1. Microsoft Excel 2003 Illustrated Complete
Automating
Worksheet Tasks

2. Objectives Plan a macro Record a macro Run a macro Edit a macro
Use shortcut keys with macros
Automating Worksheet Tasks

3. Objectives Use the Personal Macro Workbook Add a macro as a menu item
Create a toolbar for macros
Automating Worksheet Tasks

4. Unit Introduction
A macro is a set of instructions that performs tasks in the order you specify
Create macros to automate frequently performed tasks that require a series of steps
Automating Worksheet Tasks

5. Plan a Macro
Create macros for tasks that you perform on a regular basis
To create a macro, you record the series of actions in a special programming language
The sequence of actions is important, so a macro needs to be carefully planned
Automating Worksheet Tasks

6. Plan a Macro (cont.) Macro planning guidelines Assign the macro a name
Write out the steps the macro will perform
Decide how you will perform the actions
Practice the steps you want Excel to record and write them down
Decide where to locate the description of the macro and the macro itself
Automating Worksheet Tasks

7. Plan a Macro (cont.)
Macro description
Automating Worksheet Tasks

8. Plan a Macro (cont.) Macro and viruses
When you open an Excel workbook that has macros, a message appears asking if you want to enable or disable macros
Macros can contain viruses which can damage your computer
Always disable macros if you are not absolutely sure of the workbook’s source
Automating Worksheet Tasks

9. Recording a Macro Use the Excel Macro Recorder to create a macro
Turn the Macro Recorder on
Name the macro
Enter the keystrokes and select the commands you want
Stop the recorder
Each action you record is translated into program code
Automating Worksheet Tasks

10. Recording a Macro (cont.)
Enter macro name here
Shows the computer user’s name and system date
Automating Worksheet Tasks

11. Listed macros appear here
Running a Macro
Once you record a macro, you should test it to make sure it runs properly
Select the macro in the Macro dialog box, then click Run to test it
Listed macros appear here
Automating Worksheet Tasks

12. Editing a Macro
The program instructions of a macro, called program code, are automatically recorded in the Visual Basic for Applications (VBA) programming language
Each macro is stored as a module, or program code container attached to the workbook
Edit a macro with the Visual Basic Editor
Automating Worksheet Tasks

13. Project Explorer with open module
Editing a Macro (cont.)
Macro program code
Code window
Comment
Project Explorer with open module
Properties window
Automating Worksheet Tasks

14. Editing a Macro (cont.) Adding comments to Visual Basic code
You can explain macro code by adding comments
Comments are explanatory text added to the lines of code
A comment must be preceded by an apostrophe
Automating Worksheet Tasks

15. Using Shortcut Keys with Macros
Assign a shortcut key combination to run a macro
Reduces the number of steps it takes to run a macro
Assign a shortcut key combination in the Record Macro dialog box
Automating Worksheet Tasks

16. Using Shortcut Keys with Macros (cont.)
Shortcut to run macro
Automating Worksheet Tasks

17. Using the Personal Macro Workbook
Store commonly used macros in a Personal Macro Workbook
The Personal Macro Workbook is always available no matter which workbook is open
Created the first time you store a macro
Automating Worksheet Tasks

18. Using the Personal Macro Workbook (cont.)
Click to store in Personal Macro Workbook
Click to store in new blank workbook
Stores macro in active workbook
Automating Worksheet Tasks

19. Using the Personal Macro Workbook (cont.)
Working with the Personal Macro Workbook
By default the Personal Macro Workbook is hidden as a precautionary measure so you don’t accidentally delete anything from it
Automating Worksheet Tasks

20. Adding a Macro as a Menu Item
Add macros to the Excel Worksheet menu bar
The Worksheet menu bar is the toolbar at the top of the Excel screen
Macros are always available on the Worksheet menu bar
Automating Worksheet Tasks

21. Adding a Macro as a Menu Item (cont.)
Drag to menu location
Automating Worksheet Tasks

22. Adding a Macro as a Menu Item (cont.)
Added menu item
Automating Worksheet Tasks

23. Creating a Toolbar for Macros
Toolbars contain button that allow you to access commonly used commands
Create your own custom toolbars in Excel
Add button you want to any toolbar
Automating Worksheet Tasks

24. Creating a Toolbar for Macros (cont.)
New Macros toolbar
Automating Worksheet Tasks

25. Summary Use Excel Macro Recorder to create a macro
Run a macro to test it
Use the Visual Basic Editor to edit a macro
Use shortcut keys with macros
Use the Personal Macro Workbook
Automating Worksheet Tasks