STUDENT MANUAL. Word 2013: Mail Merge and Macros. Towson University. Office of Technology Services. OTS Training

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1 STUDENT MANUAL Word 2013: Mail Merge and Macros Towson University Office of Technology Services OTS Training

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3 Word 2013: Mail Merge and Macros

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5 Word 2013: Mail Merge and Macros Part Number: Course Edition: 1.0 Acknowledgements PROJECT TEAM Author Media Designer Content Editor Pamela J. Taylor Alex Tong Angie French Notices DISCLAIMER While Logical Operations, Inc. takes care to ensure the accuracy and quality of these materials, we cannot guarantee their accuracy, and all materials are provided without any warranty whatsoever, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. The name used in the data files for this course is that of a fictitious company. Any resemblance to current or future companies is purely coincidental. We do not believe we have used anyone's name in creating this course, but if we have, please notify us and we will change the name in the next revision of the course. Logical Operations is an independent provider of integrated training solutions for individuals, businesses, educational institutions, and government agencies. Use of screenshots, photographs of another entity's products, or another entity's product name or service in this book is for editorial purposes only. No such use should be construed to imply sponsorship or endorsement of the book by, nor any affiliation of such entity with Logical Operations. This courseware may contain links to sites on the internet that are owned and operated by third parties (the "External Sites"). Logical Operations is not responsible for the availability of, or the content located on or through, any External Site. Please contact Logical Operations if you have any concerns regarding such links or External Sites. TRADEMARK NOTICES Logical Operations and the Logical Operations logo are trademarks of Logical Operations, Inc. and its affiliates. Microsoft Office Excel 2010 is a registered trademark of Microsoft Corporation in the U.S. and other countries. Microsoft Office Outlook and Microsoft SharePoint are also registered trademarks of Microsoft Corporation in the U.S. and other countries. The other Microsoft products and services discussed or described may be trademarks or registered trademarks of Microsoft Corporation. All other product and service names used may be common law or registered trademarks of their respective proprietors. Copyright 2012 Logical Operations, Inc. All rights reserved. Screenshots used for illustrative purposes are the property of the software proprietor. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without express written permission of Logical Operations, 500 Canal View Boulevard, Rochester, NY 14623, (800) Logical Operations World Wide Web site is located at This book conveys no rights in the software or other products about which it was written; all use or licensing of such software or other products is the responsibility of the user according to terms and conditions of the owner. Do not make illegal copies of books or software. If you believe that this book, related materials, or any other Logical Operations materials are being reproduced or transmitted without permission, please call (800)

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7 Word 2013: Mail Merge and Macros Using Mail Merge...1 The Mail Merge Features... 2 Merge Envelopes and Labels...18 Create a Data Source Using Word Using Macros...27 Automate Tasks Using Macros...28 Create a Macro Lesson Labs...41 Glossary Index...49

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9 1 Using Mail Merge Lesson Time: 50 minutes Lesson Objectives In this lesson, you will: Perform a mail merge. Merge envelope and label data. Create a data source using Word. Lesson Introduction You have seen how using a template can speed along the formatting of your documents. Another useful feature is being able to customize documents for individual recipients. If you have a list of the names, addresses, or other information that needs to go into each separate document, you can use the mail merge feature to customize the documents, which is what you will do in this lesson.

10 2 Word 2013: Mail Merge and Macros TOPIC A The Mail Merge Features If you have a document with static text, but you need to personalize it with the recipient s name and address, you can use the mail merge feature. Rather than manually entering the name and address on each document, you can merge that data into your document, which greatly reduces the time needed to prepare the documents. In this topic, you will perform a simple mail merge in a document. Mail Merge Fields and Merge Results Mail Merge Amail merge is a process by which a list of data is inserted into a document to create multiple individualized documents. A main document contains the static information that will be in all of the documents. It also contains fields into which the variable data will be inserted. The data source is a list, a database, a spreadsheet any type of structured data that is inserted into the main document during a mail merge. Examples of customized documents you can create include letters, envelopes, labels, and phone and address books. Note: The main document is an ordinary Word file into which you have inserted merge fields. Figure 1-1: Mail merge fields and merge results. Lesson 1: Using Mail Merge OTS Training

11 Word 2013: Mail Merge and Macros 3 If you want to demonstrate the items covered in the concepts in this topic, you can start a mail merge now and then as you go through this topic, you can demonstrate the use of each of the items discussed. Data Source in a Word Table Figure 1-2: Data source in a Word table. Mail Merge Fields A merge field is a placeholder in the merge document that variable data is inserted into. The merge field provides a link to the variable information in the data source. The merge field name is displayed in your document with double chevrons around the name. The merge field indicates the category of data that will appear in your document at the location where the merge field is placed in the document. Figure 1-3: Mail merge fields are surrounded by double chevrons. There are several predefined types of merge fields you can insert in your main document. You can also add other fields using More Items, or you can manually insert the other fields in your document. The merge code is shown in the document. If you want to see the data instead, press Alt+F9 to toggle between data and the merge code. Address Block The <<Address Block>> field inserts the name and address from the data source. Microsoft Word automatically determines which data source fields contain the appropriate name and address data. If your columns are named with something other than the default names, you will need to manually match the data to the fields. In the example shown in the following figure, the data source uses Street rather than Address 1 as a column heading. Therefore, you need to manually match Street and Address 1. Mail Merge Fields Explain that the <<AddressBlock>> field code contains specific field names that it uses to pull data from the data source. These include First Name, Last Name, Address 1, City, State, and Zip. Matching Mail Merge Fields Towson University Lesson 1: Using Mail Merge

12 4 Word 2013: Mail Merge and Macros Figure 1-4: If the data source uses different field names than those listed in the Address Block, you need to match mail merge fields to fields in the source document. Ask students whether they would change the data source file to use the heading names or if they would use Match Fields. It would depend on how else the source was used. If it is a file they have complete control over and no other application expects the column heading to be something specific, they might consider changing the heading in the data source. Insert Greeting Line Dialog Box Note: Field names with a space in the column header show up in the Merge Fields list with an underscore where the space was. Greeting Line The <<Greeting Line>> field inserts the recipient s name from the data source along with text such as Dear or To followed by the name and punctuation. By default, it uses the First Name and Last Name fields from the data source. You can manually select other options. Lesson 1: Using Mail Merge OTS Training

