How to Create and Use Macro Excel for Faster Workflows

Summary: Using macros in Excel automates repetitive tasks, improving efficiency and reducing errors. With VBA, users can create, edit, and run macros to streamline data processing. Using macros enhances workflow, making Excel tasks quicker and more accurate. Excel macros empower professionals to optimize data management effectively.

Introduction

With over one billion people using Microsoft Office worldwide, Excel has become the go-to tool for managing large amounts of data. Did you know you can save time and effort by using macros in Excel? With just one click, macros let you automate repetitive tasks. 

Instead of doing the same steps manually every day, macros help you work faster and wiser. In this blog, you’ll learn how to create and use macros, making your workflow more efficient—even if you’ve never used them before. Let’s simplify Excel and boost your productivity!

Key Takeaways

• Using macros in Excel automates repetitive tasks, boosting efficiency.
• Macros reduce manual errors and streamline complex data operations.
• Users can record macros or write VBA scripts for customisation.
• Excel macros enhance productivity by automating calculations and formatting.
• Always enable macros from trusted sources to ensure security.

Understanding Macros in Excel

A macro in Excel is a set of instructions that automates tasks, making work faster and easier. Instead of manually repeating the same steps—like formatting cells, creating reports, or applying formulas—you can record these actions once and run them whenever needed. With a single click, Excel follows the recorded steps and completes the task instantly, saving time and effort.

How Do Macros Help in Automating Tasks?

Macros reduce repetitive work by allowing Excel to perform actions automatically. For example, if you need to highlight specific data daily, a macro can do it instantly without manual effort. This boosts efficiency, minimises human error, and ensures consistency in tasks. 

Macros are useful for anyone—whether you’re a student, business professional, or data analyst—who wants to simplify Excel workflows.

How Are Macros and VBA Connected?

Macros are powered by VBA (Visual Basic for Applications), a built-in programming language in Excel. VBA lets users customise macros beyond basic recordings, making Excel even more powerful.

Steps to Enable Macros in Excel

Macros in Excel help automate tasks but can also pose security risks. That’s why Excel disables macros by default. To enable macros safely, follow these steps based on your Excel version.

Understanding Macro Security Settings

Excel provides different security settings for macros to protect users from potential risks. These settings determine whether macros run automatically, require manual approval, or are completely blocked. Choosing the right option ensures both functionality and security while working with macros.

• Disable all macros without notification: Blocks all macros without warning.
• Disable all macros with notification: Disables macros but lets you enable them manually if needed.
• Disable all macros except digitally signed macros: Allows only trusted, signed macros.
• Enable all macros (not recommended): Runs all macros without restrictions (use with caution).

For better security, choose “Disable all macros with notification” and enable them only when necessary.

How to Enable Macros in Excel (Windows)

Enabling macros in Excel on Windows requires adjusting settings in the Trust Center. This ensures that macros can run without exposing your system to security threats. Follow these steps to enable macros in Excel on a Windows computer safely.

• Open Your Excel File
  • Launch Excel and open the workbook containing macros.
• Go to Trust Center Settings
  • Click the File tab → Select Options.
  • In the left panel, click Trust Center → Click Trust Center Settings.
• Adjust Macro Settings
  • In the Trust Center window, select Macro Settings.
  • Choose a security option based on your needs (recommended: “Disable all macros with notification”).
• Save and Apply Changes
  • Click OK to close both windows.
• Enable Macros for a Specific File (If Prompted)
  • When opening a macro-enabled workbook, a yellow security bar may appear. Click Enable Content to allow macros.

How to Enable Macros in Excel (Mac)

Unlike Windows, Excel for Mac has a different method for enabling macros. Since MacOS prioritises security, users need to adjust settings to allow macros to run manually. Follow these steps to enable macros in Excel on a Mac device.

