Streamlining Your Work with Macros. Workshop Manual

Transcription

1 Microsoft Excel Advanced Workshop Streamlining Your Work with Macros Workshop Manual Presented by David Newbold, Jennifer Tran and Katie Spencer 06/23/11 1

2 Excel 401 Macro Exercise Workbook Class Files > IC Exercises > Excel 401 Advanced > Excel 401 Exercises 2

3 Contents Introduc on to Excel Macros... 4 The Developer Tab... 6 Crea ng VBA Sub Procedure Macros by Recording... 8 Steps for Assigning/Edi ng Your Macro Shortcut Key... 9 Examining and Tes ng Your Macro Absolute vs Rela ve Recording Assigning a Macro to a Bu on Saving Workbooks that Contain Macros Storing Macros in Your Personal Macro Workbook Dele ng Macros Recording Macro Exercises Reading Your VBA Code Understanding VBA Code through Prac ce Debugging Your VBA Code Crea ng and Reading Comments in VBA Code Prac cing with VBA VBA Func on Procedures

4 Introduc on to Excel Macros Visual Basic for Applica ons (VBA) Macro Defini on: A macro is a sequence of instruc ons that automates some aspect of Excel so that you can work more efficiently and with fewer errors. The example at the right inserts and formats today s date. Program Language: In Microso Office, macros are composed using a programming tool called Visual Basic for Applica ons, or VBA for short. There are Two Types of Macros: VBA Sub Procedures A Sub procedure is a group of VBA statements that performs an ac on with Excel. It is a series of commands that either the user or another macro can execute. VBA Func on Procedures A VBA Func on procedure is a group of VBA statements that performs a calcula on and returns a single value. Can be executed by another VBA procedure or used in worksheet formulas Func on procedures can only be created manually 4

5 Why Use Macros? They automate repetitive tasks, thus saving time and improving efficiency. Make difficult tasks easier Provide a means of extending the usefulness of applications Can assist people in completing forms Some Applications for Macros Insert boiler plate text Automate a procedure you perform frequently Create custom commands Create a simplified front end for users who do not know much about Excel Expand formulas and worksheet functions 5

6 The Developer Tab Because Office 2010 does not display the Developer tab by default, you must enable it using the following procedure: To enable the Developer tab On the File tab, choose Options to open the Excel Options dialog box. Click Customize Ribbon on the left side of the dialog box. Under Choose commands from on the left side of the dialog box, select Popular Commands. Under Customize the ribbon on the right side of the dialog box, select Main tabs, and then select the Developer check box. Click OK. 6

7 Developer Tab Func ons Visual Basic: Opens the Visual Basic Editor Macros: Opens macro dialogue box containing list of macros Record Macro: Ini ates the macro recording process Use Rela ve References: Causes macros being recorded to func on in either absolute or rela ve mode Macro Security: Ac vates Trust Center in which various levels of security can be selected Add Ins: Adds a range of tools and func ons COM Add Ins: Allows for interac on with other applica ons Insert: Inserts bu ons, lists, boxes, labels, etc, for crea ng forms and Ac ve X controls Design Mode: Used for designing forms and media Proper es: Lists of pre set proper es for use in VBA code View Code: Displays code in VBA Editor Run Dialog: Not per nent to this class Document Panel: Stores informa on about the ac ve document 7

8 Crea ng VBA Sub Procedure Macros by Recording 1. Select Developer Tab 2. Click on Record Macro 3. Record Macro Dialogue Box Opens 4. Enter a name (no Spaces or non alpha numeric characters) 5. Enter a Shortcut Key (le er from A Z) 6. Store Macro in: 7. Descrip on of macro 8. Press OK 9. Perform the func ons that you want the macro to perform (see A F at right) 10. Click on Stop Recording 11. To ini ate the macro press Ctrl > Shi > Shortcut Key Steps in Crea ng Macro InsertDate Here are the Steps we used to insert and format the current date and the corresponding code: A. Select right adjacent cell B. On the Formulas in Date & Time category, Insert current date using Today() formula (See B below) C. Center text in cell D. Change background color to blue E. Change font color to white F. Change font to Ariel Rounded MT Bold B 11 8