13 Word 2013: Mail Merge and Macros 5 Figure 1-5: You can configure the Greeting Line field through the Insert Greeting Line dialog box. More Items If you have fields that are not part of the address, phone, name, or other fields the Mail Merge Wizard knows about, you can use the More Items link to add those fields to your document. You can select from Address Fields or Database Fields. As with the other merge fields, position your cursor in the main document where you want the field to appear, and then insert the merge field. In the following figure, the $3500 was added through a field in the data sourced named Total. More Items Mail Merge Field Note: If you select Address Fields, all possible fields are listed even if they are not in your data source. The Database Fields selection lists only the fields in your data source. In the data source file the dollar value is in a column named Total, which shows up in More Items as Total_ because there is a space after Total in the file. Figure 1-6: The dollar value was added using the More Items mail merge field. Electronic Postage If you have an electronic postage application installed on your computer, you can add the Electronic Postage field. If you do not have an electronic postage application installed, you will be prompted to install one. If you have access to an electronic postage application, you can show students how it can be integrated into the mail merge process. Towson University Lesson 1: Using Mail Merge

14 6 Word 2013: Mail Merge and Macros Mail Merge Rules Rules There are several rules you can use to programmatically select what data or how data is inserted in the main document from the source data file. For example, you can use if, then, else logic to add one block of text if a condition is met or another block of text if the condition is not met. Another rule allows you to skip a record if a condition is not met. The available rules are listed on the MAILINGS tab, in the Write & Insert Fields group from the Rules button drop-down list. Figure 1-7: The available mail merge rules. The following figure shows an example of using the If Then Else rule. Mail Merge IF Rule Engage students in a discussion about how they might use the IF rule in their documents. Figure 1-8: The mail merge IF rule specifies which field to compare, what to compare it to, and what to insert in the document if it is true or false. Lesson 1: Using Mail Merge OTS Training

15 Word 2013: Mail Merge and Macros 7 Data Sources A data source is a document in which information is listed in columns and rows. The columns are categories of information. Each row contains the records for one set of data. The top row of the data source is the header row, which identifies the category of information in that column. The data source can be: A database. An Outlook Contacts list or address book from another program. Word tables. An Excel worksheet. Comma separated value (CSV) or tab separated text files. Mail Merge Data Sources Have students share what types of files they expect their data sources to be. The Mail Merge Process There are five main steps in the mail merge process. Mail Merge Process Step 1) Create the main document. 2) Connect the main document and data source. 3) If desired, specify which records to include. 4) Insert merge fields into the main document. 5) Preview and print or the documents. Description This document contains the static text and graphics that will be included in all of the merge documents. The data source contains the variable data. It can be an existing document, or you can create a list within the Mail Merge Wizard. A copy of the main document is generated for each record in your data source. If you only want to create documents for specific records, you can specify which records to include. For example, only records with a specific zip code or only records for people with a failing test score. Insert the fields from the data source into the main document to link them together. The data source information will replace the placeholder merge fields during the mail merge. You can preview each of the documents prior to printing or ing the merge documents. The MAILINGS Tab Mail merges are completed using the MAILINGS tab. You can use the Mail Merge Wizard or manually connect the main document and data source using options on this tab. Until you have started the mail merge process, most of the buttons on the tab are dimmed. When an option is enabled, like on other tabs, the button remains highlighted after selecting it. Buttons that you can enable include the Highlight Merge Fields and Preview Results buttons. MAILINGS Tab Towson University Lesson 1: Using Mail Merge

16 8 Word 2013: Mail Merge and Macros Point out that most of the buttons are dimmed before you start a mail merge. Figure 1-9: MAILINGS tab before a mail merge is started (top) and after (bottom). Mail Merge Wizard Steps The Mail Merge Wizard You can manually insert fields into your main document, or you can use the Step by Step Mail Merge Wizard. The wizard is available on the MAILINGS tab, in the Start Mail Merge group, from the Start Mail Merge drop-down list. There are six steps in the wizard. Each step prompts you for the relevant information to complete the step. The following table describes the steps. Step Description 1. Select document type Choices include letters, envelopes, labels, or directory. 2. Select starting document Choices include current document, start from a template, or start from existing document. 3. Select recipients Choices include use an existing list, Outlook contacts, or type a new list. 4. Write your letter In this step, you insert the merge fields. If necessary, you can also enter the static text in the document. 5. Preview your letters In this step, you can preview any or all of the merged letters. You can also make changes to the recipient list or exclude a recipient. 6. Complete the merge In this step, you can print all of the merged documents or edit individual documents. You don t have to complete the merge all at once. You can save your main merge document. When you open the document later, the associated data source is also opened. Open the Mail Merge task pane to finish the merge. Insert Merge Field Dialog Box Merge Dialog Boxes If you are creating your merge document manually, there are some dialog boxes with which you should become familiar. Insert Merge Field The Insert Merge Field dialog box is accessed in step 4 of the Mail Merge Wizard when you select More Items, or if you are manually inserting fields, when you select Insert Merge Field from the Write & Insert Fields group of the MAILINGS tab. Lesson 1: Using Mail Merge OTS Training

17 Word 2013: Mail Merge and Macros 9 Figure 1-10: You can manually insert fields using the Insert Merge Field dialog box. Use the Address Fields option to select a built-in field that wasn t included in one of the predefined merge blocks you inserted. You also need to use this if the field names in your source data document do not match those in the merge wizard. Use the Database Fields option to insert a field that is not in the predefined list of fields. Mail Merge Recipients The Mail Merge Recipients dialog box is accessed in step 3 of the Mail Merge Wizard when you select Edit recipient list, or if you are done with the wizard or manually inserting fields, in the Start Mail Merge group, select Edit Recipient List. Mail Merge Recipients Dialog Box Towson University Lesson 1: Using Mail Merge

18 10 Word 2013: Mail Merge and Macros Point out the options for Refine recipient list. Ask students why they might use these features. Figure 1-11: Mail Merge Recipients dialog box. Use this dialog box to add, remove, or edit recipients in the list. You can also sort, filter, find duplicates, find recipients, and validate addresses. Select Sort or Filter to display the Query Options dialog box. The Filter Records tab has options to select the field to filter by, a comparison operation, and what to compare. The Sort Records tab has options for which field to sort by and the sort order. Unlink a Data Source If you decide that you don t want the document to merge with data from a data source, you can revert the document back to a normal Word document. This is will unlink any fields from the data source. You can leave it as a normal Word document or select another data source to use with the document and set it up again. Opening a Document with a Data Source Attached SQL Warning Message When you open a main document that already has a data source attached, a warning dialog box is displayed to let you know that the document will run a SQL command. Select Yes to continue opening the document and using the data source. Lesson 1: Using Mail Merge OTS Training

