Word 2003:
Macros and Templates
BUCS IT Training
TABLE OF CONTENTS
WHAT ARE TEMPLATES?..................................................................................................................... 1
HOW CAN TEMPLATES BE USED? .................................................................................................... 1
PRODUCING A TEMPLATE................................................................................................................... 1
USING TEMPLATES ............................................................................................................................... 2
TEMPLATES DIALOG BOX ................................................................................................................... 3
A SELECTION OF THE TEMPLATES AVAILABLE FROM THE WEB............................................. 3
TEMPLATES AVAILABLE WITHIN WORD.......................................................................................... 4
ATTACH A DIFFERENT TEMPLATE TO THE ACTIVE DOCUMENT............................................... 6
HINTS & TIPS FOR TEMPLATES ......................................................................................................... 7
CUSTOMISING TEMPLATES ................................................................................................................ 7
NORMAL.DOT........................................................................................................................................ 10
PROBLEMS CHANGING THE FILE TYPE FROM "DOCUMENT TEMPLATE" TO "WORD
DOCUMENT."......................................................................................................................................... 10
WHAT ARE MACROS?......................................................................................................................... 11
HOW CAN THEY BE USED? ............................................................................................................... 11
PRODUCING A MACRO FROM SCRATCH ....................................................................................... 11
EXAMPLE EXERCISE - MACRO TO GIVE FANCY EFFECTS TO TEXT....................................... 13
RUNNING A MACRO ............................................................................................................................ 14
TO DELETE A MACRO......................................................................................................................... 14
ADDING MACROS TO THE TOOL BAR ............................................................................................ 14
TO DELETE A CUSTOMIZED TOOLBAR .......................................................................................... 16
ADDING A COMMAND OR OTHER ITEM TO A MENU ................................................................... 16
RENAMING STYLES, AUTOTEXT ENTRIES, MACROS, AND TOOLBARS................................. 16
VIEWING THE MACRO CODE............................................................................................................. 17
INCORPORATING FILL-IN OR MESSAGE BOXES INTO A MACRO ............................................ 17
TIPS FOR RECORDING A MACRO .................................................................................................... 20
TROUBLESHOOTING MACROS......................................................................................................... 21
HELP ........................................................................................................................................... 23
Author:
L.Maskell, IT Trainer
Copyright:
University of Bath
This document can be used for non-profit use by academic institutions provided this
copyright statement is included and acknowledged. Please contact the Information Officer,
BUCS, University of Bath for further information.
What are Templates?
A template is a file which contains the blueprint for any documents which you want to
create in exactly the same style. Examples are standard memos and report formats.
A template contains all the following:
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Styles
Page format & margin settings
Fonts
Formatting
Customised menus, formatting & shortcut keys
Macros
Boilerplate text & graphics
Auto Text
So that all the above can be applied automatically to all documents of the same type,
Word provides some standard templates for you but you can also create your own.
What is Boilerplate Text?
Boilerplate text is a section of text that will occur many times throughout a document, and
which may be subject to several changes before it reaches the final version. It may be
added and edited as an AutoText entry, inserted into the document or template as an
AutoText field, and is easily updated as a field whenever the text changes.
How Can Templates be Used?
Once a template is set up and saved into your templates folder it can be accessed
instantly by choosing File – New and then choosing the template you want from the Task
Pane.
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Templates can be further modified and resaved as new templates, thus saving time
and effort.
Templates can be set up to reflect the house style of an institution or department,
so that all documents are instantly recognisable and consistent.
They can incorporate standard headers and footers and logos, for example, as well
as different text styles.
Producing a Template
1. Choose File - New and open a blank page.
2. Use File – Page Setup to set up the required page type.
3. Type in the text which you want to appear in the template and format it
appropriately.
4. Add any headers or footers including page numbers.
5. Insert index and contents, logos and pictures as appropriate.
6. Save the template using File – Save As.
7. Document Type should be set to Document Template. Word will add a .DOT
extension to the file and save it into the Templates folder.
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Templates you save in the Templates folder appear under the General tab which is
displayed when you select File – New.
If you want to create custom tabs for your templates in the New dialog box, you will need
to create subfolders in the Templates folder and save your templates into these new
subfolders. The names you give your subfolders will appear as new tabs.
