How to Use a Macro to Save an Excel Spreadsheet

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Creating and using a macro to save an Excel sheet is a great way to use a simple task to teach yourself how to create a macro. An Excel macro is a recorded series of steps that can be triggered by a keyboard shortcut or toolbar icon. Before you can use a macro to save an Excel spreadsheet, you must create a macro to perform this function. Creating a macro is an advanced Excel action available on the Developer tab.

  • Open Microsoft Excel. If the Developer tab is visible at the right end of the top menu, click the "Developer" tab, and skip the next step. If the "Developer" tab is not visible, go to Step 2.

  • Click the "Microsoft" icon and click the "Excel options" button in the lower-right corner of the sub-menu to open the "Excel Options" dialog box. Click "Popular" in the left menu and place a check in the check box next to "Show Developer tab in the Ribbon" in the "Top options for working with Excel" section of the "Popular" page in the "Excel Options" dialog box. Click the "OK" button to close the dialog box and apply the change. Click the "Developer" tab.

  • Click the "Record Macro" icon in the "Code" section of the "Developer" tab to open the "Record Macro" dialog box.

  • Type a name for your macro in the "Macro name" text box in the "Record Macro" dialog box. Assign a letter to be used with the "Ctrl" key as a keyboard shortcut for your macro. Select "This Workbook" from the pull-down list in the "Store macro in" section and enter a description for the macro in the "Description" field. Click the "OK" button to close the "Record Macro" dialog box and begin to record the action the macro will perform.

  • Click the "Save" icon in the "Quick Access" toolbar located on the left side of the title bar to save the document. This action will open the "Save As" dialog box. Enter a file name in the "File name" text box, Click the "Save as type" pull-down arrow and select "Excel Macro-Enabled Workbook (*xlsm)" and click the "Save" button.

  • Click the "Stop Recording" icon in the "Code" section of the "Developer" tab.

  • Hold down the "Ctrl" key and select the letter you chose in the "Record Macro" dialog box to use the saved macro.

Tips & Warnings

  • Perform this action to change the letter associated with your macro or to remind yourself of which letter you chose: Click the "Macros" icon in the "Code" section of the "Developer tab to open the "Macro" dialog box. Select your macro from the list and click the "Options" button to open the "Macro Options" dialog box. Click "OK" when you are done to return to the "Macro" dialog box. "Click "Run" to run the macro and close the "Macro" dialog box or "Cancel" to close the dialog box.
  • Hold down the "Ctrl" key and press the "S" key to save a document.
  • Use the "Save" icon in the Quick Access menu of the title bar to save a document.
  • Click the "Microsoft" icon in the upper right corner and select "Save" or "Save As" to save a document.
  • Choose carefully. Do not use letters that are used for other shortcuts because if you do, your macro will override the standard shortcut for the key combination. For example, if you use "n," you would no longer be able to use "Ctrl+n" to open a new document.

References

  • Photo Credit Jupiterimages/Photos.com/Getty Images
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