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Recording a macro

From: Excel for Mac 2011 Essential Training

Video: Recording a macro

As you continue to use Excel, you'll probably find that you repeat sequences of actions. If you would like to automate those tasks, you can record a macro and run it to save you time and energy later. So in this workbook, what I'm going to do is create a macro that will change the formatting of text in the selected cell so that it goes from 18 pt, which it is now, to 12 pt, and also it will wrap text within the body of that cell. So first thing I'm going to do is record the macro, then I will show you how to run the macro that I just recorded, and after that, I will save the workbook as a macro-enabled file.

Recording a macro

As you continue to use Excel, you'll probably find that you repeat sequences of actions. If you would like to automate those tasks, you can record a macro and run it to save you time and energy later. So in this workbook, what I'm going to do is create a macro that will change the formatting of text in the selected cell so that it goes from 18 pt, which it is now, to 12 pt, and also it will wrap text within the body of that cell. So first thing I'm going to do is record the macro, then I will show you how to run the macro that I just recorded, and after that, I will save the workbook as a macro-enabled file.

So first we need to record the macro, and to do that I'm going to use the controls on the Developer tab of the Ribbon. And before I started this exercise, I went into the Excel Preferences dialog on the Ribbon tab, and I checked the box next to the name of the Developer tab, so it would be visible on the Ribbon. So now that that's there, I can use these controls, and the first thing I'm going to do, like I said, is record a macro, and I'll start with cell B3, because that contains the text I want to change. I'll go to the Visual Basic group, and the name of the programming language in which you're recording is Visual Basic for Applications, and that's why the script is called Visual Basic.

So I'll click the Record button, and Excel displays the Record macro dialog. I can now type in the name of my macro, and I'll call it SmallWrap. That's there, so when I press Enter or click OK, Excel starts recording, and you'll notice that the Record button changed to a stop button. When I'm done with my macro actions, then I can click that, and it will stop. From now on, everything I do until I click stop, will be recorded by the macro recorder, so I do need to be exact.

First thing I'm going to do is go to the Home tab and change the font size to 12. Okay, so that just happened, and then I'm going to wrap the text within the cell, so I click the Wrap Text button and then click Wrap Text. When I do, Excel applies those changes, and that's all I wanted to record, so now I will go back to the Developer tab of the Ribbon. Excel doesn't record when you change tabs on the Ribbon; it only records when you take an action that affects the worksheet. So here I go back, click the Record button, which is now a stop button, and when I do, Excel stops recording the macro.

Now the macro is available for me to run. So I will click cell B5, which contains other text that I can reformat, and then again, on the Developer tab, I open the macros dialog box by clicking the Macros button and make sure that the SmallWrap macro is highlighted. That's the one I want to run, click Run, and Excel runs the macro. Now that I know it's working properly, I can save the file, and the first thing I'm going to do is try to save the file as a regular workbook to generate an error, so you see what it looks like, and then I'll save it in the actual macro-enabled workbook format.

I'll press Command+S to save the file, and when I do, Excel says that macros will be removed if I save the file in this format. Are you sure you want to continue? And also if you want to choose a different file format, click Cancel. That's because there are two separate file types in Excel 2011: macro-enabled workbooks and non macro-enabled workbooks. So I want a macro-enabled workbook; I don't want to lose what I just recorded, so I'll click Cancel and when I do, Excel displays the Save As dialog box. I'm going to choose a different file format, so I'll click the Format down arrow, and here in the Specialty Formats lists, you'll see Excel Macro-Enabled Workbook, and that is what I want.

You can't save a macro in just any regular workbook. You have to distinguish it by telling Excel that yes, I do want this file to have macros enabled. So I'll click that, and everything looks good. I'll click Save, and Excel saves my file. Before you record a macro, you should take the time to plan the steps you're going to perform. You might find that it helps to write down the outline and have it in front of you while you go through those steps.

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This video is part of

Image for Excel for Mac 2011 Essential Training
Excel for Mac 2011 Essential Training

