Microsoft Office is one of the most widely used office software suites in the world and for good reason. The various programs included in the suite are powerful and feature-rich, allowing users to quickly and efficiently create documents, presentations, and other files. However, many users are unaware of the more advanced features that can be used to further customize their Office templates. By using macros and conditional formatting, users can automate repetitive tasks, quickly format their documents, and make their work more efficient. With a little bit of practice, users can master these tools and take their office templates to the next level.

What are macros and conditional formatting?

Macros are automated tasks that can be programmed into your document or template. For example, you can set up a macro that automatically formats all of your paragraphs in a specific font or another macro that automatically adds your name and contact information at the end of each document. Conditional formatting is when you can format specific parts of your document based on certain conditions. For example, you can create a rule that says, “If this paragraph is above average, highlight it in red.” With these two tools, you can significantly reduce your work and make your documents look more polished.

Benefits of using macros and conditional formatting

Save time - Macros and conditional formatting can save time by automating tedious formatting tasks. Instead of manually formatting your paragraphs, you can set up a macro to format them for you.

Space - Macros and conditional formatting can also save you space in your templates. Rather than manually applying certain formatting, you can use conditional formatting to apply it automatically based on certain conditions.

Consistency - Macros and conditional formatting can also help you maintain consistency in your templates. For example, if you have a set of paragraphs that are always formatted the same, you can set up a macro to format them each time they are added to a document.

Polished - Finally, macros and conditional formatting can help you make your documents look more polished. You can set up formatting rules that highlight certain parts of your document, such as below-average paragraphs in red, or your name in a specific font.

How to create a macro in Office templates

If you would like to create a macro in your office templates, you can do so by following a few simple steps. First, open up the template where you would like to create the macro. Next, select Developer > New Macro. At this point, you’ll be asked to name your macro and select where you would like it to be saved. Finally, click “OK,” and you’re done! Now, you can trigger your macro from your template by selecting Developer > Macros > “Trigger Name” > “RunOnce.” This will run your macro only one time, which is useful when you only need to perform a specific task once, such as formatting a paragraph.

Examples of macros and conditional formatting

Let’s walk through a few examples of macros and conditional formatting to show you how they can be used in your office templates.

Macro - You can use a macro to format your paragraphs in a specific font, such as the one used in your company’s name. This ensures that your paragraphs are always formatted the same way, even if they are edited by someone else.

Conditional formatting - You can use conditional formatting to highlight below-average paragraphs in red, which lets you quickly identify which paragraphs need to be edited.

Tips and tricks for using macros and conditional formatting

Naming conventions - When you create your macros, it’s important to follow naming conventions, otherwise, they can get confusing. For example, you can name all of your macros with “rpt” followed by a number, such as “rpt1” and “rpt2,” to make them easy to identify and differentiate.

Editing macros - If you would like to edit your macros, you can do so by selecting Developer > Macros > “Trigger Name” > “Edit.”

Start small - It’s important to start small when you are creating macros and conditional formatting rules. For example, don’t try to create a ton of macros at once. Instead, start with a few simple macros, and then add more as you become more comfortable with creating them.

Use it daily - One way to make sure you remember to use your macros is to use them daily. For example, if you have a macro that adds your name to the end of your documents, use it every day. After a few weeks, the macro will become second nature, and you’ll hardly notice it’s there.

Common issues and solutions when using macros and conditional formatting

Confusing macros - You can avoid confusing your macros by naming them appropriately and following naming conventions.

Incorrect triggers - When you create macros, ensure that you use the correct trigger word. If you don’t use the correct trigger word, your macro won’t be triggered.

Advanced features - If you would like to use advanced features with your macros, such as looping and conditions, you’ll need to use VBA (Visual Basic for Applications). You can learn how to use VBA on Microsoft’s website.

Advanced features of macros and conditional formatting

Looping - If you want to run your macro multiple times, you can use “looping.” For example, you can create a macro that formats each paragraph in your document once, and then loops and formats it again. This allows you to format each paragraph twice, which is useful if you need to format a large document.

Conditions - You can also use “conditions” to make your macros more efficient. For example, you can set up a rule that says, “If this paragraph is above average, highlight it in red.” This way, you only format paragraphs that need to be formatted, which makes your documents more efficient.

Resources for learning more about macros and conditional formatting

Microsoft - Microsoft has tons of resources for learning more about macros and conditional formatting. You can start by reading their macro- and conditional formatting guides.

Office Insider - If you use Office on a Mac, you can also join the Office Insider program to get early access to new features and get help from the community.

Google - If you use Microsoft Word, you can also search for relevant articles on Google and read up on macros and conditional formatting.

Tutorials - If you are having trouble getting started, you can also try out tutorials on YouTube to learn how to create macros and conditional formatting rules.

How to use macros and conditional formatting in other office suites

If you use a different office suite, you can still use macros and conditional formatting. All you need is a bit of coding knowledge. If you want to use macros, you can use shortcuts, keyboard shortcuts, or hotkeys to trigger your macros. If you want to use conditional formatting, you can use formulas or VBA to create rules. You can also use macros and conditional formatting in Google Sheets, but it’s important to note that they are significantly harder to code. If you are new to coding, we recommend starting with Microsoft Office.

Conclusion

Office macros and conditional formatting are powerful tools that can help you automate tedious formatting tasks, save time, and space, and help you maintain consistency and polish your documents. Macros and conditional formatting are useful for any type of office suite and can be used to create more efficient documents. If you want to use macros and conditional formatting in your office templates, start small and try using them daily to make them second nature. With practice, you’ll be able to use macros and conditional formatting to automate your work and make your documents look more polished.