Macros 101

You’ve got a repetitive Word task that you want to automate and are thinking about using a macro. But is it the best tool for the job?

Macros are great at identifying patterns in text, numbers, and some formatting. They can apply changes across a document based on text properties (header, formatting, style, etc.). They can make a lot of consistent changes in a short amount of time.

However…

Macros are generally limited by what you can search for in a find/replace and aren’t great at distinguishing between different paragraph styles (text vs bullets). You can also inadvertently make more changes to your document than you intended.

But with the right framework and robust testing, you can create and utilize code that can save you hours of monotony.

Don’t want to code your own macros? Book a one-on-one with me to go over my do-it-for-you macro services!

First, find code that will suit your needs, then install it.

• Great places to look for macros are Google and Paul’s Free Macro Starter Pack.
• You can also ask ChatGPT to write a macro for you (results can vary).
• Once you find code that you think will work well, it’s time to install it.
• If your task is simple, you can always record a macro in Word.

Time to tweak the code (if needed).

• Tweaking the code is often the hardest part, especially if you’re not familiar with macros.
• ChatGPT can be helpful in this case, especially with specific lines of code.
• Your best friends will be wildcards and understanding how to apply them to only edit what you want.

Test, test, and test again.

• Try your macro on a variety of documents with a variety of formatting. Make sure your code is only doing what you want it to do!
• Pro Tip: Only play with copies of important files.

Make it work for you.

• Now that you know your macro is working, how do you want to use it?
• You can create a shortcut key, put it on the ribbon as a button, or leave it in the macro list.