N.B. If you save a template in a different location, the template will not appear in the New
dialog box.
Example Exercise - Producing a Template for Standard Memos
1. Choose File - New and open a blank page.
2. Type the following memo header into the page:
UNIVERSITY OF BATH INTERNAL MEMORANDUM
YOUR DEPARTMENT
To:
From:
Subject:
Date:
CC:
3. Format the memo header as you wish, using colours and adding the
University logo at the top.
4. Save the template using File – Save As.
5. Document Type should be set to Document Template. Word will add a
.DOT extension to the file and save it to the Templates folder.
6. Click on File - New and you will see an icon for your new memo template.
Using Templates
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Click on File – New to see the choice of templates available in the New Document
Task Pane.
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Under the heading New – Click Blank document for a blank page.
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Click From existing document to create a copy of that document.
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N.B. Although web options are available, within the University, you should be using
Dreamweaver if you want to create a web page.
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Under the heading Templates – In the Search online for box, enter the type of
publication you would like a template for, e.g. party invitation.
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Click Templates on Office online to see the full range of online templates
available form the Microsoft website.
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Click On my computer to open the Templates dialog box.
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Templates Dialog Box
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Remember that any you have added yourself will appear under the General tab.
1. Select the required template by clicking on it and clicking OK.
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Notice that the default choice in the bottom right hand corner shows that you will
be creating a new document. (If you wish to amend a template you will need to
select the other option.)
2. You can now type your new document.
3. When you save the document, notice that the default in the dialog box shows that it
will be saved as a Word document.
A Selection of the Templates available from the Web
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Staffing and Management
Hiring, Managing and Motivating Employees
Organisation Announcements
Letters to Customers
Sales Letters
Addressing Complaints
Credit and Collection
Marketing
Brochures, Newsletters, Press & PR
Legal
Business and Commercial
Real Estate and Rental
Business Forms
Bids and Proposals
Invoices and Billing
Expense Reports
Stationery, Labels and Cards
Business Cards, Fax and Transmission Covers
CVs, Cover Letters, Resignation Letters
Customer Requests, Problems & Feedback
Business Calendars, Agendas and Minutes
Finance and Accounting
Banking and Loans, Financial Statements
Investments
Publications, Education, Reports, Books & Scripts
Templates for Teachers
Personal and Community Interests
Fundraising, Voicing your Opinion
Hobbies and Sports
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Templates Available within Word
Do investigate the many templates which Word makes available for you, including faxes,
letters, memos and resumés in a choice of contemporary, elegant and professional styles.
Contemporary, Elegant and Professional
Contemporary - Documents characterized by Arial and Times New Roman fonts, with
grey highlighting applied to headings. Includes a grey “globe” symbol.
Elegant – The font used is Garamond and the style is very compact, with thin double lines
used at top and bottom of headings.
Professional – Characterised by use of Arial fonts and thick, black headings and blocks.
Tab
Template
What it does
General
Blank document
Creates a new document based on the
default template quickly – the same as
clicking New Blank Document on the
Standard toolbar.
Web Page
Opens a blank Web Page.
Pleading Wizard
Legal Pleadings
Creates pleadings for courts that have
different layout and style requirements. You
can create an automated template for each
one.
Letters & Faxes
Contemporary Fax
Creates a fax in the style called
“Contemporary”.
Contemporary
Letter
Creates a letter in the style called
“Contemporary”.
Elegant Fax
Creates a fax in the style called “Elegant”.
Elegant Letter
Creates a letter in the style called “Elegant”.
Envelope Wizard
Create one envelope or create envelopes
for a mailing list.
Fax Wizard
This Wizard helps you create a cover sheet
and fax a document to someone.
Letter Wizard
Provides a simple template for one letter or
a letter to be sent to a mailing list.
Mailing Label
Wizard
Create one label or a page of the same
label, or create labels for a mailing list.
Professional Fax
Creates a fax in the style called
“Professional”.
Professional Letter
Creates a letter in the style called
“Professional”.
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Memos
Other Documents
Publications
Contemporary
Memo
Creates a memo in the style called
“Contemporary”.
