Making the case
With Power BI, Python and AI tools everywhere, why would anyone learn VBA in 2026? Here's the honest answer.
The case for VBA
Most automation tools require new software, subscriptions, IT approval or months of learning. VBA requires none of those things.
VBA is built into every copy of Microsoft Office. If you already use Excel, Access or Outlook, you already have everything you need. No subscriptions, no licences, no additional software.
Most small businesses run on Excel spreadsheets and Access databases. VBA automates those exact files — you don't need to export data to another platform or learn a new interface.
A simple VBA macro can be written, tested and saving you time within a single afternoon. Other tools require weeks of setup, data modelling and training before delivering any value.
Power BI and Power Automate require Microsoft 365 accounts and paid licences to unlock their full potential. VBA runs entirely within your existing Office installation — nothing extra to sign up for or pay for.
Modern AI tools like ChatGPT and Claude can write VBA code for you. Describe what you want in plain English and get working code in seconds — then learn from it at your own pace.
Start with a simple macro that formats a report. Graduate to full custom applications with forms, databases and automated emails. VBA grows with you as your skills develop.
Honest comparison
Every tool has its place. Here's where each one actually fits — no spin.
| Consideration | VBA | Power BI | Power Automate | Python |
|---|---|---|---|---|
| Cost | Free — included in Office | Free tier limited; Pro $14/user/month | Free tier limited; $15/user/month | Free but needs setup |
| Setup time | Minutes | Hours to days | Hours | Days to weeks |
| Learning curve | Gentle — especially with AI help | Moderate | Moderate | Steep |
| Works with Excel | Native — deepest integration | Yes | Yes | Yes, with libraries |
| Works with Access | Native — full control | Limited | Basic | Possible but complex |
| Works with Outlook | Native — full automation | No | Yes | Possible but complex |
| Needs internet | No — runs fully offline | Desktop works offline; sharing & collaboration requires Microsoft 365 cloud | Yes — cloud-based only | No |
| Additional accounts or subscriptions | None — works with your existing Office licence | Requires Microsoft 365 account for sharing; Pro licence for full features | Requires Microsoft 365 Business account | None required |
| Best for | Automating existing Office workflows | Interactive visual dashboards | Cross-platform cloud workflows | Complex data science & analysis |
The verdict
VBA isn't always the answer — but for most small business owners working in Office every day, it's the best starting point by a long way.
If you work in Excel or Access daily and want to automate repetitive tasks without spending money or learning a new platform — VBA is your answer. Start here, build confidence, and add other tools later if you need them.
Once your data is clean and consistent — which VBA can help you achieve — Power BI is excellent for building visual dashboards to share with managers or clients. The two tools complement each other well.
If you find yourself hitting VBA's limits — processing very large datasets, connecting to APIs or doing statistical analysis — Python is the natural next step. But don't start there. It's a much steeper climb for a beginner.
A fair question
It's a legitimate concern — and one worth addressing honestly.
You may have heard that macros can be used to spread malware. That's true — but the risk applies specifically to macros downloaded from unknown sources on the internet, not to macros you write yourself. Understanding the difference is important.
Macro-based attacks typically arrive via email attachments — a Word or Excel file from an unknown sender that asks you to "Enable Content." Microsoft has significantly tightened this in recent versions: macros from the internet are now blocked by default and must be explicitly unblocked by the user.
Macros you write yourself and save in your own files carry none of that risk — you know exactly what the code does because you wrote it. VBA you create locally stays local. It doesn't phone home, doesn't replicate itself and doesn't interact with files you haven't explicitly told it to touch.
For your own files, you can set a Trusted Location in Office settings — any file stored in that folder will run macros automatically without prompts. This is the recommended approach for your own work files, keeping security prompts out of your way while leaving the default protection intact for everything else.
For a more formal setup — or if you share your macro-enabled files with others — you can digitally sign your VBA code with a certificate. This tells Office "this code came from a trusted author" and allows it to run without prompts even outside your Trusted Location. Our guides cover this step-by-step.
Download the free VBA Starter Pack and run your first macro today.
Get the free guide