Final- Automating Excel - An Introduction to VBA

Automating Excel® – an Introduction to VBA

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Automating Excel® – an Introduction to VBA

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mail: P.O. Box 509 Eau Claire, WI 54702-0509 • telephone: 866-352-9539 • fax: 715-833-3953email: [email protected] • website: www.lorman.com • seminar id: 400666

Prepared By:Mike Thomas

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Automating Excel: An Introduction to VBA

Mike Thomas

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VBA (Visual Basic for Applications)

A computer programming language

3

Built into Excel, Word, PowerPointand other Microsoft apps

MacroMacro

4

Each month…Open my month-end consolidation fileLots of copying & pasting of dataDelete some rows and columnsFormat some data to display correctlySave the updated file

2 hours

Click a single buttonRun a macro 30 seconds

Macro Recorder

5

Mike Thomas

This training focuses on what you need to know in order to use the VBA toolset to automate basic tasks

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10

Objects

Collections

Properties

Methods

Objects in ExcelObjectApplicationWorkbookWorksheetRangeRowColumn

7

Collections

iPhones(3)

iPhones("07990 123456")

Collections in Excel

Worksheets(6)

Worksheets("Sheet6")

8

Object Model (Excel)

Referencing an Object

Application.Workbooks("my-file.xls").Worksheets("Sheet2").Range("C29")

Range("C29")

9

Special Objects in Excel

Object

ActiveCell

ActiveWorkbook

ActiveRow

Properties (Characteristics)

Name ValueColour BlackManufacturer AppleCapacity 32GBFreeSpace 2GBIsFullyCharged False

10

Properties: Can be changed

Name Value

FreeSpace 2GB

IsFullyCharged False

Properties: Can’t Be Changed

Name Value

Colour Black

Manufacturer Apple

Capacity 32GB

11

Range Object: Properties

Name Value

Address A1

Value Here is some text

Name Demo

WrapText True

Methods (Actions)

MethodAnswerCallUnlockLockDisplayNextScreenSwitchOff

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Range Object: Methods

Method

Select

ClearContents

Copy

Cut

Email: [email protected]

The Excel Trainer: http://theexceltrainer.co.uk

Mike Thomas

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AutomatingExcel:

MacrosandVBAFundamentals

Trainer:MikeThomas

15

http://theexceltrainer.co.uk

WhatisVBA?• ItstandsforVisualBasicforApplications• It'saprogramminglanguage• It'sbuiltintoExcel,Word,Excel,PowerPointandseveralotherMSapplications.The

trainingfocussesonVBAinExcel

WhatisaMacro?• InExcel,amacroisasetofkeystrokesorcommandsstoredunderandname,whichcan

be"playedback"byissuingasingleinstruction,therebysavingyoutime.

TheMacroRecorderandVBA• Excelhasabuilt-inmacrorecorderthatletsyoucreateamacrobyactuallyrecordingthe

actions,however,themacrorecorderdoeshavelimitationssotobeabletodoanythingmorethanjustrecordaseriesofcommandsorkeypresses,youneedtolearnVBA.

• AnotherreasonforlearningVBAistobeabletoeditexistingmacros.Evenifthemacrowascreatedwiththemacrorecorder,theonlywaytoamenditistoeitherrecorditagainfromscratchandreplacetheexistingoneoruseVBAtoeditit.

XLSXvXLSM• XLSXfiles(i.e.normalExcelworkbookfiles)cannotstoreVBAcode.• YoumustsavethefileasaMacro-Enabledfile(withanXLSMfileextension)

HowtoDisplaytheDeveloperTab:Office2010/2013/2016• ClickFile>Options• ClickCustomizeRibbon• PutatickintheDevelopercheckboxintheright-handcolumn

HowtoDisplaytheDeveloperTab:Office2007• ClicktheOfficebuttonandselectOptions• Inthefirstsetofoptionstickthebox"showdevelopertabontheRibbon

4WaystoRunaMacro1. DeveloperTab>Macrosandselectthemacrotorun2. PressALT+F8(shortcuttotheabove)3. Assignakeyboardshortcuttothemacro4. Addabuttontothespreadsheetandattachthemacrotoit

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EventProcedures• Aneventprocedureiscodethatrunsautomaticallywhenaneventoccurs• Examplesofeventso Workbookopeningo Workbookbeingclosedo Workbookbeingsavedo Switchingfromoneworksheettoanothero Switchingfromonecelltoanother

TheVBAEditor• ALT+F11toswitchbetweenExcelandVBAEditororDeveloper>VisualBasic• ProjectExplorerandPropertiesWindowaredisplayedontheleft-handside• Iftheyarenotdisplayed,usetheViewmenutodisplaythem• UsetheRunButton(greentriangle)torunthecurrentprocedure(current=wherethe

cursoris)

