Save Time with Macros

At a book indexers meeting yesterday I realized that not everyone takes advantages of macros.

What is a Macro?
The Guide to Computing defines a macro as “a series of keyboard and mouse actions recorded to a single key, symbol, or name.” Macros are especially useful when you have to repeatedly perform the same series of keyboard and/or mouse actions.

Usefulness of Macros
For example, when I’m using Microsoft Word and want to format text on a page to save paper, instead of manually going through all the steps to change the page set up, format the text to two columns, and change the font size of all  the text, I record a macro of the process and use it to do the work for me.

Creating Macros in MS Word 2003
In Microsoft Word 2003, go to Tools > Macro > Record New Macro. When given the option to name your new macro it’s helpful to type in a meaningful name that helps you remember what the it does. Once the Record button is selected everything you do will be recorded in the Macro. When you’re done click on the Stop Recording button. To use your newly created macro just hit Alt + F8 and click on the Run button.

Macros in Other Software Programs
Many other software programs provide macro options that are easy to use. If you poke around in the software and can’t find the option consult the Help files and browse or search for macros.

Keyboard Shortcuts for Web Browsers

If you’re using Firefox or Internet Explorer to browse the web here’s a few keyboard shortcuts that will save you some time.

• This one’s my favorite. To open more than one tab in the same window hit Ctrl-T.
• If you want to switch between tabs without using you mouse hit Ctrl-Tab to go to the next open tab and Ctrl-Shift-Tab to go backwards.
• If you’re still typing in “www” before at the beginning of a web address, stop. There’s no need to do the extra typing. For example, if you want to go to Firefox’s homepage just type “firefox.com” instead of “www.firefox.com.”

Note: This post has been edited to include Internet Explorer as another web browser in which these keyboard shortcuts can be used.

More Time Saving Keyboard Shortcuts for Windows

Here are a few of my favorite Windows keyboard shortcuts. Although they are commonly known by many Windows users the shortcuts are new to some and are worth mentioning simply because they save a lot of time by keeping my fingers on the keyboard. If you want to see shortcuts for other commands just click on the drop down menu and you’ll find them displayed next to their respective commands.

Ctrl+C
Copy highlighted text and images.

Ctrl+V
Paste text and images that have already been copied.

Ctrl+A
Highlight the contents in an entire document or Webpage.

Time Saving Keyboard Shortcuts for Windows

If you haven’t noticed or you aren’t sure what the button on your keyboard with the little Windows logo is, exploration is a definite must. Instead of using a mouse or touch pad to navigate between open windows, manage files, and search your computer, the Windows key in combination with another key will help you accomplish these tasks in less time. Depending on how much you use your computer, the few minutes it takes to explore these keyboard shortcuts will pay you back with minutes or even hours of your time. If you haven’t used shortcuts before, just hit the Windows key and the letter following it at the same time.

Here are a few essential time saver keyboard shortcuts.

Windows-E
Use this keyboard combination instead of clicking on the Start button to view My Computer/Windows Explorer file-management tool.

Windows-D
This is really great for times when you have a bunch of windows open and need to get to the desktop. Instead of minimizing each window separately this keyboard combination minimizes all the open windows in one shot. Just hit it a second time to restore.

Windows-F
If don’t remember where a file is saved, use this keyboard combination to search your computer.