Excel Macros

About the Tutorial

An Excel macro is an action or a set of actions that you can record, give a name, save and
run as many times as you want and whenever you want.

Macros help you to save time on repetitive tasks involved in data manipulation and data
reports that are required to be done frequently.

Audience
This guide targets novice developers and those new to Excel Macros. After completing this
tutorial, your firm foundation in creating macros will allow you to use macros efficiently.

Prerequisites
When you record a macro, Excel stores it as a VBA code. You can view this code in the
VBA editor. You can understand the code and modify it if you have substantial knowledge
of Excel VBA. However, if you do not have sufficient knowledge, then we will suggest you
to go through our short tutorials on VBA.

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 Excel Macros

Table of Contents
About the Tutorial ............................................................................................................................................ i
Audience ........................................................................................................................................................... i
Prerequisites ..................................................................................................................................................... i
Copyright & Disclaimer ..................................................................................................................................... i
Table of Contents ............................................................................................................................................ ii

1. Excel Macros – Overview .......................................................................................................................... 1

2. Excel Macros – Creation ............................................................................................................................ 4

Recording a Macro .......................................................................................................................................... 4
Running a Macro ............................................................................................................................................. 6
Storing a Macro ............................................................................................................................................... 7
Saving a Macro Enabled File ............................................................................................................................ 8

3. Excel Macros – Macros in a Single Workbook ......................................................................................... 10

Saving Macros in Personal Macro Workbook ................................................................................................ 10
Hiding / Unhiding Personal Macro Workbook ............................................................................................... 13
Adding / Deleting Macros in Personal Macro Workbook .............................................................................. 14

4. Excel Macros – Security ........................................................................................................................... 16

What are Macro Viruses? .............................................................................................................................. 16
Macro Enabled Excel Workbooks .................................................................................................................. 16
Ways of Trusting Macro Enabled Workbook ................................................................................................. 16
Macro Security Settings in Trust Center ........................................................................................................ 17
Macro Settings............................................................................................................................................... 19
Defining a Trusted Location ........................................................................................................................... 20
Digitally Signed Macros from Reliable Sources ............................................................................................. 21
Using Warning Messages............................................................................................................................... 22
Enabling / Disabling Security Alerts on the Message Bar .............................................................................. 22

5. Excel Macros – Absolute References ....................................................................................................... 25

Absolute References ...................................................................................................................................... 25
Ensuring Absolute References ....................................................................................................................... 27
Recording a Macro ........................................................................................................................................ 28
Running a Macro ........................................................................................................................................... 30

6. Excel Macros – Relative References ........................................................................................................ 31

Relative References ....................................................................................................................................... 31
Using Relative References ............................................................................................................................. 32
Recording a Macro ........................................................................................................................................ 33
Running a Macro ........................................................................................................................................... 35

7. Excel Macros – VBA ................................................................................................................................. 37

Developer Tab on the Ribbon ........................................................................................................................ 37
Developer Commands for Macros ................................................................................................................. 38
VBA Editor ..................................................................................................................................................... 39
Projects Explorer ........................................................................................................................................... 41

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 Excel Macros

8. Excel Macros – Understanding Codes ...................................................................................................... 42

Viewing a Macro Code in VBA Editor............................................................................................................. 42
Understanding the Recorded Actions as Parts of Code ................................................................................. 43

9. Excel Macros - Assigning Macros to Objects ............................................................................................ 45

Assigning a Macro to a Shape ........................................................................................................................ 45
Assigning a Macro to a Graphic ..................................................................................................................... 49
Assigning a Macro to a Control...................................................................................................................... 49

10. Excel Macros - Running a Macro ............................................................................................................. 53

Running a Macro from View Tab ................................................................................................................... 53
Running a Macro with Shortcut Key .............................................................................................................. 54
Running a Macro through Quick Access Toolbar ........................................................................................... 56
Running a Macro in Custom Group ............................................................................................................... 63
Running a Macro by Clicking an Object ......................................................................................................... 73
Running a Macro from the Developer Tab .................................................................................................... 73
Running a Macro from VBA Editor ................................................................................................................ 74

11. Excel Macros – Creating a Macro Using VBA Editor ................................................................................. 75

