1. Data Validation, Worksheet Protection, and Macros
Computer Science & Engineering 1113
Lecture 7
Data Validation, Worksheet Protection, and Macros
This lecture will cover the use of some basic functions provided by EXCEL. We will be explore how these functions work and how they can be used to solve problems.
CSE 1113 Lecture 7-Data Validation and Macros

2. CSE 1113 Lecture 7-Data Validation and Macros
Controls the type of data or the values input in a cell
Reduces input errors
Multiple criterion can be applied to a cell
Display a message dialog box
Restrict input to a whole number within limits
Restrict input to values in a drop down list
Restrict input to a decimal number within limits
Restrict input to a certain time frame. (either date, time, or both)
Restrict text to a specified length
Calculate what is allowed based on the value in another cell
Use a formula to calculate what is valid
CSE 1113 Lecture 7-Data Validation and Macros

3. CSE 1113 Lecture 7-Data Validation and Macros
A series of commands and functions that are stored in a Microsoft Visual Basic module
Automates your keystrokes and actions in Excel
Use these when you complete the same tasks repetitively
When you create a macro VBA program code is automatically generated
CSE 1113 Lecture 7-Data Validation and Macros

4. Macro Example Scenario
You work for a company that employs people to make customer satisfaction calls for various companies. Your department provides services for all the major auto makers in the U.S. Each employee is assigned a state and it is their job to call each household and conduct a brief survey. You receive a weekly list of customers from each auto company and it is your job to separate the list by state and distribute the list to your employees. Your manager would like the customers stored in an Excel file with each state having its own worksheet.
CSE 1113 Lecture 7-Data Validation and Macros

5. CSE 1113 Lecture 7-Data Validation and Macros
File Sent from Vendor
Comma Delimited File, meaning each piece of information is separated by a comma. (Created in Notepad or another text editor.)
Information can be separated by other characters such as a colon, or tab.
Information can be sent in different formats such as .csv or xml files.
CSE 1113 Lecture 7-Data Validation and Macros

6. CSE 1113 Lecture 7-Data Validation and Macros
Create your Template
Create an Excel Workbook named Customers.
Create tabs with the names of the States you need.
Input information that will not change
Copy the worksheet created to all the tabs and change the state name
(Follow the slides to complete steps 4-6)
CSE 1113 Lecture 7-Data Validation and Macros

7. CSE 1113 Lecture 7-Data Validation and Macros
Create data validation rules for your spreadsheet
CSE 1113 Lecture 7-Data Validation and Macros

8. Break Down into Separate Macros
Macro Name: UnprotectWorksheets
Macro Name: ImportFile
Delete contents from every worksheet
Import information
Macro Name: SeparateStates
Concatenate phone number
Filter
Copy/Paste
Macro Name: ProtectWorksheets
Note: Always create a backup first
CSE 1113 Lecture 7-Data Validation and Macros

9. ProtectWorksheet Macro
CSE 1113 Lecture 7-Data Validation and Macros

10. CSE 1113 Lecture 7-Data Validation and Macros

11. CSE 1113 Lecture 7-Data Validation and Macros
ImportFile Macro
CSE 1113 Lecture 7-Data Validation and Macros

12. CSE 1113 Lecture 7-Data Validation and Macros
SeparateStates Macro
CSE 1113 Lecture 7-Data Validation and Macros

13. CSE 1113 Lecture 7-Data Validation and Macros

14. Example of VBA Program Code generated from recording macro
Sub ImportFile() Range("A4:H56").Select Selection.QueryTable.Delete Selection.ClearContents Range("A4").Select With ActiveSheet.QueryTables.Add(Connection:= _ "TEXT;L:\CSE2111\Autumn 2013\CSE 2111 Slides AU 2013\Lecture 9-Data Validation and Macros\Macro Test\Customers.txt" _
Step through a macro
CSE 1113 Lecture 7-Data Validation and Macros

15. Assigning Macro to the Quick Access Toolbar
FileOptionsQuick Access Toolbar
CSE 1113 Lecture 7-Data Validation and Macros

16. CSE 1113 Lecture 7-Data Validation and Macros