Examples: To speed up routine editing and formatting Page X of Y. If you type teh plus a space, AutoCorrect replaces it with "the.

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1 Ways to Automate Repetitive Tasks: AutoText The AutoText feature lets you specify a short name for a body of text or graphics and then lets you insert that body of material just by typing the short name. AutoComplete When the AutoComplete feature is turned on, Word will display a ScreenTip when you type the first few characters of an AutoText entry, at which point you can insert the entry or continue typing. AutoCorrect The AutoCorrect feature expands a two-letter or three-letter abbreviation into a complete name or other word or phrase, to save you from having to type it manually. AutoCorrect entries are limited to 255 characters. Macros A macro is a series of Word commands and instructions that you group together as a single command to accomplish a task automatically. Examples: sept for September Examples: sept for September Examples: Type (c) and you get. Examples: To speed up routine editing and formatting Page X of Y If you type teh plus a space, AutoCorrect replaces it with "the." To combine multiple commands; for example, inserting a table with a specific size and borders, and with a specific number of rows and columns What Is AutoText? To store and quickly insert text, graphics, and other items that you use frequently, you can use AutoText. Word comes with a number of built-in AutoText entries, such as salutations and closings for letters; and you can create your own AutoText entries. If you use the same lengthy disclaimer in reports and don't want to retype it every time, you can create an AutoText entry for the disclaimer. Use the AutoComplete feature to insert an AutoText entry. When you type the first few characters of an entry's name in your document, Word displays a ScreenTip, at which point you can insert or ignore the entry. AutoText entries must be at least five characters long if you want to insert the entry by using AutoComplete. Insert an AutoText entry by 1) selecting it from a list of entries on the AutoText toolbar from the AutoText menu (click AutoText on the Insert menu); or 2) using the AutoText tab in the AutoCorrect dialog box (click AutoText on the Insert menu, and then click AutoText). AutoText entries are divided by categories such as Closing or Salutation on both the AutoText toolbar and the AutoText menu. The entries you create will usually appear in the Normal category. When you create an AutoText entry, it's automatically linked to the paragraph style of the text or graphic you used to create the entry. The style is what Word uses to determine which category the new entry appears in. Create a New AutoText Entry: 1. Select the text or graphic you want to store as an AutoText entry. NOTE: To store paragraph formatting with the entry, include the paragraph mark ( ) in the selection. 2. On the Insert menu, point to AutoText, and then click New. 3. When Microsoft Word proposes a name for the AutoText entry, accept the name or type a new one. NOTE: If you plan to insert the entry using AutoComplete, make sure the name contains at least four characters because Word inserts an entry only after four characters have been typed. Revised 9/2006 Janet W Lee jwlee@lmu.edu x Page 1 of 8

2 Rename an AutoText Entry: 1. On the Tools menu, click Templates and Add-Ins. 2. Click Organizer, and then click the AutoText tab. 3. In the In box on the left, click the entry you want to rename, and then click Rename. 4. In the Rename dialog box, type a new name for the entry. 5. Click OK 6. Click Close. Turn On/Off AutoCorrect options: 2. To select the options, do one or more of the following: To show or hide the AutoCorrect Options buttons, select or clear the Show AutoCorrect Options buttons check box. To set the capitalization options, select or clear the next five check boxes in the dialog box. To turn on or off the AutoCorrect entries, select or clear the Replace text as you type check box. To turn on or off the spelling checker corrections, select the Replace text as you type check box, and then select or clear the Automatically use suggestions from the spelling checker check box. TIP: You can undo a correction or turn AutoCorrect options on or off by clicking an option on the AutoCorrect Options button. The button first appears as a small, blue box when you rest the mouse pointer near text that is automatically corrected, and it changes to a button icon when you point to it. Type the text you want to correct, followed by a space or other punctuation. Share AutoText Entries: Security Because AutoText entries are stored in files, do not use AutoText entries to store sensitive data in files that you distribute. Store AutoText entries in a template and distribute the template to the members of your workgroup. Then, your co-workers can create documents based on the template. Or they can use the Organizer to copy the AutoText entries into their Normal templates. DO NOT distribute your Normal template; it will overwrite any existing AutoText entries stored in your co-workers' Normal templates. 1. To use the Organizer, click Templates and Add-Ins on the Tools menu, click Organizer, and then click the AutoText tab. 2. Click on the name of the entry that you want to copy. Click on the Copy button. Revised 9/2006 Janet W Lee jwlee@lmu.edu x Page 2 of 8