9 Steps for Assigning/Edi ng Your Macro Shortcut Key When you record a macro, Excel will automa cally give you the op on to assign a shortcut key for your macro. Once you ve assigned your shortcut key, you will see in your VBA code a comment that tells you what the assigned shortcut key is (pictured in the image on the bo om right). Changing the keyboard shortcut in the comment code will not make any actual change to the ini ally assigned keyboard shortcut. Also, when crea ng your own macro with VBA code, this shortcut key assignment dialog box will not pop up and give you the op on to assign a shortcut key. If there is ever a me you need to assign or edit your shortcut key, you will need to do the following steps: 1. Go to the Developer Tab 2. Click the Macro Bu on 3. Select the name of the macro you either want to 1. assign a shortcut key to, or 2. edit its exis ng shortcut key 4. Click the Op ons bu on in the Macro dialog box 5. Assign or edit your shortcut key in the Macro Op ons dialog box 9

10 Examining & Tes ng Your Macro From the Developer tab select View Macro, and the box pictured below will appear Here are the Steps we used to insert and format the current date and the corresponding code: Select right adjacent cell Insert current date using Today() formula from preset formulas in Date & Time category, Formula ribbon Center text in cell Change background color to Yellow Change font to Ariel Rounded MT Bold Change color of font to Light Blue End Macro Tes ng To test your macro, use the keyboard shortcut you specified, in this case: Ctrl+Shi +G. If the macro fails to run, re examine your macro in order to find the error in the code. 10

11 Absolute vs Rela ve Recording You can either record a macro in Absolute mode, meaning only the cells you s pulate will be included in the macro, or you can record your macro in Rela ve mode, which means that wherever the star ng cell happens to be is where the macro will begin. Absolute is the default. To switch from Absolute to Rela ve, click on the Use Absolute icon in the Code sec on of the Developer ribbon. Click on it again to return to Absolute mode. Use the Rela ve mode when you want your macro to start from anywhere in your workbook; use the Absolute mode when you want your macro only to start from a par cular cell every me you run it. Assigning a Macro to a Bu on You can ini ate a macro using a bu on and other types of graphics that are mainly designed as form controls. To assign a macro to a bu on: From the Insert bu on, under Form Controls, select the bu on Draw the bu on where you want it situated The Assign Macro dialogue box appears Select the macro you want the bu on to ini ate Click OK Revise the name on the top of the bu on and modify font proper es as necessary De select and test You can also record a new macro from the Assign Macro bu on dialogue box. 11

12 Saving Workbooks that Contain Macros Workbooks that contain one or more macros need to be saved as XLSM files rather than the default XLSX. If you save the file in the usual format, the macro will not be saved. When first saving a file that contains a macro, Excel will provide a message advising you to save the file as an XLSM. Click on the Save as type list and select Excel Macro Enabled Template, then press OK. Storing Macros in your Personal Macro Workbook When you want to use a macro in more than one workbook, you can store it in your Personal Macro Workbook. When you press the Record Macro bu on and the Record Macro dialogue box appears, under Store Macro In, select Personal Macro Workbook. Dele ng Macros To delete a macro, open the Macro dialog box (Developer tab > Macros), select the macro you want to delete, then press the Delete bu on (second from bo om in bu on list) In response to the ques on, answer Yes 12

13 Recording Macro Exercises On the following pages are a series of exercises designed to provide prac ce in the principles and methods of recording macros. These macros should be performed using the Excel macro worksheets which may be found in the Excel 401 directory. Each exercise provides step by step direc ons along with an illustra on of the completed dialog box, the code which comprises the macro, and an image of the results of the macro, the way in which the finished product should look. If the macro doesn t run or look like the illustra on, compare the code of your macro, with that on the page and/or go to Page 23 and follow the steps for debugging macro code. 13

14 Example 1 Insert and Format UCSD Name Text Select the Record Macros bu on in the Developer Tab. Fill in the Record Macro box as per the example to the right and press OK Select Range=A1 E1 Select = Merge & Center Select Typeface =Ariel Select Font Size = 16 pt Select Font Color = White Select Background Color= Blue Insert Text = University of California ~ San Diego Click on the Stop Macro bu on in the Developer Tab Press Ctrl > Shi and the Shortcut Key to test your macro If your macro doesn t run properly, see Page 22 14