Elegant Memo
Creates a memo in the style called
“Elegant”.
Memo Wizard
This Wizard creates a memo that is tailored
to your preferences, in a choice of
contemporary, elegant or professional
styles.
Professional
Memo
Creates a memo in the style called
“Professional”.
Agenda Wizard
This Wizard helps you create an organized
agenda for your meetings. It gives you a
choice of “standard” or “modern” styles, or a
chunky style using boxes. It enables you to
choose the type of information you want to
head the agenda, type in your agenda
items, and can also include a form for
recording minutes.
Batch Conversion
This Wizard performs a batch conversion of
several files, which you specify, to or from
the Word format (e.g. to convert HTML
files).
Calendar Wizard
This Wizard creates a calendar, with an A4
page for each month. Choose from a style
with boxes and borders, another with a side
banner, or a “jazzy” style. You can add
pictures and make the calendar for any
range of dates.
Contemporary
Resume
Creates a CV template for you to fill in, in
the contemporary style.
Elegant Resume
Creates a CV template for you to fill in, in
the elegant style.
Professional
Resume
Creates a CV template for you to fill in, in
the professional style.
Resume Wizard
Creates a CV that you can tailor to your
preferences, in one of the three default
styles.
Brochure
Directory
These are only available in Office 2000
Professional.
Manual
Thesis
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Reports
Contemporary
Report
For each of these three styles of reports,
change the information on the cover page to
contain the information you would like. For
the body of your report, use Styles such as
Heading 1-5, Body Text, Block Quotation,
List Bullet, and List Number from the Style
control on the Formatting toolbar.
Elegant Report
Professional
Report
The report templates are complete with
Styles for a Table of Contents and an Index.
In addition to producing reports, these
templates can be used to create proposals
and workbooks. To use the templates,
select any paragraph and just start typing.
To create your own version of any of these templates, select "template" as the document
type when you open the template, then make any changes you require, rename and
resave the template.
Attach a different template to the active document
1. On the Tools menu, click Templates and Add-Ins.
2. Click Attach, and then select the template you want.
3. Click Open then OK.
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You can also copy individual styles from one template to another by clicking
Organizer.
Tip
To use styles from the newly attached template, select the Automatically update
document styles check box in the Templates and Add-Ins dialog box. Word adds the
styles from the template to the document. If styles in the document and template have the
same names, Word updates the document styles to match the template styles.
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Hints & Tips for Templates
Using the Style Gallery
You can apply the styles from any existing template to a completely new document by
making use of the Style Gallery.
1. On the Format menu, click Theme.
2. Click Style Gallery.
3. In the Template box, select the template that
contains styles you want to use.
Styles from the template you select are copied to
your document.
Using Styles
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To preview how your document will look with the different styles, click Document
under Preview.
To see a sample document with styles from the selected template, click Example.
To see a list of the styles used in the selected template, click Style samples.
Using Tables
Often the information in a template needs to be kept in columns or needs to be lined up.
Use tables instead of tabs as they are easier to manipulate and update.
Using Fields
Make use of automated fields for information such as date and time, numbering, indexes
or fill-in boxes.
Customising Templates
Changing an Existing Template
1. Choose File - New and click on the template you wish to change.
2. Select Create New Template in the bottom right hand corner.
3. Make any changes you wish to make to the template.
4. Now save the template giving it a new name. Notice that the option to “Save as
type” defaults to Document Template.
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Modifying the Current Template you are Working With
If you are working in a document and create an attractive or useful style and suddenly
wish you could add the new style to the original template:
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Select Format-Styles and Formatting.
Click the Style you wish to add.
Click Modify.
Check the box labelled Add to Template.
Save the template when prompted to do so and the next time you open it your new
style will be available.
Copy styles, AutoText entries, toolbars, or macros
1. On the Tools menu, click Templates and Add-Ins.
2. Click Organizer, and then click the tab for the items you want to copy.
3. To copy items to or from a different template or file, click Close File to close the
active document and its attached template or to close the Normal template. Then
click Open File, and open the template or file you want.
4. Click the items you want to copy in either list and then click Copy.
To select a range of items, hold down SHIFT and click the first and last items. To
select nonadjacent items, hold down CTRL as you click each item.