19 Word 2013: Mail Merge and Macros 11 Figure 1-12: This SQL warning message is displayed when you open a source document that has been attached to a data source document. How to Perform a Mail Merge You can perform a mail merge manually or through the Step-by-Step Mail Merge Wizard. Note: Access the Checklist tile on the LogicalCHOICE Course screen to view all How To procedures for this lesson. Perform a Mail Merge with the Mail Merge Wizard To perform a mail merge with the Mail Merge Wizard: 1. Create the static text that will be in all documents into which data is merged. 2. On the MAILINGS tab, in the Start Mail Merge group, select Start Mail Merge. 3. Select Step-by-Step Mail Merge Wizard. If a blank document is open or if Word cannot determine the merge document type, the wizard opens to step 1. If Word can determine the document type or if the merge already was started previously, it opens to step Complete step 1 of the Mail Merge Wizard. a. In the Mail Merge pane, in the Select document type section, select the document type. The choices are Letters, messages, Envelopes, Labels, or Directory. b. At the bottom of the Mail Merge pane, select Next: Starting document. 5. In the Select starting document section, specify how you want to set up your document. The choices for letters, s, and directories are Use the current document, Start from a template, or Start from existing document. The choices for envelope or label are Use the current document, Change document layout, or Start from existing document. 6. At the bottom of the Mail Merge pane, select Next: Select recipients. 7. In step 3 of the Mail Merge Wizard, in the Select recipients section, select where your data source is located: Use an existing list, Select from Outlook contacts, or Type a new list. 8. If you selected Use an existing list: a. Select Browse and then select the data source document. The Mail Merge Recipients dialog box is displayed. b. If desired, filter or sort the records or exclude recipients by unchecking the check box to the left of the record. c. Select OK. 9. If you selected Select from Outlook contacts: a. Select Choose Contacts Folder. b. Select the folder to use as the data source. c. Select OK. Towson University Lesson 1: Using Mail Merge

20 12 Word 2013: Mail Merge and Macros 10. If you selected Type a new list: a. Select Create to display the New Address List dialog box. b. Enter the data for each recipient on a separate line. c. Select New Entry to create additional recipients. d. If desired, select Customize Columns to add additional fields. e. When the list is complete, select OK. 11. If desired, select Edit recipient list to filter or sort the data source, or to exclude recipients from the merge. To perform a one-level sort, select the desired column heading. To filter the data, select the drop-down next to a column heading and select the desired filter. To exclude a recipient from the merge, uncheck the check box for the recipient. Select OK to return to the Mail Merge pane. 12. Select Next: Write your letter. 13. Position the cursor in the document where you would like to insert a merge field. 14. If desired, select Address block to insert an address block from the data source. a. The Insert Address Block dialog box is displayed. b. Configure as desired using the available options in the dialog box. c. If necessary, select Match Fields to link your data source to the predefined field names. d. Select OK. 15. If desired, select Greeting line to insert a greeting line in the document. a. The Insert Greeting Line dialog box is displayed. b. Configure as desired using the available options in the dialog box. c. If necessary, select Match Fields to link your data source to the predefined field names. d. Select OK. 16. If an electronic postage application is installed on your computer and you would like to insert electronic postage, select Electronic postage. 17. If you would like to insert merge fields other than those defined in the other three choices, select More items to display the Insert Fields dialog box. a. Select the desired field. b. Select Insert. c. Repeat as needed to insert fields. d. When finished, select OK. 18. Select Next: Preview your letters. 19. In step 5 of the Mail Merge Wizard, if desired, select the Next or Previous buttons to preview the output for each recipient. 20.If necessary, in the Make changes section, select Edit recipient list to make modifications to the data source content in the Mail Merge Recipients dialog box. 21. If necessary, in the Make changes section, select Exclude this recipient to exclude the recipient shown in the preview. 22.Select Next: Complete the merge. 23.If you want to send the merged documents to the printer, select Print. In the Merge to Printer dialog box, select the records to print and then select OK. 24.If you want to save the individual documents created by the merge, select Edit individual letters. In the Merge to New Document dialog box, select the records to save to a file and then select OK. A new document opens as Letter1. Save it with the desired file name. Perform a Mail Merge Manually To perform a mail merge manually: 1. Create the document you want to use as the main document. Lesson 1: Using Mail Merge OTS Training

21 2. On the MAILINGS tab, in the Start Mail Merge group, select the Start Mail Merge dropdown and then select the type of merge document to create. The choices are Letters, messages, Envelopes, Labels, and Directory. 3. In the Start Mail Merge group, select Select Recipients. The choices are Type new list, Use existing list, and Select from Outlook Contacts. 4. If desired, filter or sort the data source. a. Select Edit recipient list. b. Select a field name drop-down and select a filter to filter which records to include in the merge. c. Deselect any records to exclude from the merge. d. Select OK. 5. Position your cursor where you would like to insert a merge field. Be sure to add spacing and punctuation around the field as needed. 6. In the Write & Insert Fields group, insert the merge fields or merge field blocks. a. If desired, select Address Block to insert the name and address of recipients. b. If desired, select Greeting Line to insert and configure the greeting for a letter. c. If desired, select Insert Merge Field to select a field name from the list of available fields. d. If necessary, select Match Fields to match your field name to a default field name. e. Repeat substep c, and if necessary substep d, for each field you want to insert. 7. If you want to save the merged documents for editing or printing at a later time, in the Finish group, select the Finish & Merge drop-down and then select Edit Individual Documents. Specify which records to include in the document and then select OK. Save the document. 8. If desired, in the Write & Insert Fields group, select Highlight Merge Fields to make merge fields stand out in the document. The shading is not printed; it is just a display feature. 9. If desired, in the Preview Results group, select Preview Results to display the records instead of the merge fields in the document. 10. If desired, use the Next, Go to Record, and Previous controls to view different recipients in the merge document. 11. If desired, in the Preview Results group, select Check for Errors to specify how to handle errors during the merge process. 12. Print the merged documents. a. In the Finish group, from the Finish and Merge drop-down, select Print Documents. b. Specify which records to print and then select OK. c. In the Print dialog box, print the documents the same way you would print other documents. 13. If desired (and if one of the fields in your data source is an address), the merged documents. a. From the Finish & Merge drop-down, select Send Messages. b. Fill out the fields in the Merge to dialog box, and then select OK. Unlink a Data Source To unlink or detach the data source from your main document: 1. On the MAILINGS tab, in the Start Mail Merge group, select Start Mail Merge. 2. Select Normal Word Document. Word 2013: Mail Merge and Macros 13 Towson University Lesson 1: Using Mail Merge

