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Before you start to create your own macros, you should familiarize yourself with Word's built-in commands. As you might imagine, Word provides a number of built-in commands (over 1000), and many of them are already associated with toolbar buttons, menu commands, and keyboard shortcuts. For example, the FileClose command is attached to the File menu's Close command. You can view, run, and associate Word commands with toolbar buttons, menus, and keyboard shortcuts in the same ways you perform these actions with macros you create.
You use some of the built-in Word commands regularly without realizing it (such as when you click the Print button on the Standard toolbar), but others aren't assigned to toolbar buttons or menu commands by default.
To view a list of Word's built-in commands, follow these steps:
Choose Tools, Macro, Macros, or press Alt+F8. The Macros dialog box appears.
Click the Macros In arrow, and select Word Commands in the list. The list of built-in Word commands appears, as shown in Figure 32-1.
Figure 32-1: Using the Macros dialog box, you can display and run Word's built-in commands.
Scroll through the list of Word commands. When you select a Word command's name, the Description box shows a brief description of the command's action. To perform the described action, click the Run button. If you'd rather not perform any actions at this point, click Cancel to close the Macros dialog box.
To see a complete list of built-in Word commands along with short descriptions in table format, refer to this book's companion CD. If you see any commands you think you might be able to use, you can create toolbar buttons, menu commands, or keyboard shortcuts based on the Word commands, as described in the next section. The new Word commands available in Word 2003 are shown in Table 32-1 (as well as incorporated into the complete table on the companion CD).
Word command | Description |
---|---|
CloseReadingMode | Toggles Reading mode |
CopyInkAsText | Copies the ink selection and puts its text equivalent on the Clipboard |
DeleteAllInkAnnotations | Deletes all ink annotations |
DisplaySharedWorkspacePane | Displays the Document Status pane |
DocumentActionsPane | Displays the Smart Document pane |
DoNotDistribute | Displays the Permission toggle button on toolbar |
EditFindReadingMode | Finds the specified text or the specified formatting (opens the Find And Replace dialog box) |
EmailAttachmentOptions | Toggles the display of the Attachment Options task pane |
EmailChooseAccount | Activates the e-mail account chooser |
FaxService | Sends a document to fax via the Internet |
FilePermission | Restricts permission for a document |
FileVersionsServer | Manages the server versions of a document |
FormattingRestrictions | Applies the style lockdown settings |
GettingStartedPane | Displays the Getting Started task pane |
HelpCheckForUpdates | Opens the Internet browser and displays the Microsoft product updates page |
HelpContactUs | Opens the Internet browser and displays the Microsoft Contact Us page |
InsertInkAnnotations | Inserts ink annotations |
InsertInkComment | Inserts an ink comment |
InsertInkSplitMenu | Shows or hides ink annotations and Ink Annotations toolbar |
InsertSoundComment | Inserts a sound object into a document |
NeverUseBalloons | Specifies to never use balloons |
NoInsertionDeletionBalloons | Specifies to not include insertion and/or deletion balloons |
ReadingMode | Toggles reading mode |
ReadingModeGrowFont | Increases the font size in reading mode |
ReadingModeInkOff | Unlocks a document for ink |
ReadingModeLayout | Toggles reading mode |
ReadingModeLookup | Opens reading mode lookup tools |
ReadingModeMini | Toggles reading mode |
ReadingModePageView | Uses actual layout in reading mode |
ReadingModeShrinkFont | Decreases the font size in reading mode |
Research | Initiates the Research task pane |
ResearchLookup | Looks up a word in the research tool |
ResetSideBySide | Resets the window position for side by side |
ShowInkAnnotations | Shows or hides ink annotations |
ShowSmPane | Displays the Document Updates task pane |
SqmDialog | Opens the Service Options dialog box |
SyncScrollSideBySide | Initiates synchronous scrolling of two windows side by side |
ToggleReadingMode2Pages | Shows or hides two pages view in reading mode |
ToggleReadingModeHelp | Provides help for ink annotations in reading mode |
ToggleReadingModeInk | Enables ink annotations in reading mode |
ToggleThumbnail | Shows or hides thumbnail view |
ToggleXMLTagView | Toggles XML Tag view on or off |
ToolsProtect | Sets protection for the active document or selection |
ToolsThesaurusRR | Displays synonyms for the selected word in the Research task pane |
UseBalloons | Specifies to always use balloons |
ViewDocumentMapReadingMode | Toggles the state of the Heading Explorer |
ViewXMLStructure | Shows the XML Structure task pane |
WindowArrangeSideBySide | Arranges two windows side by side |
XMLDocument | Applies XML transforms to a document |
XMLOptions | Changes XML settings for a document |
After you're familiar with the built-in Word commands, you'll probably find that you would like quicker access to them. The process of displaying and running commands from the Macros dialog box isn't the most streamlined approach. To make selected Word commands more accessible, you can assign them to toolbar buttons, menu commands, or keyboard shortcuts, as follows:
Choose Tools, Customize. The Customize dialog box appears.
Click the Commands tab, and then select All Commands in the Categories list. The complete list of available Word commands that you can use for customization is displayed in the Commands list, as shown in Figure 32-2. As you scroll through this list, notice that a number of the Word commands have a custom toolbar button already associated with them, appearing in the shaded column to the left of the command names.
Figure 32-2: The Commands tab shows all available commands when you click All Commands in the Categories list.
Tip | If you want to remove a toolbar button or menu command-regardless of when it was added-you can drag the toolbar button or menu command off its toolbar or menu while the Customize dialog box is open. |
To add a command to a toolbar or menu, select the command in the Commands list, and drag the command to the toolbar or menu. To create a keyboard shortcut, click Keyboard and configure the options in the Customize Keyboard dialog box. (For more information about creating toolbar buttons, menu commands, and keyboard shortcuts, see "Assigning a Macro to a Toolbar, a Menu, or a Keyboard Shortcut".)
When you are finished with customizing your Word window, click Close in the Customize dialog box.
After you display a Word command as a menu command or toolbar button, you can right-click your newly created element to configure its display parameters, as described in "Assigning a Macro to a Toolbar or Menu,". Likewise, if you click Keyboard in the Customize dialog box to create a keyboard shortcut, you can configure your custom keyboard shortcut by completing the Customize Keyboard dialog box, as discussed in "Assigning a Macro to a Toolbar, a Menu, or a Keyboard Shortcut,".
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