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Automating repetitive tasks

Kai Chandler looks at macros.  Part One – Microsoft Word.

Computers are supposed to make things easier aren’t they? Then why not let them do the legwork of automating repetitive tasks?

Part One of this two-part series looks at the Macro function of Microsoft Word. Part Two introduces a low cost shareware program to provide a similar function anywhere in Windows.

What is a macro?  Imagine a recording of a set of commands that you can save and apply whenever you need it. A macro remembers the sequence of keystrokes or mouse clicks to perform a task so you can play it back again and again.

Here’s a typical task for a Word macro. I’m using Word 2000 but the principle is similar for other versions of Word. The challenge is to create a macro to resize a set of pictures in Word so they are all 3 cm wide.  The steps are the same whatever your repetitive task.

To record the macro:

1. Select Macro from the Tools menu then select Record to record your new macro.

2. Give it a name – preferably something meaningful such as ‘Imageresizer’ and press Enter. Note that the macro name must not contain spaces.

You are now recording any keystrokes and mouse movements. A floating window allows you to Stop or Pause the Macro recording as required.

3. Press the Stop button or select Tools, Macro, Stop Recording when you are finished. 

To use the macro:

• 1. Select the image that needs to be resized,

• 2. Press Alt-F8 (this is the same as selecting Tools | Macro | Macros)

• 3. Select the Macro you want to run – in this case, Imageresizer

• 4. Select Run

and if all has worked, your image will be resized.

Repeat for other images.

Your macro is stored in your default Word template so will be available whenever you need it.

To make it even easier to call your macro, you can give it a keyboard shortcut. This is done when defining the macro – just select the keyboard icon and tell Word what shortcut you wish to use, for example alt-shift-y.

If you are feeling adventurous you can view the underlying program by selecting Edit from Macros window. Your macro is stored in a language called Visual Basic. There’s a lot more information about Macros and Visual Basic in the Help menu.

If you want to experiment with macros you should remember that planning is essential. Be sure of what you want to achieve and how to do it cleanly because any mistakes will also be recorded. You can edit the macro later to remove unnecessary steps but it’s easier to get it right first time.

The really good news is that you can define Macros in exactly the same way in most Microsoft Office products, including Excel and Frontpage so your knowledge is reusable, just like your macro.

Just be warned of one thing, many internet users have macros turned off to prevent infection by macro viruses so if you create a macro for someone else to use, it’s only polite to warn them that your document contains macros and they are not about to be infected by the latest virus!