3 Turn On/Off AutoComplete: 2. Click on AutoText tab. 3. Click on the checkbox for Show AutoComplete suggestions. 4. Click OK. Create New AutoCorrect Entry for Symbols: 1. On the Insert menu, click Symbol. 2. Click the Symbols tab or the Special Characters tab. 3. Select the symbol or special character that you want to set up the AutoCorrect entry for, such as (the lowercase Greek letter alpha). 4. Click AutoCorrect. The symbol or character appears in the With box. 5. In the Replace box, type the text sequence that you want Word to automatically change to the symbol or character that you selected, such as \alpha. 6. Click Add. 7. In the AutoCorrect dialog box, click OK. 8. Close the Symbol dialog box. Create an AutoCorrect Entry: 2. In the Replace box, type a word or phrase that you often mistype or misspell for example, type usualy. 3. In the With box, type the correct spelling of the word for example, type usually. 4. Click Add. OR 1. Highlight the text or graphic. 2. On the Tools menu, select AutoCorrect options. 3. In the Replace box, type a word or phrase. 4. Click OK. Create AutoCorrect Entries during Spell Check: 1. Right-click a word with a wavy red underline. 2. Point to AutoCorrect on the shortcut menu, and then click the correction you want. 3. If Word doesn't provide a list of corrections for a misspelled or mistyped word, AutoCorrect won't appear on the shortcut menu. NOTE If wavy red underlines do not appear under misspelled or mistyped words, click Options on the Tools menu, and then click the Spelling & Grammar tab. Select the Check spelling as you type check box. Revised 9/2006 Janet W Lee jwlee@lmu.edu x Page 3 of 8

4 Edit an AutoCorrect Entry: 2. Click the entry in the list under the With box. 3. Type the new entry in the With box. 4. Click Replace. NOTE If you want to change an AutoCorrect entry that contains a long passage of text, a graphic, or its original formatting, first insert the entry in a document. Then make the changes you want, select the revised entry, and click AutoCorrect Options on the Tools menu. Type the AutoCorrect entry name in the Replace box, and then click Replace. Rename an AutoCorrect Entry: 2. In the list under the Replace box, click the entry. 3. Click Delete. 4. Type a new name in the Replace box. 5. Click Add. Show/Hide AutoCorrect Options Buttons: The AutoCorrect Options buttons appear near text after an automatic correction is made. The button first appears as a small, blue box when you rest the mouse pointer near text that is automatically corrected, and it changes to a button icon when you point to it. To show or hide the buttons, click AutoCorrect Options on the Tools menu, click the AutoCorrect tab, and then select or clear the Show AutoCorrect Options buttons check box. Assign a Keyboard Shortcut Key: You can assign a shortcut key to a command, macro, font, AutoText entry, style, or commonly used symbol. 1. On the Tools menu, click Customize. 2. Click Keyboard. 3. In the Save changes in box, click the current document name or template in which you want to save the shortcut key changes. 4. In the Categories box, click the category that contains the command. 5. In the Commands box, click the name of the command. Any shortcut keys that are currently assigned appear in the Current keys box. 6. Do one of the following: (Begin shortcut key combinations with CTRL, ALT, or a function key.) Click the Press new shortcut key box and press the shortcut key combination you want to assign. Look at Current keys to see if the shortcut key combination is already assigned to a command. If so, select another combination. 7. Click Assign. Revised 9/2006 Janet W Lee jwlee@lmu.edu x Page 4 of 8

5 Ways to Create Macros: Macro Recorder Macro Recorder records your deliberate keystrokes and mouse button clicks by translating them into Microsoft Visual Basic for Applications (VBA). VBA is a macrolanguage version of Microsoft Visual Basic that is used to program Microsoft Windows based applications and is included with several Microsoft programs. Visual Basic Editor Visual Basic Editor is an environment in which you write new and edit existing Visual Basic for Applications code and procedures. The Visual Basic Editor contains a complete debugging toolset for finding syntax, run-time, and logic problems in your code. Tips for Recording Macros: Before you record a macro, plan the steps and commands you want the macro to perform. If you make a mistake when you record the macro, corrections you make will also be recorded. You can edit the macro later to remove unnecessary steps you recorded. Try to anticipate any messages that Word might display that can prevent your macro from running. If the macro includes the Edit menu Find or Replace commands, click More on the Find or Replace tabs, and then click All in the Search box. If the macro searches up or down only, Word stops the macro when it reaches the beginning or end of the document and displays a message asking whether you want to continue searching. If you want to use the macro you're recording in other documents, make sure that the macro doesn't depend on the current document's contents. If you use a particular macro often, assign it to a toolbar button, a menu, or shortcut keys. That way, you can run the macro directly without having to open the Macros dialog box. When you record a macro, you can use the mouse to click commands and options, but not to select text. You must use the keyboard to record these actions. For example, you can use F8 to select text and press END to move the cursor to the end of the line. Create Macros using Macro Recorder: 1. On the Tools menu, point to Macro, and then click Record New Macro. 2. In the Macro name box, type a name for the macro. 3. In the Store macro in box, click the template or document in which you want to store the macro. 4. In the Description box, type a description for the macro. 5. If you don't want to assign the macro to a toolbar, a menu, or shortcut, click OK to begin recording the macro. To pause recording, click Pause Recording on the Stop Recording toolbarthat appears when you are recording a macro. To stop recording, click Stop Recording. To resume recording, click Resume Recorder. Revised 9/2006 Janet W Lee jwlee@lmu.edu x Page 5 of 8

