do not break the \u201cUndo\u201d command<\/strong>, so you can press Ctrl + Z (or \u2318 + Z on Mac) repeatedly, and it will work correctly with all macros.<\/p>\nBut in Excel, macros break the Undo and Redo commands unless you build a workaround into your code, which can get very complicated.<\/p>\n
Here\u2019s a summary of VBA in Excel vs. PowerPoint:<\/p>\n
![\"VBA](\"https:\/\/biwsuploads-assest.s3.amazonaws.com\/biws\/wp-content\/uploads\/2023\/02\/19074814\/Macros-in-PowerPoint-Image-01.jpg\" "\\"VBA")
<\/p>\n
Returning to the second question above \u2013 good vs. bad use cases for macros in PowerPoint \u2013 focus on<\/strong> macros that are simple to code and that automate actions you repeat a lot<\/em><\/strong>.<\/p>\nFor example, swapping shapes is quite simple to code (5-10 minutes), and it saves you time because it\u2019s cumbersome to swap shape positions manually. Plus, it\u2019s a common task when editing presentations.<\/p>\n
On the other hand, it\u2019s silly to write a macro that \u201ccenters\u201d a shape vertically and horizontally on a slide because the \u201cAlign Center\u201d and \u201cAlign Middle\u201d commands already do this, and it\u2019s not especially common to center single shapes on a slide in corporate presentations.<\/p>\n
Something like the Table of Contents macro in our full macro package, which is based on the Slide Master and custom layouts, is in the \u201cmaybe\u201d category.<\/p>\n
It saves you time, but it\u2019s also complicated to code and test, and it doesn\u2019t work 100% perfectly in all cases.<\/p>\n
Plus, you might only add the Table of Contents when you\u2019re finished with a presentation, so this macro may be less useful than simpler shape manipulation commands.<\/p>\n
<\/span>Your First PowerPoint Macro: \u201cSwap Shapes\u201d<\/strong><\/span><\/h2>\nTo start writing your first macro, go to the \u201cTrust Center\u201d in PowerPoint (Alt, T, O in the PC version or \u2318 + , on Mac) and make sure the program will let you run macros:<\/p>\n
![\"PowerPoint](\"https:\/\/biwsuploads-assest.s3.amazonaws.com\/biws\/wp-content\/uploads\/2023\/02\/19074814\/Macros-in-PowerPoint-Image-02.jpg\" "\\"PowerPoint")
<\/p>\n
![\"PowerPoint](\"https:\/\/biwsuploads-assest.s3.amazonaws.com\/biws\/wp-content\/uploads\/2023\/02\/19074813\/Macros-in-PowerPoint-Image-03.jpg\" "\\"PowerPoint")
<\/p>\n
Use one of the settings above (the screens will look slightly different on the Mac) and make sure the \u201cDeveloper Toolbar\u201d in the ribbon menu is visible by going to \u201cCustomize Ribbon\u201d within the Options menu:<\/p>\n
![\"PowerPoint](\"https:\/\/biwsuploads-assest.s3.amazonaws.com\/biws\/wp-content\/uploads\/2023\/02\/19074813\/Macros-in-PowerPoint-Image-04.jpg\" "\\"PowerPoint")
<\/p>\n
Once you\u2019ve done this, open the VBA Editor with Alt, L, V on the PC (there is no Mac shortcut, so navigate there manually) and insert a \u201cmodule\u201d and a \u201csubroutine\u201d to write a new macro:<\/p>\n
![\"Macros](\"https:\/\/biwsuploads-assest.s3.amazonaws.com\/biws\/wp-content\/uploads\/2023\/02\/19074812\/Macros-in-PowerPoint-Image-05.jpg\" "\\"Macros")
<\/p>\n
You can call the new module \u201cSwapShapes\u201d and add a new subroutine with the same name on the right side of the screen:<\/p>\n
![\"Macros](\"https:\/\/biwsuploads-assest.s3.amazonaws.com\/biws\/wp-content\/uploads\/2023\/02\/19074812\/Macros-in-PowerPoint-Image-06.jpg\" "\\"Macros")
<\/p>\n
After you type \u201cSub SwapShapes()\u201d VBA will automatically insert the \u201cEnd Sub\u201d at the end to indicate that your macro ends there.<\/p>\n
With simple macros, you usually want to work with the shapes, slides, or text the user has selected<\/strong>.<\/p>\nThat\u2019s how this \u201cSwap Shapes\u201d macro will work: it will assume<\/em> that the user has selected the shapes they want to swap, and then it will change their positions.<\/p>\nFirst, you need to make sure the user has selected shapes<\/em>, and if so, that they\u2019ve selected 2 shapes<\/em> rather than 1, 10, or 50 shapes:<\/p>\n![\"PowerPoint](\"https:\/\/biwsuploads-assest.s3.amazonaws.com\/biws\/wp-content\/uploads\/2023\/02\/19074811\/Macros-in-PowerPoint-Image-07.jpg\" "\\"PowerPoint")
<\/p>\n
\u201cIF\u201d statements are the building blocks of all programming languages, including VBA.<\/p>\n
They let you check conditions, such as the selection consisting of 2 shapes, and they take actions based on whether these conditions are true or false.<\/p>\n
The ActiveWindow.Selection object in VBA contains whatever the user has selected (shapes, slides, text, or nothing at all), and it has \u201cproperties\u201d for things like the selection type<\/em> and the number of objects selected<\/em>.<\/p>\nYou can use the \u201cIF\u201d statements with ActiveWindow.Selection to check for these conditions.<\/p>\n