Procedures• InVBA,macrosarecalledProcedures• Procedureisaprogrammingterm,macroisafriendlierend-userterm• AllproceduresstartwiththewordSUBfollowedbyapairofbrackets• AllproceduresendwithENDSUB

Modules• Amoduleisacontainerforprocedures• Thereisnolimittothenumberofproceduresthatcanbestoredinasinglemodule• Youcancreatemorethanonemoduleinafiletoaidorganisingprocedures

EventProcedures• Canbeworkbook-specificorworksheet-specific• Mustbestoredintheappropriate"sheet"moduleorinthe"ThisWorkbook"module

EditingaMacro• PressALT+F8(orDeveloper>Macros)• Selectthenameofthemacro• ClickEdit

StepThroughaProcedure• Usefulwhentroubleshooting• Debug>StepintofromthetoolbarorF8

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CreateaNewProcedure• Placecursorwherenewprocedureistobestored• TypeSUBfollowedbyaspacefollowedbythenameandpressEnter

Modules• NewModule:SelectInsert>Module• RenameaModule:ClickthemoduleandrenameviathePropertieswindow• DeleteaModule:RightclickthemoduleandselectRemove

Indenting• UsetheTABkeytoindent• UseShiftandTABtoremoveanindent

Comments• Typeanapostropheatthestartofthelinetoaddacomment/note

ToAddaButtontotheSpreadsheet• Developertab>Insert• ClickthefirsticonintheFormssection• Drawthebutton• Selectthemacrotoattachtothebutton• Rightclickthebuttontochangetext/location/macro

ProtectingtheCode• Tools>VBAProjectProperties>Protection

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SampleCode:SelectingCellsSelectasinglecellRange("A1").SelectSelectarangeofcellsRange("A1:B10).SelectSelectacellonebelowA1Range("A1").Offset(1,0).SelectSelectacellonetorightofcurrentcellActivecell.Offset(0,1).SelectSelectfromcurrentcelltolastnon-blankcellincolumn(inclusive)Range(Selection,Selection.End(xlDown)).SelectSelectthenextblankcellincurrentcolumnActiveCell.End(xlDown).SelectActiveCell.Offset(1,0).Select

SampleCode:SettingCellValueSetthevalueofthecurrentcellto"TheExcelTrainer"Activecell.value="TheExcelTrainer"SetthevalueoftheA1to"TheExcelTrainer"Range("A1").value="TheExcelTrainer"SetthevalueoftheA1to100Range("A1").value=100EnteraformulainA1Range("A1").Value="=A3+A4"

EnterCurrenttimeintocurrentcellActiveCell.Value="=Now()"EnternameofcurrentuserintoA1(Windowsusername)Range("A1").Value=Environ("USERNAME")

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Logic(IF)IfA1contains"MikeThomas"thenput"ExcelVBA"intoB1andgotoC1.IfA1doesnotcontain"MikeThomas"thenput"Excel"inB1andgotoD1IfRange("A1").Value="MikeThomas"ThenRange("B1").Value="ExcelVBA"Range("C1").SelectElseRange("B1").Value="Excel"Range("D1").SelectEndIfIfA1contains"MikeThomas"thenput"ExcelVBA"intoB1.IfA1doesnotcontain"MikeThomas"thencontinueprocessingthecodefollowingthe"EndIf"IfRange("A1").Value="MikeThomas"ThenRange("B1").Value="ExcelVBA"EndIfIfA1contains"MikeThomas"thenput"ExcelVBA"intoB1.IfA1doesnotcontain"MikeThomas"thenignorethislineofcodeIfRange("A1").Value="MikeThomas"ThenRange("B1").Value="ExcelVBA"SelectCase–analternativetoalengthyIFfunctionIfthevalue(content)ofA1isMikeThomas,setB1toMT.Ifthevalue(content)ofA1isJohnDoe,setB1toJD.Ifthevalue(content)ofA1isRobertDoe,setB1toRD.Ifthevalue(content)ofA1isanythingelse,setB1toUnknownSelectCaseRange("A1").ValueCase"MikeThomas"Range("B1").Value="MT"Case"JohnDoe"Range("B1").Value="JD"Case"RobertDoe"Range("B1").Value="RD"CaseElseRange("B1").Value="Unknown"EndSelect

