1. Microsoft Excel 2007 – Level 2
Chapter 7
AUTOMATING REPETITIVE TASKS AND CUSTOMIZING EXCEL

2. Performance Objectives
Record and run a macro
Save a workbook as a macro-enabled workbook
Create a macro that is run with shortcut keys
Change the macro security settings
Edit and delete a macro
Save a macro to the Personal Macro Workbook for use in all workbooks
Create and delete a custom fill series
Pin and unpin a frequently-used file to the Recent Documents list
Add and remove buttons for frequently-used commands to the Quick Access toolbar
Hide the ribbon to increase space in the work area
Customize the work area to hide gridlines and column and row headers
Create a custom workbook theme
Create and use a template

3. Creating a Macro
A macro is a named series of instructions that can be recalled by
selecting a menu item
pressing a particular key combination
Each macro must have a unique name
must begin with a letter
can be a combination of letters, numbers, and underscore characters with no spaces
may not be the same as a cell reference
Macro instructions are stored as Visual Basic (VBA) instructions either with the current workbook or available to all other workbooks

4. Top button views existing macros Bottom button opens this list
The Macro Recorder
Turn ON the Macro Recorder to record the series of instructions
The Macro Recorder works much like a tape recorder to record every keystroke and mouse click
Top button views existing macros
Click
Bottom button opens this list
OR click the Macro Recorder button in the left side of the Status bar

5. Recording a Macro View tab, Macros button, Record Macro
Record Macro dialog box
Enter a descriptive name
Enter the letter to press with the Ctrl key to execute the macro
-Case sensitive
Select where the macro
is to be stored
Enter a description
Click

6. Recording a Macro…/2 With the Macro Recorder ON,
Type information, press the Enter key, click menu items, use shortcut keys – all keystrokes and most mouse clicks will be recorded
Click to Stop Recording
HINTS
Save before running a macro.
Before starting the macro, consider if the location of the active cell is a factor.

7. Must save the workbook as ‘macro-enabled’
Saving the Macro
Must save the workbook as ‘macro-enabled’
In Save As dialog box OR
Click
Saving as type ‘Excel Macro-Enabled Workbook’ creates a .xlsm workbook which includes Visual Basic (VBA) code for the macro

8. Running (Playing) a Macro
View tab, Macros button (top button)
Double-click the macro OR
Select the macro, then click Run

9. Running a Macro…/2
If a keyboard shortcut has been assigned to the macro, the macro can be run by simply pressing its shortcut key combination
Click to edit the
shortcut key and
the description

10. Enable Macros in a Workbook
Excel can place a Security Warning above the worksheet when opening a workbook that contains macros
Click
Read carefully, click ‘Enable this content’, and click OK
Only enable the content when the workbook is from a trusted source

11. Changing Macro Security Settings
Click
Choose desired settings

12. Changing Macro Security Settings/2
Macro Security when opening workbooks …
Macro Setting
Description
Disable all macros without notification
All macros are disabled; security alerts will not appear
Disable all macros with notification
All macros are disabled; security alert appears with the option to enable content if you trust the source of the file. (Default setting)
Disable all macros except digitally signed macros
All macros not digitally signed are disabled; security alerts do not appear.
If digitally signed by a publisher in the Trusted Sources list, the macro is allowed to run. If digitally signed, but not in the list, a security warning will appear.
Enable all macros (not recommended)
All macros are allowed; security alerts do not appear.

13. Editing a Macro View tab, Macros button Select the macro
Click to edit the macro using the
Visual Basic Editor
Often easier to delete the macro and re-record it

14. executable lines of code
Editing a Macro…/2
Comment lines
Beginning of macro
Statements are
executable lines of code
End of macro

15. Saving a Macro to the Personal Macro Workbook
Macros are stored by default in the current workbook, and are available to all other open workbooks as long as the current workbook is open. Macros stored in the Personal Macro Workbook are available whenever Excel is open on the current computer.
When creating the macro, click the down arrow and choose Personal Macro Workbook

16. Deleting a Macro View tab, Macros button (top button) Select the macro
Click to delete
the selected macro

17. Creating a Custom List Series
Use to fill a series of cells with the Fill handle or to create a list with an unusual sort order
Click

18. Creating a Custom List Series /2
Import the list
1. Type entries into a worksheet
2. Select the range containing the entries
3. Open Excel Options, Edit Custom Lists
4. Click Import
5. Click OK