VBA Objects and Modules ............................................................................................................................. 75
Creating a Macro by Coding .......................................................................................................................... 77
Running the Macro from VBA Editor ............................................................................................................. 80
Running the Macro from Worksheet............................................................................................................. 81

12. Excel Macros – Editing ............................................................................................................................ 82

Copying a Macro Code................................................................................................................................... 82
Renaming a Macro......................................................................................................................................... 84
Deleting a Macro ........................................................................................................................................... 86

13. Excel Macro – UserForms ........................................................................................................................ 88

Creating a UserForm ...................................................................................................................................... 88
Understanding the UserForm ........................................................................................................................ 89
Controls in the ToolBox ................................................................................................................................. 90
Message Box Icon Displays .......................................................................................................................... 106

14. Excel Macros – Debugging a Code ......................................................................................................... 107

VBA Debugging ............................................................................................................................................ 107

15. Excel Macros – Configuring a Macro ..................................................................................................... 111

Recording an Auto_Open Macro ................................................................................................................. 111
Limitations of Auto_Open Macro ................................................................................................................ 112
VBA Code for Open Event of a Workbook ................................................................................................... 112

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 1. Excel Macros – Overview Excel Macros

An Excel macro is an action or a set of actions that you can record, give a name, save and
run as many times as you want and whenever you want. When you create a macro, you are
recording your mouse clicks and keystrokes. When you run a saved macro, the recorded
mouse clicks and keystrokes will be executed in the same sequence as they are recorded.

Macros help you to save time on repetitive tasks involved in data manipulation and data
reports that are required to be done frequently.

Macro and VBA

You can record and run macros with either Excel commands or from Excel VBA.

VBA stands for Visual Basic for Applications and is a simple programming language that is
available through Excel Visual Basic Editor (VBE), which is available from the DEVELOPER tab
on the Ribbon. When you record a macro, Excel generates VBA code. If you just want to
record a macro and run it, there is no need to learn Excel VBA. However, if you want to modify
a macro, then you can do it only by modifying the VBA code in the Excel VBA editor.

You will learn how to record a simple macro and run it with Excel commands in the chapter -
Creating a Simple Macro. You will learn more about macros and about creating and / or
modifying macros from Excel VBA editor in the later chapters.

Personal Macro Workbook

A macro can be saved in the same workbook from where you recorded it. In that case, you
can run the macro from that workbook only and hence you should keep it open. Excel gives
you an alternative way to store all your macros. It is the personal macro workbook, where
you can save your macros, which enables you to run those macros from any workbook.

You will learn about Personal Macro Workbook in the chapter - Saving all your Macros in a
Single Workbook.

Macro Security
Macros will be stored as VBA code in Excel. As with the case of any other code, macro code
is also susceptible to malicious code that can run when you open a workbook. This is a threat
to your computer. Microsoft provided with the Macro Security facility that helps you in
protecting your computer from such macro viruses.

You will learn more about this in the chapter - Macro Security.

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Absolute References and Relative References

While recording a macro, you can use either absolute references or relative references for the
cells on which you are clicking. Absolute references make your macro run at the same cells
where you recorded the macro. On the other hand, relative references make your macro run
at the active cell.

You will learn about these in the chapters - Using Absolute References for a Macro and Using
Relative References for a Macro.

Macro Code in VBA

You can record and run macros from Excel even if you do not know Excel VBA. However, if
you have to modify a recorded macro or create a macro by writing VBA code, you should learn
Excel VBA. You can refer to the Excel VBA tutorial in this tutorials library for this.

However, you should know how to view the macro code. You can learn how to access VBA
editor in Excel and about the different parts of the VBA editor in the chapter – Excel VBA.

You can learn how to view the macro code in Excel VBA editor and you can understand the
macro code in the chapter - Understanding Macro Code.

Assigning Macros to Objects

You can assign a macro to an object such as a shape or a graphic or a control. Then, you can
run the macro by clicking on that object. You will learn about this in the chapter - Assigning
Macros to Objects.

Running Macros
Excel provides several ways to run a macro. You can choose the way you want to run a macro.
You will learn about these different possible ways of running a macro in the chapter - Running
a Macro.