22 14 Word 2013: Mail Merge and Macros ACTIVITY 1-1 Performing a Mail Merge Data Files C:\091025Data\Using Mail Merge\Customer data source.xlsx C:\091025Data\Using Mail Merge\New store flyer.docx Scenario You created and got manager approval of the new store flyer that is going to be sent to customers. The only things your manager would like to change are to add a generic greeting, to add each customer s address, and to personalize it a bit for high-volume customers. You realize that this could all be accomplished using merge fields. You have an Excel spreadsheet with customer names and addresses you can use for the mail merge. You should consider demonstrating this activity before having students complete it. As students work through this activity, be sure to be available if anyone has questions or gets stuck. 1. Prepare the New store flyer.docx file with merge fields as the main document for the mail merge. a) From the C:\091025Data\Using Mail Merge folder, open New store flyer.docx. b) On the MAILINGS tab, in the Start Mail Merge group, select Start Mail Merge. c) Select Step-by-Step Mail Merge Wizard. d) In the Mail Merge pane, in the Select document type section, verify that Letters is selected and then select Next: Starting document. e) In the Select starting document section, verify that Use the current document is selected and then select Next: Select recipients. 2. Select Customer data source.xlsx as the data source for the mail merge. a) In the Mail Merge pane in the Select recipients section, verify that Use an existing list is selected. b) Select Browse. c) Navigate to the C:\091025Data\Using Mail Merge folder and select Customer data source.xlsx. d) Select Open. e) Verify that Sheet1$ is selected and that First row of data contains column headers is checked. f) Select OK. Lesson 1: Using Mail Merge OTS Training

23 Word 2013: Mail Merge and Macros 15 g) Observe the column names. These will become the field names that are used to merge data in each record or row from the source document into the main document. h) In the Mail Merge Recipients dialog box, select OK. i) In the Mail Merge pane, select Next: Write your letter. 3. Insert the Address block for the inside address on the letter. a) Position the cursor on the blank line above Dear Customer. b) In the Mail Merge pane, select Address block. c) Notice that the name, city, state, and zip code are listed in the Preview, but not the street. d) Select Match Fields. e) In the Match Fields dialog box, select the drop-down to the right of Address 1 and then select Street. f) Select OK twice. 4. Replace the generic Dear Customer with the Greeting line merge block. a) Select the text Dear Customer, and then press Delete to remove the generic greeting. b) In the Mail Merge pane, select Greeting line. c) In the Insert Greeting Line dialog box, in the second drop-down list, select Joshua and then select OK. If you want, you can have each student select different settings for Insert Greeting Line, then have them walk around the room or share their screens during the preview step to see how each document displays the greeting. Towson University Lesson 1: Using Mail Merge

24 16 Word 2013: Mail Merge and Macros d) Select Next: Preview your letters. 5. Preview the main document with data. a) Select the Next button several times to view some of the merged data. b) Select Find a recipient. c) In the Find Entry dialog box, type Teodoro and then select Find Next. d) Select Cancel. e) Select Next: Complete the merge. Have students look at the various comparisons they can use in the IF rule. Ask them when they might use is blank or is not blank they might use those when they are sending out reminders and a Replied column is still blank; the text to insert might say Thank you for your prompt response or We eagerly await your reply. 6. Add the Total_ merge field to the second paragraph with alternate text for high-volume and low-volume customers. a) Position the cursor at the beginning of the second paragraph in the body of the letter and then type Last year you spent $ b) On the MAILINGS tab, in the Write & Insert Fields group, select the Insert Merge Field drop-down. c) Select Total_. d) In the Write & Insert Fields group, select the Rules drop-down and select If Then Else. e) Fill out the Insert Word Field: IF with the settings shown in the graphic. Lesson 1: Using Mail Merge OTS Training

25 Word 2013: Mail Merge and Macros 17 f) Select OK. g) Adjust spacing and punctuation as needed around the inserted fields. 7. Save the merge document for later printing. a) In the Mail Merge pane, select Edit individual letters. b) In the Merge to New Document dialog box, select All and then select OK. c) Scroll through the Letters1 document to view the merged documents. d) Save the Letters1 document in C:\091025Data\Using Mail Merge as My Merged Documents e) Close My Merged Documents. f) Save New store flyer.docx in the current folder as My New store flyer and then close the file. Towson University Lesson 1: Using Mail Merge

26 18 Word 2013: Mail Merge and Macros TOPIC B Merge Envelopes and Labels You have created custom letters using data merged from a list into your main document. You can also create customized envelopes and labels using merge data, which is what you will do in this topic. You will see how you can simply merge the address information and print envelopes or labels as easily as you created merge letters. Envelope with Merge Fields and Merge Results Point out that if their organization uses envelopes with a preprinted return address, they will not want to print the return address when printing envelopes. Merge Options for Envelopes and Labels When you create envelopes and labels with merge fields, there are several options you can set. For envelopes, you can set the size, the font, and the position of return and delivery addresses, as well as printing options such as face up or face down. For labels, you can set the label vendor, set the label style number, specify your own dimensions for the label, and give printer information such as continuous-feed printer or a specific printer tray. Figure 1-13: An envelope with merge fields and merge results. Create a Single Envelope or Label If you just need to print a single envelope at any time, you can use this feature. Before you print all of your merged envelopes or labels, you might want to print a single envelope or label to verify that your printer options are correctly configured to print envelopes or labels. The MAILINGS tab includes the option to print a single label or envelope. Instead of merging the data from a data source, you enter the data in the Envelopes and Labels dialog box. Lesson 1: Using Mail Merge OTS Training

