Word Macros – The Next Step for Automation Part 1

Previous posts looked at automating Word by using the AutoCorrect option.  Typing a character string and having it replaced by strings of text and then adding a button to the Quick Access Toolbar to simplify the process.

Macros will be the next step to automate Word.

In its simplest form, a macro is simply a series of actions that are recorded, then with a single command execute the recorded steps

One thing a student might do repeatedly is to highlight information in a Word document, either for reference or later editing. It would be helpful to be able to quickly identify the highlighted sections. If it is a short document, a quick inspection can identify the highlights. A multi-page document will require more time and the possibility of missed sections.

By using the Advanced Find feature, all of the highlighted sections can be identified, selected, copied and then made available for pasting.

We’ll break this into two pieces. One, to walk through the steps to select the highlights, copy them and paste them into a new document.

The second part will be to add the Developer tab to the toolbar and then record the macro.

To begin open your document with the highlighting you want to extract. The document we’ll use is Taming of the Shrew downloaded from Gutenberg.org with selected passages highlighted.

The first step is to click the Find button in the upper right of the Ribbon on the Home Tab.

The Navigation pane will then appear. Click the down arrow next to the Search box and select Advanced Find from the dropdown list.

 

 

The Find and Replace Dialog box will come up.

Click the Button labeled More to get all the options.

Click the Format button in the lower left corner and select Highlight.  The word Highlight will then appear under the Find What text box next to Formatting:

Click the Find In: button and select Main Document.

Close the dialog box and all of the highlighted sections will be selected.

Press Ctrl+C, then Ctrl+N to open a new Word document and finally Ctrl+V to paste the selections in the new document.

The new document is created with just the highlighted text that was selected.

The video below will also show the steps.

The second part will be creating a macro to do the same thing but with either a keyboard shortcut or a button.