Creating a Macro Using VBA Editor

If you decide to write the macro code, you can learn it in the chapter - Creating a Macro Using
VBA Editor. However, the prerequisite is that you should have Excel VBA knowledge.

Editing a Macro
You can modify macro code in Excel VBA editor. If you want to make extensive changes, you
should have Excel VBA knowledge. But, if you want to make only minor changes to the code
or if you want to copy the VBA code from a recorded macro to another macro, you can refer
to the chapter - Editing a Macro.

You can rename a macro and even delete it. You will learn about this also in the same chapter.

User Forms
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 Excel Macros

A Form is normally used to collect required information. It will be self-explanatory making the
task simple. Excel User Forms created from Excel VBA editor serve the same purpose,
providing the familiar options such as text boxes, check boxes, radio buttons, list boxes,
combo boxes, scroll bars, etc. as controls.

You will learn how to create a User Form and how to use the different controls in the chapter
– User Forms.

Debugging Macro Code

At times, a macro may not run as expected. You might have created the macro or you might
be using a macro supplied to you by someone. You can debug the macro code just as you
debug any other code to uncover the defects and correct them. You will learn about this in
the chapter - Debugging Macro Code.

Configuring a Macro to Run on Opening a Workbook

You can make your macro run automatically when you open a workbook. You can do this
either by creating an Auto_Run macro or by writing VBA code for workbook open event. You
will learn this in the chapter - Configuring a Macro to Run on Opening a Workbook.

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 2. Excel Macros – Creation Excel Macros

You can create a macro with Excel commands by recording the key strokes and mouse clicks,
giving the macro a name and specifying how to store the macro. A macro thus recorded can
be run with an Excel command.

Suppose you have to collect certain results repeatedly in the following format –

Instead of creating the table each time, you can have a macro to do it for you.

Recording a Macro
To record a macro do the following –

 Click the VIEW tab on the Ribbon.

 Click Macros in the Macros group.
 Select Record Macro from the dropdown list.

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The Record Macro dialog box appears.

 Type MyFirstMacro in the Macro name box.

 Type A Simple Macro in the Description box and click OK.

Remember that whatever key strokes and mouse clicks you do, will be recorded now.

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 Excel Macros

 Click in the cell B2.

 Create the table.
 Click in a different cell in the worksheet.
 Click the VIEW tab on the Ribbon.
 Click Macros.
 Select Stop Recording from the dropdown list.

Your macro recording is completed.

The first step to click on a particular cell is important as it tells where exactly the macro has
to start placing the recorded steps. Once you are done with the recording, you have to click
Stop Recording to avoid recording of unnecessary steps.

Running a Macro
You can run the macro you have recorded any number of times you want. To run the macro,
do the following -

 Click on a new worksheet.

Note the active cell. In our case, it is A1.

 Click the VIEW tab on the Ribbon.

 Click Macros.
 Select View Macros from the dropdown list.

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 Excel Macros

The Macro dialog box appears.

Only the macro that you recorded appears in the Macros list.

 Click the macro name – MyFirstMacro in the Macro dialog box. The description you typed
while recording the macro will get displayed. Macro description allows you to identify for
what purpose you have recorded the macro.

 Click the Run button. The same table that you have created while recording the macro will
appear in just a split of a second.

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 Excel Macros

You have discovered the magic wand that Excel provides you to save time on mundane tasks.
You will observe the following –

 Though the active cell before running the macro was A1, the table is placed in the cell
B2 as you have recorded.

 In addition, the active cell became E2, as you have clicked that cell before you stopped
recording.

You can run the macro in multiple worksheets with different active cells before running the
macro and observe the same conditions as given above. Just keep a note of this and you will
understand later in this tutorial why it has occurred so.

You can also have a macro recording that places your recorded steps in the active cell. You
will learn how to do this as you progress in the tutorial.

Storing a Macro
You might wonder how to save the macros that are created. In this context you need to know-

 Storing a macro
 Saving a macro enabled file

As and when you create a macro, you can choose where to store that particular macro. You
can do this in the Record Macro dialog box.

Click the box - Store macro in. The following three options are available-

 This Workbook.

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 New Workbook.
 Personal Macro Workbook

This Workbook
This is the default option. The macro will be stored in your current workbook from where you
created the macro.

