How to Record VBA in Microsoft Excel
Do you want to automate highly repetitive but simple tasks in Microsoft Excel? Are you an Excel VBA beginner and want to improve your VBA scripting skills? The Microsoft Excel Macro Recorder can help.
Read on to learn how to record VBA macros in Excel with step-by-step instructions. Here, you’ll also learn the best tips and tricks to improve your Excel VBA macro scripting skills.
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What is recording VBA macros in Excel?
Suppose you are responsible for data entry in the supply chain business. After acquiring paper invoices, bills, and vouchers from multiple parties, you regularly perform the following actions on an Excel spreadsheet called Supply Chain Data Master:
- Once the workbook is open, you create a new worksheet for the current day.
- Assign column headers such as Product ID, Product Name, Supplier Name, Cost, Inventory, and so on.
- Standardize date formats for clarity (for example, DD/MM/YYYY or MM/DD/YYYY).
- Format numeric fields consistently for readability.
- Implement automatic calculations for formulas (such as order total value and inventory updates).
- Protect cells containing formulas or critical information to prevent accidental changes.
- Finally, save the file and close the workbook.
In Excel, these are considered repetitive tasks. You can automate such tasks by using coding in the Visual Basic for Applications (VBA) programming language.
What if you don’t know VBA scripts? Will you give up Excel automation privileges, thus affecting data analysis and visualization efficiency? Of course not! Microsoft has introduced the VBA macro recording feature in Excel for you.
With the macro recording feature, you can record all the tasks you perform, as mentioned earlier, from Step 1 through Step 7 the next day, you only need to press the hotkey and Excel will perform the task in less than a second.
In addition, if you are just starting to learn Excel VBA, you can use the macro recorder to record complex activities on an Excel worksheet. Then, you can use the Excel VBA editor to view the script and understand how to use multiple VBA components such as subroutines, functions, variables, control structures, objects, etc.
In short, the Excel macro recorder allows you to create reusable VBA scripts for a set of operations that are intuitively performed on the software. You can set access control to these macros to grant access to the script, select some macros, and easily transfer macros to other workbooks.
Excel macro recording is only available for Excel desktop versions (such as Excel for Windows and Mac). You can’t use this feature on Excel for the web or Excel Online.
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How to prepare Excel for macro recording
First, you need the Developer tab to access the Record Macro command button. So, open any Excel workbook and press Alt + F + TV to launch the Excel Options dialog box.
In Excel Options, go to the Customize the Ribbon category and tick the checkbox in the Customize the Ribbon column under the Developer tab. Click OK in the dialog box to save the changes.
Now, you can access Record Macro in Excel Developer tab > Code command blocks. Alternatively, press Alt + L + R to start the recording process.
On the Developer tab, you may also want to check if the Excel software has macro execution enabled. Click the Macro Security button and make sure Enable VBA Macros is currently selected.
How to Record a VBA Macro
You have downloaded the raw data from the store inventory software. Now, you have imported the database into Excel for formatting and data analysis.
The screenshots above represent a dummy dataset that you would like to format, analyze in Excel, and apply the macro recording to. So the next day you can do the same thing on a new database pulled from your inventory application without having to go through these steps.
Make sure you are very familiar with the steps you want to include in your macro recording. Now, go to the workbook and navigate to the Developer tab. Click the Record Macro button.
In the Record Macro dialog box that opens, carefully enter the following details:
- Macro Name: A name for a task you can remember, such as Format and Filter.
- Shortcut Key: /strong> This is the hotkey that executes the macro when the key combination is pressed. For example: Ctrl + Shift + F.
- Store macro in: From the drop-down In the menu, you can select This Workbook, New Workbook, and Personal Macro Workbook. If you want to access all Excel workbooks on your PC, macros in the book, select the last one.
- Description: Write a detailed description of the macro so that anyone using it can easily understand the underlying task of the macro.
After entering the details in the Record Macro dialog box, click OK to start the Excel VBA macro recording process. You may also notice that the Record Macro< /strong> button has changed to Stop Recording.
Now, perform formatting, filtering, and other tasks on the data set as you normally would.
When you are finished, click the Stop Recording button to save the Excel VBA macro.
The next day, when you download another stock report, export the data set to an Excel worksheet. Simply press Excel VBA macro hotkeys to apply formatting and filtering to new data sets.
VBA macros only work within a previously recorded range. In the current example, it is A1:E11.
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Best tips for recording VBA macros
- Before you start recording, have a clear idea of the tasks you want your macro to automate. This will help make the recording process more efficient.
- Create your notes on paper or in a digital note-taking app. Step workflow. Follow these steps when recording a macro to avoid mistakes. If you make a mistake, Excel records it in the macro, so you have to start over.
- Break down complex tasks into smaller, easier This makes it easier to record and understand macros.
- Make sure your data is clean and organized before recording. This helps create more reliable and effective macros.
- When recording, use relative references instead of absolute references. This makes the macro more adaptable to different situations.
Access the recorded macro script
You may want to access the underlying VBA script of the macro you just recorded to understand how the script works, copy the macro to a new workbook, or add more steps to an existing macro. Here’s how to do it:
Press Alt + F11 to bring up the Excel VBA Editor< /strong> Tools.
Now, go to the Project Explorer and expand the list to see the VBA Projects (Personal.XLSB).
Double-click the Modules folder and then Module1 to open the VBA script.
To add more steps or improve your VBA skills, you can learn about functions, objects, and more through the script.
If you need to reuse the script to create a macro in another workbook, copy the contents of the module window. Then, read the following article to learn how to create a VBA macro from a script:
Limitations of Excel VBA Macro Recording
When you record a VBA macro, it ignores the following objects or steps on Excel:
- If your actions involve entering data into dialog boxes (for example, saving a file with a specific name or setting advanced options), the macro recorder will not capture these interactions.
- While simple repetitions (such as copying a range multiple times) can be recorded, more complex loops and iterations are usually beyond the capabilities of the macro recorder.
- If your task involves dynamically selecting a range based on specific criteria or conditions, you may need to write VBA code manually.
- Actions triggered by events (such as worksheet change events or workbook open events) are usually not recorded by the macro recorder.
- Some actions performed using the ribbon or toolbar may not be recorded.
Conclusion
Now you know how to record macros in Excel. Follow the above steps and tips to create a cool Excel macro to improve your work efficiency. Excel macros can not only improve work efficiency and automation, but also reduce human errors.
