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Uploaded by

hijabfaisal217
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Working with Macros

Purpose: Macros in Excel automate repetitive tasks by recording a


sequence of actions that you can play back as needed.

Creating a Macro:

Go to the View tab or Developer tab.

Select Record Macro. Name the macro and assign a shortcut key if
desired.

Perform the actions you want to automate. Excel will record each step.

When finished, go to the Developer tab and click Stop Recording.

Running a Macro:

Go to Developer > Macros, select the macro, and click Run.

Editing a Macro:

Macros are written in VBA (Visual Basic for Applications). You can edit
them by going to Developer > Visual Basic.

Use Cases: Automating data entry, formatting, generating reports, and


repetitive calculations.

2. Data Validation and Drop-Down Lists

Purpose: Data validation controls the type of data or values users can
enter in a cell, while drop-down lists provide a predefined set of options.

Setting Data Validation Rules:

Select the cells where you want to apply validation.

Go to the Data tab, select Data Validation.

Choose the criteria under Allow (e.g., Whole Number, List, Date).

Creating Drop-Down Lists:


In Data Validation, select List under Allow.

Enter the items for the drop-down separated by commas, or select a cell
range with the options.

Click OK to apply.

Examples:

Limit entries to dates within a certain range.

Create a drop-down list for product categories or departments.

3. Protecting and Securing Workbooks

Purpose: Protecting workbooks helps prevent unauthorized changes to


data, formulas, and structure.

Protecting a Sheet:

Go to the Review tab, select Protect Sheet.

Set a password (optional) and select actions you want to allow (e.g.,
allowing users to select cells, insert rows).

Click OK.

Protecting a Workbook:

In the Review tab, click Protect Workbook.

Choose to protect the structure (e.g., prevent adding, deleting, or moving


sheets).

Encrypting a Workbook:

Go to File > Info > Protect Workbook > Encrypt with Password.

Set a password to require user authentication before opening the file.

Use Cases: Protecting sensitive financial data, restricting access to


confidential worksheets, securing shared workbooks.
4. Linking and Embedding Data

Purpose: Linking and embedding allow you to connect data between Excel
and other applications, such as Word or PowerPoint.

Linking Data:

Copy data in Excel, then go to the destination file (e.g., Word).

Choose Paste Special > Paste Link.

Linked data updates in the destination file if changed in Excel.

Embedding Data:

Embedding inserts a static version of the data.

In the destination application, go to Insert > Object > Create from File.

Select your Excel file and insert it. This data won’t update automatically
with changes in the source file.

Use Cases: Using Excel data in Word reports, linking to charts in


presentations, embedding snapshots of data for reference.

5. Excel Templates and Custom Templates

Purpose: Templates save time by providing a preformatted workbook


structure for specific tasks.

Using Built-In Templates:

Go to File > New.

Search or browse for templates (e.g., budgets, invoices, calendars) and


select one to open.

Creating a Custom Template:

Set up your workbook with the formatting, formulas, and data layout you
need.
Go to File > Save As.

Select Excel Template (*.xltx) from the file type dropdown.

Save it in the Custom Office Templates folder for easy access.

Use Cases: Budget tracking, expense reporting, project timelines, invoice


generation.

These notes provide a comprehensive overview of each feature, including


how to apply them and their practical uses in Excel. Let me know if you’d
like more details on any section!

You said:

How to work with macros

ChatGPT said:

ChatGPT

Working with macros in Excel allows you to automate repetitive tasks by


recording actions that you can replay with a click. Here’s a guide on
creating, running, and managing macros.

1. Setting Up Excel to Use Macros

To work with macros, make sure the Developer tab is enabled:

Go to File > Options.

Select Customize Ribbon.

Check the Developer option under Main Tabs, then click OK.

The Developer tab will now be visible on the Excel ribbon.


2. Recording a Macro

Recording a macro lets you capture steps you perform so Excel can repeat
them.

Go to the Developer tab and select Record Macro.

Name the macro something descriptive (e.g., FormatSalesReport).

(Optional) Assign a Shortcut Key (e.g., Ctrl + Shift + F).

Choose where to store the macro:

This Workbook: The macro is only available in the current workbook.

Personal Macro Workbook: The macro will be available in all workbooks on


your computer.

Click OK to start recording.

Perform the actions you want to automate (e.g., formatting cells, entering
formulas, or creating charts).

When finished, go back to Developer > Stop Recording.

3. Running a Macro

Once recorded, you can run a macro to repeat your actions:

Go to Developer > Macros.

Select the macro you want to run (e.g., FormatSalesReport).

Click Run.

Shortcut: If you assigned a shortcut key, simply press it to run the macro.

4. Editing a Macro

Macros are written in Visual Basic for Applications (VBA), which you can
edit to refine or modify the actions.

Go to Developer > Visual Basic to open the VBA editor.

In the Project Explorer on the left, find your workbook and double-click
Modules > Module1 (or whichever module contains your macro).

Edit the VBA code directly to change or add actions.


Example: If your macro entered a static value, you could replace it with a
dynamic formula by editing the VBA code.

5. Saving a Workbook with Macros

When saving a workbook with macros, use the Excel Macro-Enabled


Workbook format:

Go to File > Save As.

Choose Excel Macro-Enabled Workbook (*.xlsm) from the file type


dropdown.

Save your workbook.

6. Assigning Macros to Buttons (Optional)

For easier access, you can assign a macro to a button in the workbook:

Go to the Developer tab, click Insert, and select a Button from the Form
Controls.

Click and drag to draw the button on the worksheet.

When prompted, select the macro you want to assign to the button and
click OK.

Rename the button (e.g., “Run Report”) for clarity.

7. Deleting a Macro

If you no longer need a macro, you can delete it:

Go to Developer > Macros.

Select the macro you want to delete.

Click Delete.

Example Use Cases for Macros

Formatting Reports: Automate repetitive formatting actions like bolding


headers, applying color schemes, and adjusting column widths.

Data Cleanup: Remove blank rows, format dates, or apply conditional


formatting to large datasets.
Inserting Formulas: Automatically enter complex formulas or create
summary tables.

Generating Charts: Create standard charts based on data structure with a


single click.

Macros can greatly improve productivity for repetitive tasks, allowing you
to accomplish them in seconds. Let me know if you need further examples
or assistance with specific macro tasks!

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