MicrosoftExcel 2010

Chapter 10

Using Macros and Visual Basic for Applications (VBA)

with Excel

Using Macros and Visual Basic for Applications (VBA) with Excel 2

• Use passwords to assign protected and unprotected status to a worksheet

• Use the macro recorder to create a macro• Execute a macro and view and print code for a

macro• Customize the Quick Access Toolbar by adding a

button• Understand Visual Basic for Applications (VBA)

code and explain event-driven programs

Objectives

Using Macros and Visual Basic for Applications (VBA) with Excel 3

• Add controls, such as command buttons, options buttons, and check boxes to a worksheet

• Assign properties to controls• Use VBA to write a procedure to automate data

entry into a worksheet• Review a digital signature on a workbook

Objectives

Using Macros and Visual Basic for Applications (VBA) with Excel 4

Project – Green Valley Conservation Group

Using Macros and Visual Basic for Applications (VBA) with Excel 5

• Determine the actions you want to automate, and plan the steps to create a macro

• Create the first user interface• Determine properties for controls in the user interface• Establish the Visual Basic code needed for each

control• Create the second user interface• Evaluate the completed user interface through testing

General Project Guidelines

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• Click the Unprotect Sheet button (Review tab | Changes group) to display the Unprotect Sheet dialog box

• Type the password in the Password text box• Click the OK button to unprotect the worksheet

Unprotecting a Password-Protected Worksheet

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Unprotecting a Password-Protected Worksheet

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• Click the File tab to display the Backstage view• Click the Options command to display the Excel

Options dialog box• Click the Customize Ribbon tab to display the

Customize Ribbon tools• Click the Developer check box in the Main Tabs list

to select the Developer tab for display on the Ribbon

Displaying the Developer Tab, Enabling Macros, and Saving a Workbook as a Macro-Enabled Workbook

Using Macros and Visual Basic for Applications (VBA) with Excel 9

• Click the OK button to display the Developer tab on the Ribbon

• Click the Macro Security button (Developer tab | Code group) to display the Trust Center dialog box

• Click the ‘Enable all macros’ option button to select it

• Click the OK button to close the dialog box and enable macros

Displaying the Developer Tab, Enabling Macros, and Saving a Workbook as a Macro-Enabled Workbook

Using Macros and Visual Basic for Applications (VBA) with Excel 10

• Click the File tab to display the Backstage view• Click the Save As command to display the Save As

dialog box• When the Save As dialog box is displayed, click the

‘Save as type’ button to display a list of file types• Click Excel Macro-Enabled Workbook in the ‘Save

as type’ list to select the appropriate file type• Click the Save button to save the workbook as an

Excel Macro-Enabled Workbook file

Displaying the Developer Tab, Enabling Macros, and Saving a Workbook as a Macro-Enabled Workbook

Using Macros and Visual Basic for Applications (VBA) with Excel 11

Displaying the Developer Tab, Enabling Macros, and Saving a Workbook as a Macro-Enabled Workbook

Using Macros and Visual Basic for Applications (VBA) with Excel 12

Displaying the Developer Tab, Enabling Macros, and Saving a Workbook as a Macro-Enabled Workbook

Using Macros and Visual Basic for Applications (VBA) with Excel 13

Converting Names to Proper Case

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• Click the Use Relative References button (Developer tab | Code group) so that the macro uses relative cell references when selecting cells

• Click the Record Macro button (Developer tab | Code group) to display the Record Macro dialog box

• Enter the desired name and shortcut key, select the desired store location, and enter the desired description

• Click the OK button to begin recording the macro and change the Record Macro button to the Stop Recording button

• Perform the desired actions to add to the macro• Click the Stop Recording button (Developer tab | Code group) to

stop recording the worksheet activities

Recording a Macro

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Recording a Macro

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• Click the Macro Security button (Developer tab | Code group) to display the Trust Center dialog box

• Click the ‘Disable all macros with notification’ option button

• Click the OK button to close the dialog box

Setting the Macro Security Level to Medium

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Setting the Macro Security Level to Medium

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• Open the desired workbook containing a macro• Click the Enable Content button in the Security

Warning bar to open the workbook with macros enabled

• Click the desired macro’s shortcut key to run the macro

Opening a Workbook with Macros and Executing a Macro

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• Click the Macros button (Developer tab | Code group) to display the Macro dialog box

