MS Word 2000 EAD templates and macros

Below are links to several files that should provide a basic introduction to how the Bentley Historical Library creates finding aids in Microsoft Word and uses Word macros to convert them to EAD xml files that are made searchable and displayed using the U-M Digital Library Production Service's DLXS software.

The files can be downloaded, used, and adapted as you like. The standard disclaimers apply and it must be understood that the macros depend on a strict adherence to the BHL finding aid template and contents list structure.

right click on link and select "save as" or variant depending on your browser

BHL finding aid manual

Detailed instructions for creating Word finding aids and conversion to EAD.

Includes description of Word Macros

BHL Word finding aid template

File mssfind.doc, you should be able to open this file and then save it as a Word template.

BHL finding aid macros

Text file containing all macros used in creating Word finding aids and in conversion to EAD. Should be able to copy text of macros into Word on a local machine.(see below for instructions)

Sample Word finding aid
A somewhat contrived finding aid illustrating most of the variations that can occur in a BHL unvirsity archives finding aid.

BHL EAD template file
Template used with XMmetal editor, contains standard elements used in BHL finding aid.

Sample encoded finding aid
A EAD encoded version of the sample Word finding aid provided above.

Macro installation instructions on a work station

If you have previously created other macros on the machine

  1. Open Word
  2. Open the wordmacros.txt file
  3. Select all, and copy
  4. From menu bar, select Tools - Macros
  5. Select a macro and Edit
  6. Scroll to bottom of macro window
  7. Paste text of wordmacro.txt
  8. Close macro window

If there are no existing macros on the machine

  1. Open Word
  2. Open the the wordmacros.txt file
  3. Select all and copy
  4. Open the the wordmacros.txt file
  5. Select all and copy
  6. From menu bar, select Tools -- Macro
  7. Type TEST in the Macro name box and select Create
  8. Move to the bottom of the macro window (below the END SUB line)
  9. Paste in the wordmacros.txt text
  10. Close the macro window
  11. From the menu bar, select Tools -- Macros
  12. Select TEST form the macro list
  13. Select delete, to delete this empty macro

If the macro short-cut keys don't work you may need to "record" the macro and assign the short-cut key

  1. From the wordmarcos.tx file, select and copy the text for a specific macro (e.g. Note, each individual macro begins with Sub macroname () and ends with End Sub )
  2. From the menu bar select Tools -- Macros -- Record New Macro
  3. Enter the macro name
  4. Click the keyboard icon to assign shortcut (If asked if you want to over write the existing macro, say yes)
  5. In the "Press new shortcut key:" box, enter the short cut (BHL shortcut keys are included as comments at the beginning of the macro text and in the manual)
  6. Click the assign button
  7. Click Close
  8. From menu bar, selct Tools -- Macros -- Stop Recording
  9. From the menu bar select Tools -- Macros
  10. Select the macro name form the list and Edit
  11. Select and delete the text of the macro (Sub to End Sub)
  12. Paste in text of macro from wordmacors.txt
  13. Close the macro window