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How to Add Macro Buttons to the Excel Ribbon or Quick Access Toolbar

Bottom Line: Learn to add buttons to the Excel ribbon or Quick Access Toolbar that will run macros when you click on them.

Skill Level: Intermediate

Video Tutorial

Macros Are Tools in Your Toolbelt

Macros are simply pieces of code that automate tasks and procedures .  They make things faster and easier and are tools that accomplish specific tasks.  But like any tool, they should be kept near at hand so that they can be used right when you need them.  One way to make your macros more accessible is by storing them in your Personal Macro Workbook and then creating buttons for them, so that they can run with just a simple click.

Creating buttons for macros basically requires you to customize either the Excel Ribbon or the Quick Access Toolbar .  The ribbon is the tabbed menu that is found just above the formula bar.  The Quick Access Toolbar is the line of icons found at the very top of the Excel page.

Excel Diagram Outlining Components..

Again, you will most likely want to store the macros for these buttons in your Personal Macro Workbook because that file opens every time you open Excel. Checkout my post & video on the Personal Macro Workbook if you don't have yours setup yet.

Adding Macro Buttons to the Excel Ribbon

To add a button to the ribbon, start by right-clicking anywhere on the ribbon or ribbon tabs.  Then select Customize the Ribbon .

Customize the Ribbon

This will open the Excel Options page, and Customize Ribbon should already be highlighted on the left-hand side.  In the right-hand side of the Excel Options page, you will see a list of all the tabs that are currently available to you. 

1. Create a New Tab

We will be making a new tab.  To do that, just select the tab that you want your new tab to come after.  Then hit the button that says New Tab .

Customize the Ribbon by creating new tabs and groups

2. Create Groups

Within each tab, you can have subcategories called groups.  You'll be able to place your macro buttons in groups according to their function.  After you've added your new tab and/or group you can change the name of it using the Rename button.

When you choose the Rename option a small window appears allowing you to type in the name of the new tab or group.  In my example, I am naming my new tab “Tool Belt.”

Rename box..

3. Add Macro Buttons

Once you've named both your new tab and the group or groups underneath the new tab, you can start adding buttons that correspond with your existing macros.  To view the macros that are available, select Macros from the drop-down list under Choose commands from .

Select Macros from the dropdown options

Choose the macro that you want to add as a button to your tab.  Then hit Add.  You will see it added to the list on the right.

assign macro to ribbon button excel

4. Customizing the Button

Rename the macro so that the file name is not displayed on the button, but whatever title you choose instead.  You can also further customize the button by choosing from the icon menu.  This menu is presented to you when you click the Rename button.

Unfortunately we are limited to this small set of icons. If you want to use a custom image then you will have to create a ribbon by customizing the Ribbon XML. I cover this technique in detail in my VBA Pro Course, which is now part of our Elevate Excel Training Program .

Add custom icon and display name for macro button

And that's it!  The new button has been added to the Tool Belt tab.  It runs the macro called Add 3 Sheets when pressed.  Here's how it looks on the ribbon:

The new macro button has been added to the new tab

Adding Macro Buttons to the Quick Access Toolbar

The process for adding the macro button to the Quick Access Toolbar is essentially the same. However, instead of choosing Customize the Ribbon after right-clicking on the ribbon, choose Customize the Quick Access Toolbar .  This option is highlighted on the menu below.

Menu to customize the Quick Access Toolbar

If you already have a button for the macro that you want to add to the Quick Access Toolbar , you can right-click directly on it.  Then choose Add to Quick Access Toolbar (the first option in the menu shown above).

Export and Import Your Customizations

If you would like to transfer your customized buttons and tabs to another computer or user, you can do so easily.  In the Excel Options window, there is a button on the bottom that says Import/Export .  If you choose Export all customizations , they will be placed in a UI file.  You will be prompted to save this file to your computer.  If you choose the Import customization file option, a browsing window will appear. This will allow you to indicate which file you want to import.

Import or Export Customizations to the Ribbon or Toolbar

Creating a Safety Check for You Macro Buttons

Now that you've created buttons that run your macros, it's important that you don't accidentally hit one of them and inadvertently mess up your worksheet.  To guard against this we can create a Yes/No pop-up box just to verify your intentions before proceeding. 

