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Bullet-Proofing your Excel Spreadsheets. Tech Day 2013 Presentation. Outline. Overview Data Protection Why Use Macros? Enabling Macros, and a Warning Recording a Macro Capturing a Formula in a Macro Resources. Protecting data from errors. Data errors can occur in many ways: - PowerPoint PPT Presentation
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Bullet-Proofing your Excel Spreadsheets
Tech Day 2013 Presentation
Margaret Gillmjgill@noctrl.edu
Chris Kardarascjkardaras@noctrl.edu
Marco V. Martinezmvmartinez@noctrl.edu
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OUTLINE
• Overview• Data Protection• Why Use Macros? • Enabling Macros, and a Warning• Recording a Macro• Capturing a Formula in a Macro• Resources
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PROTECTING DATA FROM ERRORS
• Data errors can occur in many ways:– manual entry– data from external sources– data transmission errors
• We can make better decisions if we can detect and prevent invalid data
• In Excel, this is called Data Validation
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WHERE IS IT FOUND?
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Select the cells/rows/columns that you want to validate, then
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HOW TO CONFIGURE
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WHAT IS THE PURPOSE OF MACROS?
• Manipulate data• Apply style and formatting
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HOW WOULD I EVER USE MACROS?
• Manipulating research data
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HOW WOULD I EVER USE MACROS?
• Classroom gradebook
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HOW WOULD I EVER USE MACROS?
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IF YOU ARE REPETITIVELY PERFORMING THE SAME ACTION IN EXCEL, THEN IT IS
WISE TO USE A MACRO
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ENABLING MACRO CREATION
• To execute or work with macros, you must enable the Developer tab:
, then
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ENABLING MACRO EXECUTION
• Most Excel installations have macro execution disabled by default
• Be careful if you enable macro execution – you are allowing code to run on your computer
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HOW DO I MAKE A MACRO?• Open sample excel file
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HOW DO I MAKE A MACRO?
• Click on the “Developer” tab
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or
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HOW DO I MAKE A MACRO?
• Do you need your macro to be dependent upon coordinates, or relative?– Dependent upon coordinates – only works in
coordinates recorded– Relative – dependent upon where cursor is
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Dependent on coordinates Relative Reference
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HOW DO I MAKE A MACRO?
• If want relative reference click “Relative Reference”
• Click “Record”
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HOW DO I MAKE A MACRO?
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Name your Macro
Create shortcut for macro
Click “OK”
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HOW DO I MAKE A MACRO?
RECORD YOUR MACRO!
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HOW DO I MAKE A MACRO?
• Click “Stop” when finished
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HOW DO I RUN MY MACRO?• When open Excel click either – “Macros” – Macros command • (eg. Option + Command + A)
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“Run”
HOW WOULD I EVER USE MACROS?
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IF YOU ARE REPETITIVELY PERFORMING THE SAME ACTION IN EXCEL, THEN IT IS WISE TO USE A MACRO
FORMULAS!!!!
HOW TO CREATE A NEW FORMULA?
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HOW TO CREATE A NEW FORMULA?
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HOW TO CREATE A NEW FORMULA?
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HOW TO CREATE A NEW FORMULA?
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HOW TO CREATE A NEW FORMULA?
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HOW TO CREATE A NEW FORMULA?
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DEMONSTRATION
HOW TO CREATE A NEW FORMULA?
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Function Area(Length As Double, Width As Double)
Area = Length * Width
End Function
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RESOURCES
• Tips on Data Validation– http://office.microsoft.com/en-us/excel-help/appl
y-data-validation-to-cells-HP010072600.aspx• Microsoft Excel Recording Macros– http
://office.microsoft.com/en-us/excel-help/overview-RZ102337714.aspx?CTT=1§ion=1
• Excel for Dummies– http
://www.dummies.com/how-to/computers-software/ms-office/Excel/Excel-2013/Macros-Programming.html
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RESOURCES
• Writing Your First VBA Function in Excel– http://www.fontstuff.com/vba/vbatut01.htm
• Writing Your Own Functions In VBA– http://
www.cpearson.com/excel/writingfunctionsinvba.aspx
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