Note If you copy toolbars to which you've assigned custom macros, you must also copy
the macros.
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Delete multiple styles, AutoText entries, toolbars or macros
1. On the Tools menu, click Templates and Add-Ins.
2. Click Organizer and then click the tab for the items you want to delete.
3. To delete items from a different template or file, click Close File to close the active
document and its attached template or to close the Normal template. Then click
Open File, and open the template or file you want.
4. Click the items to delete and then click Delete.
Tip
To select a range of items, hold down SHIFT and click the first and last items. To select
nonadjacent items, hold down CTRL as you click each item.
What happens to my document if I change its attached template?
Changing the template that's attached to a document — either by modifying the currently
attached template or by attaching a different template — has the following effects:
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Macros, AutoText entries and custom toolbar and command settings in a modified
template are available for use in any document based on the template, including
existing documents. If you attach a different template to a document, items stored
in the newly attached template are then available to the document.
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If you add or modify styles in a template, styles in an existing document based on
that template are not immediately updated to match the template styles.
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To make Word update styles in an existing document to match the styles in its
attached template, first open the document. On the Tools menu, click Templates
and Add-Ins, and then select the Automatically update document styles check
box. If the document text is formatted with styles that have the same names as
styles in the attached template, Word updates the text formatting to match the
template's style formats.
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If you change the boilerplate text and graphics in a template or change document
formats, for example, page margins and page size, headers and footers or the
number of columns per page, these changes affect only new documents that you
subsequently base on the template. Existing documents based on the template
aren't affected.
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Normal.dot
This is the default template for all new blank pages created in Word. You can change the
defaults by selecting from the Format menu, choosing the item that you want to change
(for example Font) and then clicking on Default. These changes will affect all new
documents based on the normal.dot template.
Tip
From the Tools menu, choose Options and go to the Save tab. If you choose the Prompt
to Save NORMAL.DOT option, this means that whenever you have made changes in
drop down menus, which affect the current template you are working from, you will be
prompted to say whether you also want to save those changes to the NORMAL template.
The prompt will appear when you exit Word.
Problems Changing the File type from "Document Template" to "Word
Document."
If the file you are saving is a document, not a template, the problem could be the Concept
Virus, a macro virus that prevents you from saving a file as any file type other than
Document Template.
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What are Macros?
A macro is a series of instructions which run a “mini program”, or sub routine, of the main
Word program, in order to perform a series of tasks automatically. Macros are created
using the Macro Recorder. This works like a tape recorder. When you have recorded the
actions you want to include in the routine, you can stop the recorder and play it back.
Behind the scenes, the macro is written in the Visual Basic programming language, but it
is not necessary to know this to record a macro - this is generated automatically as you
record each task.
How can they be used?
Macros are used to save time and effort when a standard series of tasks have to be
repeated again and again in the course of word processing. Some typical uses of macros
might be:
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To combine a string of related actions into a single task
To speed up editing and formatting
To customise an application
To bring in data from other applications
Producing a Macro From Scratch
1.
Create a new document in Word; ensure that a new (clean) document is showing.
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To start recording the macro, select Tools – Macro - Record New Macro.
The Record Macro dialog box will appear.
Give the Macro a name. Macro names must start with a letter and cannot include
grammatical punctuation like spaces, except for the underscore mark.
Note
If you give a new macro the same name as an existing macro in Word, the new macro
actions will replace the previously recorded actions.
5.
Select whether to store the Macro in all documents or only in the document you are
working with.
6.
In the Description text box, type a brief explanation of what the new macro will do.
7.
Having made the appropriate selections in this dialog box, click on OK to begin
recording the macro.
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Assigning the Macro to Toolbars or the Keyboard
Within the dialog box, you have a choice whether to assign the Macro to a toolbar or give
it a shortcut key.
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To assign the macro to a toolbar or menu, click Toolbars. In the Commands box,
click the macro you are recording and drag it to the toolbar or menu you want to
assign it to.
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To assign the macro to shortcut keys, click Keyboard. In the Commands box, click
the macro you are recording. In the Press new shortcut key box, type the key
sequence.