100 video lessons · 30452 viewers

Curt Frye
Author

 
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  1. 1m 58s
    1. Welcome
      1m 16s
    2. Using the exercise files
      42s
  2. 20m 56s
    1. Exploring the Excel 2011 window
      4m 16s
    2. Introducing the Ribbon for Mac
      4m 44s
    3. Customizing the Ribbon
      4m 20s
    4. Setting program preferences
      3m 20s
    5. Getting help in Excel
      4m 16s
  3. 20m 4s
    1. Opening, creating, and saving workbooks
      5m 23s
    2. Setting workbook properties
      4m 14s
    3. Creating and modifying workbook templates
      4m 18s
    4. Managing workbooks across multiple versions of Excel
      6m 9s
  4. 1h 2m
    1. Selecting cells and groups of cells
      4m 58s
    2. Copying and pasting cell data
      2m 39s
    3. Entering data using AutoFill and other techniques
      4m 32s
    4. Inserting symbols and special characters
      5m 3s
    5. Creating an Excel table
      4m 43s
    6. Locating and changing data using Find and Replace
      4m 57s
    7. Restricting input using validation rules
      4m 42s
    8. Using lists to limit data entered into a cell
      2m 32s
    9. Sorting worksheet data
      3m 2s
    10. Creating a custom sort order
      3m 54s
    11. Filtering worksheet data
      4m 6s
    12. Inserting, moving, and deleting cells and cell ranges
      3m 50s
    13. Splitting and freezing rows and columns
      3m 51s
    14. Managing worksheets
      5m 28s
    15. Creating, editing, and deleting headers and footers
      4m 41s
  5. 1h 17m
    1. Introducing Excel formulas and functions
      3m 17s
    2. Adding a formula to a cell
      4m 0s
    3. Introducing arithmetic operators
      4m 13s
    4. Using absolute and relative cell references
      6m 29s
    5. Controlling how Excel copies and pastes formulas
      6m 5s
    6. Referring to Excel table data in formulas
      2m 3s
    7. Creating an AutoSum formula
      3m 22s
    8. Summarizing data on the status bar
      2m 22s
    9. Joining text in cells with concatenation
      3m 59s
    10. Summarizing data using an IF function
      6m 21s
    11. Summarizing data using SUMIF and other conditional functions
      5m 41s
    12. Creating formulas to count cells
      2m 37s
    13. Rounding cell values up and down
      4m 55s
    14. Finding data using VLOOKUP and HLOOKUP
      6m 33s
    15. Auditing formulas by identifying precedents and dependents
      3m 25s
    16. Managing Excel formula error indicators
      4m 42s
    17. Managing scenarios
      4m 59s
    18. Performing Goal Seek analysis
      2m 31s
  6. 45m 48s
    1. Applying fonts, background colors, and borders
      6m 7s
    2. Applying number and date formats to cells
      7m 1s
    3. Managing text alignment
      3m 56s
    4. Copying cell formats
      4m 2s
    5. Managing cell styles
      3m 16s
    6. Managing Office themes
      3m 31s
    7. Creating rule-based conditional formats
      3m 54s
    8. Defining Top 10 conditional formats
      4m 19s
    9. Defining data bar, color scale, and icon set conditional formats
      6m 6s
    10. Editing, ordering, and deleting conditional formats
      3m 36s
  7. 36m 55s
    1. Creating bar and column charts
      5m 26s
    2. Creating pie charts
      2m 32s
    3. Creating line charts
      4m 34s
    4. Creating XY (scatter) charts
      1m 49s
    5. Creating stock charts
      4m 11s
    6. Changing chart types and layouts
      2m 22s
    7. Changing the appearance of a chart
      4m 25s
    8. Managing chart axes and numbering
      2m 51s
    9. Adding trendlines to charts
      4m 14s
    10. Creating sparkline charts
      4m 31s
  8. 18m 39s
    1. Importing data from comma separated value (CSV) or text files
      4m 20s
    2. Connecting to an external data source
      2m 22s
    3. Using hyperlinks
      6m 1s
    4. Including an Excel workbook in another Office document
      3m 5s
    5. Linking to an Excel chart from another Office program
      2m 51s
  9. 26m 21s
    1. Creating and formatting shapes
      3m 10s
    2. Adding and adjusting images
      5m 38s
    3. Cropping, compressing, and removing image backgrounds
      4m 46s
    4. Creating SmartArt graphics
      5m 7s
    5. Creating WordArt
      2m 34s
    6. Aligning and layering objects
      5m 6s
  10. 29m 51s
    1. Introducing PivotTable reports
      3m 47s
    2. Creating a PivotTable report
      4m 37s
    3. Pivoting a PivotTable report
      3m 18s
    4. Managing subtotals and grand totals
      3m 23s
    5. Summarizing more than one data field
      1m 34s
    6. Changing the data field summary operation
      2m 40s
    7. Changing the data field number format
      2m 27s
    8. Filtering a PivotTable report
      2m 46s
    9. Applying a PivotTable style
      2m 20s
    10. Creating and editing styles
      2m 59s
  11. 26m 47s
    1. Checking spelling
      3m 32s
    2. Setting AutoCorrect and automatic Replace options
      3m 59s
    3. Managing workbook comments
      3m 40s
    4. Tracking and reviewing changes
      5m 12s
    5. Printing a worksheet or workbook
      3m 44s
    6. Setting and removing print areas
      2m 31s
    7. Exporting to other formats
      1m 33s
    8. Protecting a workbook
      2m 36s
  12. 23m 52s
    1. Running an existing macro
      4m 56s
    2. Recording a macro
      3m 56s
    3. Recording a macro using relative references
      6m 15s
    4. Renaming, viewing, and deleting macros
      2m 58s
    5. Adding comments to a macro
      2m 43s
    6. Turning off screen updating in a macro
      3m 4s
  13. 1m 1s
    1. Additional resources
      1m 1s

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