Automate word printing using Macro's - Quick and simple business automation | Dave Grooms

Automate word printing using Macro’s – Quick and simple business automation

In this video I will show you how you can quickly setup a word macro to handle printing to multiple bins. We add a button to the ribbon bar to launch the macro.


Transcribe of video


Hello everyone. Dave Grooms here.


Today, I got a question from Andy. Andy is one of our new members. He signed up just over a week ago, and he’s just gone through the first in sort induction training video as part of my membership site.


Now in that video, really what I tried to do is to explain how we can find some really quick simple wins within your business, but then free up time to do some more complicated at automation tasks. These are really just quick fixes gives you a bit of subtest save you 10 20 30 minutes a day, and then that will may be the time to do so much bigger and better automation.


Andy spends most of his day producing quotes, and he has an assistant as well. Between them, they have a multi bin printer. On these quotes, they have to print the first page out to hide a paper. The second page goes out on a heavy weight continuation paper. They then have to produce another copy of the quote on plain photocopier paper for the file. They’ve got this multi bin printer installed which is great. the IT company who set it up configure both their computers to use it and show them how they can go through the menu systems to the printer properties and keep changing what things are gonna print.


Now, Andy does this but it’s a bit long-winded. His assistant however, she decides it’s much much quicker to use a little personal printer and just keep changing the paper. We don’t want them to do that we want to speed up this process. I think we can save them quite a bit of time every day just for a simple process. Now, to do this, it’s actually a feature built into word itself.


Unfortunately, Microsoft decided many years ago now to hide a feature called macros. Now macros are just a way of recording your actions, your keystrokes, your mouse movements If you like, and then replaying them. So where Andy currently goes to file, print, printer properties, bin.

We can do that once, record it, and then can replay it and many many times, so the system would just do it for you. Now, as I said, Microsoft hit this feature quite a few years ago now, and by doing that, many many people don’t really understand about macros or whether they exist or not. Anyway, let’s go to word.


This is version 2016. This was pretty much on every version of Word really over the last eight or nine years, so most people should to be able to do this. So first of all, we need to open up this hidden tab which has a macro commands in, and to do that, just right-click on the menu just anywhere, really any of these tabs. It won’t work if you’re in this blue area here, but anywhere along here. Up will come an option to customize the ribbon.


We click here, we get to this panel up, and on the right-hand side here, you’ll see the lots of different main tabs. now these are tabs that are on the screen, and down on the bottom here, we have developer that’s like but look tick in there and push ok or sudden I have a new developer tab come up on my ribbon bar here. Just quickly right-click it, customize a ribbon, and make sure we got developer ticked.


Now, we’ve got the developer tab, I can click on it, and here you see we can record a macro. I’m gonna do a quick simple print macro. What I do is record macro. We call it print bins. It just has a tab a name you know. We’re gonna have multiple macros probably on our system, so let’s just give it a name we can remember, print bins. Ignore the button the keyboard for the moment. for those who remembers, actually we do go through a whole trainer session. I think it’s about an hour and a half on really going deep into macro step-by-step showing you every single feature. If you don’t remember, please sign up.


I think it’s a week four or five that you’ll get that training. Anyway. For today, we just give it a name click okay, and now you’ll see my mouse here. I’ve got a little cassette recorder. Everything I do now it’s going to record and remember. Let’s just we do file, we go print, and then all we need to do is printer properties. I’m going to select here the first page comes out a tray one, and a second page comes out a multi-purpose tray. Okay. And push the print button. Job done. That’s the end of the macro, so I just push stop recording.


I’ve now got a macro that will go and choose the bins. Now, I could continue to copy onto the photocopier paper. What we do is we just do that process again; file, printer properties, change the bins back, and then push print. With one macro, we can do many many different jobs. I just done the one there. What we’re going to now do is to give that macro a little button on the screen. If we go back to my home page here, my home tab, it’d be really nice if we had a little button around here somewhere to run that macro. What I’m going to do is we click on the tab here, customize the ribbon again. It’s exactly the same as we did to put the developer tab, customize the ribbon. And what we can do now is actually add the macros into here. This is my home tab, so that’s there.


You’ll see we’ve got an insert which goes there. Under choose commands from, we got macros. You can still got loads of macro set up here, and I’m gonna pick the print bins one; this is one we’ve just done. I want to add it to the home menu, so I can push it to go over as you see. It wouldn’t allow me because it needs a new group. Push the new group. We can rename that and call it print it, and now we can take that macro and add it to that group.


There’s this poor printing. Now, I really would like printing to be at the beginning. That gonna display here. You’ll see the clipboard. These are the clipboard items here. If I click on the macro, you see it’s got this funny name and this funny symbol. Now, when it displays on the screen, it’s going to display that symbol and its name, and we don’t really want that, so we’re gonna rename it. We’re going to rename. I can now give it an image so I can choose that printer image, and I just put a name of work and click okay.


All we’ve done is gone to macros here, added a new group, and then copied it over and renamed them. When I click okay, you now find we’ve got a quick print. We changed that menu. I can do my quote like normal push quote print, and it will go in and select the bins and print. of course, if we then continue that macro, you will then change the bins back to number 3 in this example, and then print it again to no file print change the properties, just straight click that button, job done.


Because it’s a macro and it’s a computer running these commands, it doesn’t print instantly. You haven’t got any lag at all, so it’s job done quite printed or to the right bins and a copy is sent. I hope you find that useful. If you do then perhaps, if you’re not a member already, please come over to my website. It is and join my membership. It’s absolutely free. What I try to do is to give you lots of good quality training to free up your time to automate your business and get rid of some of those boring repetitive jobs as well as speeding up the whole process. Thanks very much for listening and see you soon.