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Create Your Own Office Shortcuts

This document provides instructions for creating macros and shortcuts in Microsoft Word and Excel. It demonstrates how to record a macro that applies formatting changes like font, size, and alignment (1 sentence). It then explains how to name and save the macro, assign it a keyboard shortcut, and run it to apply those formatting changes with one click. The document further explains how to edit macro text and create a Quick Access Toolbar icon for easy application of macros like inserting regular text snippets. (2 sentences). Creating macros allows users to save repetitive tasks as single keyboard or toolbar commands, helping to save time and streamline common formatting and text insertion operations in Word and Excel. (1 sentence).

Uploaded by

Roberto Zanetto
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© © All Rights Reserved
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45 views3 pages

Create Your Own Office Shortcuts

This document provides instructions for creating macros and shortcuts in Microsoft Word and Excel. It demonstrates how to record a macro that applies formatting changes like font, size, and alignment (1 sentence). It then explains how to name and save the macro, assign it a keyboard shortcut, and run it to apply those formatting changes with one click. The document further explains how to edit macro text and create a Quick Access Toolbar icon for easy application of macros like inserting regular text snippets. (2 sentences). Creating macros allows users to save repetitive tasks as single keyboard or toolbar commands, helping to save time and streamline common formatting and text insertion operations in Word and Excel. (1 sentence).

Uploaded by

Roberto Zanetto
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Create your own

Office shortcuts
What you need: Microsoft Word or Excel (2007, 2010 or 2013)
Time required: 35 minutes

icrosoft Oce has many


little-known, time-saving
shortcuts, but the best is undoubtedly
macros. These let you record a series
of actions for example, applying
formatting changes to text or
inserting text you type repeatedly

and then save them as a single


command. You can then apply this
macro by using a keyboard shortcut
or by clicking an icon you created to
represent it on your Quick Access
Toolbar. Well demonstrate this in
Word, but you can also do it in Excel.

STEP First, decide what you want your

macro to carry out. For this


example, well create a macro
that changes the text font to Cambria, the
font size to 12, bolds it up, underlines it,
formats it with a bullet point and aligns it
centrally. To begin creating your macro in
Oce 2010 and 2013, click the View tab 1
on the Ribbon, the Macros dropdown
menu 2 on the far right, then Record
Macro 3 . In Oce 2007, click Tools at the
top, move your cursor to Macro, then
click Record (New) Macro.

STEP In the Record Macro box,

name your macro (it cannot


contain spaces) 1 and type a
description 2 . If you dont name it, it
will be called Macro1. Ensure the Store
macro in dropdown menu is set to All
Documents (Normal.dotm) 3 , which
means itll work with all your Word les.
If you want the macro to only work with
your current document, then click the
dropdown menu and select the name
of that document.

3
4 17 February 2015 35

Workshops

3
1
2

3
STEP First, create a keyboard shortcut for your

new macro. Click the Keyboard button


below the Assign macro to eld, then
click the Press new shortcut key eld and press a
key combination using the Alt key and a letter on
your keyboard 1 . If you see [unassigned] 2 beside
Currently assigned to, it means you can use that
key combination. Click Assign 3 to do that and
start recording your macro.

STEP Your cursor will now change to a small cassette icon

(indicating your macro is being recorded). Click the


Home tab 2 , the font dropdown menu and change it
to Cambria. Next, change the font size to 12, click the bold and
underline buttons, then the bullet point and central align 3
buttons (in the Paragraph section). You can stop/pause/resume
your recording by clicking the View tab, the Macros dropdown
menu, then clicking either Stop Recording, Pause Recording or
Resume Recording.

2
3

2
STEP Now, whenever you want to apply these

changes to any text in one go, highlight the


text, click the Macros dropdown menu,
View Macros, click your macro 1 , then Run 2 .
Alternatively, use the keyboard shortcut you created
in Step 3 (in our case, Alt+E). If you want to recreate
your macro, click Delete 3 and repeat the entire
process.

36 4 17 February 2015

STEP Well now show you how to create a macro that inserts text you

use regularly, and a Quick Access Toolbar icon, which you can
then click whenever you want to insert this text. First, click the
Macros dropdown menu, then Record Macro, give it a name 1 and
description 2 , then click OK 3 to begin recording.

Create your own Office shortcuts


STEP Now click the Home tab, select

the font format (style, size and so


on) and type your text. Next,
click the View tab, the Macros dropdown
menu, then Stop Recording. To edit the
macro, click the Macros dropdown menu,
then View Macros, select the macro
whose text you want to edit 1 , then click
the Edit button 2 .

2
3

STEP Youll now see a Microsoft Visual Basic

for Applications (VBA) window, which


contains everything you recorded in your
Macro as code. Edit the Macros text in the text eld 1 , and when
youve nished, click File 2 , Save Normal 3 , then close the VBA window.
Now apply the macro again to see your edited text.

2
3

3
1
STEP To add a Quick Access Toolbar icon for the macro you created,

click the Customize Quick Access Toolbar icon 1 , then More


Commands. Next, click the Choose commands from dropdown
menu 2 and select macros. You should see both macros youve created so
far. Click the Macro you want an icon for 3 , then click the Add button.
Youll see it in the column on the right, indicating its now part of your
Quick Access Toolbar.

STEP You can change this macros

10

default icon. Click the Modify


button 1 , select an icon, type a
display name 2 , click OK 3 (in the
Modify Button box) and OK again (in the
Word Options window). The icon will
now appear at the top of your Quick
Access Toolbar (at the top left of Word).

4 17 February 2015 37

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