. The cassette picture attached to it indicates that the macro is recording. The REC indicator now appears in black, showing that the macro recorder is on and recording. It contains a Stop Recording button and a Pause Recording button. To display the Header And Footer toolbar. Type Burke Properties 6-4

5 Ashbury Training Lesson 6: Introduction to macros 6. Click on the Switch Between Header And Footer button To display the footer area. 7. Press T Click on the Insert Page Number button Press s To center the footer text. To add the page number into the footer. Type of Press s Click on the Insert Number Of Pages button Tip: Remind the students to clean up the screen. They should close all menus, toolbars, or other tools they may have used while recording the macro. 8. On the Headers And Footers toolbar, click on Close 9. Click on the Stop Recording button To add the total number of pages to the footer. To stop recording the macro. 10. Observe the document Both a header and footer have been added. (You may have to scroll to view them.) A copy of the HeaderFooter macro the students just recorded is available in the file used in Task B- 1. So if students are having difficulty recording the macro here, let them know that they can use the HeaderFooter macro supplied in the next task. 11. Save the document as My Running And Recording Close the document 6-5

6 Word 2000: Level 2 Ashbury Training b Concepts > The HeaderFooter macro from Topic A is included in the data file used in Task B-1. Storing a copy of the macro in the data file reduces possible setup problems and provides students with a common starting point. Editing and testing a macro If you need to make changes to a macro, you can either re-record it using the same name or you can edit it in the macro-editing window. The macro-editing window is actually a mini-application, so that when you edit the macro, you leave Word and enter the Visual Basic for Applications mini-program. (Macros are written in Word s programming language, Visual Basic for Applications.) When you are done editing the macro, close Visual Basic for Applications and return to Word. Task B-1: Editing a macro 1. Open Editing And Testing If necessary, click on the Enable Macros button 2. Choose _Tools Macro Macros..._ 3. If necessary, select HeaderFooter 4. Click on Edit Word opens the Visual Basic for Applications miniapplication to edit your macro. M Warn the students to be sure they place the insertion point after the s but inside the end quotation mark. 5. Observe the macro in the Microsoft Visual Basic window 6. Place the insertion point after the s in Burke Properties Type : We ll find the right property for you! 7. Choose _File Close_And_Return_To_Microsoft_Word_ Macros are written in Microsoft s programming language, Visual Basic for Applications. You might need to scroll to see the text. To add the company slogan to the header. To return to Word. The change is automatically saved. Testing an edited macro Concepts > Because editing a macro does not involve recording actions that you perform, it is best to run the macro as a test immediately after you edit it. You might also want to rename the macro to clarify its purpose or to reflect the changes you made to it. 6-6

7 Ashbury Training Lesson 6: Introduction to macros Task B-2: Testing an edited macro 1. Choose _Tools Macro Macros..._ 2. If necessary, select HeaderFooter 3. Click on Run To run the edited macro. 4. Scroll to observe the document The header and footer are now displayed and the slogan has been added to the header. 5. Close the file without saving 6-7

8 Word 2000: Level 2 Ashbury Training c Concepts > Custom toolbars Word supplies several convenient toolbars which, once displayed, give you instant access to nearly every menu function with just the click of a button. When you create a custom toolbar, you can add your own buttons for actions that you frequently perform to save time on mouse clicks or keystrokes. For example, if you add the Close button to your custom toolbar, you would click on the Close button once, rather than using the menu commands (File, Close). Task C-1: Creating a custom toolbar 1. Open Custom Toolbars If necessary, click on the Enable Macros button 2. Choose _View Toolbars Customize..._ (] on any toolbar.) To display the Customize dialog box. 3. Select the Toolbars tab, if necessary Click on New... To display the New Toolbar dialog box. 4. In the Toolbar Name text box, type your name In the Make Toolbar Available To drop-down list, select Custom Toolbars This will store the custom toolbar with the Custom Toolbars document. Click on OK The toolbar is displayed. 5. Select the Commands tab 6-8

9 Ashbury Training Lesson 6: Introduction to macros 6. In the Categories list box, verify that File is selected In the Commands list box, locate and select the Close button 7. Drag the selected Close button to the custom toolbar This button closes all windows of the active document. To add the Close button to the custom toolbar. 8. Select the Edit category Add the Repeat button to the custom toolbar 9. Drag the Close button off the custom toolbar To remove the button from the custom toolbar. Practice Task 1. Add two or more buttons from the available categories to the custom toolbar. Close the Customize dialog box. 2. Drag the toolbar to a location designated by your instructor. Concepts > Assigning a macro to the toolbar Macros, though handy, are not readily accessible. To solve this problem, you can assign any macro, including your own, to a button and then place it on a custom toolbar. This is an excellent time saver, because rather than choosing all of the menu options to run the macro, you can click on the macro button on the toolbar to run it. 6-9

