1. Tutorial 12: Enhancing Excel with Visual Basic for Applications

2. Objectives Create a macro using the macro recorder
Work with the Project Explorer and Properties window of the VBA Editor
Edit a sub procedure
Run a sub procedure
Work with VBA objects, properties, and methods
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3. Objectives Create an input box to retrieve information from the user
Create and run If-Then control structures
Work with comparison and logical operators
Create message boxes
Customize the Quick Access Toolbar
Customize Excel
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4. Visual Overview
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5. The Visual Basic Editor
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6. Developing an Excel Application
Excel applications use Excel commands, tools, and functions to perform an action
Stored as an Excel file
Can only be opened from within Excel
Excel macro recorder
Fastest way to create macros
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7. Developing an Excel Application
Macro buttons provide a quick way to move between worksheets
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8. Working with the Visual Basic Editor
Visual Basic for Applications (VBA)
Common programming language used by all Microsoft Office programs
Used to create Excel macros that make it easier to display data on different types of information
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9. Working with the Visual Basic Editor
Visual Basic Editor displays three windows:
Project Explore window
Properties window
Code window
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10. Examining Project Explorer
Use to manage projects (collection of items that make up a customized application)
Contains a hierarchical list of all the objects
Is dockable
Displays project components in a tree structure
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11. Using the Properties Window
To view a list of properties for any object in alphabetical order and by category
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12. Naming Modules
Good practice to rename a module (collection of VBA macros) with a descriptive name that describes the type of macros it contains
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13. Viewing the Code Window
To view contents of the macros in project modules
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14. Procedures Supported by Visual Basic
Sub procedures
Perform an action on a project or workbook (e.g., formatting a cell or displaying a chart)
Function procedures
Return a value
Often used to create custom functions that can be entered in worksheet cells
Property procedures
Used to create custom properties for objects in the project
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15. Working with Sub Procedures
To create other sub procedures:
Use the macro recorder
Enter new sub procedures into Code window by:
Typing VBA commands directly, or
Using Insert Procedure command
To create a sub procedure without the macro recorder, proper VBA syntax must be used or Excel cannot run the macro
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16. Working with Sub Procedures
Comment
Statement that describes behavior or purpose of a procedure but does not perform any action
Must begin with an apostrophe (‘)
Appears in a green font
Public sub procedures
Available to other modules in the project
Private sub procedures
Hidden from other modules to avoid conflicts in procedure names
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17. Creating a Sub Procedure Using Copy and Paste
Add Procedure dialog box
Inserted sub procedure
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18. Creating a Sub Procedure Using Copy and Paste
Edited sub procedure
Test a macro by running it from the workbook or from within Visual Basic Editor
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19. Visual Overview
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20. Visual Basic Objects
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21. Visual Basic for Applications
Immediate window shows effects of a single command
As a command is entered, its effects are instantly applied to the workbook
Ideal way to learn VBA syntax and debug programs
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22. Visual Basic for Applications
VBA: an object-oriented programming language
Tasks are performed by manipulating objects
VBA objects in Excel
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23. Visual Basic for Applications
Objects are often grouped into collection objects, which are themselves objects
Examples of object collections
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24. Visual Basic for Applications
Objects and object collections are organized in a hierarchy with Excel at the top and individual cells of a workbook at the bottom
Often referred to as the Excel Object Model
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25. Visual Basic for Applications
VBA provides special object names to refer directly to certain objects
Special object names
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26. Modifying Properties VBA language alters objects by either:
Modifying the object’s properties (attributes that characterize the object), or
Applying a method to the object
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27. Modifying Properties To change the property of an object
Examples of changing a property’s value
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28. Modifying Properties List of properties and methods
Completed VBA command to set the cell value
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29. Applying Methods Method: action that can be performed on an object
Objects and their methods
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30. Applying Methods To apply parameter values to a method
Code to apply a method with parameters
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31. Applying Methods Select and Move methods
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32. Working with Variables and Values
Power of VBA begins when you start using variables
Variables are case sensitive
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33. Declaring a Variable
When you declare a variable, allocate storage space for it by “dimensioning” it
Can define exactly what type of data can be stored
VBA supports a wide range of data types
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34. Assigning a Value to a Variable
After a variable is declared, data can be stored in it
Variables can also store objects
Variables can be used to create general procedures that apply to several objects
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35. Assigning a Value to a Variable
VBA statements in which variables are assigned values or are used to store objects
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36. Writing a Sub Procedure
Charts and statistics in a workbook are based on defined names rather than cell references
To display different data, change definition of the defined name
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37. Creating a Sub Procedure to Switch Defined Names
Defined names are stored in the Names object collection
To modify the definition of a name, use either the Value property or the RefersTo property
Create a dialog box with VBA to prompt the user; Excel automatically switches to that type
Common types of program errors
Syntax errors
Run-time errors
Logical errors
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38. Retrieving Information from the User
To prompt user for the value of the variable
InputBox function
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39. Visual Overview
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40. If Statements and Customization
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41. Working with Conditional Statements
An error value means that Excel cannot find the defined name used in the formula
A macro can be modified to handle this problem by creating a control structure
Control structures “make decisions” based on the type of information the user enters
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42. Working with Conditional Statements
Control structure for the Change_Type macro
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43. Using the If Statement
Most basic way to run a VBA command in response to a particular condition
In this type of control structure, if a certain condition is met, the program executes a specified command
When the condition of the If statement is not true, the macro does nothing
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44. Using the If-Then-Else Control Structure
Use when macro needs to run an alternate command when the condition is false
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45. Using the If-Then-ElseIf Control Structure
Use if control structure has several conditions
Runs commands in response to each condition
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46. Using Comparison and Logical Operators
Comparison operators
Determine whether the expression used in the condition is true or false
Expression must contain a comparison operator (e.g., <, >, =, <=, >=, <>, and is)
Logical operators
Combine expressions within a condition
Most common logical operators: And and Or
Other control structures supported by VBA: For-Next, Do-While, and Do-Until
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47. Using Logical Operators
Condition with the And logical operator
Condition using the Or logical operator
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48. Creating a Message Box
A dialog box that includes buttons and an informative message for the user
Similar to an input box, but does not contain a text box for user to enter values
Create with the MsgBox function
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49. Creating a Message Box
Some button styles merely inform, some ask a question, and others provide an alert to a problem
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50. Customizing the Quick Access Toolbar
Makes macros accessible from any sheet in the workbook
Add commands to the Quick Access Toolbar
Three commands included by default
Save
Undo
Redo
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51. Customizing the Quick Access Toolbar
Specify whether changes affect all workbooks or a specific workbook; can create a different Quick Access Toolbar for each workbook
Each macro button on the toolbar uses the same icon or symbol; different macro names appear in each button’s ScreenTip
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52. Customizing a Quick Access Toolbar Button
Modify buttons so each has a distinct image
Enter more descriptive ScreenTip text
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53. Customizing Excel Screen Elements
Three general categories
Those that are part of the Excel program
Those that are part of the Excel workbook window
Those that are part of the Excel worksheet
Difference between these categories affects where a screen element can be hidden
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54. Customizing Excel Screen Elements
Workbook with hidden Excel elements
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55. Customizing Excel Screen Elements
Excel customization options
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56. Saving a Worksheet as a PDF
PDF (Portable Document Format)
File format developed by Adobe Systems that supports all elements of a printed document in an electronic format that is easily shared
Excel provides two options for publishing PDFs
Standard option optimizes the PDF for use with online publishing and printing
Minimum size option is used strictly for online publishing, but not for printing
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57. Introducing Custom Functions
A function procedure returns a value rather than performing an action (like a sub procedure)
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