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Distribute Your Macros

 

In previous posts we learned to record a macro and create a shortcut key and custom button for the macro.  In this post we will learn how to distribute the macro to others, along with the shortcut and button.
In the previous examples we saved everything in the Normal template, which is the default template when you record macros and custom shortcuts. 

However, you can specify a different template when saving macros and other customizations.  You can also move your macros to a new template later.  This is what we will do in this post.
First we need to create a new template to store the macros and customizations.  
We do this by making a new document and saving it as a  ‘Macro-Enabled Template’ or .dotm file:
SaveAs MyCustomMacros dotm file
When you change the file time to ‘.dotm’ Word automatically defaults to it’s ‘Templates’ folder to save the template.  To make it easier to find later, you can just change this to a different folder or to the desktop.
To copy the custom macros we made into this new template, click the ‘View’ tab, ‘Macros’ drop-down, ‘View Macros’:
View Macros list of custom macros
Here is the list of macros we created in a previous post.  Notice that the macros are saved in the ‘Normal.dotm’ template.   

To copy these macros into our ‘My Custom Macros’ template, click on the ‘Organizer’ button:
Copy custom macros into My Custom Macros.dotm
The list of macros in the Normal template appear on the right side of the screen.  Notice that ‘NewMacros’ appears in the ‘Normal.dotm’ template, not the individual macros.  When we copy the macros from the Normal template, all of the macros in this group will be copied over.

Make sure that ‘My Custom Macros’ template is selected on the left side and click ‘Copy.’
Now go back to ‘View Macros.’   Make sure that ‘My Custom Macros’ template is  the active document and that it is also selected in the ‘Macro’ field.  You should see our three macros now appear on the list:
Show macros contained in Custom Macros dotm
Repeat the shortcut key that we did before, except this time make sure  that  ‘My Custom Macros’ template  is the active document and you select it instead of the Normal.dotm.  Also be sure to select the macro that is contained in the ‘My Custom Macros’ template.  This may appear as ‘Template Project’ instead of ‘Normal’
Customize keyboard with shortcut to custom macro
And the same for the Quick Access Toolbar:
Add custom macro to My Custom Macros  QAT
‘My Custom Macros’ template can now be copied to other computers and shared with colleagues.
To access the the macros and customizations contained in the template, we attach the template when we open Word.  To do this go to File/Options/Addins. Select ‘Templates’ in the ‘Manage’ field and click ‘Go…’.
File/Options/Addin/Templates click 'Go'
We want to make ‘My Custom Macros’ a global template so click  the ‘Add’ button next to the ‘Global’ templates box:
Global Templates dialog box
Browse and find ‘My Custom Macros’ template.  It now appears on the list and is checked:
My Custom Macros appears checked on list of Global Templates
When you first attach the template you may be prompted to enable the macros:
Prompt to Enable Macros
To avoid seeing this warning you can make the templated ‘Trusted’ or save in a trusted location, like the ‘Startup’ Folder.

If the template is saved in Word’s Startup folder, it will also attach automatically whenever you start Word.

 

Create Custom Shortcuts
Finding Word's Startup Folder

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Monday, 18 December 2017

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