Recording and Running Macros with Shortcuts0%

Assigning Macros to Buttons and Clickable Shapes

Recording and Running Macros with Shortcuts

Beginner12 min read•Updated: Jul 11, 2026

Recording and Running Macros with Shortcuts

The Macro Recorder acts as a software camera that records your mouse clicks and keystrokes in Excel and translates them into clean Visual Basic (VBA) code. It is the fastest way to automate repetitive formatting routines without writing code by hand.

1. Absolute vs. Relative Reference Recording

Before pressing Record, you must decide how Excel will treat cell addresses:

Visual Architecture Blueprint

+-----------------------------------+-----------------------------------+
| Absolute Recording (Default)      | Relative Reference Recording      |
+-----------------------------------+-----------------------------------+
| Macro always operates on the exact| Macro operates on cells relative  |
| coordinates recorded (e.g., A1:D1)| to wherever the active cursor is  |
| regardless of where cursor is.    | positioned when executed!         |
+-----------------------------------+-----------------------------------+

To toggle Relative Reference mode: Click Developer > Use Relative References (the button highlights gray when active).

2. Step-by-Step: Recording Your First Formatting Macro

Let’s record a macro that formats an unstyled data table with a bold navy header, centered text, auto-fitted columns, and accounting borders:

1
Position your cursor in cell A1 of your raw data table.
2
Click Developer > Record Macro (or click the small recording icon in the bottom-left Status Bar).
3
In the Record Macro dialog:

Macro name: FormatExecutiveTable (Names cannot contain spaces or special characters!)
Shortcut key: Press Shift + T (Setting shortcut to Ctrl + Shift + T; avoid overwriting standard shortcuts like Ctrl + C or Ctrl + V).
Store macro in:
This Workbook: Macro only works inside this specific file.
Personal Macro Workbook (PERSONAL.XLSB): Macro becomes globally available across every workbook you ever open on this computer!
Description: "Formats raw data into an executive table layout."

1
Click OK. The recording begins!
2
Perform your actions deliberately:

Select header row > Apply Navy Fill and White Bold text.
Highlight table > Apply thin borders.
Select columns > Double-click column boundary to AutoFit Selection.

1
Click Developer > Stop Recording (or click the blue square in the Status Bar).

3. Running and Testing the Macro

Via Shortcut: Open a new sheet with messy unformatted data, click cell A1, and press Ctrl + Shift + T. Excel formats the entire table in under a quarter of a second!
Via Macro Dialog: Press Alt + F8, select FormatExecutiveTable from the list, and click Run.

Important Warning

The "Undo" Warning in Macros: Running a macro completely clears Excel’s Undo history! You cannot press Ctrl + Z to undo a macro’s actions. Always test macros on backup copies of important workbooks!

Interactive Quiz• Knowledge Check

Multiple Choice Questions

Question 1

What happens to Excel's Undo history (Ctrl + Z) when you run a macro?

Question 2

Which setting should you activate if you want a recorded macro to apply formatting to the currently active cell rather than fixed coordinates?

Question 3

Where can you store a recorded macro so it is permanently available across every Excel workbook opened on your computer?

Question 4

What is the keyboard shortcut to open the 'Macro' dialog box listing all available macros?

Question 5

Which of the following is a valid name for an Excel macro?

Next Lesson

Assigning Macros to Buttons and Clickable Shapes

Continue learning with hands-on practice, examples, and exercises in the upcoming topic.

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Developer Tab & Macro Security Settings	Assigning Macros to Buttons and Clickable Shapes

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Assigning Macros to Buttons and Clickable Shapes

Recording and Running Macros with Shortcuts

Beginner12 min read•Updated: Jul 11, 2026

Study Materials Cheatsheet

Recording and Running Macros with Shortcuts

1. Absolute vs. Relative Reference Recording

Before pressing Record, you must decide how Excel will treat cell addresses:

Visual Architecture Blueprint

+-----------------------------------+-----------------------------------+
| Absolute Recording (Default)      | Relative Reference Recording      |
+-----------------------------------+-----------------------------------+
| Macro always operates on the exact| Macro operates on cells relative  |
| coordinates recorded (e.g., A1:D1)| to wherever the active cursor is  |
| regardless of where cursor is.    | positioned when executed!         |
+-----------------------------------+-----------------------------------+

To toggle Relative Reference mode: Click Developer > Use Relative References (the button highlights gray when active).

2. Step-by-Step: Recording Your First Formatting Macro

Let’s record a macro that formats an unstyled data table with a bold navy header, centered text, auto-fitted columns, and accounting borders:

1
Position your cursor in cell A1 of your raw data table.
2
Click Developer > Record Macro (or click the small recording icon in the bottom-left Status Bar).
3
In the Record Macro dialog:

Macro name: FormatExecutiveTable (Names cannot contain spaces or special characters!)
Shortcut key: Press Shift + T (Setting shortcut to Ctrl + Shift + T; avoid overwriting standard shortcuts like Ctrl + C or Ctrl + V).
Store macro in:
This Workbook: Macro only works inside this specific file.
Personal Macro Workbook (PERSONAL.XLSB): Macro becomes globally available across every workbook you ever open on this computer!
Description: "Formats raw data into an executive table layout."

1
Click OK. The recording begins!
2
Perform your actions deliberately:

Select header row > Apply Navy Fill and White Bold text.
Highlight table > Apply thin borders.
Select columns > Double-click column boundary to AutoFit Selection.

1
Click Developer > Stop Recording (or click the blue square in the Status Bar).

3. Running and Testing the Macro

Via Shortcut: Open a new sheet with messy unformatted data, click cell A1, and press Ctrl + Shift + T. Excel formats the entire table in under a quarter of a second!
Via Macro Dialog: Press Alt + F8, select FormatExecutiveTable from the list, and click Run.

Important Warning

Interactive Quiz• Knowledge Check

Multiple Choice Questions

Question 1

What happens to Excel's Undo history (Ctrl + Z) when you run a macro?

Question 2

Which setting should you activate if you want a recorded macro to apply formatting to the currently active cell rather than fixed coordinates?

Question 3

Where can you store a recorded macro so it is permanently available across every Excel workbook opened on your computer?

Question 4

What is the keyboard shortcut to open the 'Macro' dialog box listing all available macros?

Question 5

Which of the following is a valid name for an Excel macro?

Next Lesson

Assigning Macros to Buttons and Clickable Shapes

Continue learning with hands-on practice, examples, and exercises in the upcoming topic.

Related Lessons

Previous Lesson	Next Lesson
Developer Tab & Macro Security Settings	Assigning Macros to Buttons and Clickable Shapes

Practice Quiz

Test your understanding of this lesson with 5 questions. Each question has one correct answer.

Previous Next