27 Word 2013: Mail Merge and Macros 19 Set Up a Return Address You can use an advanced Word option to configure a return address that can be used whenever you need to insert your return address on an envelope, label, or letter. To insert the return address wherever you need it, from the Quick Parts menu, select Field, select UserAddress, and then select OK. How to Merge Envelopes and Labels You can merge data to insert addresses into multiple envelopes or labels. You can also enter data directly for a single envelope or label. Merge Data for Envelopes or Labels To merge data for envelopes or labels: 1. Open a blank document. 2. On the MAILINGS tab, in the Start Mail Merge group, select Start Mail Merge and then select Step-by-Step Mail Merge Wizard. 3. In the Mail Merge pane, in the Select document type section, select either Envelopes or Labels. 4. Select Next: Starting document. 5. If you are creating labels: a. Select Label options. The Label Options dialog box is displayed. b. Specify whether you are using a Continuous-feed printer or a Page printer. If using a Page printer, specify the tray for the labels. c. Select the Label vendor. d. Select the product number that matches the labels you will be printing the data onto. e. Select OK. f. Select Next: Select recipients. 6. If you are creating envelopes: a. Select Envelope options. The Envelope Options dialog box is displayed. b. Specify the envelope size. c. If desired, select the font and positioning for Delivery address and Return address. d. Select the Printing Options tab to specify the envelope feed direction, whether the envelopes are Face up or Face down, and the printer tray. If the envelopes are fed with the short edge leading into the printer, you might need to check Clockwise rotation to prevent the text front printing upside down on the envelope. The envelopes will print to the default printer set up in Windows. e. Select OK. f. Select Next: Select recipients. 7. Select the recipients in the same way you selected them in the procedure titled Perform a Mail Merge with the Mail Merge Wizard. 8. If you are creating envelopes, select Next: Arrange your envelope. If you are creating labels, select Next: Arrange your labels. 9. Position your cursor in the document where you would like to insert fields, and then insert fields using the Address block. If you would like to add additional fields, select More items. 10. If you are creating labels, select Update all labels to copy the layout from the first label to the other labels on the page. Note: If you want to be sure your label data prints correctly on the labels prior to printing on the actual label stock, print the output to a plain piece of paper, then hold it up to the light with the label sheet behind the printed page to ensure that all data will fit on individual labels without spilling over onto another label or printing across the edge of the label. Towson University Lesson 1: Using Mail Merge

28 20 Word 2013: Mail Merge and Macros 11. If you are creating envelopes, select Next: Preview your envelopes. If you are creating labels, select Next: Preview your labels. 12. Select Next: Complete the merge. 13. Select Print to send the document to the printer, or select Edit individual labels to write them to a new file that can be saved for later editing and printing. Print a Single Envelope To print a single envelope: 1. On the MAILINGS tab, in the Create group, select Envelopes. 2. In the Envelopes and Labels dialog box, select Options to select the envelope size and printing options. 3. From the Envelope size drop-down list, select the appropriate size. If desired, change the font and positioning of the delivery and return addresses. 4. Select the Printing Options tab and then specify the Feed method. 5. Insert the envelope into the printer in the orientation you selected in the Feed method. 6. Select OK. 7. Type an address in the Delivery address box. 8. If desired, type an address in the Return address box, or select Insert Address to insert an address from an electronic address book installed on your computer. 9. If you have an electronic postage program installed, you can select E-postage Properties and set the appropriate options. 10. If you want to print the envelope without saving it, select Print. 11. If you want to save the envelope to print later or to reuse, select Add to Document. If a document is already open, the envelope will be added as Page 1. If you have a blank document open, save the file with an appropriate name. 12. Verify that the text printed correctly on the envelope. If not, try one of the following before attempting to print the envelope again: Refer to your printer documentation to read about how envelopes should be loaded in the printer. Adjust the printing options in the Envelope Options dialog box on the Printing Options tab. Print a Single Label To print a single label: 1. On the MAILINGS tab, in the Create group, select Labels. 2. In the Envelopes and Labels dialog box, on the Labels tab, in the Address box, type the desired text, or select Insert Address to insert an address from an electronic address book installed on your computer. 3. If desired, select the text, right-click, and from the shortcut menu, change the Font or Paragraph formatting. 4. Select Options, and then select the appropriate printer type and configure the label vendor and product number. Select OK. 5. Under Print, select Single label. (If you want to print a whole sheet with the same label data, instead of Single label, select Full page of the same label.) 6. If you are printing on a sheet of labels in which some of the labels have already been used, select the Row and Column numbers for the label on which you will print. 7. If you want to print the label without saving it, select Print. 8. If you want to save the label to print later or add graphics to the label, select New Document. A document is created with the labels laid out in a table. To add graphics to labels printed on a page printer, the graphic must be added to each label. Lesson 1: Using Mail Merge OTS Training

29 Word 2013: Mail Merge and Macros 21 Set Up a Return Address To set a return address in Word: 1. Select FILE Options. 2. Select Advanced. 3. In the General section, in the Mailing address box, type the return address. 4. Select OK. Towson University Lesson 1: Using Mail Merge

30 22 Word 2013: Mail Merge and Macros ACTIVITY 1-2 Merging Envelope and Label Data Data Files C:\091025Data\Using Mail Merge\Customer data source.xlsx Scenario You have created the personalized letters to send out to customers announcing the grand opening of the new store. You need to create address labels to affix to the folded letters so you can mail them to the customers. In the supply cabinet you found Avery 5351 labels. You would also like to configure Word to remember the store address to use whenever you need to insert the return address, and then print return address labels. Be sure that you are available to assist students as they work through this activity. 1. Set the return address to 345 Main Street, Greene, RL a) If necessary, open Word. b) Select FILE Options. c) Select Advanced. d) Scroll down to the General section. e) In the Mailing address box, type: f) Select OK. 2. Create a merge document for Avery 5153 labels. a) Create a new Blank document. b) On the MAILINGS tab, in the Start Mail Merge group, select Start Mail Merge. c) Select Step-by-Step Mail Merge Wizard. d) Select Labels, and then select Next: Starting document. e) Select Label options. f) From the Label vendors drop-down, list select Avery US Letter. g) From the Product number list, select 5351 Mailing Labels. You can click in the Product number list and then type 5351 to jump to the label, or use the scroll bar. h) Select OK. A blank table with each cell set to the size of an Avery 5351 label is created. If Show/Hide is turned off, the table structure is not visible, but it is still there. 3. Select the recipient data source. a) Select Next: Select recipients. b) With Use an existing list selected, select Browse. c) Browse to C:\091025Data\Using Mail Merge, select Customer data source.xlsx, and then select Open. d) Select OK. e) Select OK. f) Select Next: Arrange your labels. Lesson 1: Using Mail Merge OTS Training