15 Example 2 Insert and Format Current Select the Record Macros bu on in the Developer Tab. Fill in the Record Macro box as per the example to the right and press OK Select Current Date Formula = TODAY() Select Cell = Center text Select Font = Tekton Pro Ext Select Font Size = 11 pt Select Background color = Burgandy Select Font Color = White Select Font = Bold Select border = Medium Move cursor = 2 cells Click on the Stop Macro bu on in the Developer Tab Press Ctrl > Shi and the Shortcut Key to test your macro If your macro doesn t run properly, see Page 22 15

16 Example 3 Change Number to Date Select the Record Macros bu on in the Developer Tab. Fill in the Record Macro box as per the example to the right and press OK Select cell in which number is located Right click and select Format Select Date Format Format text and background Click on the Stop Macro bu on in the Developer Tab Press Cntrl > Shi and the Shortcut Key to test your macro If your macro doesn t run properly, see Page 22 16

17 Example 4 Eliminate Decimal Places Select the Record Macros bu on in the Developer Tab. Fill in the Record Macro box as per the example to the right and press OK Select Number with decimal Right click on number Select Format Select Number Set number of decimal places to 0 Press OK Center and bold number Click on the Stop Macro bu on in the Developer Tab Press Cntrl > Shi and the Shortcut Key to test your macro If your macro doesn t run properly, see Page 22 17

18 Example 5 Change Decimal to a Percentage Select the Record Macros bu on in the Developer Tab. Fill in the Record Macro box as per the example to the right and press OK Select decimal Right click on decimal Select Format Select percentage Press OK Center, color and bold percentage Click on the Stop Macro bu on in the Developer Tab Press Cntrl > Shi and the Shortcut Key to test your macro If your macro doesn t run properly, see Page 22 18

19 Example 6 Selec ng and Coloring Lines Select the Record Macros bu on in the Developer Tab. Fill in the Record Macro box as per the example to the right and press OK Select Find and Replace Select Go To Special Select Blanks Press OK Select Fill Color Green Select Column D Select Go To Special Select Formulas Select OK Select Fill Color Green Select Column F Select Condi onal Forma ng from Home Tab Select Manage Rules Select New Rule Select Only Cells That Contain Select Specific Text Select Containing Type Total Select Format Select Fill Select Green Press OK Press OK Click on the Stop Macro bu on in the Developer Tab Press Cntrl > Shi and the Shortcut Key to test your macro If your macro doesn t run properly, see Page 22 19

20 Reading Your VBA Code The basic structure of a VBA code is: Object.Method or Object.Method Parameter Object: a cell, range, row, column, or an en re Excel workbook; objects can also be collec ons of cells, rows, columns, or ranges Method: the ac on you want to perform on your object TIP: If you do not know whether or not to use a method or a property code, you can use your macro recorder to record a small macro and figure out that way which one you will need, method or property. Parameter: specifies how to perform the method on the object; each method has a different set of parameters Another way to think about the Object.Method structure is to think about English grammar Examine the table below: VBA CODE (Object.Method Parameter) Range("A1:E1").Select Range("A1:E1").Copy Des na on:=range( F14:G14 ) PLAIN ENGLISH (Noun.Verb Adverb) Ball( Basketball ).Kick Ball( Basketball ).Kick Direc on:=le, Force:=Hard VBA Commands You Will See Below are some basic VBA commands. Take me to review these commands so that you may get a be er understanding of VBA code. As you review these commands, remember to keep in mind the Object.Method or Object.Method Parameter structure of VBA coding. If you want a be er understanding of what each method or parameter does, you can click func on key F1 (explained in detail on page 20). How it s wri en in code: What it does: Ac vecell.range("a1:e1").select Highlights (or selects) the range from A1 at the upper le hand corner through E1 at the lower bo om right hand corner of the range Selec on.font.bold = True Changes the font property of the selected cell, making it bold Ac vecell.formular1c1 = "=SUM(R2C:R[ 1]C)" Sum all values beginning in row two, above, and in the same column as, the ac ve cell FinalRow = Cells(Rows.Count,1).End(xlUp).Row Count the number of rows that exist in column A (or 1) and store that number in the FinalRow variable 20

