Excel 2016 Power Programming with VBA

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3 Excel 2016 Power Programming with VBA

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5 Excel 2016 Power Programming with VBA Michael Alexander Dick Kusleika

6 Excel 2016 Power Programming with VBA Published by John Wiley & Sons, Inc Crosspoint Boulevard Indianapolis, IN Copyright 2016 by John Wiley & Sons, Inc., Indianapolis, Indiana Published simultaneously in Canada ISBN: ISBN: (ebk) ISBN: (ebk) Manufactured in the United States of America No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) , fax (978) Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, (201) , fax (201) , or online at permissions. Limit of Liability/Disclaimer of Warranty: The publisher and the author make no representations or warranties with respect to the accuracy or completeness of the contents of this work and specifically disclaim all warranties, including without limitation warranties of fitness for a particular purpose. No warranty may be created or extended by sales or promotional materials. The advice and strategies contained herein may not be suitable for every situation. This work is sold with the understanding that the publisher is not engaged in rendering legal, accounting, or other professional services. If professional assistance is required, the services of a competent professional person should be sought. Neither the publisher nor the author shall be liable for damages arising herefrom. The fact that an organization or Web site is referred to in this work as a citation and/or a potential source of further information does not mean that the author or the publisher endorses the information the organization or website may provide or recommendations it may make. Further, readers should be aware that Internet websites listed in this work may have changed or disappeared between when this work was written and when it is read. For general information on our other products and services please contact our Customer Care Department within the United States at (877) , outside the United States at (317) or fax (317) Wiley publishes in a variety of print and electronic formats and by print-on-demand. Some material included with standard print versions of this book may not be included in e-books or in print-on-demand. If this book refers to media such as a CD or DVD that is not included in the version you purchased, you may download this material at For more information about Wiley products, visit Library of Congress Control Number: Trademarks: Wiley and the Wiley logo are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates, in the United States and other countries, and may not be used without written permission. Excel is a registered trademark of Microsoft Corporation. All other trademarks are the property of their respective owners. John Wiley & Sons, Inc. is not associated with any product or vendor mentioned in this book.

7 About the Authors Michael Alexander is a Microsoft Certified Application Developer (MCAD) and author of several books on advanced business analysis with Microsoft Access and Microsoft Excel. He has more than 15 years of experience consulting and developing Microsoft Office solutions. Mike has been named a Microsoft MVP for his ongoing contributions to the Excel community. In his spare time, he runs a free tutorial site, where he shares Excel and Access tips. Dick Kusleika has been awarded as a Microsoft MVP for 12 consecutive years and has been working with Microsoft Office for more than 20. Dick develops Access and Excel based solutions for his clients and has conducted training seminars on Office products in the United States and Australia. Dick also writes a popular Excel related blog at

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9 About the Technical Editor Niek Otten lives in the Netherlands. He started in data processing in 1967 in an insurance company. He ran into Visicalc in 1980 and has been addicted to spreadsheets ever since. His first encounter with Excel (version 1!) was in 1985 on a Macintosh. Since 2005, Niek has been self employed reviewing books, writing articles, and developing Excel related software, such as a high performance actuarial add in.

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11 Credits Acquisitions Editor Stephanie McComb Project Editor Kelly Talbot Technical Editor Niek Otten Production Editor Rebecca Anderson Copy Editor Kelly Talbot Editing Services Manager of Content Development and Assembly Mary Beth Wakefield Marketing Director David Mayhew Marketing Manager Carrie Sherrill Professional Technology & Strategy Director Barry Pruett Business Manager Amy Knies Executive Editor Jody Lefevere Project Coordinator, Cover Patrick Redmond Proofreader Nancy Carrasco Indexer Johnna VanHoose Dinse Cover Designer Wiley