I hope this information is helpful in allowing you to customize your ribbon or toolbar.  Please let me know if you have any question in the comments below!

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I have macro sending mail from excel but I don`t know proper code to align outlook message from right. this line gives ‘ Argument not optional’

OutMail. Alignment = Right

please what is the right code

A good explanation. Before upgrading to office2010 I wrote an excel VBA macro that when I ran it on each computer, it’s button (with my custom image) was added to the ribbon automatically, the 1st time one ran it. The macro is still working well on office2010, but it doesn’t adding the button to ribbon. How can it be done on office 2010 (automatically by Excel VBA Macro)?

(Actually, The macro is on a shared disk, and different users use it. The first time I install it on one’s computer, the icon was added to the ribbon, so the users only click the button in order to run the macro).

IT’s very simple and most effective explanation i came across for this topic, you are awesome ^-^

I have created custom macro buttons on the ribbon in the past, but now it’s not working. When I add the macro to the new group in Customize Ribbon Screen, the Rename button doesn’t work. And when I right click the new group, it also doesn’t work. I can’t get the icons either. I have a VB kind on icon for the button on the ribbon, but I wanted to customize that. What am I missing? thanks so much.

It is a bit of luck stumbling upon your blog just when I am looking for a Short Cut out of this Microsoft Bug Field. My mortal personal short-cuts has a tendency to pass away the moment I so desperately need them.

Application.OnKey is also perishable. It may work once when I hit a shortcut but refrain the second time. It also abhors Hebrew characters – would announce an error and escape into my error handler.

Thank you for letting me in into this Ribbon Button world. I hope they are more persistent. By the way, can I, depending on circumstance, gray my newly created buttons out.

There anyway to make the button smaller?

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assign macro to ribbon button excel

Assign a macro to a button

You can use a button (a form control) to run a macro that performs an action when a user clicks it. For example, you might use a button to automate the printing of a worksheet, the filtering of data, or the calculation of numbers.

After you create a macro , you can assign it to a button you click to run the macro . You can assign a macro to a button on the Quick Access Toolbar or to a button in your own personal group on the ribbon.

If you want a macro button to be available in other workbooks, assign it to a macro that was created in a personal workbook .

Add a macro button to the Quick Access Toolbar

Click File > Options > Quick Access Toolbar .

In the Choose commands from list, click Macros .

Commands for Quick Access Toolbar

Select the macro you want to assign a button to.

Click Add to move the macro to the list of buttons on the Quick Access Toolbar.

To replace the default macro icon with a different button for your macro, click Modify .

Under Symbol , select a button icon for your macro.

Modify Button dialog box

To use a friendlier name for the button, in the Display name box, enter the name you want.

You can enter a space in the button name.

Click OK twice.

The new button appears on the Quick Access Toolbar, where you can click it to run the macro.

Tip:  When you save the workbook , buttons you assign to macros in the personal workbook will be available in every workbook you open.

Add a macro button to your own group on the ribbon

Click File > Options > Customize Ribbon .

Under Customize the Ribbon , in the Main Tabs list , check the Developer box if it is not already checked.

Customize Ribbon dialog box

Pick the tab where you want to add your own group.

For example, pick Home , to add your group to the Home tab.

Select New Group .

That adds New Group (Custom) to the tab you picked.

To use a better name for your new group, click Rename , type the name you want in the Display name box, and then click OK .

You can enter a space in the name. For example, type My Macros .

To add a macro to the group, in the Choose commands from list, click Macros .

Select the macro you want to add to your new group, and then click Add . The macro is added to the My Macros group.

To use a friendlier name, click Rename , and then type the name you want in the Display name box.

You can enter a space in the name.

Your new group appears on the tab you picked, where you can click the button to run the macro.

Newer versions

On the Developer tab, in the Controls group, click Button .

If the Developer tab is not available

Go to Excel > Preferences... > Ribbon & Toolbar .

In the Customize the Ribbon section, under Main Tabs , check the Developer check box, and press OK.

Click the worksheet location where you want the upper-left corner of the button to appear.