• When the Macro dialog box is displayed, click the name of the macro to view and print

• Click the Edit button to display the Microsoft Visual Basic Editor• Click File on the menu bar to display the File menu• Click the Print command to display the Print dialog box• Click the OK button to print the macro code• Click the Microsoft Visual Basic Editor Close button on the right

side of the title bar to close the Visual Basic Editor window

Viewing and Printing a Macro’s VBA Code

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Viewing and Printing a Macro’s VBA Code

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• Right-click anywhere on the Quick Access Toolbar to display the shortcut menu

• Click the Customize Quick Access Toolbar command on the shortcut menu to display the Customize the Quick Access Toolbar page of the Excel Options dialog box

• Click the ‘Choose commands from’ box arrow to display a list of commands to add to the Quick Access Toolbar

• Click Macros in the ‘Choose commands from’ list to display a list of macros

• Click the desired macro to add

Adding a Button to the Quick Access Toolbar, Assigning the Button a Macro, and Using the Button

Using Macros and Visual Basic for Applications (VBA) with Excel 22

• Click the Add button to add the macro to the Customize Quick Access Toolbar list

• Click the Modify button to display the Modify Button dialog box

• Click the desired icon in the Symbol list to select it• Click the OK button to assign the icon to the new

command and to close the dialog box• Click the OK button to close the dialog box• Click the new button on the Quick Access Toolbar to

run the macro

Adding a Button to the Quick Access Toolbar, Assigning the Button a Macro, and Using the Button

Using Macros and Visual Basic for Applications (VBA) with Excel 23

Adding a Button to the Quick Access Toolbar, Assigning the Button a Macro, and Using the Button

Using Macros and Visual Basic for Applications (VBA) with Excel 24

• Click the Insert button (Developer tab | Controls group) to display the Controls gallery

• Click the Command Button button in the ActiveX Controls area of the Controls gallery (column 1, row 1 of ActiveX area) to switch to Design mode

• Move the mouse pointer (a crosshair) to the desired location for the command button

• Drag the mouse pointer to draw the command button• Release the mouse button to add the Command Button

control with the default caption CommandButton1

Adding a Command Button Control to the Worksheet

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Adding a Command Button Control to the Worksheet

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• With the Command Button control selected and Excel in Design mode, click the Properties button (Developer tab | Controls group) to open the Properties window for the Command Button control

• If necessary, when the Properties window opens, click the Alphabetic tab

• Click Caption in the Properties list, double-click the entry in the Caption box, and then type the desired caption

• Click ForeColor in the Properties list, click the ForeColor arrow, and then click the Palette tab to display a palette of colors to apply to the button text

Setting the Command Button Control Properties

Using Macros and Visual Basic for Applications (VBA) with Excel 27

• Select the desired color• Click Font in the Properties list and then click the

ellipsis button to display the Font dialog box• When the Font dialog box appears, click the

desired font, font style, and size• Click the OK button to display the Command

Button control

Setting the Command Button Control Properties

Using Macros and Visual Basic for Applications (VBA) with Excel 28

Setting the Command Button Control Properties

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• Double-click the button to display the Microsoft Visual Basic Editor

• When the Microsoft Visual Basic Editor starts, if the Project Explorer window appears on the left, click its Close button

• If necessary, double-click the title bar of the Microsoft Visual Basic window to maximize it

• Click to the left of the letter P in the word Private on the first line and press the enter key to add a blank line before the Sub statement

• Position the insertion point on a blank line between the Sub and End Sub statements

Entering the New Data Button Procedure Using the Visual Basic Editor

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• Enter the desired code• Click the Close button on the right side of the

Microsoft Visual Basic title bar to return to the worksheet

• Click the Close button on the right side of the Properties window to close the window

• Click the Design Mode button to return to Run mode

Entering the New Data Button Procedure Using the Visual Basic Editor

Using Macros and Visual Basic for Applications (VBA) with Excel 31

Entering the New Data Button Procedure Using the Visual Basic Editor

Using Macros and Visual Basic for Applications (VBA) with Excel 32

• Click the Insert button (Developer tab | Controls group) to display the Controls gallery

• Click the Option Button button in the Form Controls area in the Controls gallery