If you\u2019re unsure of an object\u2019s properties, you can start typing its name followed by a \u201c.\u201d so that VBA displays a list of options.<\/p>\n
The \u201c=\u201d operator is used for both assignments<\/strong> and equality checks<\/strong> in VBA, which is a bit confusing. But if it\u2019s part of an \u201cIF\u201d statement, as it is here, it\u2019s an equality check.<\/p>\nThe MsgBox command is useful for testing the code as you move along<\/strong> and ensuring the \u201cIF\u201d statements work.<\/p>\nNext, you need to save the first shape\u2019s Top and Left positions<\/strong> and put them in \u201cvariables\u201d that you can refer to later.<\/p>\nHere\u2019s the code:<\/p>\n
![\"PowerPoint](\"https:\/\/biwsuploads-assest.s3.amazonaws.com\/biws\/wp-content\/uploads\/2023\/02\/19074811\/Macros-in-PowerPoint-Image-08.jpg\" "\\"PowerPoint")
<\/p>\n
The \u201c=\u201d signs in the main part of the code are assignment operators<\/strong> because they\u2019re not<\/em> within \u201cIF\u201d statements.<\/p>\nSo, they SET one shape\u2019s Left and Top coordinates to the other shape\u2019s Left and Top coordinates.<\/p>\n
Again, it is confusing how \u201c=\u201d can check for equality in VBA and<\/em> set the value of a variable; there is no easy answer other than \u201ccontinued practice and exposure.\u201d<\/p>\nThe ActiveWindow.ShapeRange(1) part means: \u201cTake the first<\/em> shape the user has selected on the current slide.\u201d<\/p>\nYou can use ActiveWindow.ShapeRange(2) to refer to the second shape, which takes us into the next part: setting the first shape\u2019s Top and Left positions to those of the second shape.<\/p>\n
![\"PowerPoint](\"https:\/\/biwsuploads-assest.s3.amazonaws.com\/biws\/wp-content\/uploads\/2023\/02\/19074811\/Macros-in-PowerPoint-Image-09.jpg\" "\\"PowerPoint")
<\/p>\n
If you stopped here, you\u2019d have a problem because you\u2019ve now lost<\/strong> the first shape’s original Top and Left positions.<\/p>\nThis is why you saved them in the tempLeft and tempTop variables: by saving these original positions in variables, you can now use them to change the second shape\u2019s position.<\/p>\n
![\"Macros](\"https:\/\/biwsuploads-assest.s3.amazonaws.com\/biws\/wp-content\/uploads\/2023\/02\/19074810\/Macros-in-PowerPoint-Image-10.jpg\" "\\"Macros")
<\/p>\n
This code properly swaps the positions of two shapes.<\/p>\n
However, you can make it more efficient by using a \u201cWith\u201d statement, which also exists in Excel VBA, to remove the need to type ActiveWindow.Selection:<\/p>\n
![\"PowerPoint](\"https:\/\/biwsuploads-assest.s3.amazonaws.com\/biws\/wp-content\/uploads\/2023\/02\/19074810\/Macros-in-PowerPoint-Image-11.jpg\" "\\"PowerPoint")
<\/p>\n
When you type the \u201cWith ActiveWindow.Selection\u201d line, anything that starts with a \u201c.\u201d between that and the \u201cEnd With\u201d is assumed to be part of ActiveWindow.Selection.<\/p>\n
So, VBA \u201ctranslates\u201d a line like this:<\/p>\n
tempLeft = .ShapeRange(1).Left<\/p>\n
Into:<\/p>\n
tempLeft = ActiveWindow.Selection.ShapeRange(1).Left<\/p>\n
You can now go into PowerPoint and test this macro with different shapes on the reference slides.<\/p>\n
To do this, use the Alt, L, PM shortcut in the PC version (no Mac equivalent, so navigate to Developer in the ribbon menu and click on Macros), select \u201cSwapShapes\u201d and click \u201cRun\u201d:<\/p>\n
![\""Shape](\"https:\/\/biwsuploads-assest.s3.amazonaws.com\/biws\/wp-content\/uploads\/2023\/02\/19074809\/Macros-in-PowerPoint-Image-12.jpg\" "\\"\"Shape")
<\/p>\n
As a final step, you can save this file as a macro-enabled presentation<\/strong> in the .pptm format:<\/p>\n![\"Saving](\"https:\/\/biwsuploads-assest.s3.amazonaws.com\/biws\/wp-content\/uploads\/2023\/02\/19074808\/Macros-in-PowerPoint-Image-13.jpg\" "\\"Saving")
<\/p>\n
By doing this, you\u2019ll ensure that whoever opens the file next can still use this macro.<\/p>\n
<\/span>The Limitations of Macros in PowerPoint<\/strong><\/span><\/h2>\nThis simple exercise, while useful, also reveals a few issues with macros in PowerPoint:<\/p>\n
1) Keyboard Shortcuts<\/strong> \u2013 There is no easy way to assign keyboard shortcuts to macros; you must activate them through the \u201cMacros\u201d menu in the Developer Toolbar.<\/p>\n2) Macro-Enabled Files<\/strong> \u2013 While you can<\/em> save macros with the above method, it is not ideal for sharing them or making them usable across different presentations.<\/p>\n3) Code Constraints<\/strong> \u2013 It\u2019s simple to write code that handles only 2 shapes<\/em>, but it\u2019s not immediately obvious how to extend it to manage multiple shapes.<\/p>\nWe could fix these issues now or explore other enhancements, but the first two points above are surprisingly complicated to solve.<\/p>\n
So, we\u2019ll focus on point #3 and extend this macro to make it swap multiple shapes:<\/p>\n