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How to Transfer Word Macros, Shortcuts, and Settings to a New Computer
Question details
The user needs to migrate custom Microsoft Word configurations, including macros, keyboard shortcuts, formatting styles, and toolbar settings, to a different computer.
- Product
- Microsoft Word
- Device & OS
- Windows
- Scenario
- Setting up a new computer or replicating a specific Word workspace environment on an additional device.
- Observed behavior
- Because Word does not provide a single-click export tool for all settings, the user must manually locate and move distinct configuration files like Normal.dotm and custom UI files.
Before attempting to copy or replace any configuration files, ensure that Microsoft Word is completely closed on both the old and new computers to prevent file conflicts and data corruption.
Transfer Macros, Styles, and Shortcuts via Normal.dotm
The Normal.dotm template is the primary file containing your macros, default formatting styles, and custom keyboard shortcuts. Transferring this file restores the majority of your workspace.
This method involves locating the hidden AppData folder where Word stores its default template. Always back up the destination computer's existing template before overwriting it.
Press Windows Key + R to open the Run dialog, type `%APPDATA%\Microsoft\Templates`, and press Enter. This will open File Explorer directly in the correct folder.
Find the file named `Normal.dotm` in the folder. Right-click it, select Copy, and paste it onto a USB flash drive or into a cloud storage folder.
On the new computer, open the Run dialog (Windows Key + R), type `%APPDATA%\Microsoft\Templates`, and press Enter. Locate the existing `Normal.dotm` file, right-click it, and rename it to `Normal.dotm.backup`.
Copy the `Normal.dotm` file from your USB drive or cloud storage and paste it into this Templates folder on the new computer. Restart Word to see your macros and shortcuts.
Transfer Ribbon and Quick Access Toolbar Settings
If you have heavily modified the Ribbon or the Quick Access Toolbar (QAT), you need to transfer the specific UI configuration files independently of the macros.
Try WPS Office for a Seamless Document Experience
If you are setting up a new computer and want a fast, free, and lightweight alternative to Microsoft Office, WPS Office is the perfect solution. It offers a familiar interface and excellent compatibility without the complex configuration transfers.
- 1. Download the Installer: Visit the official WPS Office website and click the free download button to get the setup file.
- 2. Install WPS Office: Run the downloaded installer on your new computer and follow the on-screen prompts to complete the installation.
- 3. Open Your Documents: Launch WPS Writer and immediately open your existing .docx files to start editing with full format compatibility.
Frequently Asked Questions
Are AutoCorrect entries transferred when I copy the Normal.dotm file?
No, AutoCorrect entries and custom dictionaries are not stored in the Normal.dotm template. They are stored in separate .acl and .dic files located in different AppData directories. You must locate and transfer these specific files independently based on your Word version.
Why didn't my Quick Access Toolbar transfer with the macros?
Quick Access Toolbar (QAT) and custom Ribbon settings are saved in separate user interface files, typically named Word.qat or Word.officeui. You need to copy these specific files from the Local AppData Office folder to restore your toolbar layout.
Can I transfer the Normal.dotm file between different versions of Word?
Yes, you can generally move a Normal.dotm file from an older version of Word to a newer one, and Word will automatically update the file's formatting. However, it is always recommended to back up the new computer's default Normal.dotm file first in case any macro compatibility issues arise.