• Drag the mouse pointer to the desired location• Click the Insert button (Developer tab | Controls

group) to display the Controls gallery• Click the Check Box button in the Form Controls area

in the Controls gallery• Drag the mouse pointer to the desired location

Adding Form Controls to a User Interface

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Adding Form Controls to a User Interface

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• Click the Insert button (Developer tab | Controls group) to display the Controls gallery

• Click the Group Box button in the Form Controls area in the Controls gallery

• Drag the mouse pointer so the Group Box control is in the desired location

Grouping Option Buttons in a User Interface

Using Macros and Visual Basic for Applications (VBA) with Excel 35

Grouping Option Buttons in a User Interface

Using Macros and Visual Basic for Applications (VBA) with Excel 36

• With Excel in Design mode, click the option button control to format

• Use the sizing handles to resize the option button• Right-click the control to display the shortcut menu• Click Edit Text on the shortcut menu so you can edit the

control text• Delete the text in the control and type the replacement text• Select the control(s) to resize• Click the Align button (Drawing Tools Format tab | Arrange

group) to display the alignment options• Click the desired alignment option

Formatting the Option Button Controls

Using Macros and Visual Basic for Applications (VBA) with Excel 37

Formatting the Option Button Controls

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• Right-click the control to link to display the shortcut menu

• Click Format Control to display the Format Control dialog box

• If necessary, click the Control tab to display the Control settings

• Enter the desired cell in the Cell link box to enter the identity of the control in that cell

• Click the OK button to close the dialog box

Recording User Input to Another Location on the Worksheet

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Recording User Input to Another Location on the Worksheet

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• Select the cell to name• Click the Name Manager button (Formulas tab |

Defined Names group) to open the Name Manager dialog box

• Click the New button to open the New Name dialog box

• Enter the desired name• Click the OK button to enter the cell name• Click the Close button to close the dialog box

Assigning Names to Cells

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Assigning Names to Cells

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Assigning Names to Cells

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• With the command button selected and Excel in Design mode, click the View Code button (Developer tab | Controls group) to display the Microsoft Visual Basic Editor

• Click the Object box arrow at the top of the window and then click the name of the command button

• Enter the desired VBA code

Entering the Command Button Procedures Using the Visual Basic Editor

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Entering the Command Button Procedures Using the Visual Basic Editor

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• Switch to the Visual Basic Editor• Press the CTRL+G keys to open the Immediate

window• Type activesheet.groupboxes.visible = false and press ENTER to remove the box from around the group control

Removing the Outline from the Group Control

Using Macros and Visual Basic for Applications (VBA) with Excel 46

Removing the Outline from the Group Control

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• Click File on the Ribbon to open the Backstage view• Click Options to display the Excel Options dialog box• Click Advanced in the left pane to display the advanced

options• Click the Show page breaks and ‘Show a zero in cells that

have zero value’ check boxes to deselect them• Click the OK button to close the dialog box• Click the Gridlines, Formula Bar, and Headings check boxes

(View tab | Show group) to deselect them• Click the Minimize the Ribbon button on the title bar to

minimize the Ribbon

Preparing and Protecting the Worksheet and Saving the Worksheet

Using Macros and Visual Basic for Applications (VBA) with Excel 48

• Click the Protect Sheet button (Review tab | Changes group) to display the Protect Sheet dialog box

• Type the desired password in the ‘Password to unprotect sheet’ text box

• Verify the password when prompted• Click the OK button to close the dialog box• Click the Save button on the Quick Access Toolbar

to save the workbook

Preparing and Protecting the Worksheet and Saving the Worksheet

Using Macros and Visual Basic for Applications (VBA) with Excel 49

Preparing and Protecting the Worksheet and Saving the Worksheet

Using Macros and Visual Basic for Applications (VBA) with Excel 50

• Use passwords to assign protected and unprotected status to a worksheet

• Use the macro recorder to create a macro• Execute a macro and view and print code for a

macro• Customize the Quick Access Toolbar by adding a

button• Understand Visual Basic for Applications (VBA)

code and explain event-driven programs

Chapter Summary

Using Macros and Visual Basic for Applications (VBA) with Excel 51

• Add controls, such as command buttons, options buttons, and check boxes to a worksheet

• Assign properties to controls• Use VBA to write a procedure to automate data

entry into a worksheet• Review a digital signature on a workbook

Chapter Summary

Chapter 10 Complete

MicrosoftExcel 2010