Copyright © 2008 Pearson Prentice Hall. All rights reserved Copyright © 2008 Prentice-Hall. All rights reserved. Committed to Shaping the Next Generation of IT Experts. Exploring Microsoft Office Excel 2007 Chapter 10 Templates, Styles, Web, and Macros Robert Grauer, Keith Mulbery, Judy Scheeren

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 2 Objectives Work with existing templates, themes, and styles Create and apply custom styles for advanced formatting Create and use a template Create a Web page Create Web queries Create a macro with the Macro Recorder Create macro buttons Work with macro security Understand the basics of VBA

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 3 Work with Existing Templates, Themes, and Styles A template  A partially completed workbook that is used as a model to create other workbooks that have the same structure and purpose  Typically contains formulas and formatting but no data or only sample data  Helps ensure consistency and standardization for similar workbooks  Resides in a special folder so the latest templates are available for you to use  Uses a different file extension (.xltx) than a regular Excel workbook (.xlsx)

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 4 Work with Existing Templates, Themes and Styles

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 5 Work with Existing Templates, Themes and Styles A document theme is a defined set of colors, fonts, lines, and fill effects applied to an entire workbook or to specific items in a workbook Themes are prepackaged combinations of fonts, colors, and effects that can be applied to a worksheet Apply themes to existing worksheets that use Themed Cell styles

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 6 Work with Existing Templates, Themes, and Styles

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 7 Work with Existing Templates, Themes, and Styles A background is an image placed behind the worksheet data A style is a set of formatting options applied to cells

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 8 Create and Apply Custom Styles for Advanced Formatting Create a custom style that can be used in all your Excel workbooks Base it on the formatting already in an existing cell The custom style you create will appear in the Custom section of the Cell Styles palette To modify a style, right-click it in the Custom section of the Cell Styles palette, and select Modify To delete a style, right-click on the Style in the Custom section of the Cell Styles palette and select Delete

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 9 Create and Apply Custom Styles for Advanced Formatting

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 10 Create and Use a Template You may need to create a template that meets your exact requirements When creating a template, considerations include:  A template should be a blank form  Create formulas so they will not change  Use appropriate function to trap errors  Include instructions  Turn off worksheet gridlines  Apply appropriate formatting  Give worksheets meaningful names; delete worksheets that are not used

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 11 Create and Use a Template A

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 12 Create and Use a Template Most templates are based on protected worksheets that enable users to change only a limited number of cells on the worksheet Protecting worksheets prevents modification of formulas and text but enables you to change values in unprotected cells Protecting worksheets involves two steps:  First, unlock the cells that can be changed  Second, protect the worksheet

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 13 Create a Web Page Use the Save As option to save an Excel workbook as a Web page Use hyperlinks and graphics to make it more effective Preview it in the browser to see how it will look on the Internet Hyperlinks are links in an application or Web page

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 14 Create a Web Page Hyperlinks are links in an application or Web page Three basic purposes:  To display another Web page  To display a different application file, such as a Word file  To display another worksheet or different location on a large worksheet in Excel Can modify and/or delete hyperlinks

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 15 Create a Web Page Inserting pictures or photographs to highlight or embellish a spreadsheet To insert a picture in a worksheet:  Click Picture in the Illustrations group on the Insert tab  Select the location of the picture and the picture to be inserted in the Insert Picture dialog box  Click Insert

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 16 Inserting a Picture

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 17 Create a Web Page SmartArt, a new feature in Excel 2007, is a graphic organizer diagram that visually presents information to communicate a message Use caution; the graphics are relatively generic and will not always enhance the information value of a workbook The Reference Table shows the SmartArt categories and descriptions

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 18 Create a Web Page

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 19 Create a Web Page Format a worksheet for the Web Simplicity should be the watchword for a Web page Watch color and font combinations Use graphics sparingly; too many graphics will be cause for long download times .GIF files will download quicker than.JPEG files Use the Save As option to save the document as a Web page

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 20 Create a Web Query A Web query enables Excel to go to a particular Web site to obtain the Web based information Web queries let you extract data from tables on a Web page If the Web address changes, you must change the Web query and URL to ensure you have the most accurate information and citation The information downloaded is based on the structure of the Web page If you have to log in to the Web site, the query generally will not work

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 21 Create a Web Query

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 22 Macros and VBA A macro is a set of instructions that tells Excel which commands to execute Visual Basic a programming language used to create macros You do not have to be a programmer to write macros

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 23 Create a Macro with the Macro Recorder Comments provide information about the macro, but do not affect its execution and are considered documentation To use the recorder, click the Macros down arrow in the Macros group and select Record Macros From that point until you stop recording, every command you execute will be stored by the recorder

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 24 Create a Macro with the Macro Recorder Excel has two other file formats that store macros:  XLSM files, which are macro enabled workbooks, are stored using XML  XLSB files, which are workbooks stored in binary format, are often used for very large spreadsheets

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 25 Create a Macro with the Macro Recorder The Macro Recorder has some issues:  Everything you do once you begin recording a macro becomes part of the macro  Take your time and be sure the action is correct  Try to ensure your macros are broad enough to apply to a variety of situations The Visual Basic Editor (VBE) is used to create, edit, execute, and debug Excel macros

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 26 Create a Macro with the Macro Recorder

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 27 Create a Macro with the Macro Recorder To create a macro: 1. Click Record Macro in the Macros down arrow in the Macros group of the View tab to open the Record Macro dialog box 2. Type a name for the macro in the Macro name text box 3. Create a keyboard shortcut, if desired, for your macro in the Shortcut key box 4. Select a location to store the macro from the Store macro in drop-down arrow 5. Click OK to start recording the Macro

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 28 Create a Macro with the Macro Recorder

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 29 Create Macro Buttons May prefer to have a button on the Quick Access Toolbar Requires that the Developer tab is added to the Ribbon first  To place the Developer tab on the ribbon, click the Microsoft Office button and click Excel Options  Choose the Popular section and check Show Developer tab on the Ribbon

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 30 Work with Macro Security The proliferation of Excel macro viruses has made it a dangerous operation to open spreadsheets that contain viruses To counter this threat, when you open an Excel workbook that contains macros, Excel automatically disables the macros and displays the Security Warning Macros have been disabled message Click Options to open the Microsoft Office Security Options dialog box

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 31 Work with Macro Security

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 32 Understand the basics of VBA Starting with Office 95, the recorded keystrokes of a macro were translated into Visual Basic commands Can execute Visual Basic programs from within Excel Microsoft Office uses a subset of Visual Basic known as Visual Basic for Applications (VBA) You are not expected to be a programmer, but you do need to know the capabilities of VBA and its relationship with Excel

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 33