We’ve all been there. It’s 3 p.m., you’re staring at a spreadsheet, and you know the next hour is dedicated to copying, pasting, and reformatting data, just like you did last week. Repetitive digital tasks are a universal pain, sucking up our time and making it way too easy for small mistakes to happen. For years, the go-to fix has been the macro, a trusty tool for automating these boring jobs.
In this guide, we’ll walk through the basics of how to create a macro using the tools you probably already have. But we won’t stop there. We’ll also look at how modern AI is totally rethinking automation, moving beyond simple clicks to handle entire workflows across all your apps, without you having to write any code.
What is a macro and why create one?
Let's get straight to it. A macro is just a saved set of actions, clicks, keystrokes, commands, that you can replay to get a task done automatically. Think of it as a little bot that watches you do something once, memorizes the steps, and then does it for you perfectly every time you ask.
The benefits are pretty clear. The biggest win is, of course, saving time. A job that takes you 15 minutes by hand can be over in seconds. Plus, a macro does the task the exact same way every single time, which means no more typos or formatting errors. It turns a complicated, multi-step chore into a single click.
You see macros at work all the time, even if you don't realize it. They’re used for things like formatting a monthly sales report in Excel or applying a standard email template in Outlook. You can usually create one by hitting a "record" button and doing the task, or by getting your hands dirty with a bit of code (like VBA) to write the instructions yourself.
Prerequisites: What you'll need before you create a macro
Before you jump in, it’s good to know that the tools you need really depend on what you want to automate. That said, there are a few things everyone should have ready.
First, you need a clear, repetitive task. The best candidate for a macro is something you do over and over with almost no changes. If the steps are different every time, a traditional macro probably isn't the right tool for the job.
You’ll also need an app that actually supports macros. Not all of them do. The most common places you'll find them are in Microsoft Office (like Excel and Word), Google Sheets (which uses something called Apps Script), and big enterprise tools like Salesforce.
Finally, you might need access to developer tools. Most programs hide their macro features so they don't clutter the interface for everyday users. You'll often have to enable a "Developer Tab" or get permission from your IT admin to get started. And if you want to do anything slightly more advanced, like having the macro make a decision, you’ll likely need to be comfortable with a little bit of code.
How to create a macro: A step-by-step guide (the traditional way)
While the exact buttons might look a little different depending on the program, the main idea behind creating a macro, recording, testing, and running, is pretty much the same everywhere. We'll use Microsoft Excel as our example, since it's where a lot of people start their automation journey.
Step 1: Get your workspace ready and enable the developer tab
Okay, first things first. You need to reveal the hidden tools. Apps like Excel tuck macro functions away to keep things simple. To bring them out, you just need to enable the Developer Tab.
It's a one-time setup that takes a second. In most versions of Excel, go to "File > Options > Customize Ribbon". A box will pop up, and on the right, you'll see a list of tabs. Just check the box next to "Developer" and click OK. That's it; it will now appear in your main ribbon.
Step 2: Record your actions
The "Record Macro" feature is your best friend here. It works like a screen recorder, but instead of making a video, it turns your actions into a script that the computer can follow later.
Here’s how you do it:
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Head over to the new Developer tab and click Record Macro.
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A small window will pop up asking for a name. Pick something descriptive that you'll remember, like "FormatMonthlyReport". Just make sure there are no spaces.
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You can also assign a keyboard shortcut (like "Ctrl+Shift+F") to run it even faster later on.
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Click OK. From this point forward, Excel is recording everything you do.
Now, carefully perform the exact steps you want to automate. For instance, you might select a column, make the text bold, change the color, and add a header.
Take your time. Every single click and keystroke is being recorded. Try to avoid any stray movements to keep your macro clean and to the point.
Step 3: Stop recording and test it out
Once you’re done with the task, go back to the Developer tab and click Stop Recording. Your macro is now created and saved.
But hold on, don't use it on anything important just yet. Testing is key. Always open a copy of a file (never test on your original data!) and run the macro. You can do this by going to "Developer > Macros", picking your macro from the list, and hitting "Run," or by using your shortcut key. If it works perfectly, you're all set. If not, you might need to try recording again or take a peek at the code.
Step 4 (Optional): Take a look at the code
If you're feeling a bit adventurous or your macro isn't quite right, you can look under the hood. Clicking on "Developer > Visual Basic" opens up the editor where the script for your macro lives.
You'll see lines of code that represent the actions you just recorded. I know, it can look a little intimidating if you're not a developer. But this is where you can add smarter logic that you can't record, like loops ("do this 10 times") or conditional logic ("if this cell is red, then do that"). This is also the point where simple automation often becomes a coding project.
Limitations of traditional macros
Creating a macro is a great first step into automation, but it doesn't take long to bump into some real limitations, especially for teams that work across a bunch of different apps.
They are rigid and break easily
The thing about traditional macros is that they're fragile. They're recorded based on a specific layout. If a software update moves a button or renames a menu, your macro will break instantly. It doesn't actually understand what you're trying to do; it just knows to click at a specific coordinate on the screen. This means they need constant babysitting to keep working.
They are stuck in one application
This is probably the biggest hurdle for how we work today. An Excel macro is a powerhouse inside Excel, but it's completely useless anywhere else. It can't update a customer ticket in Zendesk, fire off a notification in Slack, or pull data from Salesforce. Our work isn't confined to a single app, so our automation shouldn't be either.
They require coding for anything even slightly complex
The moment your task needs a simple decision, the no-code dream is over. Need to check if a customer is a VIP before sending a reply? Want to loop through a list of orders to find the right one? You’ll have to open up the code editor and start scripting. This puts powerful automation out of reach for the very teams, like customer support, HR, and sales, who could use it most.
The modern alternative: How to create a macro with AI
This is where AI agents enter the picture. You can think of them as the next step in the evolution of macros. Instead of just recording clicks, they are smart automations that understand what you want to do, learn from your existing information, and work smoothly across all your tools.
Step 1: Connect your knowledge instead of recording clicks
The old way was to manually perform a task while a recorder watched over your shoulder. The new way is to connect an AI to your existing company knowledge and let it learn how your team already operates.
With a tool like eesel AI, you can be up and running in minutes. Instead of recording, you just connect it to your sources of truth. It can plug directly into your help desk like Zendesk or Gorgias, your company wiki in Confluence or Google Docs, and even your entire history of past conversations. The AI reads and understands all of it to learn your business context, your brand's voice, and your team's best practices on its own.
