exploring microsoft excel 2002 chapter 8 chapter 8 automating repetitive tasks: macros and visual...

Exploring Microsoft Excel 2002 Chapter 8

Chapter 8Automating Repetitive Tasks: Macros and Visual Basic for Applications

ByRobert T. GrauerMaryann Barber

Exploring Microsoft Excel


Objectives (1 of 2)

Define a macro Record and run a macro; view and

edit a simple macro Use the InputBox and MsgBox

statements Use a keyboard shortcut or

customized toolbar to execute a macro


Objectives (2 of 2)

Describe the function of the Personal Macro workbook

Use the Step Into command to execute a macro one statement at a time

Use Copy and Paste to duplicate an existing macro

Use Visual Basic IF and DO statements to make decisions


Overview

Use macros to automate repetitious tasks Macro is a set of instructions for Excel Macro instructions are written in the

Visual Basic for Applications (VBA) programming language

Use the macro recorder to create macros Create more powerful macros


Introduction to Macros

Macro recorder stores Excel commands Commands are written in Visual Basic for

Applications Macros can be displayed with Visual Basic

Editor (VBE) Use VBE to create, edit, run, and debug (fix)

Excel macros Use Project Explorer in left-hand pane to locate

macro modules Statements appear in Code window


Macro Statements

Sub statement, followed by the name of the macro Sub is short for subroutine

Comments begin with apostrophe (’) Comments provide useful information about

the purpose of the macro With and End With statements

Perform multiple actions on the same object End Sub statement

Defines the end of the macro


Other Macro Features

Statements are color-coded Visual Basic toolbar has seven

buttons Customize the Visual Basic toolbar Step Into Command helps you

debug a macro Opening a file with a macro will

prompt a question about viruses


A Macro

Visual Basic Editor: Project Explorer upper left; VBA code on right


Hands-On Exercise 1 Objective: To record, run, view, and edit a simple

macro; to establish a keyboard shortcut to run a macro Create a Macro Record the Macro Test the Macro Start the Visual Basic Editor Edit the Macro Create the Erase Macro Shortcut Keys Step through the Macro Print the Module


Record Macro


Testing the Macro


Cell References (1 of 2)

Relative versus Absolute References Critical to specify whether cell references

are absolute or relative Absolute cell addresses are constant

Macro refers to that cell every time the macro is run

Relative cell addresses change VBA uses offset to indicate space from

active cell every time the macro is run


Cell References (2 of 2)

Relative references ActiveCell.Offset(1,0).Range(“A1”).Select Relative reference above means the cell one

row below the active cell Offset of (0,1) means the cell one column to the

right of the active cell Negative numbers are used for cells above or

to the left of the active cell Absolute references

Range(“A1”).Select Always refers to cell A1


Personal Macro Workbook

A workbook that opens automatically whenever Excel is opened

Any macro stored in this workbook can be used by any open workbook


Hands-On Exercise 2

Objective: To create and store a macro in the Personal Macro workbook; to assign a toolbar button to a macro; to use the Visual Basic InputBox statement The Personal Macro Workbook Record with Relative References The Visual Basic Editor Edit the Macro Test the Revised Macro Add a Custom Button Test the Custom Button


Hands-On Exercise 3

Objective: To create a data management function; to create a custom button to execute a macro Data Management Functions The Create Name Command The Go To Command Record the Macro (Edit Clear Command) Record the Macro (Advanced Filter Command) View the Macro Assign the Macro Test the Macro


Visual Basic for Applications

VBA is a subset of Visual Basic Macros are converted to VBA

programs Programs known as procedures Also called subroutines; thus the word

Sub at the beginning of the macro VBA allows you to modify macros

you record with the Macro Recorder


Common VBA statements

MsgBox statement Displays information to the user while

the macro is executing InputBox function

Accepts information from the user while the macro is executing

Information is stored in a cell for use later in the procedure


The MsgBox Statement

MsgBox statementincludes the text to be displayed in the message box. The message box that appears when the macro is run is displayed below.


The InputBox Function

InputBox statementincludes the text to be displayed in the input box. The input box that appears when the macro is run is displayed below.


Hands-on Exercise 4 Objective: To duplicate an existing

macro, then modify the copied macro to create an entirely new macro Enable Macros Copy the Chicago Macro Create the Manager Macro Run the Manager Macro Assign a Button Create the Chicago Manager Macro The MsgBox Statement


Hands-on Exercise 4 (cont.)

Test the Chicago Manager Macro Create the Any City Any Title Macro Test the Any City Any Title Macro Change the Button Properties


Loops and Decision Making

Including IF and Do statements allows for testing

IF statement tests a condition Condition must be evaluated as true or false Includes a series of commands to execute if the

condition is true Includes an optional else clause with

commands to execute if the condition is false DO statement repeats a block of

statements until a condition becomes true Commonly called a loop


Hands-On Exercise 5

Objective: To implement loops and decision making through the Do and If statements The ClearColor Macro Record the Highlight Manager Macro View the Macro Test the Macro Add the IF Statement An Endless Loop Complete the Macro


Summary (1 of 2)

A macro automates a repetitive task Macros are recorded using the Macro Recorder Record using either absolute or relative

references Macros are written in Visual Basic for

Applications programming language Generic macros should be stored in the

Personal Macro workbook They will always be available to any workbook


Summary (2 of 2)

Macros are run with a toolbar, keystroke or a button

Comments contain reminders to the programmer

MsgBox and InputBox VBA statements make macros interactive

More powerful Excel macros can be programmed with IF and DO VBA statements

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