Excel Macros vs. Data App Automations: The Ultimate Showdown!

Spreadsheets have been a go-to tool for businesses for decades, helping teams track, calculate, and organize data. But as workflows grow more complex, the need for automation increases. If you’ve ever found yourself repeating the same steps in Excel: copying data, formatting reports, and performing calculations, you might have considered using macros.

Macros simplify repetitive tasks in Excel, making work faster for analysts, accountants, and operations teams. But what happens when automation needs to extend beyond a single spreadsheet? That’s where data app automation comes in. Instead of working only in Excel, these tools connect multiple platforms, keeping information consistent across different applications.

So, how do you decide which is the better fit for your business? Should you stick with Excel macros, or is it time to explore a broader automation approach? Let’s examine each tool's offerings, differences, and how to choose the right tool for your needs.

What are Excel macros?

Macros are built-in automation tools in Excel that record and replay a sequence of actions. Instead of manually repeating the same steps, like formatting reports or applying formulas, a macro can complete the task with a single click. This can save time and reduce errors, especially for repetitive processes.

At the core of macros is Visual Basic for Applications (VBA), a scripting language that allows users to automate more complex workflows. While Excel provides a macro recorder for simple tasks, more advanced automation often requires VBA knowledge to customize actions, add logic, and interact with different elements in a spreadsheet.

Many businesses use macros for tasks like cleaning up data, generating reports, and applying calculations across multiple sheets. For example, macros can standardize formatting in large datasets, compile monthly reports, or apply formulas across hundreds of rows without manual input. Because they work entirely within Excel, macros are a practical choice for spreadsheet-based automation. They don’t require additional software, and users can set up simple macros without coding experience.

However, macros have limitations. Since they only work within Excel, automating workflows that involve other applications requires complex scripting or external integrations. They also struggle with large datasets, where performance slows significantly. Security can be another concern, as macros from untrusted sources may contain harmful code.

For small-scale automation within Excel, macros can be an efficient solution. But as workflows become more complex, businesses may need automation tools that connect beyond a single spreadsheet. 

What are data app automations, and how do they compare?

Think of Excel macros like a personal assistant that follows instructions to speed up work inside a spreadsheet. But what if workflows involve multiple tools? Data app automations take automation beyond Excel, ensuring information flows across applications without manual effort.

For instance, a logistics team tracking inventory in Excel may also manage orders in an ERP system and financials in a cloud software. Macros can format reports in Excel, but someone still needs to transfer data manually between systems. With data app automation, inventory levels, orders, and payments sync automatically, reducing errors and saving time.

The biggest difference between macros and data app automations isn’t just where they work but how they work. Macros follow a recorded set of actions inside Excel, while data app automations connect systems so they can exchange information dynamically. Some automation tools require coding, but many now offer drag-and-drop builders, making it easier for teams to set up workflows without relying on a developer.

When workflows involve multiple platforms, frequent updates, or team collaboration, macros can cause more inefficiencies than they solve. Automations ensure reports, dashboards, and workflows stay updated without human intervention. 

5 differences between Excel macros and data app automations

Both Excel macros and data app automations improve efficiency, but they serve different needs. The right choice depends on how much control, flexibility, and scale your business needs.

Scope of automation

Macros help automate manual work inside Excel, such as cleaning up data, applying formulas, and consolidating reports.

Data app automations extend beyond Excel, integrating multiple systems to ensure data consistency without requiring manual exports or imports.

Example: A logistics company, for instance, might use automation to pull warehouse inventory data into a live dashboard, giving teams an instant view of stock levels without exporting and importing files.

Ease of use

To record a macro in Excel, you first need access to the Developer tab:

1. Open Excel and go to File > Options > Customize Ribbon
2. Under Main Tabs, check the box for Developer
3. Click OK – the Developer tab will now appear in the ribbon

From there, users can record simple macros with just a few clicks. However, modifying or scaling them often requires VBA, which can be a barrier for those without coding knowledge.

In contrast, data app automations often use visual workflow builders that allow users to create processes without scripting. 

For example, a retail team can automate pricing updates across multiple locations by pulling fresh data from a cloud database, ensuring teams always have the latest information.

Integration capabilities

Excel macros are limited to Microsoft Office applications unless combined with tools like Power Automate, which requires additional setup. While macros can help automate sales forecasting inside Excel, they can’t push updates automatically to other business platforms.

Data app automations bridge that gap. They connect to cloud data warehouses and reporting platforms, making it easier to maintain real-time insights.

Instead of exporting reports manually, a business could set up an automation that syncs live sales data from a database into dashboards, giving leadership an up-to-date view without waiting on a manual refresh.

Scalability and flexibility

Macros are a good fit for self-contained automation but become harder to manage as businesses grow. 

A retail company that started with macro-driven pricing adjustments may find it difficult to scale when expanding to multiple stores or suppliers.

Data app automations scale more easily, supporting cross-team collaboration and enterprise-wide reporting.

For example, a finance team managing compliance for multiple subsidiaries could automate financial reporting across different teams and databases, reducing the time spent on manual consolidation.

Security and access control

Macros pose security risks when sourced externally, leading many organizations to restrict their use.

A user opening an external macro-enabled workbook could unknowingly run harmful scripts that manipulate data or compromise files.

Data app automation platforms provide user permissions and audit logs, ensuring controlled access and compliance.

The best Excel macros use cases

Macros are a practical choice when automation needs stay within a spreadsheet and don’t require external data sources, integrations, or real-time updates. They work well for individual users or small teams that rely heavily on Excel and need to reduce repetitive tasks without introducing new software.

If you’re working with structured data in a single file, macros can help eliminate manual work. For example, a finance analyst preparing monthly revenue reports might use a macro to format currency, apply formulas, and generate summary tables automatically. Since the data comes from the same workbook each time, there’s no need for external connections.

Macros are also useful when manual execution isn’t a problem. If you’re managing an employee schedule in Excel, a macro can quickly highlight conflicts and flag missing entries, but you’ll still need to run the macro whenever updates are made.

When do data app automations make more sense?

Businesses that rely on large datasets and require real-time visibility benefit from having all relevant metrics in one place, eliminating the need to compile and refresh reports manually.

A data app automation for sales teams ensures accurate lead tracking and revenue monitoring by continuously pulling information from cloud databases. Finance teams use automation to aggregate expenses, revenue, and operational costs into live dashboards, making financial reporting faster and more reliable.

When multiple teams work with the same dataset, data app automations keep reports consistent and accessible in a shared workspace. Analysts and decision-makers can explore, filter, and interact with data without relying on static exports or outdated files.

Businesses that need real-time insights, collaborative access, and data consistency across teams benefit from data app automation. It eliminates reporting delays and gives teams the flexibility to analyze information as soon as it becomes available.

When to use macros vs. data apps

The right automation tool depends on how much control and flexibility your workflow requires. If tasks involve simple, repetitive actions within a spreadsheet, macros provide a quick, effective way to save time without introducing new software.

When data needs to be shared across teams, updated in real-time, or analyzed at scale, a data app automation offers a more efficient approach. With centralized access and live reporting, teams can interact with up-to-date data without relying on manual updates or static reports.

Evaluating where bottlenecks and inefficiencies occur can help determine when to shift from macros to data app automations. If manual reporting slows decision-making or maintaining accurate data requires constant intervention, it may be time to adopt a solution that keeps information accessible and reliable at all times.

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