In the Assign Macro dialog box, click the name of the macro that you want to assign to the button, and then click OK .

To resize the button, drag the sizing handles.

To specify the control properties of the button, Control+Click or right-click the button, and then click Format Control .

Excel 2011 for Mac

On the Developer tab, in the Forms Control group, click Button .

Under Customize , select the Developer check box.

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How to Assign a Macro to a Button in Excel (Easy Guide)

While there are many different ways to run a macro in Excel, none of those methods can be as easy and user-friendly as clicking on a button.

And for that to work, you need to assign a macro to a button first.

In this tutorial, I will show you a couple of ways to insert a button in  Excel and then assign a macro to that button (or shape). Once done, as soon as a user clicks on the button, the macro VBA code would be executed.

For the purpose of this tutorial, I will be using the below VBA macro code (which simply selects cell A1 in the active sheet and enters the text “Good Morning” in it and colors it red).

The above VBA code is placed in a regular module in the VB Editor

Adding VBA Macro to a regular module

Now let’s dive right in and see how you can assign this macro to a button or shape in Excel!

This Tutorial Covers:

Insert a Shape and Assign Macro to that Shape

While there are dedicated buttons that you can insert in the worksheet and then assign the macro to it, I will first cover how to assign a macro to a shape .

I personally love this method and prefer it over the rest two methods covered later. You can easily insert a shape (square or rectangle) and can make it look like a button.

And since it’s a shape, you can easily format it to look perfect with your existing formatting or brand colors.

Below are the steps to insert a shape in Excel:

Click the Insert Tab

After you have done the above steps, you will have a rectangle shape in the worksheet, and now we will assign a macro to this shape.

Now let’s see how to assign a macro to this shape.

Click on Assign Macro

Select the macro from the list

That’s it!

The selected macro has now been assigned to the shape.

Now when you hover the cursor over the shape, it will show the hand icon. which indicates that now this shape has become clickable.

The button becomes clickable

And now if you click on the shape, it will run the assigned macro .

You can type any text within the shape to make it more intuitive (such as ‘Click here to run the macro’). To do this. right-click on the shape and then click on Edit Text. Now you can type within the text box shape.

Edit Text option to add text to the shape

Note that you won’t be able to click and run the macro when the shape has been selected (i.e., you see a border around the shape that appears when you select it), To make it clickable, hit the Escape key or click anywhere in the worksheet.

Also, when you have assigned the macro to the shape already, you will not be able to select it by using the left mouse key (as it has become clickable and left-click would now execute the macro). In that case, select the shape, hold the control key and then press the left key.

Keeping Shape Visible When you Hide/Resize Rows/Columns

In Excel. when you insert a shape, it sits over the cells – like a chart/object.

This also has a drawback that when you resize or hide rows/columns that have the shape over it, the shape also follows suit.

In the below example, the shape gets hidden when I hide the column on which it’s placed.

If you don’t want this to happen, follow the below steps:

Right click and then click on Format Shape

Click on Don't move or size with cells

Now, when you resize rows/columns or hide these, the shape would stay in its place.

Assign a Macro to Form Control Button

If you’re not too concerned with the formatting of the button and are ok with regular gray buttons, you can quickly insert it from form control (or ActiveX control as shown next) and then assign a macro to it.

For this to work, you will need to have the Developer tab in your ribbon. If you don’t have it, here is a detailed step-by-step tutorial on getting the developer tab in the Excel ribbon .

Once you have the developer tab visible, you can use the below steps to quickly insert a button and assign a macro to it:

Click the Developer tab

The above steps would insert a button that has the specified macro assigned to it.

By default, it would be a small button with text such as ‘Button’ written on it. You can change the text to whatever you want and can also change the shape of the button (by dragging the edges).

Since this is an object that is placed over the worksheet (just like shapes/charts), you can drag and place it anywhere in the worksheet.

One drawback of using the Form Control button is that you don’t have much control over the formatting. For example, you can not change the color from gray to something else.

Although there is a little bit of formatting that you can do with a Form control button, it’s nowhere close to what you can do with shapes.

You get these button formatting options when you right-click on the button and then click on Format Control.