After assigning your macro to the Toolbars or the Keyboard, you will need to click on
Close to start recording the Macro.
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During Recording
1.
The mouse pointer will change to an arrow with a cassette on the end and a tiny
“Stop Recording” toolbar will appear to show that a Macro is in the process of being
recorded.
2.
At the bottom of your screen, REC on the Status Bar will appear emboldened.
3.
Carry out the actions that you want to record.
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You can pause the recording at any time by clicking on the Pause Recording icon
on the Stop Recording toolbar so that it is highlighted by a box. To continue
recording, click on the button again so that the box disappears.
To end the recording, click on the Stop Recording icon (the blue square) on the
Stop Recording toolbar.
Using the REC Panel on the Status Bar
Alternatively, you can double click on the greyed out REC panel on the status bar to
quickly display the Record Macro dialog box. When you have finished recording, double
click on the REC panel on the status bar again.
When the REC button on the Status Bar is greyed out, this indicates that the recording
process is no longer taking place.
Example exercise - Macro to give fancy effects to text
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Open a new document in Word.
From the Tools menu, choose Macro - Record New Macro.
Give the macro the name MyName.
In the Description box type “This macro will add my name formatted bold, 24
points, centre aligned and have special font effects.”
Click on OK. The macro has now started recording.
Type your name.
Select the text you have entered by using the keyboard (SHIFT+Home).
N.B. In Word, you cannot use the mouse to select text when recording a macro.
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Format the selected text as bold, 24 points and centre aligned.
From the Format menu choose Font then from the dialog box select the Text
Effects tab. A list of the different animation effects appears at the top of this box.
Select Sparkle Text and then click the OK button.
Press the END key to move the cursor to the end of the line.
Press the ENTER key to start a new paragraph.
Press CTRL+SHIFT+N to remove the formatting and reapply the default Normal
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style.
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Press the ENTER key once more.
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Click the Stop Recording button.
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Running a Macro
1. Go to the Tools menu and select Macro - Macros.
2. The dialog box lists all the macros you have recorded. As a helpful reminder, the
box at the bottom explains what the selected macro will do.
3. Select the macro you want and click on the right hand button marked Run.
To Delete a Macro
Go to the Tools menu and select Macro - Macros.
Select the macro you want and click on the right hand button marked Delete.
Adding Macros to the Tool Bar
1. From the Tools menu, select Customise then on the Toolbars tab, click New.
2. Give the Toolbar a name. You can choose whether to make it available to all
documents or just the one you are currently working on.
3. Next go to the Commands tab.
4. From the list on the left, choose Macros.
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5. A list of all the macros you have recorded appears on the right hand side. Select
the one you want to create a toolbar for and then drag and drop it onto your new
toolbar.
6. With the dialog box still displayed, right mouse click over the new toolbar.
7. Now you can change the name which is displayed for the Macro by editing it in the
Name box
8. Select Change Button Image to put an icon on your toolbar.
9. Close the dialog box.
10. You can now drag and drop the new toolbar onto any one of your existing toolbars.
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You can make further changes to your toolbar by selecting Tools –
Customise or by right clicking over your toolbar.
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To delete a customized toolbar
1. From the Tools menu select Customize or right mouse click over
the toolbar.
2. Click Delete.
3. Close the dialog box.
Adding a Command or Other Item to a Menu
1. If the menu is on a toolbar, show the toolbar that contains the menu you want to
add a command or other item to.
2. On the Tools menu, click Customize and then click the Commands tab.
3. In the Categories box, click a category for the command.
4. Drag the command you want from the Commands box over the menu. When the
menu displays a list of menu commands, point to the location where you want the
command to appear on the menu on the toolbar and then release the mouse.
If you don't see the command you want under a particular category, click All
Commands in the Categories box.
5. Click Close.
Renaming Styles, AutoText Entries, Macros, and Toolbars
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On the Tools menu, click Templates and Add-Ins.
Click Organizer.
Click the Styles, AutoText, Toolbars or Macro Project Items tab.
In the In box on the left, click the entry you want to rename and then click Rename.
In the Rename dialog box, type a new name for the entry.
Click OK and then click Close.