6 Edit Macros: 1. On the Tools menu, point to Macro, and then click Macros. 2. In the Macro name box, click the name of the macro you want to edit. 3. Click the Edit button. Assign Macros to Toolbar Buttons, Menus, and Shortcut Keys: For quick access to your macro, you can assign it to a toolbar, a menu, or shortcut keys. Running the macro is as simple as clicking the toolbar button or menu command or pressing the shortcut keys. If you give a newly created macro the same name as an existing builtin command in Word, the new macro actions will replace the actions of the built-in command. For example, if you record a new macro and name it FileClose, it becomes attached to the Close command. When you choose the Close command, Word performs the new actions you recorded. NOTE If you do this by mistake, simply delete the newly created macro, and re-record it under a new name. The built-in command retains the original actions. Assign Macro to the Toolbar or Menu: 1. Click Toolbars, click on Customize, and then click the Commands tab. 2. In the Commands box, click the macro you are recording, and drag it to the toolbar or menu you want to assign it to. Assign Macro to Keyboard Shortcut Keys: 1. Click Toolbars, click on Customize, and then click the Commands tab. 2. Click Keyboard. 3. In the Commands box, click the macro you are recording. In the Press new shortcut key box, type the key sequence, and then click Assign. Revised 9/2006 Janet W Lee jwlee@lmu.edu x Page 6 of 8

7 Save/Store Macros: You can store macros in templates or in documents. By default, Word stores macros in the Normal template so that they're available for use with every Word document. If you plan to use a macro in a single document, store it in that document. Individual macros in a document are stored in macro projects that you can copy from one document to another. Rename Macros: 1. On the Tools menu, click Templates and Add-Ins. 2. Click Organizer. 3. Click the Macro Project Items tab. 4. In the In box for the document or the template, click the entry you want to rename, and then click Rename. 5. In the Rename dialog box, type a new name for the entry. 6. Click OK, and then click Close. Create Macros Using Visual Basic for Applications (VBA): 1. On the Tools menu, point to Macro, and then click Macros. 2. In the Macros in list, click the template or document in which you want to store the macro. 3. In the Macro name box, type a name for the macro. 4. Click Create to open the Visual Basic Editor. NOTE If you give a new macro the same name as an existing built-in command in Microsoft Word, the new macro actions will replace the existing actions. To view a list of built-in macros in Word, point to Macro on the Tools menu, and then click Macros. In the Macros in list, click Word Commands. Revised 9/2006 Janet W Lee jwlee@lmu.edu x Page 7 of 8

8 Use Click and Type: You can quickly insert text, graphics, tables, or other items in a blank area of a document by using Click and Type. Just double-click in a blank area, and Click and Type automatically applies the paragraph formatting necessary to position the item where you double-clicked. For example, to create a title page, double-click in the middle of a blank page and type a centered title. Then, double-click the lower-right margin of the page and type a rightaligned author name. To determine which formatting Click and Type will apply when you double-click, watch the Click and Type pointer. As you move the pointer into a specific formatting "zone," the pointer shape indicates which formatting will be applied. 1. Switch to print layout view or Web layout view. 2. In the document, move the pointer to a blank area where you want to insert text, graphics, or a table. Then, click to enable the Click and Type pointer. 3. The pointer shape indicates how the item will be formatted. For example, if you point to the center of the page, the pointer shape indicates that the item will be centered. 4. Double-click, and then start typing text or insert an item as usual. Pointer shape Formatting applied Align left Align center Align right Left indent Left text wrap Right text wrap Copy Macros to Another Document or Template Security Use caution when you are adding macros to your template. Macros may be designed in such a way that their use could pose a security risk. We recommend that you use macros from trusted sources only. 1. On the Tools menu, click Templates and Add-Ins. 2. Click Organizer, and then click the Macro Project Items tab. 3. To copy items to or from a different file, click Close File to close the active document and its attached template or to close the Normal template. 4. Then click Open File, and open the template or file you want. 5. Click the items you want to copy in either list, and then click Copy. NOTE If you have assigned macros to toolbars, you should also copy the toolbars. Macro Warnings and Digital Signature to Macros: The macro you want to run might not be from a trusted source. If the security level is set to Medium or High, and you open a file or load an add-in that contains digitally signed macros that are not from a trusted source, you receive a macro warning. If you are sure you trust the macro developer, add the name to the list of trusted sources. The file might contain a macro virus. If you don't expect the file to contain a macro, you might have a virus that is adding a macro virus to the file. Check your computer for viruses, and try to get an uninfected copy of the file from the source. The file contains legitimate macros If you know these are legitimate and safe macros, you might want to digitally sign those macros and then add your name to the list of trusted sources. Digital signature is an electronic, encryption-based, secure stamp of authentication on a macro or document. This signature confirms that the macro or document originated from the signer and has not been altered. To avoid macro warnings, attach a digital signature to each macro project and add that signature to your list of trusted sources. If the macros are already signed, and if you are willing to trust all macros signed with that certificate, add the signer to your list of trusted sources. This will stop macro warnings when your Security setting is set to High or Medium. Revised 9/2006 Janet W Lee jwlee@lmu.edu x Page 8 of 8