Using macros in microsoft excel part 1

Using Macros in Microsoft Excel – Part 1 Topic 8 - 8.1
© NCC Education LimitedV1.0
Uses of Macros in Microsoft Excel
• Macros can be used in Excel to automate tasks,
such as:
– Data entry and validation
– Data selection
– Interactive user forms
– Formatting features and functions
– Data output
– Navigation

Creating a Macro
• Plan your macro - you should plan the steps that you want
a macro to perform before you record or write it (remember
the importance of planning was discussed in Topic 2, Slide
18).
• A macro that is used often can be assigned to shortcut
keys, buttons, pictures or icons, without having to open the
Macro dialogue box.
• A macro can be created by either recording it using the
Macro recorder or writing VBA code in the VB Editor. Each
development method will be used in this Topic and in Topic
9.

Overview of Recording a Macro
• The macro recorder is turned on.
• A name for the macro is entered, it is assigned to a
short cut key (optional), it is saved and a
description is given to it (optional).
• The recorder is started.
• Steps for the macro are entered.
• The recorder is stopped.

Turning on the Macro Recorder
1. Select the Macro option.
2. The Record Macro dialogue box is displayed and
here you can:
- name your macro
- assign your macro to short
cut keys
- save your macro
- describe your macro

Naming a Macro
• The name must begin with a letter.
• It must not contain spaces.
• The underscore must be used to separate words.

Saving a Macro
• When a macro is created, it can be saved in one of the
following places:
- This Workbook (the macro will only be available in the
spreadsheet in which it was created.
- Personal Macro Book (the macro will be available to
all spreadsheets)
- New Workbook (the macro
will only be available in that
Spreadsheet which is
newer than previous)

Starting to Record a Macro
1. Once you have began to record your macro, perform each
action that you want to include in the macro.
2. Note that the mouse can be used to click on commands
and option, but the macro recorder cannot record mouse
actions. To move the insertion point or select, copy, or
move text, you must use keyboard commands.
3. To stop recording your macro at any click on the stop
macro button on the bottom left corner of the screen.

Running a Macro
• If the macro has been assigned to a key
combination, that key combination can be pressed
to run the macro.
• Or, select the macro from the macro list and then
select Run.

Formatting Titles and Formulas - 1
• How to prepare a spreadsheet each month with the
same titles, formatting and formulas:
– When you want to create a new spreadsheet, you
usually open the previous month’s spreadsheet, delete
the figures and save it as the current month’s
spreadsheet.
– If you create a template spreadsheet that contains a
macro that automates the titles, formatting and
formulas, you can open a new spreadsheet, run the
macro and then all you will have to do is enter the
current month’s figures.

1. Open a new spreadsheet.
2. Open the macro dialogue box.
3. Enter MonthlyFinancialReport for the name of the
macro.
4. Save it in the Personal Macro Workbook.
5. Enter a description.
6. Click OK.

6. The following data is entered into the spreadsheet:
Each heading is in bold.
7. In cell B5, the formula =SUM(A3-A4) is entered.
8. The contents of cell B5 are copied to cells C5 and D5.

9. In cell F3 the formula =SUM(B3:E3) is entered.
12. The macro recorder is turned off.
13. Data is then entered into the worksheet to test that
the formulas work.
14. The macro is tested by opening a new spreadsheet
(or worksheet) and running the macro to display the
template.

Format a Table
• How to format a table (formatting color, font and border
styles):
1. Open a spreadsheet that either contains a table or
create one.
2. Open the macro dialogue box and enter the
required data.
3. Click OK.
4. Format the table.
5. Stop the recording the macro.
6. Test the macro.

Dates and Times - 1
1. Click in the cell in which you want the date to
appear.
2. Open the Record Macro dialogue box.
3. Enter the macro name, etc., Click OK
4. In the cell enter =TODAY()
5. Right click and choose format cells.
6. Select Month date year as the format, click OK.
7. Stop recording.

Dates and Times - 2
• If you do not want the current date to be displayed on
the spreadsheets, but want it to remain static:
1. Create the macro up until the step, ‘Select Month date
year as the format, click OK’.
2. Select Copy > Paste > Paste Values (the value in the
Formula bar changes from TODAY() to the actual date)
3. Press ESC.
4. Stop recording.
5. Test the macro.