Right click on the button and then click on format control

This will open the Format Control dialog box where you can change the font type/color, size, alignment, etc.

Formatting options for a form control button

One good thing about this button is that it doesn’t hide or resize when you hide the rows/columns or resize them. It would, however, move in case you change the height or width or the row/column over which the button is placed.

In case you don’t want the button to stay in its place, you can change the setting by following the below steps:

Select do not move or size with cells options for the form control button

Assign a Macro to an ActiveX Control Button

Apart from the Form Control button, there is also an ActiveX control button to which you can assign a macro.

In most cases, you won’t need to use the ActiveX control button, and I recommend you use it only when you completely understand what it is and you know what you’re doing.

This also, sometimes, make ActiveX a bit glitchy and unpredictable. So, while I cover it in this tutorial, I don’t recommend using ActiveX button and assign a macro to it.

To insert an ActiveX button and then assign a macro to it, follow the below steps:

Click on ActiveX Control Command Button option in the developer tab

With ActiveX control, you get a lot more flexibility with a single button. For example, you can specify one macro to be run when you simply click on the button once and another macro when you double-click or even another one when you use the up/down arrow key.

Again, not something you need to be using in your regular work.

Hope you found this tutorial useful. If you’re interested in learning VBA, you can check out more in-depth Excel VBA tutorials here .

You may also like the following Excel tutorials:

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1 thought on “how to assign a macro to a button in excel (easy guide)”.

Following the procedure here, I cannot assign a Macros from an *.xlam workbook (addin). Is there a way to do this? thx

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Add a Button and Assign a Macro in Excel

Excel buttons.

In Excel, Buttons are used to call Macros. This tutorial will cover how to create Excel buttons, assign Macros to them, adjust their properties, and more.

By default, Excel macros are accessible in a list via the “Macros” button on the View ribbon.

assign macro to ribbon button excel

Often though, you’ll want to provide easy access to a particular macro directly on your worksheet.  This can be achieved using a Button control.

A Button control looks like a Microsoft Windows button, and runs a macro when clicked.  It’s a much handier way to access your most commonly used macros, and is an easy way to expose custom functionality to other users of your workbook.

Run a Macro From a Button

To run a Macro from a button in Excel, simply click the button:

The Excel Developer Tab

Buttons are accessible via the Developer Tab.

assign macro to ribbon button excel

Unfortunately, Excel hides the Developer tab by default.  If you don’t see the Developer Ribbon, follow these steps:

Excel File Button

excel enable developer ribbon

Add a Macro Button

In Excel, select the Developer tab, then click on the “ Insert ” dropdown in the Controls section.  There are several types of controls divided into two sections, “Form Controls” and “ActiveX Controls”.

excel insert button

For now, just click on the Button control under “ Form Controls ”.  Next, move the mouse anywhere over the worksheet surface, then hold left-click and drag the mouse to draw the outline of a rectangle.  When you release left-click, a new dialog will appear titled “ Assign Macro ”.

Assigning a Macro to a Button

assign macro to ribbon button excel

Here you can assign an existing Macro to the button, record a new macro, create a new macro from scratch using VBA, or click “Cancel” and return to your button later.

Assign Existing Macro to a Button

To assign an existing Macro, you simply select the macro’s name in the list, then click OK.

Edit an Existing Macro Before Assigning to a Button

To edit a macro before assigning it to the button, select the macro’s name in the list and click the “Edit” button (the “New” button text changes to “Edit”).

assign macro to ribbon button excel

Record a Macro and Assign to Button

assign macro to ribbon button excel

Write VBA Procedure and Assign to Button

To write a new macro for the button, type a new name for your macro in the textbox at the top of the dialog, then click “New”.  Excel will bring up the VB Editor, in which you’ll see a new empty macro procedure with the name you entered.  This procedure will be stored in a new module, visible in the Project window.

assign macro to ribbon button excel

Change Macro Assigned to Button

To change the Macro that’s assigned to a button, simply right-click the button and select Assign Macro :

assign macro to ribbon button excel

Here you can see the assigned Macro and make any desired changes.

assign macro to ribbon button excel

How to Adjust Button Properties in Excel

Move or resize excel button.