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13 Contents at a Glance Introduction xxvii Part I: Introduction to Excel VBA Chapter 1: Essentials of Spreadsheet Application Development Chapter 2: Introducing Visual Basic for Applications Chapter 3: VBA Programming Fundamentals Chapter 4: Working with VBA Sub Procedures Chapter 5: Creating Function Procedures Chapter 6: Understanding Excel s Events Chapter 7:VBA Programming Examples and Techniques Part II: Advanced VBA Techniques Chapter 8: Working with Pivot Tables Chapter 9: Working with Charts Chapter 10: Interacting with Other Applications Chapter 11: Working with External Data and Files Part III: Working with UserForms Chapter 12: Leveraging Custom Dialog Boxes Chapter 13: Introducing UserForms Chapter 14: UserForm Examples Chapter 15: Advanced UserForm Techniques Part IV: Developing Excel Applications Chapter 16: Creating and Using Add-Ins Chapter 17: Working with the Ribbon Chapter 18: Working with Shortcut Menus Chapter 19: Providing Help for Your Applications Chapter 20: Leveraging Class Modules Chapter 21: Understanding Compatibility Issues Part V: Appendix Appendix A: VBA Statements and Function Reference Index

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15 Table of Contents Introduction xxvii Part I: Introduction to Excel VBA Chapter 1: Essentials of Spreadsheet Application Development What Is a Spreadsheet Application? Steps for Application Development Determining User Needs Planning an Application That Meets User Needs Determining the Most Appropriate User Interface Customizing the Ribbon Customizing shortcut menus Creating shortcut keys Creating custom dialog boxes Using ActiveX controls on a worksheet Executing the development effort Concerning Yourself with the End User Testing the application Making the application bulletproof Making the application aesthetically appealing and intuitive Creating a user Help system Documenting the development effort Distributing the application to the user Updating the application when necessary Other Development Issues The user s installed version of Excel Language issues System speed Video modes Chapter 2: Introducing Visual Basic for Applications Getting a Head Start with the Macro Recorder Creating your first macro Comparing absolute and relative macro recording Other macro recording concepts Working with the Visual Basic Editor Understanding VBE components Working with the Project window Working with a Code window Customizing the VBA environment The Editor Format tab

16 xiv The General tab The Docking tab VBA Fundamentals Understanding objects Understanding collections Understanding properties Deep Dive: Working with Range Objects Finding the properties of the Range object The Range property The Cells property The Offset property Essential Concepts to Remember Don t Panic You Are Not Alone Read the rest of the book Let Excel help write your macro Use the Help system Use the Object Browser Pilfer code from the Internet Leverage user forums Visit expert blogs Mine YouTube for video training Learn from the Microsoft Office Dev Center Dissect the other Excel files in your organization Ask your local Excel genius Chapter 3: VBA Programming Fundamentals VBA Language Elements: An Overview Comments Variables, Data Types, and Constants Defining data types Declaring variables Scoping variables Working with constants Working with strings Working with dates Assignment Statements Arrays Declaring arrays Declaring multidimensional arrays Declaring dynamic arrays Object Variables User-Defined Data Types Built-In Functions Manipulating Objects and Collections With-End With constructs For Each-Next constructs Controlling Code Execution GoTo statements

17 xv If-Then constructs Select Case constructs Looping blocks of instructions Chapter 4: Working with VBA Sub Procedures About Procedures Declaring a Sub procedure Scoping a procedure Executing Sub Procedures Executing a procedure with the Run Sub/UserForm command Executing a procedure from the Macro dialog box Executing a procedure with a Ctrl+shortcut key combination Executing a procedure from the Ribbon Executing a procedure from a customized shortcut menu Executing a procedure from another procedure Executing a procedure by clicking an object Executing a procedure when an event occurs Executing a procedure from the Immediate window Passing Arguments to Procedures Error-Handling Techniques Trapping errors Error-handling examples A Realistic Example That Uses Sub Procedures The goal Project requirements What you know The approach Some preliminary recording Initial setup Code writing Writing the Sort procedure More testing Fixing the problems Utility availability Evaluating the project Chapter 5: Creating Function Procedures Sub Procedures versus Function Procedures Why Create Custom Functions? An Introductory Function Example Using the function in a worksheet Using the function in a VBA procedure Analyzing the custom function Function Procedures A function s scope Executing function procedures