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Viewing the Macro Code
If you open a macro in the Visual Basic Editor you can make corrections, remove
unnecessary steps, rename or copy individual macros, or add instructions that you cannot
record in Word.
1. Select Tools - Macro - Macros to display the Macro dialog box.
2. Click on the right hand button marked Edit.
The name of the macro is shown immediately after the word “Sub”.
The executing code for the macro is written between the lines beginning “Sub” and “End
Sub”. You should only add new code between these lines.
Any text which is preceded by an apostrophe is not executable but is a comment (for
example your description of what the macro does).
If you have Visual Basic Help installed, you can place the cursor in the middle of any word
in the code that you are unsure of and press F1 to display the associated Help topic.
N.B. Help for Microsoft Visual Basic has to be specially installed from the Microsoft Office
2000 Professional CD. Contact your Departmental Supporter about this.
Return to Word by clicking on the Microsoft Word button on the Task Bar, or
alternatively click on the Word icon on the Standard toolbar.
Incorporating Fill-in or Message Boxes into a Macro
InputBox
This is used to gather information from the user that will be inserted into the macro code.
It appears in the code as:
VariableName = InputBox(“Prompt for Information”)
where the VariableName is a word chosen by you to store whatever is typed into the
InputBox dialog box.
Example
1.
Choose Tools - Macro - Macros to display the Macro dialog box.
2.
Select the MyName macro and click on the right hand button marked Edit.
You are now in the Macro code.
3.
At the top of the procedure, after the last comment line and before the first
executable line, type the following line of code:
MyInput = InputBox(“What is your name?”)
4.
5.
Modify the next line so that, instead of having your name in quotes at the end, it
reads as follows:
Selection.TypeText Text:= MyInput
Return to Word by clicking on the Microsoft Word button on the Task Bar, or
alternatively click on the Word icon on the Standard toolbar.
If you run the macro again an input box is produced to allow any person using the macro
to enter their own name.
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MsgBox
This informs the user what is going on.
It appears in the code as:
MsgBox “Information to be displayed”
Example
1.
Choose Tools - Macro - Macros to display the Macro dialog box.
2.
Select the MyName macro and click on the right hand button marked Edit.
You are now in the Macro code.
3.
Create a blank line before the End Sub line in the code and type:
MsgBox “Great Name”, vbExclamation
Return to Word by clicking on the Microsoft Word button on the Task Bar, or
alternatively click on the Word icon on the Standard toolbar.
4.
If you run the macro again a message box is produced after you enter your name.
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In both the above examples, any text within the quotation marks may be
customised by you.
Adding Titles to Input and Message Boxes
The code above can be modified to make a title appear on the blue bar at the top of the
box.
Examples
MyInput = InputBox (Prompt:= "What is your name?", Title: = "User Input Required",
Default: = "Lydia")
In this example we have also added the default entry of Lydia which will automatically
appear in the InputBox.
MsgBox Prompt:= "Great Name!", Title: = "User Information", Buttons:= vbExclamation
Macro to Add Path and File Name to the Title Bar of a Document
This macro is available on the Microsoft Product Support pages. You can copy the macro
directly from Knowledge Base article number Q209194.
To use this macro you will need to modify the default FileSave command by following the
steps below.
1.
Open a new Word document.
2.
From the Tools menu, select Macro – Macros.
3.
In the box labeled Macros In, select Word Commands.
4.
From the Macro Name list, select FileSave.
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5.
Go back to the box labeled Macros In and now select Normal.dot (global
template).
6.
7.
Click Create.
In the Visual Basic Editor, add the following macro code to the end of the FileSave
macro, so that the finished macro will look like this:
Sub FileSave ()
'
' FileSave Macro
' Saves the active document or template and adds the path
' and file name to document title bar.
ActiveDocument.Save
With ActiveDocument
.ActiveWindow.Caption = .Path + "\" + .ActiveWindow.Document.Name
End With
End Sub
8.
From the File menu, select Close and Return to Microsoft Word.
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In future, whenever you save your documents, the file name and path will appear in the
title bar of the active document window.
Macro to Automate a Template
Follow the instructions below to record a macro which automatically creates a new
document based on a template.
1.
2.
3.