31 Word 2013: Mail Merge and Macros Insert the Address block merge fields and match the field for the Street field. a) Select Address block. b) Select Match Fields. c) From the Address 1 drop-down, select Street, and then select OK twice. d) Select Next: Preview your labels. The first cell of the table shows the first record from the data source. The other cells appear blank if Show Field Codes is not enabled; if it is enabled it shows <<Next Record>>. 5. Preview the labels. a) Close the Mail Merge pane. b) On the MAILINGS tab, in the Write & Insert Fields group, select Update Labels. c) Verify that the data for each recipient is in a separate cell in the table. d) Save the file to the C:\091025Data\Using Mail Merge folder as My Customer Labels 6. Create return address labels. a) On the MAILINGS tab, in the Create group, select Labels. b) In the Envelopes and Labels dialog box, on the Labels tab, check Use return address. The address you set up in step 1 is added to the Address box. c) Verify that Label is set to Avery US Letter, 5351 Mailing Labels. If it isn t, select Options and select it. d) In the Print section, verify that Full page of the same label is selected. e) Select New Document to insert the table of labels into a new document. f) Save the file to C:\091025Data\Using Mail Merge as My Return Address Labels g) Close all open files. If time permits, have students create envelopes with merged customer data. Towson University Lesson 1: Using Mail Merge

32 24 Word 2013: Mail Merge and Macros TOPIC C Create a Data Source Using Word You have seen how to create letters, labels, and envelopes using an existing data source. You will likely need to create your own data source at some point, and in this topic, you will create a data source in Word. Data Sources Often, someone else will have created a list of data for you to use in a merge document. As mentioned, data sources can be Word tables, CSV or tab separated text files, Excel worksheets, or output from a database. Data Guidelines When you create a data source, no matter which application you use to create it, follow these guidelines: The top row of the data must be the field names that categorize the data in each column. Each field name in the data source document must be unique. Field names should begin with a letter, when possible. If the field name begins with a special character or number, an alpha character is added to the beginning of field names in merge fields when inserted into a merge document. Field names must be less than 40 characters; shorter is better. If you use spaces in the field name, they will be replaced with underscores in the merge field codes, so try to avoid using spaces. How to Create a Data Source Using Word You can create a data source using a Word table. No special formatting is needed. You could also create a list separated by commas or tabs, with the first row being the field names. Create a Data Source in Word To create a data source in Word: 1. Open a new blank document. 2. Insert a table. The table needs to have one column for each field your data source needs. 3. On the first row of the table, type the column headings that will be used for the field names. 4. For each data record, type the information on a separate row in the table. 5. Save the document. Lesson 1: Using Mail Merge OTS Training

33 Word 2013: Mail Merge and Macros 25 ACTIVITY 1-3 Creating a Data Source Using Word Data Files C:\091025Data\Using Mail Merge\Manager promotions.docx C:\091025Data\Using Mail Merge\Managers data.docx Scenario Your manager has finished employee interviews and is ready to send out the notices to the employees who are being promoted to department managers in the new store. He gave you a list of names with the department they will manage and their new salary. Instead of entering the information manually for each new manager, you would like to create a source data document so that you can merge the data and create the letters all at once. 1. Examine the Word table to be used as a data source. a) From the C:\091025Data\Using Mail Merge folder, open Managers data.docx. b) Notice that this is just a regular table created in Word. c) Close the file. 2. From the C:\091025Data\Using Mail Merge folder, open Manager promotions.docx. Point out that this activity could have used the Step-by-Step Mail Merge Wizard, but that this is good practice for performing a merge without the wizard. Students can use the wizard if they prefer. 3. Replace the blanks in the document with the appropriate merge fields. a) On the MAILINGS tab, in the Start Mail Merge group, select the Select Recipients drop-down and then select Use an Existing List. b) Browse to the C:\091025Data\Using Mail Merge folder and open Managers data.docx. c) Select the first set of underscores. d) In the Write & Insert Fields group, select the Insert Merge Field drop-down and select First_Name. e) Select the next set of underscores and replace them with the merge field Department. f) Select the last set of underscores and replace them with the merge field Salary. 4. Highlight the merge fields and preview the results. a) In the Write & Insert Fields group, select Highlight Merge Fields to place a highlight over the merge fields to make them easier to locate when previewing the results. b) In the Preview Results group, select Preview Results. c) Select Next Record several times to preview the merged letters. d) Select Highlight Merge Fields to remove the highlight over the merge fields. e) Save the file in the current folder as My Manager promotions f) In the Finish group, select the Finish & Merge drop-down. g) Select Edit Individual Documents. h) With All selected, select OK. i) Scroll through the new document to verify that the data was successfully merged. j) Save the new document as My Merged Manager Promotions k) Close all open files. Verify that everyone successfully completed the activity. Towson University Lesson 1: Using Mail Merge

34 26 Word 2013: Mail Merge and Macros Encourage students to use the social networking tools provided on the Logical Choice Home screen to follow up with their peers after the course is completed for further discussion and resources to support continued learning. Summary In this lesson, you created customized labels, envelopes, and letters using the mail merge feature in Word. You also created a data source document in Word for use in a mail merge. This is a useful feature you are likely to use often if you need to send mass mailings in your organization. How might you use mail merge in your organization? A: Answers will vary, but might include: For creating mass mailing labels or envelopes, for creating folder labels, or for customizing letters that have mostly static text and graphics, but need to be personalized. Will you use the wizard or the manual method for creating mail merge documents? Why? A: Answers will vary, but might include: Using the wizard because it walks you through all of the steps to create a merge document, or using the manual method if your field names don t match what the wizard expects them to be. Note: Check your LogicalCHOICE Course screen for opportunities to interact with your classmates, peers, and the larger LogicalCHOICE online community about the topics covered in this course or other topics you are interested in. From the Course screen you can also access available resources for a more continuous learning experience. Lesson 1: Using Mail Merge OTS Training

35 2 Using Macros Lesson Time: 35 minutes Lesson Objectives In this lesson, you will: Automate tasks using macros. Create a macro. Lesson Introduction You have seen quite a few ways that you can automate tasks throughout this course. If you have a series of commands and instructions that you perform often, you can group them together as a single command called a macro. The macro will perform all of the tasks with a single click. In this lesson, you will create and use macros to automate tasks in Word. You can create your own macros, and record the repetitive tasks that you want to add to the macro. You can also create more complex macros with Visual Basic for Applications.