After you’ve placed a button, you can easily move or resize it.  To perform any of these actions, right-click on the button. Then you can left-click and drag the button to your desired location or resize it.

excel move and resize buttons

Rename Button

With the button selected, left-click on the button text to edit.

To add multiple lines, simple press the ENTER key.

macro new text

Format Button

To format other button properties, Right-Click > Format Control

assign macro to ribbon button excel

Here you can adjust font sizes, and many other button properties:

excel button properties font

Of particular note is the “Properties” tab, which changes how the button behaves as surrounding rows and columns are inserted, deleted, resized, or hidden/unhidden.

excel format button properties

Assign a Macro to a Shape

Besides buttons, macros can assigned to other objects like Pictures, Textboxes, and Shapes.  With a Picture or Shape, you can make a button that looks any way you like.  Excel includes a wide variety of customizable Shapes including polygons, arrows, banners, and more that may be better suited to your worksheet than a regular button control.

Shapes are accessed from the Insert tab:

excel insert shape

Select the shape you want from the Shape dropdown, draw it onto your worksheet as you would a button control, then right-click it and select “Assign Macro…” from the pop-up dialog.  The options are the same as assigning a macro to a button.

assign macro to a shape

Assign a Macro to a Hyperlink

Macros can also be assigned to hyperlinks by using VBA Events . Events are procedures that are triggered when certain actions are performed:

Events require knowledge of VBA.  To learn more about events, visit our VBA Tutorial .

assign macro to ribbon button excel

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Customizing a ribbon with VBA in Excel

I've already learned that creating a custom tab is in Excel not possible in this ! post (unlike i.e. MSProject)

Specifically, can I change the paths of the macros to the current location ?

Edit It seems that this page may lead to the answer, but I still don't know how, though

Some more in-detail description of the situation:

The user will download a file, which contains a list of materials, equipment, labor. Each column contains information about quantities, pricing etc When the user click on this button I want to create (I have created manually), a macro called 'Main' in another workbook launches and copies the whole sheet (the contents) to itself and performs some things that procedures do, on it.

So the problem I'm facing, is twhen I'm sending a new version to the client, he has to put it in the exact location or it won't work. Since there's a mix of Mac and Windows computers involved, I'd rather see a situation where the button is assigned to the procedure when the user opens WorkBook B (the one that contains the code).

This way, a new version has to be openened only once, and then for continuous use, the user can just open the downloaded file, click the appropriate button and WorkBook B will open itself and execute.

Maybe there's other ways to go about this. I haven't checked if it's not easier to assign a button to the quick access toolbar...

Community's user avatar

This is some code I use to add a custom toolbar:

The 'OnAction' controls the macro that runs... If you wanted to expand that to run a macro on a specific workbook, use "whatever.xls!MacroName"

Simon's user avatar

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How to Assign Macros to the Ribbon and the Quick Access Toolbar in Excel 2013

Excel 2013 for dummies.

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You can assign a macro to a custom tab on the Ribbon or a custom button on the Quick Access toolbar in Excel 2013 and then run it by clicking that custom button.

To assign a macro to a custom group on a custom Ribbon tab, you follow these steps:

Choose File→Options and then click the Customize Ribbon tab in the Excel Options dialog box (or press Alt+FTC).

Excel displays the Customize Ribbon pane in the Excel Options dialog box.

Click Macros in the Choose Commands From drop-down list box on the left.

Excel lists the names of all the macros created in the current workbook in the Choose Commands From list box.

Click the name of the custom group on the custom tab to which you want to add the macro in the Main Tabs list box on the right.

If you haven’t already created a custom tab and group for the macro or need to create a new one, follow these steps:

Click the New Tab button at the bottom of the Main Tabs list.

Excel adds both a New Tab (Custom) and New Group (Custom) item to the Main Tabs list while at the same time selecting the New Group (Custom) item.

Click the New Tab (Custom) item you just added to the Main Tabs.

Click the Rename button at the bottom of the Main Tabs list box and then type a display name for the new custom tab before you click OK.

Click the New Group (Custom) item right below the custom tab you just renamed.

Click the Rename button and then type a display name for the new custom group before you click OK.

