Chapter 1 Macro : how to create.
Macro in the Microsoft word : This is vary useful utility under the Microsoft word which saves the lot of repetitive work. Like creating same type of letters (heading, subject, name of the officer with designation, etcc) , assessment orders (proforma) , regular proformas etc..
Generally in our department for same type of letter of one officer are been used by “copy” from old letter & “paste” in new document, or using the “save as”. This is also a good “trick”. However in this case, whole old letter is there and one is require to delete the old texts.
The other way is the create the macro and press to key (CTRL+. . , or ALT + ...), and your proforma will be ready. This enable, other person to create the proforma (when one is in-charge of with the some other office). So, similarity in key to be used in macro on each computer requires. So, every one is using the same key to generate letter will do in each computer.
Now the steps that how to create the macro.
Open Microsoft word , new document.
Go to “tools” >>(Apart from mouse, you may do this by pressing Alter key and “O”)
Then Press “Macro”
Then Press “Record New Macro”, the following screen appears.
In the Macro name write “letter_proforma”. [This is for our example you may assign any name]. In the macro name do not use blank.
Now through mouse press on “Keyboard” [ You may also complete this action by pressing the Alt+K key ].
Now press the combination of keys you want to use, In our example use “ALT+L”
Now press on close button.
The above screen now disappears and Stop button will appears.
At any corner of the document.
Please note that mouse function at this juncture is disable, except “stop” the macro. On the above shown picture.
Now through key board type what ever you want to type. In our examplet start from heading of the letter, i.e. “Office of the” , … No. ITO/ …, date , to, date (use, insert date, so each time the exact date will appeared) type footer..
After completion of the letter press “stop”. You micro is created.
Now when ever you want to type the letter just press ALT+L and your letter (proforma) gets typed within second. And you can edit the subject matter and body of the letter.
Sample macros
For the beginner please try to make smaller macro like only heading of the letter. (Like Office of the Assessing Officer , address , date)
Then try for footer of the letter. (like name, designation, also do some formatting like justification of text, paragraph setting)
For similarity of key to be pressed for run of specific macro for specific proforma, share your work with under signed. So, it will be same for every body.
My internet id is r.r.makwana@gmail.com
You may make any query, and confirmation of the keys and proforma.
This will bring consistency in typing the various letters.
