Word 2003 Automating Common Tasks Manual
Contents
1. Undo Redo KA dialog box to the new toolbar MEME Copy PASTE Note commands are stored in categories according to their function If you want a command usually located under the Edit Menu click the Edit category 12 When finished adding commands to your toolbar press close on the Customize Dialog Box 13 Your toolbar will now act just like any other toolbar available in word Modify Selection Rearrange Commands Deleting a Custom toolbar 1 Click the tools Menu Drag down to Customize Click the Toolbars tab Select the toolbar to be deleted so that it 1s highlighted in blue Click the Delete Button Close the Customize dialog Box DRE Page 6 of 8 x Make toolbar available Click the New Button Normal dot ca x LJ Repeat EI Save in Normal dot keyboard Customizing Toolbar Buttons Toolbar buttons can also be customized Not only can you add new buttons to already existing toolbars you can also customize the button itself so that it will look just the way you want it to Create a Custom Button ae a um Display the toolbar to which you will add the custom button Click the Tools Menu Drag down to Customize The Customize dialog box will appear click the Commands tab Select the appropriate category and subsequent command you would like to add to the toolbar 6 Click and drag the command from the customize dialo2. buttons m Assign Hyperlink Allows user to Assign a Hyperlink to a button 8 When finished modifying the button click Close on the Customize dialog box Page 7 of 8 Create a Custom Menu Making a custom toolbar can be very helpful but for those people who prefer to use the dropdown menu system menus can also be customized 1 Sey ee dps Click the Tools Menu Drag down to Customize The Customize dialog box will appear click the Commands tab Scroll to the bottom of the Categories box and click the option labeled New menu The command New menu will be listed in the command box Click and drag the New Menu command up to the Menu bar Click the Modify Selection Button on the Customize Dialog box to give your menu a more descriptive title type the new title into the box labeled Name Drag desired commands from the customize window into the blank area below the new menu When finished click Close on the Customize Toolbar Page 8 of 8
3. would like to modify Click the Edit button You will immediately be taken into another program called Microsoft Visual Basic In the main window of Visual Basic will be the saved codes for your Macro Make the desired modifications Note Visual Basic may appear to be quite complicated However you will notice some areas of the Macro are easily identified and therefore can easily be changed For example the font size in the Code below is set to 20 if you would like the font larger change the 20 in the code to a higher number your macro will then change the font to a larger size 8 When modifications are complete Click the File Menu in Visual Basic 9 Click Close and return to Microsoft Word 10 You will be returned to Word 2003 11 Test the Macro Normal NewMacros Code a m x General HeaderForCOEHS Selection Delete Uniti wdCharacter Count 1 selection Delete Unit wdcharacter Count 1 election Delete Unit wdcharacter Count 1 aelection Delete Unit wdCharacter Count 1 Selection Delete Unit wdCharacter Count 1 AcriveWindow hkctrivePane View SeekView wdSeekMainDocument End Sub oub HeaderForcoOEHS oe pd ail HeaderForcoEHS Macro Macro recorded 10 9 2006 by Sarah Blodgett ActiveWindow iew SplitsSpecial lt gt wdPaneNone Then ActiveWindow Panes 21 close End If If ActiveWindow ActivePane View Type wdNormalView Or ActiveWindow ActivePane View Type wdoOutline
4. Insert Menu 2 Drag down to AutoText 3 Select the type of AutoText you are searching for 4 Click the piece of text you would like to insert into your document Create an AutoText Entry Word allows you to add AutoText entries that will help you x in your specific position 1 Type the piece of text you would like to include as AutoText entry Please name your entry Select the piece of text RR M Click the Insert Menu Select AutoText zT SEF Drag to New The Create AutoText dialog box will appear Type name for your AutoText entry into the box provided Note When naming AutoText entries those with at least 4 letters in the first word of the name will have AutoComplete capabilities All others will need to be inserted through the insert menu usually stored under normal category 8 Click OK Ward will create an QutoText entry From the current selection Dip ads Page 1 of 8 Edit an AutoText Entry Insert the desired AutoText entry into the current Document Make the desired changes to the Text Select the modified text AutoCorrect xX Auto orrect AutoText 4uboFormat 45 You Type AutboFormat Smart Tags Show Autocomplete suggestions To accept the 4utoComplete suggestion press Enter nter AutoText entries here i Add 2 3 4 Click the Insert Menu a z eee 5 Select AutoText teens Lees 6 Drag to New 0 Show Toobar 7 Type th
