Record a Macro in Microsoft Excel
The following are the instructions you need to record a macro, to make the
macro available for use in any single file or for use in any file you open, and
to assign a toolbar button to run the macro.
One of the best reasons for creating a macro could be that you must format
files from external sources on a daily basis. If you are fairly accomplished in
Excel, you will know that there are several steps you must take to accomplish
it. The next time you need to perform this or a similar task, record the tasks
as a macro and you will only have to press a button to perform them again.
Step 1: Prepare to Record
If you would like the macro to be available in a specific file, open that
From the menu, choose ToolsàMacroàRecord
New Macro. The following dialog box will appear:
In the Macro name box, enter the name you would like to use for your macro.
It must not have any spaces and should not contain special characters.
Decide where to store the macro. If you would like it available in the
current workbook only, hit the Store Macro in dropdown box and select your
active workbook's name. If you would like the macro to be available for use with
any file, select Personal Macro Workbook (which is a file that will be called
Give the macro any description you like in the Description box. By default,
the description will state the date the macro was recorded, and the user name.
The user name automatically comes from the information under Word's ToolsàOptions,
User Info tab.
The Stop Recording toolbar appear. There are two buttons on the Stop
Recording toolbar. The square is used to STOP recording and the lines and circle
are used to PAUSE recording.
Tip: If you accidentally close the Stop Recording
toolbar, go to ViewàToolbars and click on the Stop
Recording toolbar. If you accidentally use the X on the Stop Recording toolbar
to stop recording a macro, go to ViewàToolbars and
click on the Stop Recording toolbar.
Step 2: Record the Macro
Perform the tasks you would like your new macro to perform for you. If you
need to interrupt the macro recording to perform some non-related work, press
the Pause button on the Stop Recording toolbar. Press the Pause button again to
continue recording. Hit the Stop button to Stop recording when you have finished
recording your tasks.
Step 3: Test the Macro
Always test a macro, particularly if you have created it to run for someone
else. To test the macro, hit ToolsàMacroàMacros,
and double-click the macro name.
Step 4: Assign the Macro to a Toolbar Button
Hit ToolsàCustomize and choose the Commands
tab. The following dialog box appears:
Under the Categories (left), scroll down and choose Macros. Click on the
smiley icon and drag it up to any location you choose on any toolbar you choose.
While dragging, you will see an X hanging on your mouse pointer. It is not
safe to drop the button. Your mouse pointer must have a plus sign (+) hanging on
it before you lift your finger from the mouse or the icon will not be placed.
Once your icon is placed on a toolbar, click the Modify Selection button, and
various options will appear. The following describes only those options that
apply for our purposes here:
Name: Type in the name of the macro as it should appear on your
toolbar if you are going to use the text style button (described below).
Reset Button Image: Select this only if you have begun to edit an
existing button image and you would like to reset it to the default.
Edit Button Image: Select this option to "draw" your own button image.
Change Button Image: Select this option to change the existing button
image to one of your choosing from Office's collection of button images.
Default Style: Clicking this button makes the button on the toolbar
show just the icon and no text.
Text Only (always): Clicking this button makes the button on the
toolbar show just the text as it is shown in the Name box, which you can change.
Image and Text: Clicking this button makes the button on the toolbar
show both the icon and the text.
When the button appears exactly as you would like it to appear on the
toolbar, hit the close button on the Customize dialog box.
The first time you hit your new toolbar button, you are asked which macro you
want it to run. You'll pick your macro from the dialog that pops up. The next
time you click your toolbar button, it'll run the macro.
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