Data Entry - 1
• In Topic 6 you wrote macros in the VB Editor that
displayed simple message boxes conveying
information to a user, allowing them to click on OK but
not enabling interaction. We will now create simple
interactive macros.
• The following is a macro that displays an input box
which requests a user to enter their name; when a user
enters their name, it is displayed on the spreadsheet.
• VBA will be used to write the macro in the VB Editor.

Data Entry - 2
Sub EnterName()
Dim strName As String
strName = InputBox("Please enter your name", "Enter Name")
Range("A1").Select
ActiveCell.FormulaR1C1 = strName
End Sub

Message Boxes and Feedback
• The message box below provides feedback to a
user depending on which button is selected.
• The macro has been written so that if YES is
selected, another message box is then displayed.

Message Box Code
• The code for the previous message box is as
follows:
Sub Message()
x = MsgBox("Do you want to continue?", 3)
If x = 7 Then Exit Sub
MsgBox ("OK, we'll continue using this macro")
End Sub

Explanation of Message Box Code
• These two lines of code need explaining:
x = MsgBox("Do you want to continue?", 3)
• The 3 refers to a display of optional buttons that
can be displayed in a message box. There are five
combinations of buttons that can be displayed, as
can be seen on the next slide:

Message Box Buttons
Name Value Description
vbOKCancel 1 Displays OK and Cancel buttons
vbAbortRetryIgnore 2 Displays Abort, Retry and Ignore
buttons
vbYesNoCancel 3 Displays Yes, No and Cancel buttons
vbYesNo 4 Displays Yes and No buttons
vbRetryCancel 5 Displays Retry and Cancel buttons

Further Explanation
• The following line of code needs to be explained:
• When the user clicks on a button, an action occurs
depending on what value has been assigned to the
button
• x contains the value 7, which means that when the
No button is clicked, the message box will no longer
be displayed – this value can be seen in with other
values on the following slide:

Values Assigned to Buttons
Name Value Description
vbOK 1 Ok
VbCancel 2 Cancel
vbAbort 3 Abort
vbRetry 4 Retry
vbIgnore 5 Ignore
vbYes 6 Yes
vbNo 7 No

Macro on Excel
Create a Macro: With Excel VBA you can
automate tasks in Excel by writing so called
macros.
MsgBox: The MsgBox is a dialog box in Excel VBA
you can use to inform the users of your program.
Range Object: The Range object, which is the
representation of a cell (or cells) on your
worksheet, is the most important object of Excel
VBA.

Variables:How to declare, initialize and display
a variable in Excel VBA.
If Then Statement: Use the If Then statement in
Excel VBA to execute code lines if a specific
condition is met.
Loop: Looping is one of the most powerful
programming techniques. A loop in Excel VBA
enables you to loop through a range of cells with
just a few codes lines.

String Manipulation: In this chapter you find the
most important functions to manipulate strings in
Excel VBA
Date and Time: Learn how to work with dates and
times in Excel VBA.
Events: Events are actions performed by users
which trigger Excel VBA to execute code.

Array: An array is a group of variables. In Excel
VBA, you can refer to a specific variable (element)
of an array by using the array name and the index
number.
Function and Sub: In Excel VBA, a function can
return a value while a sub cannot.
Userform: This chapter teaches you how to create
an Excel VBA Userform

Range
The Range object, which is the representation of a
cell (or cells) on your worksheet, is the most
important object of Excel VBA
Range("B3").Value = 2
Range(Cells(1, 1), Cells(4, 1)) = 5
Dim example As Range
Set example = Range("A1:C4")
example.Value = 8

RANGE
example.Value = 8
example.Select

SELECT
example.Columns(2).Select

COPY AND PASTE
Range("A1:A2").Select
Selection.Copy
Range("C3").Select
ActiveSheet.Paste
example.Select

CLEAR
Range("A1").ClearContents
Range("A1").Value = ""

COUNT
MsgBox example.Count
MsgBox example.Rows.Count
Then??