19. Creating a Custom List Series /3
Add a list by typing it in
1. Open Excel Options, Edit Custom Lists
2. Select NEW LIST
3. Type the list here, one entry per line
4. Click Add
5. Click OK

20. Deleting a Custom List 1. Open Excel Options, Edit Custom Lists
2. Select the list
3. Click Delete
4. Click OK
A warning message
is displayed

21. Pinning Workbooks to the Recent Documents List
Click the Office button to see the Recent Documents list
Click the pin of the frequently-used workbook
Click again to unpin it

22. Customizing the Quick Access Toolbar
Click
Toggle on or off
Click to re-order, add, or delete commands

23. Use to provide more Excel work area space
Minimizing the Ribbon
Use to provide more Excel work area space
To toggle the ribbon on or off
Double-click a tab OR
Click the ‘Customize Quick Access Toolbar’ button and click ‘Minimize the Ribbon’ OR
Press Ctrl + F1

24. Creating Custom Themes
A Theme is
Page Layout tab
… a combination of theme colors, theme fonts, and theme effects
… stored in the Themes drop-down gallery

25. Modifying Theme Colors
Page Layout tab, Theme Colors
Change Colors, Name, and Save
Click to create your own

26. Modifying Theme Fonts Page Layout tab, Fonts
Choose Heading font and Body font
Click to create custom font
Type a Name and click Save

27. Applying Custom Theme Colors & Fonts
Page Layout tab, Colors
Custom Color set appears at top of Colors list
Custom Font set appears at top of Fonts list

28. Applying Theme Effects
Page Layout tab, Effects
Theme effects are sets of lines and fill effects
Although you cannot create your own set of theme effects, you can choose the one that you want to use in your own document theme

29. Saving a Workbook Theme
Page Layout tab, Themes
After setting the colors, fonts, and effects, click Save Current Theme…
Enter Name and click Save

30. Resetting to Template Theme
Page Layout tab, Themes
To reset the theme for the current document, click

31. Deleting Custom Themes
Page Layout tab, Themes
To delete a custom theme, right-click the theme and click

32. Saving a Workbook as a Template
A template contains standard text, formulas, and formatting for non-changing cells and formatting for cells that will change
1. Create a workbook that contains all the standard data, formulas, and formatting
2. Clear the data from cells that will have variable information, but leave formatting
3. Save As the workbook, changing the Save as type to Excel Template (.xlst)
Examples of templates: invoice, purchase order, expense form, time card

33. Using a Custom Template
With the prepared workbook open, click
Not this button
then click
Double-click desired template

34. Deleting a Custom Template
Click
Not this button
then click
Right-click desired template
and click Delete

35. Record Macro button in the Status bar
Features Summary
How do you record a macro?
Record Macro button in the Status bar OR
Click

36. Features Summary How do you run a macro? OR View tab, Macros button
Double-click the macro
Select the macro, then click Run OR
Press the macro’s shortcut keys

37. Features Summary How do you delete a macro? View tab, Macros button
Select the macro
Click to delete
the selected macro

38. Features Summary How do you view or change the Macro Security options?
Click the Office button, Excel Options Click Trust Center in the sidebar, Click ‘Trust Center Settings’ – Click Macro Settings in the sidebar

39. Features Summary How can you open the Custom Lists dialog box?
Open Excel Options and click Edit Custom Lists

40. Click NEW LIST, click Add and type in the entries
Features Summary
After opening the Custom Lists dialog box, how do you create a custom list?
Click NEW LIST, click Add and type in the entries OR
Import the list from a range in a worksheet

41. Features Summary What must be changed to create a custom theme set?
Theme colors, Theme fonts, and Theme effects

42. Type name and click Save
Features Summary
How can you save your custom theme set?
Page Layout tab, Themes
After setting the colors, fonts, and effects, click Save Current Theme…
Type name and click Save

43. Right-click custom color or font set and choose Edit…
Features Summary
How do you change a custom theme after it has been saved?
Click
Page Layout tab, Colors OR
Page Layout tab, Fonts
Right-click custom color or font set and choose Edit…

44. cells to be filled in, and Save AS the
Features Summary
How do you create a template?
Create a workbook with preset text, formulas, and formatting, format and clear
cells to be filled in, and Save AS the
workbook as a template

45. IMPORTING, EXPORTING, AND DISTRIBUTING DATA
Coming Next
Chapter 8
IMPORTING, EXPORTING, AND DISTRIBUTING DATA