36 28 Word 2013: Mail Merge and Macros TOPIC A Automate Tasks Using Macros Do you wish you didn t have to perform a long sequence of mouse clicks and keystrokes every time you format something? It sure can be frustrating. You can bundle all of those mouse clicks and keystrokes into a single mouse click or keyboard shortcut in a macro. Macros Results of Running a Macro A macro is a set of instructions that are accessed and performed with a single mouse click or keyboard shortcut. Macros are used to automate a group of steps that are performed often. Each macro must have a unique name within the document in which it is stored. Macros are usually stored in templates, but can also be stored in documents. If you want the macro to be available in all of your documents, store it in a global template such as the Normal template. A template or document that contains macros has a different file extension than other templates and documents. Instead of.dotx and.docx for regular template and document files, files with macros end in.dotm and.docm. Figure 2-1: Results of running a macro. Note: This macro inserted a building block from the Quick Parts menu, inserted a header with text in a different font, formatted italic; had a double-line border added to the paragraph; and inserted the date and page number in the footer. All of this was accomplished with a single keyboard shortcut defined to run the macro. Lesson 2: Using Macros OTS Training

37 Word 2013: Mail Merge and Macros 29 The Macros Dialog Box You access existing macros from the Macros dialog box. You can run, edit, create, and delete macros from this dialog box. If you are troubleshooting a macro, you can use the Step Into button to step through the macro to locate the step within the macro that is not working properly. The Organizer button displays the Organizer dialog box, where you can copy macros from one template or file to another. The Macros dialog box lists the macros stored in the selected file. Macros Dialog Box Figure 2-2: You manage macros through the Macros dialog box. Note: The macros in the Macro name list are the macros from the file selected in the Macros in drop-down list. Macro Security As useful as macros are, they are also a vehicle hackers often use to get their malicious software on your computer. Macros use Visual Basic for Applications (VBA) programming code, which an unscrupulous hacker can use to add viruses to a document. For this reason, only use macros from a trusted source. Note: Depending on your organization s needs, the administrator might have set the macro trust settings so that all macros are disabled in order to prevent macros from running. Macro Security Components Manage macro security settings through the Trust Center. In order for a macro to run in your document, the Trust Center evaluates several security risks before the macro is enabled, including: A digital signature from the developer. That the digital signature is valid and has not expired. That the digital signature was issued by a reputable certificate authority. That the developer is a trusted publisher. If the macro fails to pass any of the security risk evaluations, the macro is disabled and a message is displayed to indicate that there is a possibility that the macro is unsafe. If you are sure that the macro is safe, you can enable it through the Trust Center. Be sure students are aware of how dangerous it can be to use macros from an unknown source. Macros can easily have malicious code included in them that can infect the student s system and other systems on the network. Towson University Lesson 2: Using Macros

38 30 Word 2013: Mail Merge and Macros Digital Signatures A digital signature is an electronic mathematical cryptographic method of proving the identity of the macro publisher. It uses digital certificates issued by a certification authority. File Validation File validation is a process that checks any file you attempt to open from an untrusted source to verify that it is a valid file. This is one way in which hackers can be thwarted from introducing macros with malicious code into your system. Trust Center Options Trust Center In the Trust Center, you can set the security and privacy settings for Microsoft Word macros. The security components you can configure there are listed in the following table. Trust Center Option Trusted Publishers Trusted Locations Trusted Documents Macro Settings Message Bar Description Lists any publishers that are to be trusted. Be sure to check the expiration date and remove any expired trusted publishers. Any location listed in this section is considered secure, so be sure that a location is secure before you add a local or network path to the list. Any files in these paths will not go through the file validation process. Specify whether documents on the network should be trusted. You can also disable trusted documents and clear all trusted documents so that they are no longer trusted. Specify whether to enable or disable macros. You can disable all macros with or without notification, or disable all macros except those that are digitally signed. Even though it is not recommended, you can also enable all macros. Specify whether or not a message bar is displayed when macros are blocked. The DEVELOPER Tab Point out that even though the DEVELOPER tab is displayed on the classroom computers, by default it is not displayed. If it is not displayed on their computers, students will need to use the Word Options to display it. The DEVELOPER Tab To create a macro you use the DEVELOPER tab. You can also run or record a macro from the VIEW tab, but the DEVELOPER tab has access to all of the tools you need to record, edit, organize, and run macros. Figure 2-3: Macros are recorded and managed from the DEVELOPER tab. Caution: The DEVELOPER tab is not displayed by default. How to Automate Tasks Using Macros If you create your own macros or receive them from another trusted publisher, macros can save you a lot of time. Remember though, macros can contain malicious code, so be careful! Lesson 2: Using Macros OTS Training

39 Word 2013: Mail Merge and Macros 31 Note: Access the Checklist tile on the LogicalCHOICE Course screen to view all How To procedures for this lesson. Display the DEVELOPER tab In some Word installations, the DEVELOPER tab is not displayed by default. To display the DEVELOPER tab: 1. Select FILE Options. 2. In the Word Options dialog box, select Customize Ribbon. 3. In the Customize Ribbon section, verify that Main Tabs is selected from the drop-down list. 4. In the Main Tabs section, select Developer. 5. Select OK. Run a Macro If you trust the source of the macro, use the following steps to run the macro: 1. Open a document that you want to use a macro in. 2. If prompted to enable or disable macros in the document, and if you trust the source, select Enable Content. 3. If you know the keyboard shortcut for the macro, press the appropriate keys to run the macro. 4. If a button for the macro has been added to the Quick Access Toolbar, select the button to run the macro. 5. If no keyboard shortcut has been created, you don t know the keyboard shortcut, or no button has been created for the macro: a. On the DEVELOPER tab, in the Macros group, select Macros to display the Macros dialog box. Alternatively, you can access the Macros dialog box from the VIEW menu, and then in the Macros group, select Macros and select View Macros. b. In the Macro name box, select the desired macro you want to run. c. Select Run to run the macro, which will perform all of the tasks recorded in the macro. Towson University Lesson 2: Using Macros

