VBA vs Modern Alternatives: Strengths and Weaknesses

Dec 14, 2024

3 min read

Excel has long been a cornerstone of data analysis and automation, and VBA (Visual Basic for Applications) has played a central role in enabling advanced customisations. But with modern tools like Power Query, Power Automate, and built-in Excel functions, you might wonder: Should I still use VBA, or is there a better option for my task?

In this blog post, we’ll explore the strengths and weaknesses of VBA and compare it to modern alternatives, so you can make informed decisions for your next project.

What Is VBA?

VBA (Visual Basic for Applications) is a programming language embedded in Excel (and other Microsoft Office applications) that allows users to automate tasks, build custom functions, and create user interfaces. With VBA, you can:

Write macros to automate repetitive tasks.
Create user-defined functions (UDFs).
Design forms for input or data management.
Interact with other applications like Word, Access, or Outlook.

While VBA has been a powerhouse for decades, it’s worth considering its pros and cons before deciding whether it’s the best tool for your needs.

Strengths of VBA

Full Control Over Excel:

VBA offers unparalleled control over Excel’s features and functionality. You can manipulate sheets, workbooks, charts, and more with precision.
Custom Solutions:

You can create tailored solutions, such as custom formulas, interactive dashboards, and advanced data manipulation scripts.
Cross-Application Automation:

VBA allows seamless integration and automation across Microsoft Office apps (e.g., pulling data from Access into Excel or sending emails via Outlook).
Offline Functionality:

Unlike cloud-based tools, VBA runs entirely offline, making it ideal for secure environments without internet access.
Legacy Support:

Many businesses still rely on legacy systems and VBA-based workflows. If you’re working with older systems, VBA remains essential.

Weaknesses of VBA

Steep Learning Curve:

Writing VBA code requires programming knowledge. Non-technical users may find it difficult to learn and implement.
Performance Limitations:

For large datasets or complex calculations, VBA can be slower compared to modern tools like Power Query or Power BI.
Limited Scalability:

VBA is designed for individual workbooks and users. It’s not ideal for multi-user environments or collaborative workflows.
Dependency on Macros:

Macros can be disabled by default for security reasons, requiring extra steps to enable them.
Platform Constraints:

VBA is not supported on Excel for Mac (in some versions), Excel Online, or mobile versions of Excel.

Modern Alternatives to VBA

Alternative	Description	Strengths	Weaknesses
Power Query	A tool for data cleaning and transformation within Excel.	Easy to use with a visual interface (minimal coding required). Efficient for importing, cleaning, and transforming large datasets. Changes are saved as reusable queries.	Limited to data preparation and analysis tasks. Cannot automate Excel operations like formatting or creating charts.
Power Automate	A cloud-based automation tool that connects various apps and services.	Automates workflows across multiple applications. Runs in the cloud and doesn’t depend on Excel being open. Great for repetitive tasks like file movement or email automation.	Requires internet access. Best suited for straightforward, predefined workflows.
Office Scripts	A JavaScript-based automation tool available in Excel Online.	Modern and scalable. Compatible across platforms, including Excel Online. Faster execution compared to VBA.	Limited offline functionality. Lacks the full range of VBA’s capabilities.
Built-In Excel Functions	Advanced Excel functions like XLOOKUP, FILTER, or LET.	No coding required. Solves many common problems that previously required VBA.	Limited to the confines of formulas. Cannot handle tasks like custom user interfaces or cross-application automation.

When to Use VBA

Best Scenarios for VBA:

Custom and Complex Tasks:

Building unique dashboards, forms, or advanced calculations that Excel functions and tools cannot handle.
Cross-Application Automation:

Automating workflows involving multiple Microsoft Office apps (e.g., generating reports in Excel and emailing them via Outlook).
Offline Automation:

Tasks that must run without an internet connection.
Legacy Workflows:

Maintaining or updating existing VBA-based solutions.

When to Use Alternatives

Choose Power Query if:

You need to clean, transform, or import data efficiently.
You want a no-code or low-code solution.

Choose Power Automate if:

You need to automate workflows across multiple apps and services.
Your tasks involve cloud-based data or processes (e.g., saving email attachments to SharePoint).

Choose Office Scripts if:

You work primarily in Excel Online or need cross-platform compatibility.
You’re comfortable with JavaScript and want a modern alternative to VBA.

Choose Built-In Excel Functions if:

You’re solving straightforward problems like lookups, filtering, or data validation.

VBA remains a powerful tool for Excel users, especially for offline, custom, and legacy workflows. However, modern alternatives like Power Query, Power Automate, and Office Scripts provide more accessible and scalable solutions for specific tasks.

The right tool depends on your specific needs, skill level, and the environment you’re working in. By understanding VBA’s strengths and weaknesses—and knowing when to use alternatives—you can maximise your productivity in Excel.