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Step 1 - How can I run a Macro ?

You can run macros that are either in the current workbook or in any other open workbook.

Running a macro is very easy and there are several ways you can do this.

1) Using the Macro dialog box.

2) Using a Shortcut Key with a combination of holding down Ctrl.

3) Using a graphic or AutoShape.

4) Using a Button assigned to an existing toolbar or drop-down menu.

Step 2 - Using the Macro dialog box

You could run your macro from the Macro dialog box. Select (Tools > Macro > Macros).

Select the name of your macro from the list and press the "Run" button.

Alternatively you can use the shortcut key (Alt + F8) to display the Macro dialog box.

 (Tools > Macro > Macros) dialog box

The default is to display all the macros that are currently available from "All Open Workbooks".

It is possible to change the "Macros in" drop-down box to only display macros from a specific workbook.

The macros that appear in this dialog box will be any that have been recorded as well as any that have been written.

Any macros that have the same name as those in the active workbook are prefixed by the name of the workbook.

 (Tools > Macro > Macros) dialog box

You can prevent a macro from appearing in this list by declaring it as "Private" as opposed to Public. Public is the default for all recorded macros.

Step 3 - Assigning to a Shortcut key

You could run your macro by using a shortcut key. Shortcut keys are case sensitive.

Select (Tools > Macro > Macros) to display the Macro dialog box.

Select the macro that you want to assign a shortcut key to and press the "Options" button.

 (Tools > Macro > Macros) Options dialog box

The shortcut key must be a letter. You can either use just the Ctrl key or a combination of both the Ctrl key and the Shift key.

(e.g. Ctrl + " r " or Ctrl + Shift + " R ").

To create a shortcut key that includes the Shift key just press the Shift key while you press the letter.

Any shortcut key that you assign to a macro will take precedence over the built-in shortcut keys, so be careful.

It is possible to assign the same shortcut key to more than one macro in the same workbook using the (Tools > Macro > Macros) dialog box.

You cannot assign the same shortcut key though from the Record Macro dialog box.

If there are any macros that have the same shortcut key assigned, the macro that appears first alphabetically will be run.

If you forget to assign a shortcut key you can always do it at a later date by using the Options button on the (Tools > Macro > Macros) dialog box.

Step 4 - Assigning to a Graphic or AutoShape

You could run your macro by using a graphic or AutoShape.

When the AutoShape is clicked (with the left mouse button) the corresponding macro will run.

Add the shape or AutoShape you would like to use to the worksheet.

To insert an AutoShape you have to display the Drawing toolbar. This can be done by selecting (View > Toolbars > Drawing).

Select the graphic or AutoShape with the Right mouse button and select "Assign Macro".

 Shortcut menu when you right mouse click on a graphic or AutoShape

This will display the Assign Macro dialog box which looks identical to the Macro dialog box.

Select the macro you want to assign and press OK.

Step 5 - Assigning to an existing toolbar or drop-down menu

You could run your macro by using an additional button on either a toolbar or a drop-down menu.

This is slightly more complicated and there are specific pages giving step by step instructions on how to do this following on from this page.

Any macros that are added to existing toolbars and menus will be accessible from any workbook.

These should be stored in your Personal Macro Workbook and not a specific workbook.

Step 6 - Things to Remember

Any macros that are available from any additional Excel add-ins are not displayed in the (Tools > Macro > Macros) dialog box.

You can interrupt a running macro by pressing the ESC key. This will display a dialog box allowing you to either Continue, End or Debug your macro. You can also use the key combination (Ctrl + Break) to interrupt a macro.

Macros cannot be undone. This is not technically right and is discussed in the advanced sections.

Selecting "All Open Workbooks" in the Macros in drop-down list will display all macros in any open workbooks including those in the Personal Macro Workbook.

The shortcut key and the description can only be displayed from the Options button on the (Tools > Macro > Macros) dialog box and not from within the Visual Basic Editor.

All shortcut keys are case sensitive.

It is possible to also use worksheet controls to run your macros. For more information on running macros using worksheet controls, please see the Worksheet Controls section.