• Open the Workbook
  • Start Excel and open the file that requires macros.
• Access Security Settings
  • Click Excel in the top menu bar → Select Preferences.
  • Choose Security from the options.
• Enable Macros
  • Check the box for Enable all macros (use caution).
  • Click OK to save the changes.
• Reopen the File (If Needed)
  • Some settings require restarting the workbook. Close and reopen Excel if macros don’t work immediately.

Important Security Tip

Only enable macros from trusted sources. To stay safe, keep “Disable all macros with notification” as your default setting and allow macros to manually when necessary.

Activating the Developer Tab in Excel

The Developer tab is essential for using macros in Excel. It gives you access to tools that help you create, edit, and run macros. Without enabling this tab, you won’t be able to record or manage macros efficiently.

By default, the Developer tab is hidden in Excel. But don’t worry! You can turn it on in just a few simple steps.

• Step 1: Open Microsoft Excel

Click on the Excel icon on your computer to open the program.

• Step 2: Right-Click on the Ribbon

You will see a menu bar at the top of the Excel window called the Ribbon. Right-click anywhere on it and choose “Customize the Ribbon.”

• Step 3: Enable the Developer Tab

A new window will open. Look for a section called “Main Tabs.” Find “Developer” in the list and check the box next to it.

• Step 4: Click OK

Once you have selected the Developer tab, click “OK” to save the changes.

Now, the Developer tab will appear in the Excel menu. You are all set to start working with macros! 

Recording a Macro in Excel

Macro recording is a simple way to automate tasks in Excel. It allows you to record actions, such as formatting a table or applying formulas, and replay them whenever needed. Instead of repeating the same steps manually, you can use a macro to perform them instantly with just one click or a shortcut key.

• Step 1: Open the Developer Tab
  • Click on the Developer tab in the Excel ribbon.
  • If you don’t see it, you’ll need to enable it from Excel’s settings.
• Step 2: Click on “Record Macro”
  • In the Code group, click on Record Macro to start recording your actions.
• Step 3: Fill in the Macro Details
  • A Record Macro dialog box will appear.
  • Enter a name for your macro (use an underscore instead of spaces, e.g., Format_Table).
  • Choose where to store the macro:
    • This Workbook (for the current file).
    • New Workbook (for a new file).
    • Personal Macro Workbook (to use in all Excel files).
  • Add a brief description to help you remember what the macro does.
• Step 4: Click “OK” and Start Recording
  • Once you click OK, Excel will record every action you perform.
  • Complete the task you want to automate.
• Step 5: Stop Recording
  • When you’re done, return to the Developer tab and click Stop Recording to save the macro.

Assigning a Shortcut Key to a Macro

• While filling in the Record Macro dialog box, click inside the Shortcut key field.
• Press a key combination (e.g., Ctrl + Shift + M) to create a quick way to run the macro.
• Click OK, and your shortcut will be saved.

Executing a Macro in Excel

Once you record a macro in Excel, you need a way to run it efficiently. Excel provides multiple ways to execute macros, making automation easier. You can run a macro manually, use a keyboard shortcut, or assign it to a button or shape for quick access. Let’s explore these methods.

Method 1: Running a Macro Manually

• Click on the Developer tab in the ribbon.
• Select Macros to open the list of available macros.
• Choose the macro you want to run.
• Click Run to execute the macro instantly.

This method is simple but requires navigating through the menu each time.

Method 2: Using a Keyboard Shortcut

When recording a macro, you can assign it a shortcut key. If you forgot to do so, follow these steps:

• Go to the Developer tab and click Macros.
• Select the macro and click Options.
• Enter a shortcut key combination (e.g., Ctrl + Shift + M) and click OK.

Now, pressing the assigned shortcut will run the macro instantly.

Method 3: Running a Macro by Clicking on a Shape

One of the easiest ways to run a macro is by assigning it to a shape. This creates a clickable button that executes the macro when clicked.