5. View Then Activelindow ActivePane View Type wdPrintView End If Activelindow ActivePan e View seekView wdseekCurrent PagqeHeader selection Font Name Comic Sans HS Selection Font 5ife 20 Selection TypeText Textr COEHS HEADER End sub Page 5 of 8 Customizing Toolbars Toolbars are one of those things that are used constantly in Microsoft Word However they may not always be conducive to the way you as an individual work Many times the commands you use most often are on many different toolbars and it s just not practical to have all the toolbars available open at the same time Word 2003 allows a user to custom make a toolbar so that it only contains the commands used most often Create a New Customized Toolbar Click the tools Menu Toolbar name Drag down to Customize ae Click the Toolbars tab The New Toolbar dialog box will open Toolbar Name give your new toolbar an identifying name 7 Make toolbar available to Use the drop down to determine if you would like your toolbar available in all Word documents or just the current document Click OK 9 You will be returned to Customize dialog box and a new blank toolbar will appear SS somewhere on the screen Categories Commands 10 Click the Commands Tab in the Customize dialog box 11 To add commands to your customized toolbar simply click and drag them from the Customize IP 2E P AMNS Toolbars commands Options
6. Word 2003 Automating Common Tasks User s Manual University of Wisconsin Oshkosh Information Technology Sarah Bradway Table of Contents AUTOTEX TENIRIES ccc eos MACROS m M CUSTOMIZING NERA RINT CUSTOMIZING TOOLBAR BUTTONS eae ES REN EROR S CREATE A CUSTOM MEN oanrin aa aS a E a AutoText Entries Microsoft refers to Auto Text Entries as A storage location for text or graphics you want to use again Basically any piece of text or graphic that is used on a regular basis can be stored and accessed instantly using this command AutoComplete Word 2003 comes with many AutoText entries already created Most of these are pieces of text that are used often in a business setting For example start typing the word Monday You will notice that as soon as you press the fourth letter in this case a D a small fly out box will appear If you press Enter on your keyboard word will automatically type the rest of the word Days of the week are stored as AutoText Entries Inserting AutoText Entries into a document Not all AutoText entries have AutoComplete capabilities Those with less than four letters 1n the first word will need to be entered directly into a piece of text using the Insert Menu 1 Click the
7. e Original name of the AutoText Entry Dee el 8 Click OK Mere Delete an AutoText Entry 1 Click the Insert Menu 2 Drag down to AutoText mm 3 Select AutoText 4 The AutoCorrect dialog box will open and the AutoText tab will be activated 5 Click the AutoText Entry you would like to Delete 6 Press the Delete button at the right 7 Click OK Autocorrect When typing a document have you ever noticed that sometimes Microsoft Word corrects spelling errors for you automatically Try typing the letters T E H you will notice that as soon as you press the space bar signaling you are done typing the word the letters will rearrange to spell the This is the AutoCorrect feature at work The point is to cut down on typing errors either in spelling or punctuation Adding AutoCorrect Entries l 2 3 4 d Click the Tools Menu Select AutoCorrect Options Click the AutoCorrect Tab Type the misspelled version of the word into the box labeled Replace Type the correctly spelled word in the box labeled With Click Add Click OK AutoCorrect English U 5 AutoText Aubolorrect 4utoFormat Smart Tags AutoFormat 45 You Type v Show SutoCorrect Options buttons Exceptions v Correct Two INitial CApitals v Capitalize First letter of sentences v Capitalize First letter of table cells Capitalize names of days v Correct accidental usage of cAPS LOCK key v Replace text as vo