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Looping:RepeatingtheProcessGotoB2.ForeachcellincolumnB,settheformattodd-mmmm-yyyy.StopwhenitgetstoablankcellRange("B2").SelectDoUntilActiveCell.Value=""ActiveCell.NumberFormat="dd-mmmm-yyyy"ActiveCell.Offset(1,0).SelectLoopGotoB2.ForeachcellincolumnB,settheformattodd-mmmm-yyyy.Asitmovesdownthecolumn,checkcolumnD.StopwhenthereisablankcellincolumnDonthatrowRange("B2").SelectDoUntilActiveCell.Offset(0,2).Value=""ActiveCell.NumberFormat="dd-mmmm-yyyy"ActiveCell.Offset(1,0).SelectLoop

VariablesCreate2variablestostore"string"(i.e.text)values.Thevalueofthevariablescomesfrom2cellsDimvOrientationAsStringDimvPaperSizeAsStringvOrientation=Range("M1").ValuevPaperSize=Range("M2").ValueUsingavariableasacountertotrackthenumberoftimesaprocessisperformedDimCntrasbyteDimCntr1asbyteCntr1=Range("A1").ValueForCntr=1ToCntr1'Codegoeshere'CodegoeshereNextCntr

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FunctionsFunctiontoconvertaCelsiusvaluetoFahrenheitFunctionCelFar(vCelsiusAsInteger)CelFar=vCelsius*(9/5)+32EndFunctionScenario:A1=20.ThisisaCelsiustemperature.Inanothercell,type=CelFar(A1)TheresultofthefunctionistheFahrenheitequivalentof20degreesCelsius

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OrderDate Flavour ContainerSize Quantity Revenue Cost City

1/4/2016 Banana 500ML 13 39.00 26.00 New York City

1/4/2016 Toffee 500ML 17 68.00 34.00 New York City

1/4/2016 Banana 1L 11 60.50 44.00 New York City

1/4/2016 Mint Chocolate500ML 10 35.00 20.00 New York City

1/4/2016 Strawberry 1L 16 80.00 32.00 New York City

1/4/2016 Chocolate 1L 14 98.00 70.00 New York City

1/4/2016 Toffee 500ML 19 76.00 38.00 New York City

1/4/2016 Strawberry 1L 15 75.00 30.00 New York City

1/4/2016 Vanilla 500ML 15 37.50 15.00 New York City

1/4/2016 Pecan 1L 14 77.00 42.00 New York City

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1/4/2016 Banana 1L 16 88.00 64.00 Philadelphia

1/4/2016 Chocolate 500ML 19 76.00 38.00 Philadelphia

1/4/2016 Strawberry 1L 20 100.00 40.00 Philadelphia

1/4/2016 Chocolate 1L 15 105.00 75.00 Philadelphia

1/4/2016 Chocolate 500ML 12 48.00 24.00 Philadelphia

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1/4/2016 Strawberry 1L 18 90.00 36.00 San Francisco

1/4/2016 Chocolate 500ML 17 68.00 34.00 San Francisco

1/4/2016 Banana 1L 17 93.50 68.00 San Francisco

1/4/2016 Peach 1L 17 93.50 51.00 San Francisco

1/4/2016 Mint Chocolate1L 11 71.50 33.00 San Francisco

1/4/2016 Vanilla 500ML 10 25.00 10.00 San Francisco

1/4/2016 Toffee 500ML 13 52.00 26.00 San Francisco

1/5/2016 Mint Chocolate1L 11 71.50 33.00 San Francisco

1/5/2016 Banana 1L 20 110.00 80.00 San Francisco

1/5/2016 Banana 500ML 13 39.00 26.00 San Francisco

1/5/2016 Toffee 1L 11 82.50 33.00 San Francisco

1/5/2016 Peach 500ML 20 60.00 40.00 San Francisco

1/5/2016 Vanilla 500ML 12 30.00 12.00 San Francisco

1/5/2016 Mint Chocolate500ML 15 52.50 30.00 San Francisco

1/5/2016 Pecan 500ML 10 30.00 10.00 San Francisco

1/5/2016 Chocolate 1L 19 133.00 95.00 San Francisco

1/5/2016 Peach 1L 20 110.00 60.00 San Francisco

1/5/2016 Banana 500ML 10 30.00 20.00 San Francisco

1/6/2016 Strawberry 1L 14 70.00 28.00 San Francisco

1/6/2016 Pecan 500ML 13 39.00 13.00 San Francisco

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T

North,Week 2,6247

North,Week 3,5764

North,Week 4,7060

South,Week 1,6275

South,Week 2,7921

South,Week 3,6383

South,Week 4,5924

East,Week 1,7463

East,Week 2,6673

East,Week 3,4788

East,Week 4,4583

West,Week 1,5684

West,Week 2,5018

West,Week 3,5285

West,Week 4,10000

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Notes

Documents

Final- Automating Excel - An Introduction to VBA