• Insert a Shape:
  • Click on the Insert tab in the ribbon.
  • In the Illustrations group, click Shapes and select any shape you like.
  • Click anywhere on the sheet to place the shape.
• Customise the Shape:
  • Resize or reposition the shape as needed.
  • Right-click the shape and select Edit Text to label it (e.g., “Run Macro”).
• Assign the Macro:
  • Right-click on the shape and select Assign Macro.
  • Choose the macro from the list in the dialog box and click OK.

Now, clicking the shape will instantly run the assigned macro, making automation even more user-friendly.

Assigning a Macro to a Button in Excel

Macros can automate repetitive tasks in Excel, but running them from the Developer tab every time can be inconvenient. A better way is to assign a macro to a button, allowing you to execute it with a single click. Here’s how you can do it:

Open the Developer Tab

First, ensure the Developer tab is visible in the Excel ribbon. If it’s not, enable it by:

• Clicking File > Options > Customize Ribbon
• Checking the Developer option and clicking OK

Insert a Button in Excel

• Click on the Developer tab.
• In the Controls group, select Insert.
• Under Form Controls, choose the Button (Form Control) option.

Now, your cursor will change to a plus (+) symbol.

Place the Button on the Sheet

Click anywhere on the Excel sheet where you want the button to appear. When you do this, an Assign Macro dialog box will open.

Assign a Macro to the Button

1. Select the macro you want to link to the button in the Assign Macro window.
2. Click OK to confirm.

Now, every time you click this button, your macro will run automatically.

Customise the Button’s Appearance

By default, the button will have a simple rectangular shape. While you cannot change its color or style, you can edit the text on it:

• Right-click on the button and select Edit Text.
• Type a name that describes what the macro does (e.g., “Format Data” or “Generate Report”).

This makes it easier to identify and use your macro button.

Test the Button

Click the button to check if the macro runs as expected. If needed, go back and modify the assigned macro or button placement.

By following these steps, you can execute macros effortlessly with a single click, making your Excel tasks quicker and more efficient.

Running a Macro from the Developer Tab

Macros make repetitive tasks easy by automating them. If you have multiple macros in your workbook, you can access them all from a single list in the Macros dialog box. Follow these simple steps to run a macro from the Developer tab.

Step 1: Open the Developer Tab

Click on the Developer tab in the Excel ribbon. You may need to enable it from Excel settings if you don’t see it.

Step 2: Click on the Macros Tool

In the Code group, find and click on the Macros button. This will open a Macros dialog box containing a list of all the macros stored in the workbook.

Step 3: Select a Macro

From the list, choose the macro you want to run. Each macro is named based on its task, making it easy to identify.

Step 4: Run the Selected Macro

Click on the Run button. The macro will execute, performing the assigned task instantly.

Following these steps, you can quickly automate tasks without writing any code!

Writing Macros Using VBA Editor

Macros help automate repetitive tasks in Excel, and while recording macros is useful, writing VBA (Visual Basic for Applications) code gives you more control and flexibility. With VBA, you can create advanced macros that go beyond simple recording.

What is the VBA Editor?

The VBA Editor is a built-in tool in Excel that allows users to write, modify, and run macros using code. Unlike recorded macros, VBA macros can include logic, loops, and user inputs, making them more powerful.

How to Write and Modify Macros Using VBA

Follow these simple steps to create and run a macro in the VBA Editor:

• Step 1: Open the VBA Editor
  • Click on the Developer Tab in the Excel ribbon.
  • In the Code group, click on Visual Basic to open the VBA Editor in a new window.
• Step 2: Insert a New Module

• In the VBA Editor, go to Insert > Module.
• This creates a blank space where you can write your macro code.
• Step 3: Write Your VBA Code
• Type a simple macro, like this:

This code will display a message box with a greeting when run.

• Step 4: Run the Macro
  • Click on Run or press F5 to execute the macro.
  • A dialog box will appear, listing available macros in the workbook.
  • Select your macro and click Run.
• Step 5: View the Changes in Excel

• If the VBA Editor is still open, minimise it to see how the macro affects your Excel sheet.
• You can also edit your macro anytime to make modifications.

