James likes to learn about technology and share what he learns through his articles.
You may find yourself in a situation where you just want to clear all of your data in an Excel worksheet. There may be times where you want to delete certain cells. Either way, this tutorial will give you a good understanding of how you can clear data within a worksheet by utilizing a macro button. Here we clear all cells except the first row where the button will appear. You will need to have the developer tab activated if you would like to follow along with an Excel workbook. If you don’t have the developer tab, find out how to add it here.
Inserting the Button
Click on the developer tab and click on the insert button. A drop down will appear with several options. The option that we are interested in is in the top left-hand corner in the form control section. Click on this selection to insert a button. These three steps are illustrated in the screen shot below.
Steps to Inserting a Button
Now hold down on the left mouse button and drag a rectangle into row 1. After the button outline is drawn an Assign Macro Window appears.
Drawing a Button and Starting a Recording
Starting a Macro Recording
After the Record Macro window appears, give the macro a name and click the OK button. Another window will appear will you will have a chance to rename the macro, assign a short cut, leave notes about the macro and record. Here you can click on the record button to start recording your tasks. You know when the macro is recording indicated by the square stop button in the bottom left-hand corner of the screen. If this stop button is clicked the macro will stop recording.
Select the Area to B Cleared
In this example I will clear the entire workbook except for row 1. To complete this task, row 2 can be selected and all rows below row 2 can be selected by pressing Ctrl + Shift + Down arrow.
Selecting All Rows
Delete the Area
Next, select the home tab and find the edit group. Click on the clear button to clear the entire selected area.
Stop the Macro Recording
You want to make sure the cursor is at the top of the screen when the macro ends so press Ctrl + home if you are stuck at the bottom of the worksheet. Also, click in a cell to deselect the selected rows. Click on the stop button in the bottom left-hand corner of the screen to stop the recording. This button is to the right of the word “ready” in that corner of the screen.
Now that the recording has finished, the button should finally appear. When this button is clicked it will clear any text or formatting below the first row. Keep in mind that this is just one example and you can assign a button to delete only one cell or dozen cells. In any case, it’s only going to make sense to create a button to delete cells that normally need to be cleared.
Format the Macro Button
To format the button right click on the button and click on Format Control.
Selecting Format Control
A window will appear giving you several formatting options. The tab options are defined in the table below for reference. Make any necessary changes to your button.
Button Formatting Options
Saving as a Macro-Enabled Workbook
To allow macro buttons to work the workbook that they are inserted in must be saved as a Macro-Enabled workbook. This is under the .XLSM file extension. If the workbook is saved as a regular Excel workbook the macro will not function at all. To save, click on the file tab and select save as. After selecting the location to save your file make sure you save the file as a Macro-Enabled workbook from the drop down menu.
For additional help on this topic please see the video below for step by step instructions.
Creating a Macro Button to Clear a Whole Worksheet
This article is accurate and true to the best of the author’s knowledge. Content is for informational or entertainment purposes only and does not substitute for personal counsel or professional advice in business, financial, legal, or technical matters.
© 2019 James Smith