Introduction to macros

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1 L E S S O N 7 Introduction to macros Suggested teaching time minutes Lesson objectives To understand the basics of creating Visual Basic for Applications modules in Excel, you will: a b c Run existing macros by using buttons, shortcut keys, and the Macro dialog box. Record a macro and assign it to a custom toolbar button. Modify VBA code directly and examine the structure of VBA modules. 7-1

2 Excel 2000: Advanced Ashbury Training a Concepts > Running macros A macro is a group of user-created instructions that automates one or more operations. Macros can be used for common tasks, such as formatting or printing, or for repetitive tasks, such as entering a series of labels. Visual Basics for Applications In Excel 2000, you use the computer programming language Visual Basic for Applications to create macros. In this manual, this language will be referred to simply as Visual Basic Applications (VBA). Note: Visual Basic (VB) is a separate product and is not integrated with a specific application, such as Excel. When distributing VB code to users who do not have VB loaded on their machines, the code must be compiled into separate executable files. Code created in VBA can be run as part of the Excel application, without a separate executable file. Running macros from buttons You can run macros in a number of ways. For example, a macro can be assigned to a button on a worksheet. By clicking on the button, you instruct the macro to carry out a certain group of commands. You can also assign a shortcut key to a macro. Interactive macros Interactive macros require user input via a dialog box, and then take that information and use it later in the execution of the macro. Task A-1: Running a macro by using a button or a shortcut key q Objective: To run a macro that inserts blank cells and prompts the user for a name, department number, and total sales figures. What you do Comments/Prompts 1. Open Overview Of Macros Click on Enable Macros A warning dialog box is displayed. This warning indicates that the worksheet contains macros that might contain viruses. 2. Observe the workbook The Sales Figures sheet is selected, which contains data that is updated each month. On the Sales Figures worksheet, there is a macro assigned to a button. 3. Select the range A6:D6 You want to insert data for a new sales representative within this range. 4. Click on the Insert New Sales Rep button on the worksheet 7-2

3 Ashbury Training Lesson 7: Introduction to macros 5. Type Jones Click on OK (Or press Enter.) 6. Type 5 Click on OK The Comm is a custom function. The code for this function is in a macro that is attached to this file. 7. Type 450 Click on OK Observe the worksheet Cell D6 is selected. The macro copied the formula from cell D5. Concepts > Running macros from the Macro dialog box Another way to run macros is to access the Macro dialog box by choosing Tools, Macro, Macros. This dialog box displays the names of all the macros that are stored in open workbooks. From this dialog box, you can also: Step through selected code, running the macro one line at a time. Access and edit the VBA code. Delete the selected macro from the open workbook. Change various options of the selected macro. 7-3

4 Excel 2000: Advanced Ashbury Training Task A-2: Running the Create_Worksheet macro q Objective: To run a macro that inserts a new worksheet, enters data and a userdefined function, and creates a button to which a macro is assigned. What you do 1. Observe the data on the Sales Figures sheet 2. Choose _Tools Macro Macros _ Comments/Prompts This type of worksheet is created often and updated with new data. The Macro dialog box displays all of the macros that exist in the Overview Of Macros workbook. 3. Select Create_Worksheet 4. Click on Run A new sheet (Sheet1) is inserted into the active workbook. Data is entered onto the sheet. A message box is displayed. 5. Click on OK To close the message box. Cell C6 is selected. 6. Enter the following data: Cell C6 400 Cell C7 450 Cell C8 385 Cell C9 500 Cell C Observe Sheet1 The macro Create_Worksheet added this sheet. The current month and year are displayed in cell C3. 8. Save the file as My Overview of Macros 7-4

5 Ashbury Training Lesson 7: Introduction to macros b Concepts > Recording a macro is the easiest way to create VBA code. Recording a macro Any time you find yourself performing repetitive keystrokes or tasks, consider recording your keystrokes as a macro. It is important to practice those keystrokes first before recording the macro. Copying specified contents from cells You may have a number displayed on your worksheet that is a result of a formula that you never need to recalculate. You can copy this cell and paste only its value back in the cell by using the Edit Paste Special command. Task B-1: Using the Edit, Paste Special command s Values option q Objective: To replace cumbersome formulas that you do not want to ever recalculate with their current values. What you do Comments/Prompts You might suggest that students write these values down. 1. Select the Random Integers sheet 2. Select and observe the formula in cell A4 3. Observe the values that appear in cells A4, B4, and C4 This sheet contains three lists of random integers. This formula, which is fairly complicated, results in a random integer between 1 and 10. Because you changed the contents of a cell on the worksheet, the formulas have recalculated, resulting in new values. We want a stable list of random integers, however. To select the range A4:A53, select cell A4, hold the C and S keys down, and press the b key. 4. Select the range A4:A53 You will replace these formulas with values. 5. Choose _Edit Copy_ To copy the selected range. 6. Choose _Edit Paste_Special _ Under Paste, select Values Click on OK 7. Select and observe several cells in column A To replace the formulas with their values. The cells now contain values that will not recalculate. 8. Save the workbook 7-5