From the Tools menu select Macro – Record New Macro.
Name the Macro and make sure it is stored in all documents.
From the File menu select New and then open your template. If your template
contains dialog boxes, just click on Cancel each time they appear.
Stop recording.
It is convenient to assign this macro to a toolbar button.
4.
5.
Macro to Get Input From an Office Assistant Balloon
This cute macro can be found in the Microsoft Knowledge Base in
Article number Q222791. It enables you to get the Office Assistant to
perform one of five animations. You can create the macro either in a
specific PowerPoint presentation or in the global template in Word.
http://www.microsoft.com/uk/office/
Tips for recording a macro
•
Before you record or write 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 and remove
unnecessary steps you recorded.
•
Try to anticipate any messages that Word might display. For example, if your
macro includes a command to close a document, Word asks you to save the
document if it contains unsaved changes. To avoid this message, record saving the
document before closing it.
•
If the macro includes the Edit menu command Find or Replace, click More in the
Find tab 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
key. That way, you can run the macro directly without having to open the Macros
dialog box.
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Troubleshooting Macros
A macro I recorded sometimes produces an error message.
A macro you record may not run properly in every situation. If the macro cannot run, Word
displays an error message. Some macros depend on certain options or settings in Word.
For example, a macro that searches for hidden text won't run properly if hidden text isn't
displayed.
Protection from documents that might contain viruses
A macro virus is a type of computer virus that's stored in a macro within a document,
template, or add-in. When you open such a document or perform an action that triggers a
macro virus, the macro virus might be activated, transmitted to your computer and stored
in your Normal or global template. From that point on, every document you open could be
automatically "infected" with the macro virus and if other people open these infected
documents, the macro virus is transmitted to their computers.
“The macros in the project are disabled” message when you run a macro
Sometimes, when you try to run the macro in a document, you may receive a message to
say that the macros in the project are disabled. This occurs when the macro security level
in Word has been set to High (which it is by default). To enable the macros to run, you
need to close the document and change the macro security level to Medium.
•
•
•
•
Select Tools-Options-Macro Security.
On the Security Level tab, set security to Medium.
Click OK.
You must restart Word for the change in security level to take effect.
Running Word 2000 macros in Word 2003
Changes in Word 2003 may affect the way your Word 2000 macros run. For example,
Templates are located in a different place on your computer, according to whether you are
using Word 2000 or Word 2003.
Security levels in Word
Microsoft Word offers the following levels of security to reduce the chances that macro
viruses will infect your documents, templates or add-ins. To set the level of security, go to
Tools – Macro – Security.
•
High You can run only macros that have been digitally signed and that you confirm
are from a trusted source. A digital signature causes Word to display a “certificate”
on your computer which verifies that the macro has come from a trusted source.
Unsigned macros are automatically disabled, and Word opens the document
without any warning.
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•
Medium Word displays a warning whenever it encounters a macro from a source
that is not on your list of trusted sources. You can choose whether to enable or
disable the macros when you open the document. If the document might contain a
virus, you should choose to disable macros.
•
Low If you are sure that all the documents and add-ins you open are safe, you can
select this option. It turns off macro virus protection in Word. At this security level,
macros are always enabled when you open documents.
When you open a template or load an add-in that was already installed when you installed
Word 2000, macros within the file are automatically enabled. You can make Word warn
you about previously installed templates and add-ins by deselecting the box on the
Trusted Sources tab.
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Help!
Congratulations on completing the course! We hope that you both enjoy
and benefit from the new skills you have learned.
If you encounter difficulties and do not seem to be able to find a
solution either from this manual or the online help available to you, then
try contacting the BUCS User Support Team.
You can obtain help from this fantastic and free service by contacting
them in one of the following ways.
• Turn up in person at the BUCS Help Desk, Library and Learning
Centre
• Telephone Extension 3535
• Go to www.bath.ac.uk/bucs/problem
Special Help and Support
Now you have attended a course, you may phone up in advance to book a
session with a Helpdesk adviser on a one-to-one basis. They are not able
to offer you a training session, but will answer specific questions and give
help with problems you have encountered in the course of using the
software.
We look forward to seeing you on more courses in the future!
BUCS IT Training
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