21 Understanding VBA Code through Prac ce Pressing F1 on your keyboard opens the Excel Help screen (pictured in the image to the right). In VBA, this help screen will detail all the informa on you will need to be er understand your code. Excel s Help screen will tell you what type of code it is (i.e. method, func on, parameter, or property), and display the help informa on accordingly. The help window will provide the code s syntax, walk you through all of it s available arguments, and give you several sample codes at the bo om of the window, under the Example heading. How to Access Excel s Help Window: Open the VBA Editor To open the VBA Editor, go to the Developer Tab > Macro Bu on > Select the name of your Macro > Edit Place your cursor inside the code you want more informa on on (view image to the right) Press F1 on your keyboard Prac ce Using F1 with These Codes: Just type these codes into the VBA Editor, place your cursor inside the method, func on, parameter, or property commands, and hit F1 to analyze their data in the Excel Help window. Basic Workbooks.OpenText Range( B4 ).End Loops For i = 2 To 10 Next i For Each cell in Range( A1 ).CurrentRegion.Resize(,1) Next cell **The help screen does not display any informa on for VBA objects. IF If cell.value = Total Then cell.resize(1,8).font.bold = True End If If Ac vecell.value = Fruit Then Ac vecell.resize(1,3).font.colorindex=3 Else If Ac vecell.value = Vegetable Then Ac vecell.resize(1,3).font.colorindex=50 End If 21

22 R1C1 Reference Style and What it Means in Code When you begin working with macros, you will begin no cing code that uses R1C1 reference styles. R1C1 is the standard referencing code used in Excel macros because it is what Excel was ini ally developed with before it R1C1 allows for rela ve reference therefore more beneficial to use in macro code vs a1 ref style 22

23 Find Out What s Going On in Your Code Using the DEBUGGING MODE to Step Through Each Line You can ac vate the debug mode by: 1. Going to the DEBUG menu in the VBA Editor Window and clicking Step Into or 2. Hi ng the F8 func on key on your keyboard Once you step into your code, you will see the line that will be executed, highlighted in yellow (as shown below); when you hit your F8 hotkey, or go to Debug and Step Into again, you will see this line of code execute, and the yellow highlight will move to your next line of code. When you step through your code, you will quickly realize that a lot of the code you have recorded using your Macro Recorder is scrap code that does nothing, and contributes nothing to your macro s end result. When you find these types of codes, you can delete them by highligh ng the line and hi ng the delete or backspace bu on on your keyboard. Once you delete your code, you will see a pop up such as the image to the right. Click OK. Once you click OK, you will need to restart your debugging process again by hi ng F8 or by going to Debug > Step Into. Tip: If you have your Excel window open on the le half of your monitor, and your VBA Editor window open on the right half of your monitor, you can view what each line of code is doing, and find out also which lines of code do nothing. 23

24 Crea ng and Reading Comments in VBA Code When crea ng code, it is o en a good idea to include comments next to, above, or below the code you have just created. Making this common prac ce will: 1. Help you review your code at a later date and understand what is happening so that you may tweak it if needed 2. Help the colleagues you send your macro to understand what your macro is doing, and allow them to locate a specific code line to change, if desired Comments are created by first typing in the apostrophe key. For example: This is a comment in VBA Code This is not a comment in VBA Code Once this is done, anything you type in a er the apostrophe will be a comment. Once you navigate away from the line, it will turn green (pictured to the right). Any green text in the VBA Editor window are comments. Use the comments in the Macros Forma ngmacro_with_comments() and TotalValuesGreen_with_Comments() to read and understand what ac on each line of code is performing. 24

