Macros: Powerful, Useful, and Sometimes Risky

What’s going on

If you’ve ever received an email with an Excel or Word file that did not open, or got a notice saying it was blocked because of macros, this is why.

Macros are automated instructions inside files. They can save time, reduce manual work, and power useful processes.

But they can also be used to run harmful code without you realizing it. That’s why KAUST blocks macro-enabled files in email by default.

What this means for you

• You can still use macros in your daily work
• You may not receive macro-enabled files through email
• If a file is blocked, it does not automatically mean it is unsafe
• It means the file needs to be handled more carefully

What is a macro, in simple terms?

A macro is a way to automate repetitive work inside a file.

Think of it like:

• A shortcut that runs multiple steps at once
• A recorded action that repeats the same process
• A small program embedded in a document

Common file types include:

• Excel: .xlsm
• Word: .docm
• PowerPoint: .pptm

Why macros are useful

Macros are widely used across business, research, and administration.

Common use cases include:

• Automating reports in Excel
• Cleaning and formatting large datasets
• Generating recurring documents
• Running calculations or workflows with one click

For example, instead of spending 20 minutes formatting a report every week, a macro can do it in seconds.

Why macros are blocked in email

This is the part that usually causes confusion.

Macros can:

• Run code automatically when a file is opened
• Download or execute malicious content
• Spread without obvious signs to the person opening the file

Email is one of the most common ways attackers deliver these files.

So the rule is simple: macros are allowed, but macro-enabled files coming through email are treated as high risk. This is a protective measure, not a restriction on your work.

Legitimate ways to use macros at KAUST

You can safely use macros when they come from trusted and controlled sources.

Recommended approaches:

• Create your own macro-enabled files
• Use files shared through Microsoft Teams
• Use files stored in SharePoint
• Work with files provided by trusted colleagues or departments

This keeps everything traceable, controlled, and secure.

What to do if a macro file is blocked

Avoid trying to work around the block or asking for the file to be resent through email.

A quick rule of thumb

Before opening a macro-enabled file, ask yourself:

• Was I expecting this file?
• Do I trust the sender?
• Does the file make sense in context?

If any answer is no, pause and double-check.

Important to know

• IT does not remove these protections
• This is part of how KAUST protects data and systems
• Safe alternatives are always available for sharing files

Learn more about using macros

Access to LinkedIn Learning is available to everyone at KAUST by the KAUST HR Department. If you need help accessing LinkedIn Learning, please contact the HR HelpDesk.

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