In the Choose Commands From list box on the left, click the name of the macro you want to add to the custom group now selected in the Main Tabs list box on the right.

Click the Add button to add the selected macro to the selected custom group on your custom tab and then click the OK button to close the Excel Options dialog box.

After you add a macro to the custom group of a custom tab, the name of the macro appears on a button sporting a generic icon (a programming diagram chart) on the custom tab of the Ribbon. Then, all you have to do to run the macro is click this command button.

To assign a macro to a custom button on the Quick Access toolbar, follow these steps:

Click the Customize Quick Access Toolbar button at the end of the Quick Access toolbar and then click More Commands on its drop-down menu.

Excel opens the Excel Options dialog box with the Quick Access Toolbar tab selected.

Click Macros in the Choose Commands From drop-down list box.

Click the name of the macro to add to a custom button on the Quick Access toolbar in the Choose Commands From list box and then click the Add button.

Click OK to close the Excel Options dialog box.

After you close the Excel Options dialog box, a custom button sporting a generic macro icon appears on the Quick Access toolbar. You can choose a different icon by clicking the Rename button below the Customize the Ribbon box. To see the name of the macro assigned to this custom macro button as a ScreenTip, position the mouse pointer over the button. To run the macro, click the button.

About This Article

This article is from the book:.

About the book author:

Greg Harvey, PhD, is President of Mind Over Media, an online media company. He has written all editions of Excel For Dummies, Excel All-in-One For Dummies, and Excel Workbook For Dummies. Greg is an experienced educator with a wide variety of interests.

This article can be found in the category:

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COMMENTS

  1. How to Add Macro Buttons to the Excel Ribbon or Quick Access ...

    Adding Macro Buttons to the Excel Ribbon To add a button to the ribbon, start by right-clicking anywhere on the ribbon or ribbon tabs. Then select Customize the Ribbon. This will open the Excel Options page, and Customize Ribbon should already be highlighted on the left-hand side.

  2. Assign a macro to a button - Microsoft Support

    Add a macro button to the Quick Access Toolbar Click File > Options > Quick Access Toolbar. In the Choose commands from list, click Macros. Select the macro you want to assign a button to. Click Add to move the macro to the list of buttons on the Quick Access Toolbar.

  3. Assign a macro to a button - Microsoft Support

    Add a macro button to the Quick Access Toolbar Click File > Options > Quick Access Toolbar. In the Choose commands from list, click Macros. Select the macro you want to assign a button to. Click Add to move the macro to the list of buttons on the Quick Access Toolbar.

  4. How to Assign a Macro to a Button in Excel (Easy Guide)

    To insert an ActiveX button and then assign a macro to it, follow the below steps: Click on the Developer tab In the Control group, click on Insert. In the options that appear, in the ActiveX Controls options, click on the Command Button option. Click anywhere on the worksheet. This will insert the button wherever you click.

  5. Add a Button and Assign a Macro in Excel - Home - Automate Excel

    In the Options dialog select Customize Ribbon > Customize the Ribbon > Main Tabs and add a check-mark in the box for “Developer”, and click OK. Add a Macro Button In Excel, select the Developer tab, then click on the “ Insert ” dropdown in the Controls section.

  6. Customizing a ribbon with VBA in Excel - Stack Overflow

    The icons/buttons in the Ribbon point to the macro in the excel-file at the location/path when I've assigned them, but when the user opens the same file from another directory (i.e. Downloads) and tries to run the macros with the button, it is still pointing to that previous file, hence the path of the macros.

  7. How to Assign Macros to the Ribbon and the Quick Access ...

    To assign a macro to a custom group on a custom Ribbon tab, you follow these steps: Choose File→Options and then click the Customize Ribbon tab in the Excel Options dialog box (or press Alt+FTC). Excel displays the Customize Ribbon pane in the Excel Options dialog box. Click Macros in the Choose Commands From drop-down list box on the left.

  8. Custom Macro Ribbon Menu Buttons - Excel Quickie 40 - YouTube

    Make a custom macro button on the Ribbon Menu in Excel.Excel Quickie 39: https://www.youtube.com/watch?v=KpqKmH3a-osHow to Make a Personal Macro Workbook: ht...