Adding Automated Functionality to Office Applications

Macros A macro is a series of written instructions or recorded keystrokes and mouse actions. With a single keystroke, users can play back these activities at a much faster speed than those same actions can be performed manually. Macros can help eliminate wasted time and the risk of error that typically occur when performing repetitive tasks.

Two different ways macros are created Keystroke Macros – Perform a sequence of operations using keystrokes and the mouse and the application records what you are doing Writing programming code to accomplish a task. Both options use Visual Basic for Applications (VBA). The difference is how the VBA code is created

File tab Select OPTIONS Customize Ribbon Select DEVELOPER as one of the main tabs

Recording 2 Macros First macro: Sum all columns Second macro – Sum all columns – Paste values into a Copy row – Deletes answer row (from first step)

Recording Macros Benefits – Quick and easy way to add automated functionality to your spreadsheet. The macro recorder simply records the keystrokes that you take or mouse actions that you perform – Code is guaranteed to be free from syntax/coding errors – Can serve as a starting point if you are inexperienced. Weaknesses – The macro recorder does not write the most efficient code. It records actions and commands you might not need or want. – May have to record macro several times due to making errors in the recording process. More chances for making errors. – If changes are made to the document (add column or row), the macro may not function as intended. Not as robust – Works well for basic tasks, but sometimes you want advanced functionality that recorded macros can’t make possible (button tasks)

Visual Basic for Applications (VBA) Write programming code to accomplish a task.

Visual Basic for Applications (VBA) is a programming language – VBA is a subset of Visual Basic – VBA requires a host application Excel, Access, PowerPoint, Word – You can customize an Excel workbook or enhance Access database objects. Create your own custom functions Perform calculations using variables and constants Create buttons that initiate process tasks (clicking button results in something happening) Display messages to users Automate tasks rather than repeatedly doing something Visual Basic for Applications (VBA)

Procedures (also known as sub procedures or event procedures) are programming instructions that tell the computer what to do. Words in green are comments (not executable): apostrophe ‘comment Blue text signifies VBA keywords (reserved words) that have special meaning Black text is regular text you have added Indenting segments of code improves readability.

VBA is an object-oriented programming language: objects are created and then methods/actions are taken to manipulate to those objects. When a program is running, it needs to be able to accept input, perform calculations and then display output. Input boxes and text boxes (located on a form or in an application) are used to obtain input for users while a program is running.

Programs use constants and variables – Constants store values that never change – Variables store values that can vary or change while the program is running. Data types – Use string for alphanumeric data (letters, numbers, symbols) – Use one of the numeric data types if the data will be used in a calculation.

Typically, a computer program executes instructions sequentially (in the order they are written). This is called a sequence structure. However, there are two notable exceptions – Decision Structure A comparison is made, and based upon the results of the comparison, the program executes statements in a certain order – IF statements – IF…Then…Else statements(including ElseIf) – Select Case – Repetition Structure Repeats the execution of certain statements while a certain condition is true OR until a condition is true – For…Next – Loops » Do While » Do Until

IF…Then statements specify what should happen if a condition is true, but there is no alternative if the statement is false. IF…Then…Else statements specify what should happen if a condition is true and what should happen if a condition is false. Just like our IFs in Excel.

Select Case Select Case allows you to test one value against multiple conditions, and based upon the category something is in, it returns the appropriate result. – This is much easier to create and understand than nesting Ifs inside other Ifs.

Repetition Structures Repeats the execution of statements while a certain condition is true OR until a condition is true For….Next statements repeat execution a certain number of times. Do Loops repeat steps until something has happened or while something has not happened. Do until or Do while