18 xvi Function Arguments Function Examples Functions with no argument A function with one argument A function with two arguments A function with an array argument A function with optional arguments A function that returns a VBA array A function that returns an error value A function with an indefinite number of arguments Emulating Excel s SUM Function Extended Date Functions Debugging Functions Dealing with the Insert Function Dialog Box Using the MacroOptions method Specifying a function category Adding a function description manually Using Add-Ins to Store Custom Functions Using the Windows API Windows API examples Determining the Windows directory Detecting the Shift key Learning more about API functions Chapter 6: Understanding Excel s Events What You Should Know about Events Understanding event sequences Where to put event-handler procedures Disabling events Entering event-handler code Event-handler procedures that use arguments Getting Acquainted with Workbook-Level Events The Open event The Activate event The SheetActivate event The NewSheet event The BeforeSave event The Deactivate event The BeforePrint event The BeforeClose event Examining Worksheet Events The Change event Monitoring a specific range for changes The SelectionChange event The BeforeDoubleClick event The BeforeRightClick event

19 xvii Monitoring with Application Events Enabling Application-level events Determining when a workbook is opened Monitoring Application-level events Accessing Events Not Associated with an Object The OnTime event The OnKey event Chapter 7: VBA Programming Examples and Techniques Learning by Example Working with Ranges Copying a range Moving a range Copying a variably sized range Selecting or otherwise identifying various types of ranges Resizing a range Prompting for a cell value Entering a value in the next empty cell Pausing a macro to get a user-selected range Counting selected cells Determining the type of selected range Looping through a selected range efficiently Deleting all empty rows Duplicating rows a variable number of times Determining whether a range is contained in another range Determining a cell s data type Reading and writing ranges A better way to write to a range Transferring one-dimensional arrays Transferring a range to a variant array Selecting cells by value Copying a noncontiguous range Working with Workbooks and Sheets Saving all workbooks Saving and closing all workbooks Hiding all but the selection Creating a hyperlink table of contents Synchronizing worksheets VBA Techniques Toggling a Boolean property Displaying the date and time Displaying friendly time Getting a list of fonts Sorting an array Processing a series of files

20 xviii Some Useful Functions for Use in Your Code The FileExists function The FileNameOnly function The PathExists function The RangeNameExists function The SheetExists function The WorkbookIsOpen function Retrieving a value from a closed workbook Some Useful Worksheet Functions Returning cell formatting information A talking worksheet Displaying the date when a file was saved or printed Understanding object parents Counting cells between two values Determining the last nonempty cell in a column or row Does a string match a pattern? Extracting the nth element from a string Spelling out a number A multifunctional function The SHEETOFFSET function Returning the maximum value across all worksheets Returning an array of nonduplicated random integers Randomizing a range Sorting a range Windows API Calls Understanding API Declarations Determining file associations Determining default printer information Determining video display information Reading from and writing to the Registry Part II: Advanced VBA Techniques Chapter 8: Working with Pivot Tables An Introductory Pivot Table Example Creating a pivot table Examining the recorded code for the pivot table Cleaning up the recorded pivot table code Creating a More Complex Pivot Table The code that created the pivot table How the more complex pivot table works Creating Multiple Pivot Tables Creating a Reverse Pivot Table Chapter 9: Working with Charts Getting the Inside Scoop on Charts Chart locations

21 xix The macro recorder and charts The Chart object model Creating an Embedded Chart Creating a Chart on a Chart Sheet Modifying Charts Using VBA to Activate a Chart Moving a Chart Using VBA to Deactivate a Chart Determining Whether a Chart Is Activated Deleting from the ChartObjects or Charts Collection Looping through All Charts Sizing and Aligning ChartObjects Creating Lots of Charts Exporting a Chart Exporting all graphics Changing the Data Used in a Chart Changing chart data based on the active cell Using VBA to determine the ranges used in a chart Using VBA to Display Arbitrary Data Labels on a Chart Displaying a Chart in a UserForm Understanding Chart Events An example of using Chart events Enabling events for an embedded chart Example: Using Chart events with an embedded chart Discovering VBA Charting Tricks Printing embedded charts on a full page Creating unlinked charts Displaying text with the MouseOver event Scrolling a chart Working with Sparkline Charts Chapter 10: Interacting with Other Applications Understanding Microsoft Office Automation Understanding the concept of binding A simple automation example Automating Access from Excel Running an Access Query from Excel Running an Access Macro from Excel Automating Word from Excel Sending Excel data to a Word document Simulating mail merge with a Word document Automating PowerPoint from Excel Sending Excel data to a PowerPoint presentation Sending all Excel charts to a PowerPoint presentation Convert a workbook into a PowerPoint presentation Automating Outlook from Excel Mailing the Active Workbook as an Attachment Mailing a Specific Range as an Attachment

