Many people think that it is extremely hard to learn Excel Macros, but it is not. This article contains some nice and simple Examples to automate your daily tasks in Excel.
A Macro is a program in Visual Basic used to automate Office Tasks. In this sample I am using Excel 2010, but you can use 2007 version as well.
Automate your daily tasks in Excel
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- To begin with click the View tab on the Ribbon. Choose the Record Macro from the Macros drop-down list:
You will get the Record Macro window.
- Write the Macro name (it does not accept spaces or special characters), the shortcut key and select where you want to store your macro in in the corresponding field. Optionally you can write the description.
- Now, the macro is recording an action. For example you can write the value Hello in the A1 cell.
- Then go to the Macros icon and select the Stop Recording option.
The macros you save are stored on the Macros button. When you click on it you will see the Macro window where you can select the one you need. Double click on the name to execute a command.
You can also associate a Macro with a button:
Click File -> Options -> Quick Access Toolbar category, select All Commands in the Choose commands from list, select Option Button (Form Control) and Click Add.
And assign a Macro to the button:
Click Option Button on the Quick Access Toolbar, and then draw the outline of the button on the sheet, select any cell in the worksheet. In versions of Excel that are for Microsoft Windows, right-click the option button, and then click Assign Macro.
The next example shows how to work with the For clauses. The For clauses let us work with multiple values inside a loop. Let’s see how you can get numbers from 1 to 5 in the cell A1 until the cell A5.
To do this go to the Developer tab -> Visual Basic. Double click on the Excel Object where you need the Macro to see the Microsoft Visual Basic for applications window. Enter the following:
Sub Macro1 () For n = 1 To 5 Cells(n, 1) = n Next n End Sub
Click to save the file. To execute the macro you can go to View -> Macros -> select the name with the one you need from the list and click Run.
The following code sends the message Hello World in a windows message box:
Sub MacroName() MsgBox ("Hello World!") End Sub
The following example is a yes/no message box. If you answer yes, the cell value is deleted.
Sub MacroName() Dim Answer As String Answer = MsgBox("Are you sure you want to delete the cell values ?",
vbQuestion + vbYesNo, "Delete cell") If Answer = vbYes Then ActiveCell.ClearContents End If End Sub
Let’s verify the code. Select a cell and execute the macro with the code. You will receive the following message:
If you press yes, the selected cell values will be deleted. Otherwise, the values will remain.
The If sentence
You can also use the If sentence in Excel. In this code we are going to paint the cells according to the values. If the values are higher than 20 the value is red, otherwise, it is blue.
Sub MacroName() Dim CellValue As Integer CellValue = ActiveCell.Value If CellValue > 20 Then With Selection.Font .Color = -16776961 End With Else With Selection.Font .ThemeColor = xlThemeColorLight2 ' .TintAndShade = 0 End With End If End Sub
To test this code, let’s select a cell with a value higher than 20:
When you execute the Macro it is painted red:
Otherwise, it is painted blue:
The sentence case
You can also use the sentence case in order to do actions according to specific values. The following example shows a message according to the people’s age.
Sub MacroName() Dim CellValue As Integer CellValue = ActiveCell.Value Select Case CellValue Case 60 To 200 MsgBox "The person is old" Case 30 To 59 MsgBox "The person is adult" Case 18 To 29 MsgBox "The person is young" Case 0 To 17 MsgBox "The person is a child" Case Else MsgBox "Unknown age" End Select End Sub
In order to test this example you just need to select a cell value and run the macro. For example, if the selected cell value is 44, the message displayed would be the following:
Macros are a great way to automate the Excel tasks. This article just shows some few examples of what you can do with it.