10 Word 2000: Level 2 Ashbury Training Task C-2: Assigning a macro to the toolbar Before you begin: Practice Task C-1 is completed. Your personal toolbar is displayed. 1. Choose _View Toolbars Customize..._ To display the Customize dialog box. Select the Commands tab, if necessary 2. In the Categories list box, locate and select Macros In the Save In drop-down menu, select Custom Toolbars.doc, if necessary In the Commands list box, select Project.NewMacros.HeaderFooter 3. Drag the selected macro to the custom toolbar To display the Macros stored in the Custom Toolbars menu. That is the full name of the HeaderFooter macro. (You may have to relocate the custom toolbar to see it.) 4. With the macro button still selected, in the Customize dialog box, click on the Modify Selection button 5. Place the insertion point in the Name box Select the existing text and type HeaderFooter To rename the toolbar button that will represent the macro. Press R 6. Close the Customize dialog box Observe the button on your custom toolbar The name has been changed from Normal.NewMacros.HeaderFooter to HeaderFooter. 7. Save the file as My Custom Toolbars Practice Task Add the NameChange macro to the custom toolbar and rename the button NameChange. 6-10

11 Ashbury Training Lesson 6: Introduction to macros Deleting macros and custom toolbars Concepts > Many macros and toolbars are designed to be used for a specific project. Upon completing the project, it is a good time to review your macros and toolbars to determine which ones, if any, are no longer needed. The project mop-up is a good habit to develop because by deleting those macros and toolbars that you no longer need, you can free up disk space and reduce clutter. This will also make it easier for you and anyone using your computer to work more efficiently on the next job. Task C-3: Deleting a macro Before you begin: Practice Task C-2 is completed. 1. Choose _Tools Macro Macros..._ (Or press Alt + F8.) To display the Macros dialog box. In the Macros In drop-down menu, verify that My Custom Toolbars.doc (document) is selected 2. Select NameChange, if necessary Click on the Delete button Click on Yes To delete the macro. To confirm the deletion. 3. Close the Macros dialog box The NameChange button should be removed from the toolbar because it has no function after the macro is deleted. 4. Observe the custom toolbar Click on the NameChange button Click on OK 5. Choose _View Toolbars Customize..._ 6. Drag the NameChange button off the custom toolbar Practice Task 1. Delete the HeaderFooter macro. 2. Remove the HeaderFooter button from the custom toolbar. The NameChange button is still there. The NameChange macro does not work because it has been deleted. To close the warning dialog box. (] on any toolbar.) To delete the NameChange button from the custom toolbar. 6-11

12 Word 2000: Level 2 Ashbury Training Task C-4: Deleting a custom toolbar Before you begin: The Customize dialog box is displayed. 1. Select the Toolbars tab if necessary 2. In the Toolbars list box, select your custom toolbar Click on the Delete button Click on OK 3. Close the Customize dialog box To delete your toolbar. Your toolbar has been deleted. 4. Close the file without saving 6-12

13 Ashbury Training Lesson 6: Introduction to macros ( Practice Unit for Lesson 6 In this activity, you will create and use a macro. 1. Create a new document. 2. Create a macro named Table3x3 to set up a table with three rows and three columns. Store the macro in the Normal template. 3. Create a new custom toolbar called My Toolbar and make it available to the Normal template. 4. Add the macro to your new toolbar and modify the button s name. 5. Create a new document. 6. Use the Table3x3 macro button on the custom toolbar to run the macro. 7. Delete the macro from the Normal template. 8. Delete the custom toolbar. 9. Close all the documents without saving changes. 6-13

14 Word 2000: Level 2 ) Wrap-up for Lesson 6 a What instructions can be included in a macro? Keystrokes and mouse clicks. b Why is it helpful to be able to edit a macro after it has already been created? If you need to repair the macro or update information in it, you do not have to re-record the entire macro. c What are some of the benefits of creating custom toolbars? Possible answers: You can combine buttons from existing toolbars on a custom toolbar to make those features you use the most readily available. You can create toolbars that are specific to a project. If you share a computer, each user can have his or her own toolbar(s). 6-14