How to Automate Tasks in Notepad++ Using Macros: A Complete Guide

Automating repetitive tasks is one of the smartest ways to save time and effort when working with large volumes of text or code. Notepad++ has established itself as a favorite tool among developers, writers, and power users due to its flexibility and ability to adapt to different workflows. Among its most praised features is the ability to create and use macros, a feature that, when properly utilized, can make a difference in terms of productivity.

Surely you've found yourself repeating the same sequence of commands over and over again in Notepad++. Wouldn't it be great to just press once and have the entire process run automatically? That's exactly what macros allow. Unlike other editors where automation may require programming knowledge, programming, here you can start recording a macro and record any action you perform, from simple replacements to more complex tasks, and then play them back as many times as you want or even across multiple documents.

What is a macro in Notepad++?

A macro in Notepad++ is basically a recording of the actions you perform within the editor that you can run whenever you need. These actions can range from writing or deleting text, applying certain formats, replacing words, to manipulating blocks of code. The great advantage of macros is that, once recorded, you can play them back as many times as you want, which greatly speeds up repetitive processes.

Macros are ideal for those who work with templates, perform mass substitutions, or simply want to automate common tasks without having to learn complex scripts. It's very easy to use and is suitable for both novice and more advanced users. It also allows you to assign custom key combinations for instant activation.

How to create a macro in Notepad++ step by step

The process for creating a macro in Notepad++ is within everyone's reach, as it doesn't require advanced technical knowledge. The basic steps are as follows:

• Open Notepad++ on your computer.
• go to the menu Macro that you will find at the top.
• Press on Start recording (or use the default shortcut Ctrl+Shift+R).
• Perform all the actions you want to incorporate into your macro: write, replace, select text, delete lines, etc.
• When you're done, return to the menu Macro and select Stop recording.
• To not lose the macro, choose Save current macro, give it a descriptive name and, if you want, assign a key combination for quick access.

That's it, your macro is ready to run whenever you need it, saving you countless minutes on tedious tasks.

How to play and manage macros

Using macros is intuitive and fast.. Once saved, you can run it from the menu Macro, selecting it from the list, or better yet, using the key combination you assigned in the previous step.

Notepad++ also offers the option to play a macro several times in a row and even until the cursor reaches the end of the file. To do this, go to Macro > Run macro multiple times… and choose the desired number of repetitions.

For more advanced management, Notepad++ includes a utility to modify macro names, assign new key combinations, or delete them if you no longer need them. You just have to go to Macro > Edit Shortcut/Delete Macro…From there you can conveniently manage all your macros.

Editing and Customizing Macros: The Shortcuts.xml File

If you ever want to go further and directly edit how a macro works, you should know that Notepad++ saves all this information in a file called shortcuts.xml. This file is usually located in the Notepad++ installation folder or in the user configuration directory (%AppData%\Notepad++\).

Within this xml each macro and the actions it contains are defined. Directly modifying this file allows you to adjust commands or incorporate actions that, by default, cannot be recorded. (especially useful for plugin commands or more advanced operations). However, this technique requires basic XML knowledge and some caution, as a mistake could cause the shortcuts to be misconfigured or render a macro unusable.

An important aspect to keep in mind is that Any changes made to shortcuts.xml will only take effect after restarting Notepad++, since the program writes the configuration when it closes. So it's a good idea to save your changes and close Notepad++ before editing this file.

Limitations: What can't be automated with macros?

Although macros are very useful, there are certain limitations when recording actions related to Notepad++ plugins.This is because plugin commands don't have a fixed identifier within the menu, but rather change each time you change the installed plugin configuration.

By default, macros can only record internal program actions, such as keystrokes, navigation, selections, or main menu commands. If you want to automate sequences that include external plugins, you'll have to resort to a little trick: manually edit the macro in shortcuts.xml and insert the reference to the plugin command using the corresponding menu identifier.

To find that identifier, you can use plugins like NppUISpy This allows you to locate the currently assigned command number. You'll need to update it every time you add, remove, or update plugins, as the identifiers can change. Even so, this technique significantly expands the type of tasks you can automate.

Advanced Example: Including Plugin Commands in Your Macros

Imagine you want to create a macro that converts text to Base64 using a plugin (e.g., MIME Tools). The macro could be: Select all text, execute the command Base64 Encode, To return to select all and finally copy the result.

• First, record the macro normally, knowing that the "Base64 Encode" step might not be recorded. Save the macro.
• Opens shortcuts.xml and look for the macro you recorded. You will see a succession of <Action type="..." message="..." />.
• At this point, you would need to find out the plugin command identifier (for example, it might be 22064, but it could vary).
• Manually add an action line that invokes the plugin using that identifier, in the format <Action type="2" message="0" wParam="22064" lParam="0" sParam="0" />.
• Save the file and restart Notepad++ to apply the changes.

This way, you can create truly powerful macros that combine internal and external commands, adapting to the most demanding tasks.

Macros vs. scripting: when is it worth making the leap?

Macros cover the vast majority of everyday automation tasks in Notepad++. However, if your needs are even more advanced (e.g., searching for complex patterns, manipulating multiple files in a custom way, or interacting with other programs), It is advisable to explore scripting plugins such as PythonScriptWith these, you can write complete scripts that take advantage of all the editor's features and installed plugins, but they require familiarity with the corresponding language.

For most users, macros are more than enough. But if you ever need to go further, Notepad++ lets you take that leap without leaving the editor itself.

Best Practices: How to Get the Most Out of Macros in Notepad++

• Give your macros descriptive names to easily distinguish them.
• Use unique key combinations, avoiding conflicts with other existing shortcuts or commands.
• Test your macros in test files before using them in important jobs. to ensure that they do not produce unwanted results.
• Create macro collections for common tasks, such as code formatting, inserting standard blocks, or converting text.
• Take advantage of community forums and resources to find useful macro ideas and examples specific to your needs.

Multiplying Your Productivity: Running Macros on Multiple Files

One of the most requested features among advanced users is the ability to run macros in multiple open files at onceAlthough Notepad++ allows you to perform certain global actions such as "Replace all in all open documents," the default macros apply to the active document. If you record a macro that affects all documents, be sure to select the appropriate option in the dialog boxes, or consider manually editing the shortcuts.xml if you're looking for custom behavior.

On forums like Stack Overflow, many users share questions and solutions about how to apply a macro to 10, 20, or even more than 50 files simultaneously. While it's not a native, automatic feature, you can achieve it with some creativity and proper configuration of your macros and shortcuts.

Compatibility and customization for programmers

Notepad++ stands out for being compatible with more than 40 programming languages, making it a true ally for developers of all levels. Thanks to its macro system, you can quickly adapt the editor to your workflow, regardless of whether you work in HTML, PHP, C++, Python or any other supported language.

Even for code refactoring, style migrations, syntax conversion, or bulk formatting, Notepad++ macros are a handy resource that can save hours of work.

When (and why) you should start using macros

You don't have to be a programmer to benefit from macros in Notepad++.. From household chores like cleaning lists, forma tear From converting text to spreadsheets, to converting data structures, to automating complex tasks in software development, macros multiply your efficiency.

Once you discover the power of recording and playing back your most common actions, you may not be able to work without them: automation, speed and error reduction in your daily tasks.