6 Excel 2000: Advanced Ashbury Training Using the Macro Recorder Concepts > As you will see, you do not need to know the VBA programming language to use macros in Excel. When you use the Macro Recorder, the code is created for you. The Macro Recorder works like a tape recorder. Whereas a tape recorder records what you say, the Macro Recorder records the actions that you perform when using the keyboard or the mouse. Task B-2: Recording a macro q Objective: To record a macro that will replace the formula in the selected cell or range with its resultant value. What you do Comments/Prompts 1. Select cell B4 When you want a macro to take an action on a selected cell, select the cell before recording the macro. Tip: Point out that macro names cannot include spaces. 2. Choose _Tools Macro Record_New_Macro _ 3. In the Macro Name box, enter CopyPasteValues In the Description box, type Replaces formulae in selected range with values. To display the Record Macro dialog box. 4. Click on OK Observe the Stop Recording toolbar You must give a macro a name. While you do not have to add a description, it is a good practice. To begin recording. M It is important that the students not select cell B4 in this step. If they do, the macro will be recorded to work only on cell B4. As it is, it will work on any selected cell. 5. Copy the selected cell (The entire name of the toolbar is not visible.) You use this toolbar to stop recording when you are finished. 6. Choose _Edit Paste_Special _ To display the Paste Special dialog box. 7. Under Paste, select Values Click on OK To replace the formula with its resultant value. 7-6

7 Ashbury Training Lesson 7: Introduction to macros 8. In the Stop Recording toolbar, click on the Stop Recording button To finish recording the macro. 9. Save the workbook Running macros Concepts > To run a macro, display the Macro dialog box, select the macro you want, and click on Run. You can interrupt a macro while it is running by pressing the Escape key. Task B-3: Running the recorded macro What you do Comments/Prompts 1. Select the range B5:B53 2. Choose _Tools Macro Macros _ To display the Macro dialog box. The new macro name appears here. 3. Select CopyPasteValues Click on Run 4. Select and observe several cells in column B To run the macro. The formulas have been replaced by values. 5. Save the workbook 7-7

8 Excel 2000: Advanced Ashbury Training Concepts > Assigning a macro to a toolbar button Once you have created a macro, you can assign it to a button on a built-in toolbar or a custom toolbar. Task B-4: Assigning a macro to a toolbar button What you do Comments/Prompts 1. From the toolbar shortcut menu, choose _Customize _ To display the Customize dialog box. 2. If necessary, select the Commands tab In the Category list, select Edit In the Commands list, select Paste Values You will need to scroll. 3. Drag the Paste Values button from the Customize dialog box to the Standard toolbar, just to the right of the Format Painter button 4. With the Customize dialog box open, right-click on the new Paste Values button, and choose _Assign_Macro _ 5. Select CopyPasteValues and click on OK 6. Close the Customize dialog box To display the Assign Macro dialog box. To assign the macro you just recorded to the new button. The Paste Values button is now on the Standard toolbar. 7. Select and observe cell C4 This cell still contains a formula. 8. In the Standard toolbar, click on the Paste Values button To run the new macro. 9. Observe cell C4 It now contains a value instead of a formula. 10. Save the workbook 7-8

9 Ashbury Training Lesson 7: Introduction to macros c Concepts > Viewing and editing VBA code Visual Basic Editor After recording a macro by using the Macro Recorder, not only can you run the macro (execute the recorded code), but you can also examine the code itself. The code can be viewed and edited in the Visual Basic Editor. To display the Visual Basic Editor, use any of the following methods: Choose Tools, Macro, Macros. Select a macro from the Macro Name/Reference area. Click on Edit. Choose Tools, Macro, Visual Basic Editor. Press Alt + F11. Modules VBA code is stored in modules. Modules are stored with the workbook, and open when the workbook opens. You can view modules by using the Visual Basic Editor, and selecting the module you would like from the Projects window. Sub procedures A module sheet in an Excel workbook may contain many Sub procedures. A Sub procedure is a named sequence of statements that are executed as a unit. All executable code must be contained in a procedure. Some Sub procedures call (or refer to) only other Sub procedures. Sub procedure names must begin with an alphabetic character, cannot contain embedded periods or spaces, and must be unique. VBA code VBA code consists of statements and comment text. Statements are instructions executed when the macro is run. Comment text, which begins with a single apostrophe, is just that a comment and is not executed. Statements consist of: Keywords: Terms that have special meaning in VBA. By default, keywords appear as blue text. For example, Sub and End Sub are keywords that mark the beginning and the end of a Sub procedure. Operators: Used in much the same way as they are on a worksheet, they can be arithmetic (+,-), concatenation (&), logical (And, Or), or comparison (=,>,<). Variables: A storage location that you designate with a unique name. The variable is usually modified during the execution of the Sub procedure. Procedure calls: You can place the name of a Sub procedure inside other Sub procedures. Some Sub procedures call only other Sub procedures. Editing VBA code Recording a macro is the easiest way to generate error-free VBA code. However, you will probably have to edit the code for the macro to do exactly what you 7-9