22 xx Mailing a Single Sheet as an Attachment Mailing All Addresses in Your Contact List Starting Other Applications from Excel Using the VBA Shell function Using the Windows ShellExecute API function Using AppActivate Running Control Panel dialog boxes Chapter 11: Working with External Data and Files Working with External Data Connections Manually creating a connection Manually editing data connections Using VBA to create dynamic connections Iterating through all connections in a workbook Using ADO and VBA to Pull External Data The connection string Declaring a Recordset Referencing the ADO object library Putting it all together in code Using ADO with the active workbook Working with Text Files Opening a text file Reading a text file Writing a text file Getting a file number Determining or setting the file position Statements for reading and writing Text File Manipulation Examples Importing data in a text file Exporting a range to a text file Importing a text file to a range Logging Excel usage Filtering a text file Performing Common File Operations Using VBA file-related statements Using the FileSystemObject object Zipping and Unzipping Files Zipping files Unzipping a file Part III: Working with UserForms Chapter 12: Leveraging Custom Dialog Boxes Before You Create That UserForm Using an Input Box The VBA InputBox function The Application.InputBox method

23 xxi The VBA MsgBox Function The Excel GetOpenFilename Method The Excel GetSaveAsFilename Method Prompting for a Directory Displaying Excel s Built-In Dialog Boxes Displaying a Data Form Making the data form accessible Displaying a data form by using VBA Chapter 13: Introducing UserForms How Excel Handles Custom Dialog Boxes Inserting a New UserForm Adding Controls to a UserForm Toolbox Controls CheckBox ComboBox CommandButton Frame Image Label ListBox MultiPage OptionButton RefEdit ScrollBar SpinButton TabStrip TextBox ToggleButton Adjusting UserForm Controls Adjusting a Control s Properties Using the Properties window Common properties Accommodating keyboard users Displaying a UserForm Adjusting the display position Displaying a modeless UserForm Displaying a UserForm based on a variable Loading a UserForm About event-handler procedures Closing a UserForm Creating a UserForm: An Example Creating the UserForm Writing code to display the dialog box Testing the dialog box Adding event-handler procedures The finished dialog box

24 xxii Understanding UserForm Events Learning about events UserForm events SpinButton events Pairing a SpinButton with a TextBox Referencing UserForm Controls Customizing the Toolbox Adding new pages to the Toolbox Customizing or combining controls Adding new ActiveX controls Creating UserForm Templates A UserForm Checklist Chapter 14: UserForm Examples Creating a UserForm Menu Using CommandButtons in a UserForm Using a ListBox in a UserForm Selecting Ranges from a UserForm Creating a Splash Screen Disabling a UserForm's Close Button Changing a UserForm's Size Zooming and Scrolling a Sheet from a UserForm ListBox Techniques Adding items to a ListBox control Determining the selected item in a ListBox Determining multiple selections in a ListBox Multiple lists in a single ListBox ListBox item transfer Moving items in a ListBox Working with multicolumn ListBox controls Using a ListBox to select worksheet rows Using a ListBox to activate a sheet Filtering a ListBox from a TextBox Using the MultiPage Control in a UserForm Using an External Control Animating a Label Chapter 15: Advanced UserForm Techniques A Modeless Dialog Box Displaying a Progress Indicator Creating a stand-alone progress indicator Showing a progress indicator that s integrated into a UserForm Creating a non-graphical progress indicator Creating Wizards Setting up the MultiPage control for the wizard Adding the buttons to the wizard s UserForm Programming the wizard s buttons