25 Prac cing with VBA TotalValuesGreen Sub Procedure Before you can make changes to your code, you need to open the VBA Editor Window. The steps to open the VBA Editor Window are described on page 7. Suggested Change 1 Change the ColorIndex to something of your choosing 2 Change the column number in the IF command to 4 and the test value from 0 to Change the values of the Resize command to 2 (row) and 8 (column) Change in Code Cells(i, 1).Resize(1, 6).Interior.ColorIndex = 32 If Cells(i, 4).Value = 100 Then Cells(i, 1).Resize(2, 8).Interior.ColorIndex = 4 Original Code: Sub TotalValuesGreen() FinalRow = Cells(Rows.Count, 1).End(xlUp).Row For i = 2 To FinalRow If Cells(i, 5).Value = 0 Then Cells(i, 1).Resize(1, 6).Interior.ColorIndex = 4 End If Next i End Sub 4 Add or delete rows of information to get a clearer understanding of the FinalRow command The 56 Color Codes of VBA 25

26 Prac cing with VBA Forma ngmacro Sub Procedure Before you can make changes to your code, you need to open the VBA Editor Window. The steps to open the VBA Editor Window are described on page 7. Suggested Change 1 Make the value Total appear in cell D16 instead of A14, and change Total to SUM ALL 2 Bold rows 2 through 11 instead of rows 1 and 14 3 Create a code that count s the values in column 2 and places that value in cell B14 4 Make the For Next Loop run through row 20 and search for the value 0 and change the color of the highlighted rows to RED (refer to page 22 for a color index) Change in Code Range( D16").Select Selec on.formular1c1 = SUM ALL" Rows( 2:11").Font.Bold = True Rows("14:14").Font.Bold = True Range( B14").Select Selec on.formular1c1 = "=COUNT(R[ 12]C:R[ 1]C)" For i = 2 To 20 If Cells(i, 6).Value = 0 Then Cells(i, 8).Value = "Service Revenue" Cells(i, 1).Resize(1, 8).Interior.ColorIndex = 3 End If Next i Original Code: Sub Forma ngmacro() Range("A1").Select Selec on.end(xldown).select Range("A14").Select Selec on.formular1c1 = "'Total" Range("E14").Select Selec on.formular1c1 = "=SUM(R[ 12]C:R[ 1]C)" Selec on.autofill Des na on:=range("e14:g14"),_ Type:=xlFillDefault Rows("1:1").Font.Bold = True Rows("14:14").Font.Bold = True Cells.Select Selec on.columns.autofit For i = 2 To 10 If Cells(i, 6).Value > 0 Then Cells(i, 8).Value = "Service Revenue" Cells(i, 1).Resize(1, 8).Interior.ColorIndex = 4 End If Next i End Sub 26

27 VBA Func on Procedures VBA Func on Procedures (VBA Func ons) A Func on procedure is a series of Visual Basic statements enclosed by the words Func on and End Func on (see below). Difference between Sub and Func on Procedures: Func on can only return a single value (numerical or text string) Func on starts with the word Func on instead of Sub Func on procedures can only be created manually Func ons can be executed by The Insert Func on command Another VBA procedure or Being included in a worksheet formula Func on procedures do not appear in macro list, but may be found in the Insert Func on list under User Defined Macros The value returned by a func on is always assigned to the func on s name In the example above, a VBA Func on Procedure called NumSign has been coded and will insert the word zero when num=0, posi ve when num is a posi ve number, and the word nega ve when num = a nega ve number is entered. The macro is executed when the Insert Func on command in the Formula ribbon is invoked and a number is entered, as above. 27

28 VBA Func on Procedures Advantages of Func on Procedures You can greatly simplify your formulas by making them shorter; shorter formulas are more readable and easier to work with You can write func ons to perform opera ons that would otherwise be impossible. How to write a Func onal Procedure (Use NumSign as example) 1. Ac vate the VB Editor (Developer > Visual Basic) 2. Select the Module or Sheet # in the Project window. 3. Choose Insert Module to insert a VBA module. Or you can use an exis ng code module. However, it must be a standard VBA module. 4. Enter the keyword Func on followed by the func on s name and a list of the arguments (if any) in parentheses. If the func on doesn t use an argument, the VB Editor adds a set of empty parentheses. 5. Insert an apostrophe and then a descrip on of the macro 6. Insert the VBA code that performs the work and make sure that the variable corresponding to the func on s name has the appropriate value when the func on ends. This is the value that the func on returns. 28

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