8. g box to the area on the toolbar where you would like the button to be located Notice that an I beam signifies exactly where the button will be placed 7 Click the Modify Selection button in the Customize dialog box to get a list of modification options for your button See Right a b Delete will delete the button from the toolbar Name You can change the name of your button so that it is more descriptive Copy Button Image Allows the user to copy the image tiny picture from a button Paste Button Image Allows the user to paste a copied image tiny picture to a different button Reset Button Image Will restore button to its original setting Edit Button Image Allows you to change the way a picture looks by changing the colors of pixels Change Button Image allows you to apply a premade image to your button Default style returns a button style to its original form Text Only Always Shows only the text name for a button no image 15 displayed Delete Mame Normal MewMacri Copy Button Image Paste Button Image Reset Button Image Edit Button Image Change Button Image Default Style Text Only Always Text Only fin Menus Image and Text Begin Group j Text Only in Menus Shows only text when Assign Hyperlink command is in a menu but shows text and image when command is on toolbar k Image and Text Shows image and text always l Begin a Group Allows the user to put a separator between toolbar
9. ion you would like your macro to perform Record Macro X 2 Click the Tools menu Assign macro 3 Drag down to Macro 4 Select Record New Macro LZ TERAN ES 5 The Record Macro dialog box will appear SE in 6 Macro name Type an identifying name for fal Documents Normal dot your macro Description a Macro name must begin with letter Macro recorded 10 9 2006 by Sarah Blodgett b Macro name must not contain spaces Macro name can contain letter C acro name can contain letters xr numbers and the underscore character 7 Store macro in Use the drop down to determine if you would like your macro to be available to all documents in word or just the current document 8 Description The description box already contains the date the Macro was created and who created it However more details of exactly what actions the Macro preforms can be added 9 Click OK ae 10 You will now be returned to your document 11 A small toolbar will appear that looks like the one pictured at right 12 Your mouse pointer will also look like an arrow with a cassette tape Page 3 of 8 13 You are now in record mode every action you make will be recorded in the macro Begin completing the series of commands you planned earlier Note While recording your Macro use the Menu bar and commands as much as possible For examp
10. le if copying a piece of text instead of using CTRL C go to the Edit menu and drag down to Copy 14 As you record your macro feel free to press the pause button a When ready to begin recording again just press the same button again 15 When all the steps in your Macro are complete click the stop button 16 Test the Macro using the Run a Macro instructions Run a Macro 1 Click the Tools Menu Drag down to Macro Macro name 2 3 Select Macros Run 4 The Macros dialog box will Macro appear 5 Select the Macro you would Edi like to use h mem Note The Description box located near the bottom of the Delete box may contain more details Organizer of what the Macro does mm acras in All active templates and documents m Click Run ___ close 7 The Macro will run and all the Description Macro recorded 10 9 2006 by Sarah Blodgett actions recorded in the macro will be completed Delete a Macro 1 Click the Tools Menu 2 Drag down to Macro 3 Select Macros 4 The Macros dialog box will appear 5 Select the Macro you would like to delete Note The Description box located near the bottom of the box may contain more details of what the Macro does 6 Click Delete Page 4 of 8 Modify a Macro 1 Click the Tools Menu Drag down to Macro Select Macros The Macros dialog box will appear Select the Macro you
11. u type Formatted text Replace with Plain text sna was waht what warrent warrant wasnt wasnt J Automatically use suggestions From the spelling checker OK Cancel Page 2 of 8 Delete AutoCorrect Entries 1 Click the Tools Menu 2 Select AutoCorrect Options 3 Click the AutoCorrect Tab 4 Use the scroll bar to locate the appropriate entry in the AutoCorrect list 5 Click the entry to select it 6 Click the Delete Button 7 Click OK Macros A macro is a Series of actions that can be activated using a single command For example a person working in the College of Education might like to have a certain Header and Footer inserted into every document However this particular header and footer needs to be in a certain font in a certain size etc Entering this exact set of commands into every document would take a lot of time however a macro could be made to do all the commands automatically with just a few clicks of the mouse Think about it as a recording once the series of actions is saved you can hit play as many times as you like to get the same result Creating a Macro The most important thing to do in a Macro 15 to plan it well What do you want your macro to accomplish What are the steps you will need to take to get the desired end result It is a good idea to work these issues out before you start to actually record your macro 1 Plan out and if necessary write down every Macro name act
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