Macros are used inside an Excel workbook that automate repetitive and complex tasks, allowing you to streamline your workflow and save time.
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What are Macros in Excel?
In Excel, a macro is a set of instructions that can be used to perform a series of actions automatically. Macros are typically used to automate tasks that are repetitive in nature, or to perform actions that are difficult or time-consuming to do manually.
To create a macro in Excel, you can use the "Record Macro" feature, which allows you to record your actions as you perform them in the spreadsheet. You can then play back the recorded macro to repeat the same actions again. Alternatively, you can create a macro by writing the instructions in Visual Basic for Applications (VBA), a programming language that is built into Excel.
Once you have created a macro, you can run it by clicking a button on the Excel ribbon or by using a keyboard shortcut. You can also assign a macro to a shape or an object in the spreadsheet, or you can run the macro automatically when a certain event occurs, such as when you open a workbook or when you change a cell value.
Macro Use Cases
Macros can be very useful for streamlining and automating repetitive tasks. A few of the most common ways macros can be used are:
Data entry - A macro can be used to automate repetitive data entry tasks, such as filling in a specific set of cells with the same value or copying data from one sheet to another.
Data analysis - Macros can be used to perform complex calculations or data analysis on large sets of data, such as running a regression analysis or generating pivot tables.
Formatting - Macros can be used to quickly format large amounts of data, such as applying a specific font or cell color to a range of cells.
Reporting - Macros can be used to generate reports by pulling data from multiple sheets, applying specific formats and layouts, and then saving the report as a PDF or other file format.
Automating tasks - Macros can be used to automate tasks such as sending emails, creating charts or tables and others repetitive tasks that you may need to execute on a regular basis.
Real World Example
In this example, there was a sales report that had every sales person's data in one complete dashboard. Each month we needed to cut the report up by sales person, and send copies of the personalized reports out to them. Doing this by hand took hours.
But with a couple macros, this multi-hour process is cut down to about 10 minutes (most of that time being taken to save all of the reports).
The top button creates, exports, and saves individualized sales reports for each sales person (only relevant info), while the second button takes all of those saved reports and generates emails linked to each sales person with their name, email, and report. The only input needed is two clicks, the macros generate everything else.
Why Use Macros in Excel?
There are many reasons why you might want to use macros in some of your files. The four primary reasons are:
To save time: Macros can automate tasks that are repetitive in nature, allowing you to complete them more quickly and efficiently.
To improve accuracy: Macros can help reduce the risk of errors by performing tasks consistently and accurately every time they are run.
To streamline workflows: By automating tasks, macros can help streamline workflows and reduce the number of steps required to complete a task.
To simplify complex processes: Macros can be used to perform complex tasks that would be difficult or time-consuming to do manually.
Are Macros & VBA Hard to Learn?
They may look a little daunting, but macros can be learned by anyone. The difficulty of learning to use macros in Microsoft Excel depends on your prior experience with programming and your familiarity with the Excel user interface. If you are new to programming or if you have limited experience with Excel, you may find it challenging to create and use macros.
However, if you are familiar with Excel and you are willing to invest the time and effort to learn, you should be able to learn how to use macros fairly quickly.
One way to get started with macros is to use the "Record Macro" feature in Excel, which allows you to record your actions as you perform them in the spreadsheet. This can be a good way to learn about the different types of actions that can be performed using macros, and it can also help you understand the basic structure of a macro.
Once you have a basic understanding of how macros work, you can then learn more advanced techniques by exploring the Visual Basic for Applications (VBA) programming language, which is the code that makes up macros. Understanding this programming language will allow you to fine tune your recorded macros and create brand new ones.
Are Macros a Skill Worth Learning Today?
Whether or not it is worth it to learn to use macros in Microsoft Excel depends on your needs and goals. If you work with Excel frequently and you need to perform tasks that are repetitive in nature, or if you need to automate complex processes, macros will be a valuable investment of your time.
Microsoft has stated that macros and VBA aren't going anywhere, and as the primary language being used across all Microsoft products, you'll find plenty of ways to use these amazing tools.
Most people in the corporate world today know how to use Excel, but very few know VBA. Learning VBA can be a very valuable way to differentiate yourself from the crowd and also save work from you and your colleagues' workloads.
You don't have to become a master overnight. Just putting in some initial effort is all that is needed. Once you start using macros and VBA, you'll start to see potential use cases everywhere and it may be hard to stop.