10 Excel 2000: Advanced Ashbury Training want. Save your file prior to editing your code, and be sure to use the online Help system for items that are new to you. 7-10

11 Ashbury Training Lesson 7: Introduction to macros Figure 7-1: The Visual Basic Editor. Task C-1: Viewing and editing VBA code q Objective: To run the Title macro, examine the code created when the Title macro was recorded, and then edit that code. Before you begin: My Overview Of Macros workbook is open. What you do Comments/Prompts 1. Select Sheet2 This is a blank workbook sheet. 2. Choose _Tools Macro Macros _ 3. Select Title Click on Run The Title macro adds text to the active sheet and formats that text. 4. Choose _Tools Macro Macros _ 5. Select Title Click on Edit The Visual Basic Editor is launched, with the Main Module window code displayed. 6. If necessary, maximize the Main Module window 7. Observe the code The code consists of a Sub procedure, comment text, and statements. 7-11

12 Excel 2000: Advanced Ashbury Training M Make sure the students leave the quotation marks around the text Circa Company. 8. In the code, select the text ABC You will be changing the macro so that the title created is for the Circa Company, rather than ABC Company. 9. Type Circa 10. Click on the View Microsoft Excel button To return to the Excel workbook. 11. Select Sheet3 (A blank worksheet.) Run the Title macro 12. Observe the text that was entered at the top of Sheet3 The text reflects the change that you made to the Title macro. 7-12

13 Ashbury Training Lesson 7: Introduction to macros Task C-2: Examining module design q Objective: To examine the code that was used when the macros were run earlier in this lesson. What you do 1. From the taskbar, activate the Microsoft Visual Basic window 2. In the Project - VBAProject window in the upper-left corner, in the Modules folder, observe that the Main_Module is selected Comments/Prompts 3. In the Main Module window, scroll to the top of the module This module holds the Sub procedure that was executed when the various macros in this lesson were run. Note that the comment text is displayed in green, the VBA keywords in blue, and the other text in black. The Create_Worksheet Subprocedure calls five other Sub procedures. 4. Press d (Movement techniques are the same as in a worksheet.) The insertion point moves down one screen. 5. Press C + e The insertion point moves to the bottom of the module sheet. 6. Press C + h The insertion point moves to the top of the module sheet. 7-13

14 Excel 2000: Advanced Ashbury Training 7. Scroll to observe the following procedures: Sub DataEntry Sub Begin_MsgBox This Sub procedure enters the names of employees and their department. This Sub procedure inserts blank cells in a selected range, and then creates the interactive dialog boxes that enter a new sales representative s data. Some of this code was recorded, whereas other code was typed in by the programmer. 8. Close the Microsoft Visual Basic window 9. Save and close the file 7-14

15 Ashbury Training Lesson 7: Introduction to macros ( Practice Unit for Lesson 7 In this activity, you will record a macro that performs some data entry. The data to be recorded is shown in Figure 7-2. Figure 7-2: The data that the MyDataEntry macro enters. 1. Open the file Practice - Recording. 2. Select cell B4 and begin recording a macro that will enter the data shown in Figure Name the macro MyDataEntry. Under Description, type Enters Rep names and column labels 4. Enter the data above, and format the range B4:D4 to Italic. 5. Stop recording. 6. Examine the code in the Visual Basic Editor. 7. Return to the Excel workbook, select Sheet2, cell B4, and run the MyDataEntry macro. 8. Save the file as My Practice - Recording and close the file. 7-15

16 Excel 2000: Advanced ) Wrap-up for Lesson 7 What is a benefit of creating a macro? A macro can increase the speed and accuracy of repetitive tasks. a Describe how to run a macro. Choose Tools, Macro, Macros. b Why might you record a macro, instead of creating code that performs the necessary procedures? Answers might include: you do not need to know VBA code to create a macro, and recording a macro is the easiest way to generate error-free VBA code. c What is one way to access the Visual Basic Editor? Choose Tools, Macro, Macros. Select the macro you want to edit, and click on Edit. Or Choose Tools, Macro, Visual Basic Editor. 7-16

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