VARIABLES
Variable Declaration
Dim x As Integer
Dim book As String
Dim x As Double

VARIABLES
Dim continue As Boolean
continue = True
If continue = True Then
MsgBox "Boolean variables are cool“

If Then Statement
Dim score As Integer, result As String
score = Range("A1").Value
If score >= 60 Then result = "pass"
Range("B1").Value = result

For Loop
Dim i As Integer
For i = 1 To 6
Cells(i, 1).Value = 100
Next I

For Loop
Dim i As Integer, j As Integer
For i = 1 To 6
For j = 1 To 2
Cells(i, j).Value = 100
Next j
Next i

While Loop
Dim i As Integer
i = 1
While i < 3
i = i + 1
Wend

Do While Loop
Dim i As Integer
i = 1
Do While i < 6
i = i + 1
Loop

String Manipulation
Join Strings
Dim text1 As String, text2 As String
text1 = "Hi"
text2 = "Tim"
MsgBox text1 & " " & text2

Dim text As String
text = "example text"
MsgBox Left(text, 4)
MsgBox Right(text, 4)
MsgBox Len("example text")
MsgBox Instr("example text", "am")

Date and Time
Dim exampleDate As Date
exampleDate = DateValue("Jun 19, 2010")
MsgBox Year(exampleDate)
Dim firstDate As Date, secondDate As Date
firstDate = DateValue("Jun 19, 2010")
secondDate = DateAdd("d", 3, firstDate)
MsgBox secondDate

Date and Time

Workbook Open Event

One-dimensional Array
Dim Films(1 To 5) As String
Films(1) = "Lord of the Rings"
Films(2) = "Speed"
Films(3) = "Star Wars"
Films(4) = "The Godfather"
Films(5) = "Pulp Fiction"
MsgBox Films(4)

Two-dimensional Array
Dim Films(1 To 5, 1 To 2) As String
Dim i As Integer, j As Integer
For i = 1 To 5
For j = 1 To 2
Films(i, j) = Cells(i, j).Value
Next j
Next i
MsgBox Films(4, 2)

Two-dimensional Array

Function and Sub Procedure
The difference between a function and
a sub in Excel VBA is that a function can return a
value while a sub cannot.
Functions and subs become very useful as
program size increases.

Function
Function Area(x As Double,
y As Double) As Double
Area = x * y
End Function
Dim z As Double
z = Area(3, 5) + 2
MsgBox z

Sub Procedure
Sub Area(x As Double, y As Double)
MsgBox x * y
End Sub
Area 3, 5

User form
Form Controls are objects which you can place
onto an Excel Worksheet or User Forms, which
give you the functionality to interact with your data.
For example, drop-down boxes, list boxes,
spinners, and scroll bars are useful for selecting
items from a list
Option Buttons and Check Boxes allow selection
of various options. Buttons allow execution of VBA
code.

User form

User form
By adding form controls to user forms, we can tell
Excel how the value entered in that should be
treated. This is done a special type of macros
called as Events.
By adding a control to a worksheet and linking it
to a cell, you can return a numeric value for the
current position of the control. You can use that
numeric value in conjunction with the Offset, Index
or other worksheet functions to return values from
lists.

Current Position
Dim emptyRow As Long
'Make Sheet1 active
Sheet1.Activate
'Determine emptyRow
emptyRow = WorksheetFunction.CountA(Range("A:A")) + 1

Inserting on Current Position
Sub insert_Date()
Cells(emptyRow,1).value=tebox1.value
Cells(emptyRow,2).value=tebox2.value
Cells(emptyRow,3).value=combo1.value
Cells(emptyRow,4).value=listbox1.value
End sub

Current Position

Add the Controls
To add the controls to the Userform, execute the
following steps.
1. Open the Visual Basic Editor.
2. Click Insert, Userform. If the Toolbox does not
appear automatically, click View, Toolbox. Your
screen should be set up as below.

Add the Controls

Show the Userform
Private Sub CommandButton1_Click()
DinnerPlannerUserForm.Show
End Sub

References - 1
• Gonzalez, J., Meister, C., Ozgur, S., Dilworth, B., Troy, A.
and Brandt, T. (2006). Office VBA Macros You Can Use
Today: Over 100 Amazing Ways to Automate Word,
Excel, PowerPoint, Outlook & Access, Holy Macroi Press.
• Microsoft Office: Macros and Security. (2011).
http://www.msoffice-tutorial.com/macro-security.php

References - 2
• Visual Basic/Getting Started. (2010). [Available Online]
http://en.wikibooks.org/wiki/Visual_Basic/Getting_Started
• VBScript Glossary. (1997). [Available Online]
http://tinyurl.com/69kxbe5

Topic 8 – Using Macros in Microsoft Excel
Part 1
Any Questions?

Using macros in microsoft excel part 1

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