Viewing and Managing Macros in Excel

Macros help automate tasks in Excel, but sometimes you need to check, modify, or remove them. Here’s how you can easily view and manage your macros.

1. How to View Macros in Excel

• Open Microsoft Excel – Launch Excel and open the file that contains the macros.
• Go to the Developer Tab – Click on the Developer tab in the ribbon. Enable it from Excel Options > Customize Ribbon if you don’t see it.
• Click on ‘Macros’ – This will show a list of all the macros in your active workbook.
• Select a Macro – Click on the macro you want to manage.
• Run or Edit the Macro – You can either run the macro or click ‘Edit’ to modify it.
• Close the Macro Window – Once done, click Close to exit the dialog box.

2. How to Edit a Macro in Excel

• Select the macro from the Macros list and click Edit.
• This will open the VBA Editor, where you can modify the code.
• Make necessary changes and click Save to update the macro.

3. How to Delete a Macro

• Open the Macros list and choose the macro you want to remove.
• Click Delete, then confirm the action.
• Once deleted, the macro cannot be restored, so ensure you have a backup.

Troubleshooting Macros

• Macro not running? Check if macros are enabled in Excel settings.
• Error messages? Review the macro code in the VBA Editor for mistakes.
• Missing macros? Ensure you opened the correct workbook and it’s macro-enabled (.xlsm).

You can manage your macros effectively and keep your Excel workflows smooth and error-free! 

Saving Macros for Future Use

Macros help automate tasks but won’t be saved unless you store them properly. Excel provides special file formats to ensure macros remain available whenever you need them. Here’s how to save your macros correctly.

Why You Need a Macro-Enabled Workbook

If you save your file as a regular Excel workbook (.xlsx), macros will be lost when you close it. To keep your recorded macros, save the file as a Macro-Enabled Workbook (.xlsm) or a Macro-Enabled Template (.xltm). These formats allow Excel to store and run macros whenever you open the file.

How to Save a Macro in Excel

• Step 1: Record Your Actions

Before saving a macro, you need to record it. If you haven’t done this yet, follow the steps above to create and record a macro in Excel.

• Step 2: Stop Recording

Once you’ve completed recording your macro, click the “Stop Recording” button. This tells Excel that your macro is ready to use.

• Step 3: Save as a Macro-Enabled Workbook (.xlsm)

Now, save your file to ensure the macro stays available:

• Click File > Save As
• Choose Excel Macro-Enabled Workbook (*.xlsm) from the file format options.
• Click Save

If you are working with a template, choose Excel Macro-Enabled Template (*.xltm) instead.

• Step 4: Your Macro is Saved

Your macro is now saved within the workbook, and you can use it anytime you open the file. Always use .xlsm or .xltm formats to prevent losing your macros.

Closing Thoughts

Using macros in Excel enhances efficiency by automating repetitive tasks, reducing errors, and improving productivity. Visual Basic for Applications (VBA) allows users to create customized macros to streamline workflows. Whether recording simple actions or developing advanced scripts, Excel macros save time and optimize data processing. Businesses and professionals benefit by automating calculations, formatting, and data analysis, making complex operations seamless.

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Frequently Asked Questions

What are macros in Excel, and why should you use them?

Macros in Excel are automated sequences that perform repetitive tasks efficiently. They reduce manual effort, save time, and minimize errors. By using macros, you can streamline processes like formatting, calculations, and data manipulation, improving workflow productivity and accuracy in Excel.

How do you create and run a macro in Excel?

To create a macro in Excel, enable the Developer tab, record a macro, perform the desired actions, and stop recording. Run the macro via the Macros menu or assign it to a button. Advanced users can use Visual Basic for Applications (VBA) to write custom macros.

Are Excel macros safe to use?

Excel macros are safe when sourced from trusted files. However, malicious macros can contain harmful code. Always enable macros only in secure files and use Excel’s security settings to manage macro-enabled documents. Reviewing VBA scripts before execution ensures safe usage of macros in Excel.