New Workbook
This option, though available, is not recommended. You will be asking Excel to store the macro
in a different new workbook and mostly it is not necessary.

Personal Macro Workbook

If you create several macros that you use across your workbooks, Personal Macro Workbook
provides you with the facility to store all the macros at one place. You will learn more about
this option in the next chapter.

Saving a Macro Enabled File

If you had chosen This Workbook as the option for storing the macro, you would need to
save your workbook along with the macro.

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Try to save the workbook. By default, you would be asking Excel to save the workbook as an
.xls file. Excel displays a message saying that an Excel feature VB project cannot be saved in
a macro free workbook, as shown below.

Note: If you click Yes, Excel will save your workbook as a macro free .xls file and your macro
that you stored with This Workbook option will not get saved. To avoid this, Excel provides
you an option to save your workbook as a macro-enabled workbook that will have .xlsm
extension.

 Click No in the warning message box.

 Select Excel Macro-Enabled Workbook (*.xlsm) in the Save as type.
 Click Save.

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 Excel Macros

You will learn more about these in later chapters in this tutorial.

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3. Excel Macros – Macros in a Single Workbook
Excel Macros

Excel provides you with a facility to store all your macros in a single workbook. The workbook
is called Personal Macro Workbook - Personal.xlsb. It is a hidden workbook stored on your
computer, which opens every time you open Excel. This enables you to run your macros from
any workbook. There will be a single Personal Macro Workbook per computer and you cannot
share it across computers. You can view and run the macros in your Personal Macro Workbook
from any workbook on your computer.

Saving Macros in Personal Macro Workbook

You can save macros in your Personal Macro Workbook by selecting it as the storing option
while recording the macros.

Select Personal Macro Workbook from the drop down list under the category Store macro
in.

 Record your second macro.

 Give macro details in the Record Macro dialog box as shown below.

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 Excel Macros

 Click OK.

Your recording starts. Create a table as shown below.

 Stop recording.
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 Excel Macros

 Click the VIEW tab on the Ribbon.

 Click Macros.
 Select View Macros from the dropdown list. The Macro dialog box appears.

The macro name appears with a prefix PERSONAL.XLSB! indicating that the Macro is in the
Personal Macro Workbook.

Save your workbook. It will get saved as an .xls file as the macro is not in your workbook and
close Excel.

You will get the following message regarding saving the changes to the Personal Macro
Workbook –

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 Excel Macros

Click the Save button. Your macro is saved in the Personal.xlsb file on your computer.

Hiding / Unhiding Personal Macro Workbook

Personal Macro Workbook will be hidden, by default. When you start Excel, the personal macro
workbook is loaded but you cannot see it because it is hidden. You can unhide it as follows-

 Click the VIEW tab on the Ribbon.

 Click Unhide in the Window group.

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 Excel Macros

The Unhide dialog box appears.

PERSONAL.XLSB appears in the Unhide workbook box and click OK.

Now you can view the macros saved in the personal macro workbook.

To hide the personal macro workbook, do the following –

 Click on the personal macro workbook.

 Click the VIEW tab on the Ribbon.

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 Excel Macros

 Click Hide on the Ribbon.

Running Macros Saved in Personal Macro Workbook

You can run the macros saved in personal macro workbook from any workbook. To run the
macros, it does not make any difference whether the personal macro workbook is hidden or
unhidden.

 Click View Macros.

 Select the macro name from the macros list.
 Click the Run button. The macro will run.

Adding / Deleting Macros in Personal Macro Workbook

You can add more macros in personal macro workbook by selecting it for Store macro in
option while recording the macros, as you had seen earlier.

You can delete a macro in personal macro workbook as follows –

 Make sure that the personal macro workbook is unhidden.

 Click the macro name in the View Macros dialog box.
 Click the Delete button.

If the personal macro workbook is hidden, you will get a message saying “Cannot edit a macro
on a hidden workbook”.

Unhide the personal macro workbook and delete the selected macro.

The macro will not appear in the macros list. However, when you create a new macro and
save it in your personal workbook or delete any macros that it contains, you will be prompted
to save the personal workbook just as in the case you saved it first time.

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