Computers promised to make things easier, so why are we all working so hard? In this series, we’ll be offering computer tips that apply directly to working in today’s offices.
This week’s Tip: Use macros a LOT more than you are now!
Many people are afraid of macros. You don’t need to be. We’ll show you how to create your own macros and how to use them.
Why do you want to use macros? A macro is just a collection of saved keystrokes. So, if you type a letter to Dr. John Smith every day, you can create a macro with his name and mailing address called [alt] J S. Then, next time you need to type a letter to Dr. Smith, hold the [alt] key and press J S. His name and address will appear on your page. Even if you just created a macro for his name, you would use three keystrokes instead of sixteen. What a time-saver! There are over 2200 possible combinations of letters, numbers and symbols you can use.
To create a macro in Word 2013, click on the View tab, drop down the menu under Macros (far right) and click Create Macro. A Record Macro dialogue box will pop open. Select Keyboard. A new Customize Keyboard dialogue box will open, with the cursor in the Press new shortcut key box. Hold the [alt] key down and press J and then S. Select Assign. Now, type exactly what you want the macro to record, including formatting features such as centering, bold and italics. When you have finished typing your macro, again select the Macros tab at the top and select Stop Recording.
To use the macro, simply position your cursor where you want the text to start and press [alt] J S. Voila – Dr. Smith’s name and address.
Macros are not just for addresses. Any text that you type frequently can be turned into a macro. So, if you have a standard applicant rejection letter, or a disclaimer that needs to be included, turn it into a macro. Don’t forget, you have over 2200 macro name combinations available.
Here at AE Tech Group, we believe in working smarter. To find other ways we can help you work smarter, please contact us.
