Word macros can be efficiently shared with other users primarily by distributing the Word files where the macros are stored, such as document templates or documents themselves. This allows other users to access and utilize the custom automation tools you've created.
Sharing macros often involves distributing specific file types designed to store VBA code. Understanding the various methods ensures secure and effective distribution within an organization or among collaborators.
Common Methods for Sharing Word Macros
There are several effective ways to share Word macros, each suited for different scenarios and user needs.
1. Sharing via Word Templates (.dotm)
The most common and recommended way to share macros is by saving them in a Word template with a .dotm extension (Macro-Enabled Template).
- How it works: When a user creates a new document based on a
.dotmtemplate, the macros stored within that template become available to the new document. - Benefits:
- Ensures consistency across multiple documents.
- Macros are contained within a specific template, making them organized.
- Users can easily install the template in their Word 'Templates' folder.
- Practical Insight: If your macro is intended for use with many documents that share a common structure or purpose, a
.dotmtemplate is the ideal container.
2. Sharing via Macro-Enabled Documents (.docm)
If a macro is specific to a particular document, it can be saved directly within a Word document with a .docm extension (Macro-Enabled Document).
- How it works: The macros are embedded directly into the document itself. When the
.docmfile is opened, its macros are accessible. - Benefits:
- Macros travel with the specific document they are designed for.
- Simple for one-off sharing of a document that requires a macro.
- Considerations: Not suitable for macros intended for general use across many documents.
3. Sharing via Email Attachment
A straightforward way to share a macro file is by sending it as an email attachment.
- How it works: You can send a
.dotmtemplate or a.docmdocument containing the macro as an email attachment to other users. They can then save the file to their local drive and open it in Word. - User Action: Recipients need to save the attached file to their computer and then open it with Word. If it's a template, they might need to place it in the correct Word Templates folder or load it as an add-in.
- Security Note: Users will likely encounter security warnings when opening macro-enabled files from untrusted sources, requiring them to enable the content.
4. Sharing via Network Share or Cloud Storage
For collaborative environments, sharing macros through a central network drive or cloud storage service is highly efficient.
- How it works: Place
.dotmtemplate files or.docmdocuments on a shared network drive (e.g., SharePoint, OneDrive, Google Drive, Dropbox, or a shared server folder) that all relevant users can access. - Benefits:
- Centralized management and updates.
- Easy access for multiple users.
- Version control can be implemented.
- Setup: Users can open the files directly from the shared location, or for templates, they might link Word to the shared folder as a "Workgroup Templates" location.
| Method | File Type | Best Use Case | Advantages | Disadvantages |
|---|---|---|---|---|
| Word Templates | .dotm |
General-purpose macros, corporate templates | Consistency, reusability, organized | Requires installation/placement |
| Macro-Enabled Documents | .docm |
Document-specific macros | Self-contained, simple for single doc | Not for general use, less modular |
| Email Attachment | .dotm, .docm |
Ad-hoc sharing with individual users | Simple, direct | Security warnings, no central management |
| Network/Cloud Share | .dotm, .docm |
Collaborative environments, centralized access | Centralized, easy updates, multiple users | Requires network/internet access |
5. Sharing via Global Templates (Startup Folder)
For macros that should be available to all Word documents opened by a user, you can place a .dotm template in Word's Startup folder.
- How it works: Any
.dotmfile placed in Word'sSTARTUPfolder (usually located atC:\Users\[username]\AppData\Roaming\Microsoft\Word\STARTUP) will automatically load when Word starts, making its macros globally available. - Benefits: Macros are always accessible without needing to open a specific document or template.
- Considerations: Best for frequently used utility macros. Overuse can clutter the macro list or slow down Word startup.
Security Considerations
When sharing and receiving macro-enabled files, always be mindful of security:
- Trusted Locations: Encourage users to save macro-enabled files from trusted sources into a "Trusted Location" in Word's Trust Center settings. This bypasses security warnings for files in that specific folder.
- Digital Signatures: For enhanced security, macros can be digitally signed by a trusted publisher. This assures users of the macro's origin and integrity.
- Enable Content: Users will typically see a security warning when opening a macro-enabled file from an unknown source. They must click "Enable Content" to run the macros. Advise caution before enabling content from untrusted sources.
By leveraging these sharing methods, users can effectively distribute and collaborate using Word macros, enhancing productivity and automation in document workflows.
