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Using the Macro Recorder

PowerPoint's macro recorder is just like a good assistant who writes down exactly what you did and can reproduce those actions any time you tell him to. Assume you have added the text to a presentation and want to start adding graphics to the pages, but you first want to have the Drawing, Picture, and WordArt toolbars on-screen. Instead of opening each of the toolbars individually (then closing them when you're finished, then reopening them later), you can record a macro to display the toolbars all in one step. Here's how to record this macro:

  1. Choose Tools, Macro, Record New Macro.

  2. The Record Macro dialog box appears, as shown in Figure 22.1. This dialog box gives you three options:

    • A chance to name the macro. Descriptive names can help, but PowerPoint also lists a default name such as Macro1 if you don't choose a name of your own. In this case, name your macro Show_Graphics_Toolbars.

    • A file location to store the macro. The active file is the default.

    • A text description to help you remember what you are doing in this particular macro; this is for documentation purposes only and has no effect on the macro. The default is the current user name and the current date. A good documentation practice is to type a description of what the macro does—for example, Shows the Drawing toolbars.

    After filling in the dialog box in step 2, make sure that the toolbars you are trying to open through the macro are not already open, and choose OK to start recording the steps of the macro. Then just perform the operation that you want to record. In this case, the operation is displaying three toolbars. First, choose View, Toolbars and highlight the Drawing Toolbar option, and select it by clicking the mouse. The Drawing toolbar should appear on-screen. Remember that the macro records whatever you do. If you make a mistake, fix it, and then go on, the macro thinks that all of this was intentional and records it. So it's a good idea to rehearse the steps you plan to put in the macro, and perhaps even write them down so you don't trip up.

  3. Display the Picture toolbar by choosing View, Toolbars. Then highlight the Picture option and select it by clicking the mouse.

  4. Display the WordArt toolbar by choosing View, Toolbars, then highlight the WordArt option, and select it by clicking the mouse.

  5. Now that you have finished recording the steps to your macro, click the Stop Recording button.(This icon appeared automatically on the screen when you clicked the OK button to start the recorder.)



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