40 32 Word 2013: Mail Merge and Macros ACTIVITY 2-1 Automating Tasks Using Macros Data Files C:\091025Data\Using Macros\SmothersNewsletter.docm Before You Begin Verify that the DEVELOPER tab is displayed. If necessary, follow the steps in the How to Automate Tasks Using Macros section to display it. Scenario The applications administrator for Smothers & Family Hardware created a new macro, SMacro2, for formatting documents. You know you can trust the macro because it was created internally. Her memo explaining how to use the new macro said the keyboard shortcut for it is Ctrl+Shift+Alt+D. The macro formats documents so that the store name is properly formatted, along with proper headers and footers. You are ready to add the store name, header, and footer to the document. The administrator sent the macro as part of a document file, but she said if you add it to your Normal template, it will be available in any new document. 1. Open the file containing the macro and enable macros. a) From the C:\091025Data\Using Macros folder, open SmothersNewsletter.docm. b) In the SECURITY WARNING message, select Enable Content. c) Position the cursor at the beginning of the heading Smothers & Family Hardware Opens New Store. 2. Run the SMacro2 macro. a) On the DEVELOPER tab, in the Code group, select Macros. b) In the Macros dialog box, select SMacro2. c) Select Run. The Smothers & Family Hardware title is added to the top of the document along with a header and footer on each page. 3. Remove the header and footer from the first page. a) On the first page of the document, double-click in the Header area. b) On the HEADER & FOOTER TOOLS DESIGN tab, in the Options group, check Different First Page. This will remove the header and footer from the first page. Note: Just because something is formatted or inserted with a macro doesn t mean that it can t be edited or deleted. 4. Copy the SMacro2 macro to the Normal template. a) On the DEVELOPER tab, in the Code group, select Macros. b) Select Organizer. c) In the left pane with SmothersNewsletter selected, select NewMacros. d) With the Normal template selected in the right pane, select Copy. e) Select Close. 5. Save the file in the current folder as My Macro Newsletter and then close the file. Lesson 2: Using Macros OTS Training

41 Word 2013: Mail Merge and Macros 33 Note: For more information, check out LearnTO Automate Document Formatting from the LearnTO tile on your LogicalCHOICE Course screen. You may want to show LearnTO Automate Document Formatting from the LogicalCHOICE Course screen or have students navigate out to the Course screen and watch it themselves as a supplement to your instruction. If not, please remind students to visit the LearnTOs for this course on their LogicalCHOICE Course screen after class for supplemental information and additional resources. Towson University Lesson 2: Using Macros

42 34 Word 2013: Mail Merge and Macros TOPIC B Create a Macro You have run a macro that was already created. In this topic, you will create your own macro. Creating macros will help you more quickly perform repetitive, lengthy tasks with a single click or by pressing the keys for a keyboard shortcut. The Record Macro Dialog Box The Record Macro Dialog Box When you record a macro, the Record Macro dialog box is displayed. In this dialog box, you specify the name for the macro and you can optionally assign it to a button or a keyboard shortcut. You can also add a description. Figure 2-4: The Record Macro dialog box is displayed when you select Record Macro. Note: It is a good idea to include the keyboard shortcut combination in the Description for the macro. Macro Names A macro name must be unique within the file in which it is stored. The name must begin with a letter and the name cannot contain any spaces. The name can be composed of letters, numbers, and the underscore, but no other special characters. Keyboard Shortcuts for Macros When you are creating a macro, you can assign a keyboard shortcut to press to run the macro. In order to make sure you don t assign a key combination that is already assigned to something in Word, check the Current keys section of the Customize Keyboard dialog box. If the key combination is already assigned, the assignment is listed as shown in the following figure. If it is already assigned and you don t use that key combination, you can reassign it to your macro. If you want to change the key combination you are assigning, press Backspace to remove what you have in the Press new shortcut key box, and then press a new key combination. Lesson 2: Using Macros OTS Training

43 Word 2013: Mail Merge and Macros 35 Customize Keyboard Dialog Box Figure 2-5: Keyboard shortcut assignment for a macro. If you forget which keyboard shortcut you assigned to a macro, or if you want to change the shortcut key combination, use the Customize Ribbon dialog box to access the Customize Keyboard dialog box. There, the current keyboard shortcut is listed. You also have the opportunity to assign a new keyboard shortcut. Buttons for Macros You can assign a macro to a button that is accessed from the Quick Access Toolbar. Word uses a default button icon for macros. You can select the macro name and add it to the toolbar, then select Modify and select one of the other symbols. VBA Macros are created in Visual Basic for Applications (VBA). VBA is a programming language embedded in Office applications. It is a subset of the Visual Basic (VB) programming language. While VB can be used to create standalone applications, VBA programs run within the host application; for example, within Word or Excel. When you record a macro, it is saved as VBA code. You can view and edit the VBA code in the Visual Basic Editor. The Visual Basic Editor interface has a Project pane that lists the VBA modules contained in all open documents and templates. The Normal template is listed, and each document is listed as a Project. If any templates besides Normal are open, they are listed as Template Projects. Below the Project pane is the Properties pane. This lists the properties of the selected item in the Project pane. If the shortcut key combination you select is already assigned to something, the Currently assigned to message will identify the command to which it is already assigned. You can choose to reassign it to your macro or press a different key combination for the shortcut key. VBA Window Point out that VBA is a subset of VB. In VB, you can create standalone applications and VBA programming is used to program within an Office application. Towson University Lesson 2: Using Macros

44 36 Word 2013: Mail Merge and Macros To the right of the Project and Properties panes is the Code window. You can view and edit the code for the selected project in this window. Each macro that you record is saved in a block of VBA code. Blocks of code are stored in a module. Each macro within the module is listed as Sub macro_name() within the module. Figure 2-6: The VBA window. How to Create a Macro You can record mouse clicks and keystrokes in a macro. If you need to select text as part of the macro recording, it must be done with the keyboard rather than with the mouse. You will want to plan your macro before you begin recording because every mouse click and key press will be recorded as part of the macro. You should perform the steps prior to recording to test that the steps produce the desired outcome. Record a Macro To record a macro: 1. Open a document. This can be the document in which you want to run the macro, or a blank document. You just need a document open so you can access the Record Macro button. 2. On the DEVELOPER tab, in the Code group, select Record Macro. Alternatively, you can access Record Macro from the VIEW tab, in the Macros group, from the Macros drop-down or on the Microsoft Office status bar. 3. In the Record Macro dialog box, in the Macro name text box, type a name for the macro. 4. If desired, assign a keyboard shortcut or a Quick Access Toolbar button to the macro. 5. From the Store macro in drop-down list, select the file where the macro will be stored. Storing it in the Normal template makes it available to all documents. Storing it in the current document makes it available only in that document. 6. If desired, in the Description text box, type a description of the macro. If you are assigning a keyboard shortcut, note the key combination in the description. Lesson 2: Using Macros OTS Training