chapter 10 troubleshooting workbooks and creating …cs385.cs.ua.edu/chapter.10.pdf · chapter...
TRANSCRIPT
Chapter Introduction
• Information system
– Collects, organizes, and processes data
– Communicates and distributes coordinated results
• Decision support system (DSS)
– Helps managers model business scenarios, especially through what-if analysis
• Minimizing data-entry errors in Excel workbooks
• Documenting workbooks and troubleshooting worksheet errors
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Chapter Introduction (continued)
• Automating tasks to further enhance usefulness and reliability of workbooks
• Tools covered in this chapter: Comments, Data Validation, Formula Auditing, Macro recorder, Visual Basic Editor, Worksheet and workbook protection
To go to Level 1, click here To go to Level 2, click here To go to Level 3, click here
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Tools Covered in this Chapter
• Comments
• Data Validation
• Formula Auditing
• Macro Recorder
• Visual Basic Editor
• Worksheet and workbook protection
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Level 1 Objectives: Preparing Error-Free Workbooks
• Plan an Excel application
• Control data-entry errors
• Protect workbooks
• Document workbooks
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Planning an Excel Application
• Workbooks designed so others can use them
• Usually a decision support system – Support decisions by allowing what-if analysis and
other types of data analysis
• Typically provide an easy-to-use interface – Custom buttons
– Clearly written documentation
– Instructions for entering data and performing calculations
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Controlling Data-Entry Errors
Data validation
tool
• Creates rules that define what data is valid
in a particular cell
Validation rule • Specifies type of data that is appropriate
• Specifies range of acceptable values
Input message • Identifies kind of data user should enter
Error alert •Displays a message of varying severity
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Validating Data Using the Data Validation Tool
1. Set up the data validation rule
2. Create the input message
3. Specify the error alert style and message
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Specifying an Alert Style and Message
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Specifying an Alert Style and Message
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Circling Invalid Data
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This tool finds and
marks cells containing
data that do not meet
validation criteria
Protecting Workbooks
• Ways to protect workbooks
– Lock cells so that users cannot change their contents
– Hide cells so that users cannot see them
– Restrict actions users can perform on specified portions of specified worksheets
– Prevent a worksheet from being deleted from a workbook
• Select appropriate level of protection (worksheet, workbook, file)
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Locking and Unlocking Cells
• To allow users to change contents of unlocked cell, but not the contents of locked cells:
– Unlock cells you want users to change access (Locked property of a cell)
– Protect the worksheet to engage the Locked property of the cells
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Protecting a Worksheet
• Users cannot change content of locked cells
• Specify what users can do in the worksheet (format, enter data)
• Can specify passwords that users enter a case-sensitive password before they remove protection
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Hiding and Displaying Rows and Columns
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Protecting a Workbook
• To prohibit users from adding, renaming, or deleting worksheets in the workbook
• Secure workbook structure or its windows – Structure (cannot insert, delete, or rename
worksheets)
– Windows (Excel windows are same size and position each time workbook opens)
• Can specify that users enter a case-sensitive password before they remove protection
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Documenting Workbooks
• Documentation
– All records that describe how and why a system has been developed and how it should be used
– Tremendous time-saver
– Can include within a workbook or print workbook information (documentation worksheet or workbook’s formulas)
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Types of Documentation for Excel Applications
• Basic information (workbook author, date of creation, purpose)
• Step-by-step instructions for entering data and performing calculations
• Notes or comments that identify the source of data
• Notes or comments that define terms, explain calculations, describe assumptions
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Providing a Thorough Documentation Worksheet
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Level 1 Summary
• Planning an Excel application that others can use
• Validating data entry
• Protecting a workbook
• Providing thorough documentation for users
– Documentation worksheet
– Cell comments
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Level 2 Objectives: Preventing Errors in Formulas
• Audit formulas for accuracy and validity
• Evaluate and trace formula errors
• Identify, analyze, and correct errors
• Set error-checking options
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Auditing Formulas
• Taking advantage of more sophisticated Excel tools that help find and respond to formula errors
– Address error messages caused by problems with the formulas in the workbook
– Audit formulas
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Addressing Error Messages Caused by Problems with Formulas
• Fix obvious errors
• Use the Error Alert button
• Examine the formula
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Using the Formula Auditing Tools
• Permit review of structure and behavior of formula
• Formula auditing group on Ribbon
• May display tracer arrows
– Precedent cells (contain a value used in a formula)
– Dependent cells (contain a formula that refers to other cells)
• Can result in false positives and false negatives
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Tracing Dependent Cells
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Traces components of a formula that references other cells
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Level 2 Summary
• Using Excel formula auditing tools to trace and correct errors
– Auditing formulas
– Evaluating error messages in cells
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Level 3 Objectives: Automating Excel Tasks
• Plan and record macros
• Run and test macros
• Add macro buttons to a worksheet
• Edit macros using the Visual Basic Editor
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Understanding Macros
• Series of commands that you store and then run when you need to perform a task
• Steps – stored as Visual Basic for Applications (VBA) commands in the macro – are performed in sequence when you run the macro
• To create a macro
– Use macro recorder, or
– Write from scratch by entering VBA commands in the Visual Basic Editor
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Recording a Macro
• Use macro recorder to record keystrokes and mouse actions
• Assign a macro to a shortcut key
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Running a Macro
• Press the shortcut key assigned to the macro, or
• Use the Macro dialog box
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Editing a Macro in the Visual Basic Editor
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Open Visual Basic
Editor to view the
code of a macro
Level 3 home
Understanding VBA Basics
• Sub procedures
• Comments
• VBA commands the macro performs
• “End Sub” indicates end of sub procedure or macro
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Level 3 Summary
• Automating a workbook by creating and running a macro
• Assigning a button to the macro to make it easy to use
• Working in the Visual Basic Editor window to edit a macro so it runs more efficiently
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