Gordon Tonkin Instruction Set

ENGL 202C

How to record a macro in Microsoft Excel

Introduction

Most people are familiar with the basic functionality of Microsoft Excel, but the
macro function is a very useful tool that it not utilized very often. If there is a task
that needs to be repeatedly performed, a macro can be used to complete the
tasks faster and easier. It effectively automates whatever task, so you only have
to perform it once and then it is automatically done again after recording the
macro. Everything from formulas to formatting of text can be automated using
the macro function.

There are two ways of creating a macro. The first involves writing code to create
the macro, but that will not be addressed in this instruction set. The other way is
to record actions done in Excel and then use the macro to do them again at a later
time. This way is very easy and involves writing no code.

The steps to complete recording a macro are as follows:

1. Open up an excel file that you will be creating the macro in

2. Click on the developer tab
3. Click on record macro
4. Complete the tasks you wish to record
5. Click stop recording
6. Use the macro

Depending on what task is being recorded it should only take a few minutes to
create the macro, and all that is needed is a computer that has Microsoft Excel
installed on it. These instructions are based on Microsoft Excel 2007.

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Step-by-step Instructions

1. Run Excel and open the file you will be creating the macro in.
2. Click on the developer tab.
Note: if the developer tab is not visible follow the directions in the next section

Figure 1: figure for instruction 2#2

How to make the developer tab visible (if already visible skip)
i. Click on the Microsoft emblem in the top left corner of Excel.
ii. Navigate to the bottom of the box that opens and click on Excel Options.

Figure 2: figure for instruction ii

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At the top of the dialog box that opens there will be a box to click to show the
developer tab near the top of the screen.

Figure 3: figure for instruction iii

iv. Press OK and now the developer tab will be visible.

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Gordon Tonkin Instruction Set
ENGL 202C

Step-by-step instructions (continued)

3. Click on record macro

4. Type in a name for the macro and if desired, create a shortcut.

Figure 4: figure for instructions 3, 4, & 5

For these instructions a simple macro will be created that averages the numbers
in a column.

5. Click OK

The macro is now recording.

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ENGL 202C

6. Complete the task that you want to record.

For example, the following screenshot shows the average of 14 numbers being
calculated and recorded.

Figure 5: figure for instruction 6

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Gordon Tonkin Instruction Set
ENGL 202C

How to average numbers in a column

i. Click in cell A15
ii. Click on the formulas tab (as shown in figure 5)
iii. Click on the arrow below AutoSum to bring up the menu
iv. Click on average
The cell will now look like this:

Figure 6: computing averages

v. Hit the ENTER button and the cell will now have the average computed in it

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Gordon Tonkin Instruction Set
ENGL 202C

Step-by-step instructions (continued)

7. Click stop recording when the tasks being recorded are completed.

Figure 7: figure for instruction 7

The macro is now created and ready to be used.

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ENGL 202C

How to run your macro

8. To run your macro go to sheet two on the excel spreadsheet.

Figure 8: figure for instruction 8

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9. Click the developer tab

10. make sure the correct cell is highlighted

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10. Click on Macros

Figure 9: figure for instructions 9, 10

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11. Select your macro and press run

Figure 10: figure for instruction 11

Congratulations you now know how to create and run a macro!

Keep in mind that this was a simple example of how a macro can be utilized to
make your life easier when using Excel. This function can be used to create
complex macros that can do many things.

For example, if you get a raw set of data that is in the same format over and over
again you can either go through each sheet in the Excel file and do many
calculations and formatting, or you could record a macro while doing calculations
and formatting the first time, and then simply use the macro for the rest of your
work, saving time and effort.

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