Running macros in Excel - Cheat Sheet & Quick Revision

Recall & Review

beginner

What is a macro in Excel?

A macro is a set of instructions that automates tasks in Excel. It helps you do repetitive work quickly by running the saved steps automatically.

beginner

How do you run a macro using the Developer tab?

Go to the Developer tab, click on 'Macros', select the macro you want, then click 'Run'. This starts the macro and performs the saved actions.

beginner

What keyboard shortcut runs the last macro you recorded?

Press Alt + F8 to open the Macro dialog, then select the macro and click 'Run'. Alternatively, if you assigned a shortcut key when recording, use that key combination.

intermediate

Can you run a macro by clicking a button on the worksheet?

Yes! You can insert a button from the Developer tab and assign a macro to it. Clicking the button runs the macro instantly.

intermediate

What must you do before running macros if your Excel security settings block them?

You need to enable macros by changing the security settings. Go to File > Options > Trust Center > Trust Center Settings > Macro Settings, then choose 'Enable all macros' or 'Disable all macros with notification'.

Which tab in Excel do you use to run a macro?

A View

B Developer

C Insert

D Home

The Developer tab contains the Macros button to run macros.

What happens when you run a macro?

A Excel opens a new worksheet

B Excel saves the workbook

C Excel performs a set of recorded actions automatically

D Excel deletes all data

Running a macro makes Excel do the saved steps automatically.

How can you run a macro without using the Developer tab?

A Assign a shortcut key to the macro

B Use the Home tab

C Right-click the worksheet tab

D Use the Formula bar

You can assign a shortcut key when recording a macro and use it to run the macro quickly.

If macros are disabled, what should you do to run them?

A Enable macros in Trust Center settings

B Restart Excel

C Save the file as PDF

D Close all other workbooks

Macros must be enabled in Excel's security settings to run.

What is one way to run a macro directly from the worksheet?

A Use the Status Bar

B Double-click a cell

C Press Ctrl + C

D Click a button linked to the macro

You can add a button on the worksheet and assign a macro to it for easy running.

Explain how to run a macro using the Developer tab in Excel.

Think about the steps you take to find and start a macro from the ribbon.

Describe what you need to do if Excel blocks macros from running.

Consider Excel's security features that protect you from unsafe macros.

Practice

1. What is the easiest way to run a macro in Excel without writing any code?

easy

A. Press Alt + F8 and select the macro to run

B. Open the Visual Basic Editor and type the macro name

C. Right-click a cell and choose 'Run Macro'

D. Use the formula bar to enter the macro name

Solution

1. Step 1: Understand how to run macros easily

   Excel provides a shortcut Alt + F8 to open the macro list quickly.

2. Step 2: Use Alt + F8 to select and run

   After pressing Alt + F8, you can pick the macro and click Run to execute it.

3. Final Answer:

   Press Alt + F8 and select the macro to run -> Option A

4. Quick Check:

   Alt + F8 runs macros easily [OK]

Hint: Use Alt + F8 to open and run macros fast [OK]

Common Mistakes:

• Trying to run macros from the formula bar
• Thinking right-click menu runs macros
• Confusing Visual Basic Editor with macro running

2. Which of the following is the correct way to assign a macro to a button in Excel?

easy

A. Drag the macro from Visual Basic Editor onto the button

B. Double-click the button and type the macro name

C. Insert a button from Developer tab, then right-click and choose 'Assign Macro'

D. Use the formula =RunMacro() on the button

Solution

1. Step 1: Insert a button from Developer tab

   Excel lets you add buttons via Developer > Insert > Form Controls.

2. Step 2: Assign macro by right-clicking the button

   Right-click the button and select 'Assign Macro' to link your macro.

3. Final Answer:

   Insert a button from Developer tab, then right-click and choose 'Assign Macro' -> Option C

4. Quick Check:

   Assign macro via button right-click [OK]

Hint: Right-click button to assign macro quickly [OK]

Common Mistakes:

• Trying to drag macros onto buttons
• Using formulas to run macros
• Double-clicking button does not assign macro

3. Given this VBA macro code:

Sub ShowMessage()
  MsgBox "Hello, World!"
End Sub

What happens when you run this macro?

medium

A. A message box appears showing 'Hello, World!'

B. The text 'Hello, World!' is entered in the active cell

C. Nothing happens because MsgBox is incorrect

D. Excel crashes due to syntax error

Solution

1. Step 1: Understand the MsgBox function

   MsgBox displays a popup message box with the given text.

2. Step 2: Running ShowMessage macro shows the message

   When run, the macro triggers MsgBox to show 'Hello, World!'.

3. Final Answer:

   A message box appears showing 'Hello, World!' -> Option A

4. Quick Check:

   MsgBox shows popup message [OK]

Hint: MsgBox shows popup messages in macros [OK]

Common Mistakes:

• Thinking MsgBox writes to cells
• Assuming MsgBox is a syntax error
• Expecting no output from macro

4. You wrote this macro:

Sub AddNumbers()
  Range("A1") = Range("A1") + Range("B1")
End Sub

But running it gives an error. What is the likely problem?

medium

A. You must use Cells() instead of Range() to add numbers

B. Range references need to be declared as variables first

C. The macro syntax is invalid because of missing parentheses

D. The macro tries to add text values causing a type mismatch error

Solution

1. Step 1: Check the data types in cells A1 and B1

   If either cell contains text, adding causes a type mismatch error.

2. Step 2: Understand VBA does not auto-convert text to numbers

   VBA needs numeric values to add; text causes error.

3. Final Answer:

   The macro tries to add text values causing a type mismatch error -> Option D

4. Quick Check:

   Adding text causes type mismatch error [OK]

Hint: Ensure cells contain numbers before adding in macros [OK]

Common Mistakes:

• Assuming Range() needs variable declaration
• Thinking syntax error is due to parentheses
• Believing Cells() must replace Range() always

5. You want to create a macro that clears the contents of cells A1 to A5 and then enters the text 'Done' in cell A6. Which VBA code correctly does this?

hard

A. Sub ClearAndDone()
Clear Range("A1:A5")
Range("A6") = "Done"
End Sub

B. Sub ClearAndDone()
Range("A1:A5").ClearContents
Range("A6") = "Done"
End Sub

C. Sub ClearAndDone()
Range("A1:A5").Clear
Range("A6").Value = "Done"
End Sub

D. Sub ClearAndDone()
Range("A1:A5").ClearContents()
Range("A6").Text = "Done"
End Sub

Solution

1. Step 1: Use ClearContents to clear cells A1 to A5

   ClearContents removes only the data, keeping formatting intact.

2. Step 2: Assign text 'Done' to cell A6 correctly

   Using Range("A6") = "Done" sets the cell value properly.

3. Final Answer:

   Sub ClearAndDone() Range("A1:A5").ClearContents Range("A6") = "Done" End Sub -> Option B

4. Quick Check:

   ClearContents + assign text = correct macro [OK]

Hint: Use ClearContents to clear cells, assign text directly [OK]

Common Mistakes:

• Using Clear instead of ClearContents (clears formatting too)
• Wrong syntax like Clear Range(...)
• Using .Text property to assign cell value