Macros -- Floor PLans Pro (an example gone mad)

The following document is supplemented with a PowerPoint presentation on Floor PLans Pro. This session is intended to be a preview of what is possible using Macros and other highly advanced features of Microsoft Word or Excel™.

What is a Macro?

A macro is a procedure, or a set of steps. You can also think of a macro as a simple program taking no inputs, but simply “doing something.” Word and Excel have the built in ability to run macros. We call them Word Macros or Excel Macros.

Recording a Macro

If you find yourself getting bored to death repeating the same steps over and over, consider recording those steps as a macro and saving yourself time: Tools → Macro → Record New Macro…

Play Back a Macro

To playback a macro you’ve recorded: Tools → Macro → Macro… (Shortcut: Alt+F8)

Hot Keys

Using the same macro over and over and over again? Finding that your macro is taking just as many steps to run and is saving you nothing? Give it a hot key. When you record it, choose to assign it to your keyboard and give it your favorite key combination like: Alt + Ctrl + Shift + q + p + v + b + n + 7 + 1, that is if you have that many fingers. With a simple key combination, your macro can spring to life quickly and easily.

Macro Security Settings

Macros can be dangerous. Ever hear of “macro viruses?” Well, it’s basically a macro written by a bad person that does bad things. The general rule of thumb is to only run macros that you trust. Never set your macro security setting to “low.” If you ever plan on running a macro, set your security setting to “medium” and you will be prompted each time a macro is detected (this is my recommended setting.) Otherwise set your security to “high” which will disable all macros (this is the default setting.) To change your macro security setting: Tools → Macro → Security…

For the Daring

Once you use macros, you will get hooked. Once you get hooked, you will expect them to do all kinds of things. At some point, you will wonder if macros can do your laundry. Then you know you have crossed over the boundary of the macro novice and you need to start getting down and dirty with code. It is easier than you might think. To view the magic behind the macro: Tools → Macro → Visual Basic Editor (Shortcut: Alt+F11)

F1 is your friend

If you ever need help programming a macro or using macros (or doing anything at all actually), remember the cardinal rule, F1 is your friend. Press it often. Get to know your Paperclip or Einstein or other favorite office assistant intimately.

Ó Copyright 2001