Most people rely on formulas in Excel, not the automation benefits of macros. Macros allow you to create complex data manipulations, streamline report generation, and more. Whether you’re in finance, marketing, or another data-driven field, learning to write Excel macros is a game-changer. This guide demystifies Excel macros, helping you understand and use them.
Macros in Excel are sequences of instructions that automate repetitive tasks. They are written in Visual Basic for Applications (VBA), a programming language developed by Microsoft. When you record a macro, you instruct Excel to remember a series of actions you perform. After being recorded, these actions can be executed automatically with a single command.
This is useful for repeating the same task across multiple datasets, streamlining data entry, and formatting processes. Excel macros can also generate standardized reports with consistent formatting and calculations.
Macros save time and minimize the risk of human errors during repetitive data processing. They handle large volumes of data efficiently, making Excel a robust tool for personal and professional use.
There are two ways to create macros in Microsoft Excel. The first is by recording it. The other involves writing it using VBA language. If you’re new to macros, it’s easier to record it than it is to write it in VBA.
Before creating a macro, activate the Developer tab in Microsoft Excel. This works on PC and Mac, but the steps to activate the Developer tab differ slightly from one operating system to the other.
Here’s how to activate the Developer tab on a PC:
1. Open Microsoft Excel.
2. Click the File tab, located in the upper-right corner.
3. Click Options in the lower-left corner.
4. Click the Customize Ribbon tab, located to the left of the window.
5. Tick the Developer checkbox.
6. Click OK.
Here’s how to activate the Developer tab on a Mac:
1. Open Microsoft Excel.
2. Open the Excel preferences by pressing the Cmd + Comma (,) keys simultaneously on your keyboard. Alternatively, click Excel on your Mac’s top menu and select Preferences.
3. Click Ribbon & Toolbar.
4. Scroll down in the list to the right and tick the checkbox next to Developer.
5. Click OK.
After completing these steps, the Developer tab appears in the Excel ribbon, regardless of whether you’re on a Mac or PC. You’ll need it to use macros.
The easiest way to create a new Excel macro is by recording it. When the recording is on, all the tasks you perform are recorded. After you save the tasks, Excel automatically reproduces them for you.
Before you begin, list the tasks you want to perform to avoid mistakes. If you make an error, edit the macro’s code or delete it and start over.
To record a macro:
1. Open a new or existing Microsoft Excel spreadsheet.
2. Under the Developer tab, click the Record macro button.
3. Give your macro a name.
4. Choose where to save it. In addition to the current workbook, you can create a new one.
5. Select Personal Macro Workbook to use it in any Excel spreadsheet you open.
6. Optionally, assign it a keyboard shortcut and give it a description.
7. Click OK to start recording the macro.
8. Perform the tasks and actions for the process you want to automate. All clicks, data input, formulas, and formatting are recorded.
9. Click Stop Recording to finish. The button is under the Developer tab.
10. Your macro is saved.
If you’re familiar with VBA, you can write your macro from scratch. To do this:
1. Open a new or existing Microsoft Excel spreadsheet.
2. Under the Developer tab, click Visual Basic.
3. Write your macro in VBA using the parameters you want.
Now that you’ve created your Excel macros, let’s see how to run them. There are two ways to do it. The first is picking the macro you want to use from the menu, which is a bit complex. If you use it often, assign a macro to a button, making it easier to run.
To access the Excel macros you created and run them using the menus:
1. Under the Developer tab, click Macros.
2. Select the macro you want to run.
3. Click Run.
If you plan to use a specific macro often, assign it to a button. Then, place the button anywhere you want.
To assign a button to a macro:
1. Under the Developer tab, click Button.
2. Choose the spreadsheet where you want to put the button.
3. Select the macro it needs to run.
4. Click OK.
5. To change how the button looks, right-click and select Customize controls.
Microsoft Office offers productivity tools that make your day at work easier. OneNote makes note-taking a breeze and helps you keep track of them across devices. PowerPoint offers templates and themes to make presentations consistent and good-looking. If you work with spreadsheets, Excel helps you manage CSV files.
Learning how to create, record, and run Excel macros can significantly enhance your data processing capabilities and save time. Whether you choose to record the macros or write them manually using VBA, Excel provides a powerful toolset for automation and streamlining processes. Activate the Developer tab, follow the step-by-step instructions, and take full advantage of macros to simplify your workflow.
