MACROS IN POLARIS Macros are a useful tool when cataloging. Macros are short programs you write to automate routine tasks. Macros are built from commands using Shortcut Key. Using macros can reduce the number of keystrokes and mouse clicks by running repetitive processing steps automatically. They are standardize procedures to reduce errors and inconsistencies, as well as, decrease staff time required for routine tasks. MAKING MACROS IN POLARIS To make a macro in Polaris you need to have a bibliographic record displaying on your screen. Macros are housed under Tools in the task bar (you can also get to the macros using Alt+F8). A small box appears in the upper right hand corner of your screen. 1
Everyone s macros Polaris maintains all the macros that are made by anyone and you can see these macros using the Show All tab. Remember you must have a bibliographic record displaying in order to see the Tools tab or use Alt+F8. From here if you see a macro you would like to use you can copy the macro by clicking on the macro you want to use and then clicking Save As. The macro will then display in a separate box and all you need to do is add the Shortcut Key* you would like to use to run the macro. (Note: finding the Shortcut Key* that is available can be the tricky part since many Shortcut Keys* are already in use in Polaris) 2
Once you find a unique Shortcut Key*, click Save and the macro will now be in your list of macros that you can run using your login. *Some of the Shortcut Keys I have found to use are: Ctrl+Alt+J Ctrl+Alt+D Ctrl+Alt+N Ctrl+Alt+I Alt+Shift+L Alt+Shift+A Ctrl+Alt+3 Alt+Shift+F Your Macros To see your macros you must have a bibliographic record displayed. Once displayed you can open the macro box using Tools or Alt+F8. When you click on the downward facing arrow in the dialog area of the Macro box you will see all the macros you have available for you to use with your login. To insert the macro into the bibliographic record first place your cursor where you wish to insert the macro. At this point you can bring up the Macro box, click on the downward facing arrow, find the macro you wish to insert and then click the forward facing arrow which will then run your macro, or, you can use the Shortcut Key* you assigned to that macro. 3
Making your own macros If you would like a macro that is not already in the Show All, you can record your own macro. That macro will then display in the Show All for others to use as well, once they save it to their login and apply their Shortcut Key*. To make a new macro you will need to have a bibliographic record displayed. Bring up the Macro box using Tools or Alt+F8. When the macro box appears, click on the eight sided symbol (looks like a stop sign) and a box appears to Record Macro. You are asked to Name your macro, give a Description of your macro and Press New Shortcut Key*. You will have to make sure that you choose a unique Shortcut Key* to run your macro. If you choose a Shortcut Key* that is already in use you will see: Once you have found a unique Shortcut Key* click on Start Recording. Type into the bibliographic record the information you wish for your macro. If you are making a macro for an entire Marc tag, first insert a blank line in the bibliographic record. (Example: a macro to insert 250 a[mp3-cd].) 4
If you are making a macro that will insert information in an existing line place your cursor at the point you want the information to be inserted. (Example: a macro to add vjuvenile fiction. to a subject) After you have typed the information you want into the bibliographic record click the Stop Recording symbol (the square) Your macro is now saved to your login and ready for you to use by either method: using Tools with the Macro box displayed or by using your Shortcut Key*. Your macro is always available to other users to copy and applying their own Shortcut Key*. Canned reports for macros To see a list of the macros you ve created: On the Polaris menu bar, click Utilities>Reports and Notices. Click the plus sign next to Cataloging under Report Categories, or double-click the Cataloging folder under Available Reports to see a list of sub-folders. Highlight and double-click the Bibliographic folder to see a list of reports. or 5
In the list of reports, highlight and double-click Macros for Bibliographic Records Single Staff Member. Select your user name and click Submit. You ll see a list of macros you ve created, with the name, Shortcut Keys, description, and date. You can also see a list of all macros by selecting Macros for Bibliographic Records All Staff Members in the list of reports. 6