Microsoft Word - Macros - Assigning a Macro to the Quick Access Toolbar

Assigning a Macro to the Quick Access Toolbar. 

After you have created a macro it is possible to add the macro to the Quick Access Toolbar


1. Click the Customise Quick Access Toolbar → More Commands.



2. Click the Choose command from → Macros.

3. Click the Customise Quick Access Toolbar list  arrow → For all documents (Default).

4. Select the macro you wish to run.

5. Click Add, the macro name will now be displayed in the right-hand window.

6. To arrange icons use the Move Up and Move Down arrows.

7. Click Modify.

8. Type a name for the button.

9. Select an icon in the symbol list.



10. Click Ok.

11. Click Ok – The icon will now be added to the Quick Access Toolbar.

Microsoft Word - Macros - Deleting a Macro

Deleting a Macro.

1. Click the Developer tab.



2. Click the Macros button



3. Select the macro that you wish to delete.



4. Click Delete.

5. A deletion confirmation dialog box will be displayed, Click Yes to confirm deletion.




6. Click Close.

Microsoft Word - Macros - Enabling the Developer OptionsTab

Enabling the Developer Options Tab.

1. Click on the Office button → Word Options.



2. Select Popular from the left hand pane.



3. Select the Show Developer tab in the Ribbon then click Ok.

Microsoft Word - Macros - Macros Explained

Macros Explained. 

Macros or macroinstructions allow you to automate procedures within Word.

The document where you wish to store the macro must be saved as a Word Macro – Enabled Document. 

Macros are usually recorded using the Macro recorder and then played back.

The trigger for playing them back is either a choice, a Button on the Quick Access Toolbar or specified short cut key.

Macros are written and recorded in the Visual Basic for Applications (VBA) language.

VBA is a high-level, visual-programming version of Basic which has been developed to manipulate an office application, in this case, Word. A "high-level" language does not mean that it is particularly difficult; quite the opposite, it means that it is quite close to a human language. However, you do not need to know how to program or learn the VBA language to create macros, just use the recorder and play back your recordings.

Macros are stored within the Word document file in modules.

To actually view the VBA instructions, the code, you need to go to the Visual Basic Editor
(VBE) which is the working environment for macros. It is here that you can edit macros, copy macros from one module to another, copy macros between different documents and rename the macros.

Microsoft Word - Macros - Recording a Macro

Recording a Macro. 

1. Click on the Developer tab.



2. Click on Record Macro.



3. Enter a name for the macro (one word only).



4. Either assign a shortcut key or assign a button to run the Macro.

5. Click Store Macro in:

All documents: available in all documents.
This document: only available in the documents you are in.

Documents based on: Macro is available documents based on this document.

6. Enter a description for the macro if required.

7. Click Ok.

8. Perform the macro actions required

9. Click Stop Recording button.

Microsoft Word - Macros - Running a Macro

Running a Macro.

1. Click the Developer tab.



2. Click the Macros button







3. Select the required Macro.



4. Click Run.

Microsoft Word -Macros - Trust Centre

Trust Centre

A Trust Centre allows you to set security and privacy Settings for a wide variety of options that include:

Macros Settings 
ActiveX 
Add-ins 
Message Bar 
Privacy Options.

Normally when an office document is opened that contains macros, the macro will be blocked. This is not a bad thing as you may have received the macro from a third party that may contain a virus.

Word will notify you automatically that it has blocked a macro so that you are able to check the macro VBA code before you run the macro.

If you create macros on a regular basis however you do not wish to have you macros blocked as you know they are not a threat to you.

It is possible to create what is called a trusted folder, any office documents that are saved in a trusted folder will not be blocked.

Microsoft Word - Macros - Writing a simple Macro

Writing a simple  Macro. 

Not all macros can be recored, it is sometimes necessary to write your own VBA scripte, the macros are stored within the document in what is call a module.

1. Click the Developer tab.



2. Click the Macros button.



3. Enter a name for the macro.



4. Select the location where you wish to store the VBA code.

5. Click Create – the Visual Basic window will be displayed.

6. Check to make sure code is going to be stored in the correct location.

In this case within the current document module.



7. Enter require code.

8. Once the code has been entered save the code using the Save icon, Return to Word by either selecting the Word icon from the toolbar or selecting File → Close and Return to Microsoft Word.

Microsoft Word - Tables - Sorting Tables

Sorting Tables. 

After you have entered data into your table it is possible to sort the data by up to three columns ascending or Descending.

In the example below we wish to sort our table firstly by country then by company name.
Pre sort:



Sort Process: 

1. Place your cursor within the table.

2. Select the Home tab →Paragraph group → Sort



The sort dialog box will be displayed. Select the required options and click Ok,



3. Select the columns that you wish to sort by.

4. Click the Type list arrow, and select the table cell content type.

5. Click on the Ascending or Descending option for each sort order.

6. If you have used headings in you table you will not wish them to be included in the sorting and to stay at the top of the table, in this case you would select Header row. If you have not used headings in your table, select No header row.

