Microsoft Word Macros, VBA & Advanced Fields - Notes

1. Macros in Word

Macros are automated actions in Word that help perform repetitive tasks quickly. They are created using recording or VBA code.

Steps to Record a Macro

Shortcut & Security

• Run Macro: Alt + F8
• Macro Security: File > Options > Trust Center > Trust Center Settings > Macro Settings
• Use Trusted Locations to avoid security warnings.

2. VBA Editor Basics

VBA (Visual Basic for Applications) allows advanced automation. Use Alt + F11 to open the VBA editor.

Components in VBA Editor

• Modules: Store your macros (Procedures).
• Procedures: Subroutines (Sub MacroName()) or Functions.
• UserForms: Create custom dialog boxes.
• References: Link Word to other apps (Excel, Outlook).
• Immediate Window: Test small codes or print values.
• Watches: Track variables while running code.

Example Lab: Simple Macro Using VBA

Sub AddFooterText()
    ActiveDocument.Sections(1).Footers(wdHeaderFooterPrimary).Range.Text = "Confidential"
End Sub>

3. Word Object Model

Word objects represent parts of the document. Common objects:

• Application: Word itself
• Documents: Collection of open documents
• Sections: Parts of document with different headers/footers
• Ranges: Continuous text blocks
• Selection: Current selected text
• Paragraphs, Tables, Shapes, Fields, Styles

4. Events & Automation

Events automate actions on triggers:

• AutoOpen: Runs when document opens
• AutoNew: Runs when new document created
• WithEvents: Track events in UserForms or documents
• Automation with other Office apps (Excel, Outlook) using CreateObject

5. Advanced Fields in Word

Fields insert dynamic content. Common advanced fields:

• AUTOTEXT: Insert predefined text blocks
• DOCVARIABLE: Display custom VBA variables
• DOCPROPERTY: Document properties like Author, Title
• INCLUDETEXT, INCLUDEPICTURE: Include external files
• SEQ: Sequential numbering
• STYLEREF: Reference text with specific style
• REF, PAGEREF: Cross-references
• TOC/TC: Table of Contents entries
• INDEX/XE: Index entries
• IF: Conditional content
• FORMERGE: Mail merge fields
• NUMPAGES: Total page count
• LISTNUM: Numbered lists

Example Lab: Using Fields

6. Wildcards & RegEx-like Find/Replace

Word allows advanced search patterns:

• Character Classes: [A-Z], [0-9]
• Groups: (abc)
• Ranges: [a-z]
• Counts: {1,3}
• Back-references: \1 for repeated text

7. Building Blocks

Reusable content like:

• AutoText & Quick Parts
• Cover Pages
• Headers & Footers galleries
• Custom templates for consistency

8. Templates & Normal.dotm

Templates store styles and macros:

• Global Templates: Available for all documents
• Startup folder: Loads templates automatically
• Organizer: Copy macros, styles, building blocks between templates
• Before creating macros, ensure Trust Center settings allow macros and the correct template is selected.

9. Exam-Style Questions & Answers

1. Q: How do you assign a macro to a shortcut key?
   A: View > Macros > Record Macro > Keyboard > Press desired key > Assign.
2. Q: How to insert a cross-reference field?
   A: Ctrl + F9, type REF BookmarkName, then F9 to update.
3. Q: Difference between AutoOpen and AutoNew?
   A: AutoOpen runs when an existing doc opens; AutoNew runs when a new doc based on a template is created.
4. Q: What is Normal.dotm?
   A: Default global template storing macros, styles, and settings.
5. Q: Shortcut to open VBA editor?
   A: Alt + F11
6. Q: Shortcut to insert a field?
   A: Ctrl + F9
7. Q: Name 2 field types to insert document property?
   A: DOCVARIABLE, DOCPROPERTY
8. Q: How to create a Quick Part?
   A: Select content > Insert > Quick Parts > Save Selection to Quick Part Gallery
9. Q: How to run a macro manually?
   A: Alt + F8 > Select Macro > Run
10. Q: Steps to automate Word from Excel VBA?
    A: Use CreateObject("Word.Application"), open document, manipulate objects, save & close.