Working with Excel is a very common task nowadays, whether for personal or professional use. Among the plethora of formulas and commands that make it much easier and more organized, certain tasks often need to be automated because they are frequently performed in Excel.
In this way, macros appear that are basically commands capable of facilitating routine functions. See more details below:
What are e when to use them:
For a better understanding of the use of macros, let's cite a simple example from day to day.
Surely you have come across the function of reporting a certain fact to several people during a day. At one point, you get tired of repeating the same words and then you think it would be extremely viable if you could record your words and hit the record player's play button when you needed to tell the story again. In this way, you would save time and energy with such activity.
This voice recording option is almost always not feasible for day-to-day use. But when it comes to a routine operation in Excel, know that you can automate them as you want. Therefore, the use of Macros in Excel is intended to automate tasks that are frequently performed, thus making a simple click of a button perform the desired operation.
How to use:
For an understanding of how to use macros, let's cite a practical example and look at how it can be applied with the macros function.
Below we have a particular store table that feeds data corresponding to your daily sales. Note that the data is entered daily and it is necessary to create a new table every day to enter the sales corresponding to the current day. Thus, one can evaluate that without the use of macros, this procedure becomes repetitive, besides taking unnecessary time of the user daily.
In this way, with the use of macros, we can automate the task of creating the table simply by clicking a button. See the procedure below:
1- With Excel open, make sure the "Developer" tab is enabled on the ribbon. If it is not active, access the steps:
a- Access the "File" tab and choose "Options".
b- A new window opens, where you have to select the "Select Ribbon" option. Under "Key Guides", enable the "Developer" box as shown below.
c- After the above procedure, click OK, and see that the "Developer" tab is active on the ribbon.
2- Before performing macro recording, it is recommended to plan the steps to be recorded so that if there are errors during the process, they will also be recorded.
3- Before creating the spreadsheet, go to the "Developer" tab and select the "Save Macro" option.
4- A new window will open, where the following information should be filled out:
- Macro Name: Enter a name for the macro. This name should not contain any spaces.
- Shortcut key: In this option it is possible to insert a key to execute the macro through shortcut. This option is not required.
- Store macro in: In this option you can choose where the macro will be stored. The options are: Personal Macro Workbook, New Workbook, or This Workbook.
- Description: It is recommended here to describe in a few words some details about the macro.
5- Click OK, and at this point every procedure performed will be written to the macro.
6- Create the table as shown above.
7- After creating and formatting the table, go back to the "Developer" tab and select the "Stop Recording" option.
8- After creating the macro, note that it will be possible to create the sales spreadsheet mentioned in the example above simply by using the shortcuts entered in our macro (in the case Ctrl + i) or by accessing the "Developer" tab, "Macros", choosing the macro created and clicking "Run."
9- You can even create a button in Excel through form control and add the macro as the command for the button, thus creating the table with a single click. To do this, simply access the "Developer" tab and choose the "Insert" option, and then add the form control button.
10 Note that it will automatically open a new window to link the button to the macros created. So, just link with the desired macro and click OK.
11 At the end of the procedure, we will have a button with action of a macro. That way, when you click the button, the table will be created.
We can conclude that macros are fundamental for jobs that require repetitions and thus bring as benefits the ease of performing certain work, the gain of time during execution, as well as the reduction of typing errors during the process of creating the tasks.
It is worth mentioning that despite the simple example of table creation as mentioned here, it is still possible to apply macros to different needs, such as formatting cells, applying formulas, creating headers, and more.
And how do you apply macros to your day-to-day business tasks? Tell us in the comments!