7. Click Ok to perform the table sort.



Results: Sorted by Country then by company name.

Microsoft Word - Tables - Merging and Splitting Cells

Merging and Splitting Cells

At times cells will need to be split or merged,

This can be done by using the Merge group on the Layout Ribbon.



Merge cells 

1. Select cells to be merged

2. Click on the Merge button

If there is text in the different cells, then they will appear in the merged cell separated as different paragraphs

Split cells 

1. Select the cells to be split

2. Enter number of columns and rows necessary



3. Click OK

Microsoft Word - Tables - Inserting Rows

Inserting Rows 

Rows are inserted automatically at the end of a table when tab key is used when working in a table.  (Otherwise the tab key takes you to the next cell.)  

To Insert a row in an existing table. 

1. Highlight row(s)

2. Then select Insert above or Insert below on the Rows and Columns group on the Layout Ribbon.



The rows can also be inserted from the shortcut menu, by selecting the appropriate command.

Microsoft Word - Tables - Inserting Graphical Objects

Inserting Graphical Objects. 

It is possible to insert a wide range of graphics into a cell in a table, most graphical options are found from the Insert → illustrations group. 

1. Select the Insert tab → illustrations group, select the require type of graphical object require, follow the objects prompts.

Microsoft Word - Tables - Formatting Tables

Formatting Tables 

The appearance of the tables can be changed, either for the whole table or for selected cells.

Depending on the formatting required some can be done on the Design Ribbon or by using the Home Ribbon, whereas some options are only available on the Design ribbon.

Borders and shading can be applied from both the ribbons.

1. Select the cells

2. Click on the Borders dropdown.

3. Select the option required.

This applies to the cells selected

The shading would work in exact the same way, but you select the colour required.

Microsoft Word - Tables - Drawing a Custom Table

Drawing a Custom Table. 

It is also possible to draw your own custom table, inserting the vertical, horizontal and diagonal lines.

1. Click on the Insert → Table button.



2. Click → Draw Table.



3. Draw your custom table.

A rectangle creates individual cells of the table boundaries.

Horizontal lines: creates rows.

Vertical lines: creates columns.

Diagonal lines: splits cells.



4. If you wish to delete a line, press and hold Shift, click on the line(s) you wish to delete.

5. Once you have completed the table click outside of the table.

Microsoft Word - Tables - Creating a table from Existing text

Creating a table from Existing text. 

Converting to a Table from Tab Layout.

You may have a document with data layout spaced out using Word tab. It is possible for Word to convert the data directly into a table format.

1. Select the text that you require to be converted into a table.



2. Select the Insert tab → Table.



3. Select Insert Table from the menu.

 

The next will now be displayed in a Table format.

Word uses the tab markers do work out how many columns to create.

Microsoft Word -Tables - Borders and Shading

Borders and Shading.

It is possible to format individual cells or range of cells

1. Select the cells that you wish to apply borders and shading to.



2. Place you cursor over the cells that you have highlighted and right-click on the mouse → select Borders and Shading.. option.

3. Select the require borders and shading options required and click OK.
Border and shading formatting be applied to the cell highlighted in the table.

Microsoft Word - Tables - Applying a Quick Style to a Table

Applying a Quick Style to a Table. 

Instead of formatting each cell of a table (borders, shading etc), you can add them all at one go using Table Quick Style Gallery. 

There is a large range of formatting combinations to choose from. 

Place your cursor into the table that you wish to apply a Quick Style to, as you hover over the different Quick Styles the formatting will be previewed in your table, when you find a style that you like, click on the style to apply to the table.

1. Place the cursor within the table that you wish to apply a Quick Style..

 

2. From the Design tab → Select the Table Style group, hover over the different styles until you find the required formatting.

Microsoft Word - Tables - Formatting Styles

Formatting Styles 

The table can be formatted with alternate rows being formatted.  This can be done manually if you so wish, but there are styles set up for you to do this on the Design Ribbon.

One of the styles that are visible on the ribbon can be selected or by clicking on the more dropdown arrow at the end of the styles allows you to choose from the complete list of styles or create your own.



Live Preview works with the table styles, so as you hover over any of the styles, the table changes into that style.  Once the required style is found all you need to do is click on it to keep that particular style.

If none of the styles meet your requirements, then an existing style can be changed or a new one can be created.

Microsoft Word - Tables - Entering Text in a Table

Entering Text in a Table. 

Once you have created your table, enter text into cells as you would in a paragraph, except when you press the Tab key moves you from cell to cell, left-to-right.

Note: Shift + Tab will move you Right-to-Left.

Text will wrap to the next line and the height of a row expands as you enter text that extends beyond column headings.


A. Press Tab to move to the next cell.

B. Press Tab to move to the first cell in the next row.

C. Press Tab to create a new row.

D. Enter text as format as you would text a standard paragraph.

Microsoft Word - Tables - Deleting-Rows

Deleting Rows 

Rows can be deleted by;

Highlighting row(s) to be deleted and then selecting the appropriate command.

Columns 

Columns can be added and deleted in the same way as rows, but by first selecting the columns.