The Advantage Series ©2005 The McGraw-Hill Companies, Inc. All rights reserved Chapter 11 Developing Applications Using Excel Microsoft Office Excel 2003

©2005 The McGraw-Hill Companies, Inc. All rights reserved

The Advantage Series

Chapter 11

Developing Applications Using Excel

Microsoft Office Excel 2003

©2005 The McGraw-Hill Companies, Inc. All rights reserved2

11.1 Planning a Workbook Application

• To be successful as a spreadsheet developer, place yourself in the users’ position and strive to meet their expectations. Before you enter even the first label on a worksheet, understand your target audience and identify their basic input and output requirements. The users for your workbook application are the people who will enter and manipulate the data, analyze calculated results, and make decisions based on its reports and charts. They are also, most likely, the people paying your salary!


11.1.1 Creating Shared WorkbookFigure 11.1Opening the EX1110 workbook

The OrderForm worksheet draws data from the PriceList and Suppliers worksheet lists

These worksheet lists are used for populating the OrderForm worksheet


11.1.1 Creating Shared WorkbookFigure 11.2Share Workbook dialog box: Advanced tab

Select the interval frequency for displaying changes made by other users

Select whether to store a change history for the workbook (recommended)

Specify the method for dealing with change conflicts between users

Specify the settings to save in the custom view for each user


11.1.2 Tracking Changes to a Workbook

Figure 11.3Highlight Changes dialog box



Figure 11.4Tracking changes in a shared workbook

A ScreenTip, colored row number and column letter, triangular cell indicator, and a cell outline highlight the changed cell



Figure 11.5History worksheet showing tracked changes

Excel 2003 inserts and populates a new History worksheet with the changes that have been tracked in the shared workbook

Use the AutoFilter drop-down arrows to limit the display of information in the History worksheet



Figure 11.6Select Changes to Accept or Reject dialog box



Figure 11.7Accept or Reject Changes dialog box


11.1.3 Merging Workbook RevisionsFigure 11.8Selecting multiple workbook files to compare and merge


11.1.3 Merging Workbook RevisionsFigure 11.9Reviewing tracked changes after merging workbooks


11.1.3 Merging Workbook RevisionsFigure 11.10Displaying the History tracking worksheet


11.2 Validating data

• Validating data that is entered into a worksheet ensures the reliability and accuracy of a workbook application. In addition to displaying drop-down lists of values, Excel 2003’s data validation feature provides helpful prompts and can even warn users when incorrect entries are made. As a workbook developer, it is your job to determine what data is valid by setting a numeric or date range or by comparing an entry to a list of acceptable values. This module presents several techniques for ensuring the completeness and accuracy of data.


11.2.1 Applying Conditional Formatting

Figure 11.11Opening the EX1120 workbook



Figure 11.12Conditional Formatting dialog box

Specify a condition by first selecting “Cell Value Is” or “Formula Is”

Preview the formatting options selected

Select the formatting to apply if the current condition evaluates to true

Specify up to three conditions



Figure 11.13Specifying a condition based on a cell value



Figure 11.14Specifying a condition based on a formula



Figure 11.15Applying conditional formatting a worksheet


11.2.2 Applying and Removing Validation Rules

Figure 11.16Data Validation dialog box: Settings tab



Figure 11.17Data Validation dialog box: Input Message tab



Figure 11.18Data Validation dialog box: Error Alert tab



Figure 11.19Displaying a custom warning message

Displays the text entered on the Error Alert tab of the Data Validation dialog box

Displays the text entered on the Input Message tab of the Data Validation dialog box


11.2.3 Finding and Copying Validation Rules

Figure 11.20Go To Special dialog box

Select the Data validation option button and then All or Same to locate validation rules in your worksheet


11.2.3 Finding and Copying Validation Rules

Figure 11.21Paste Special dialog box


11.2.4 Using Dynamic Ranges For Data Validation

Figure 11.22Creating a dynamic range reference


11.2.4 Using Dynamic Ranges For Data Validation

Figure 11.23Using a dynamic range in a validation rule


11.3 Auditing a Worksheet

• To audit a worksheet means to review it for incorrect or suspect entries and formulas. Although conditional formatting and data validation provide some measure of error checking, mistakes can still occur when you construct and use a worksheet. For these instances, Excel 2003 offers several auditing features to assist you in tracking down rogue cells. Microsoft Office Excel 2003 also provides cell indicators and option buttons to assist you in performing error checking. In this module, you learn to use various auditing tools to find errors and graphically display cell dependencies.


11.3.1 Identifying Cell Indicators, Option Buttons, and Smart Tags




Figure 11.25Using the Insert Options button

When you insert a new row, the formatting from the topmost row is applied to the new row. The Insert Options button appears to speed the process of changing this formatting assumption.



Figure 11.26AutoCorrect dialog box: Smart tags tab

Select this check box to enable smart tags

This list area displays the available libraries of keyword “recognizers.” You can activate the built-in lists independently for identifying cells containing dates, financial symbols, Outlook e-mail recipients, and other itemsSelect this check box to

store the identified smart tags in the workbook

Check the current workbook for cell data recognized as smart tag labels

Access the Microsoft Web site to download additional libraries of keyword recognizers



Figure 11.27Displaying the Smart Tag Actions menu

“MSFT” is recognized as a stock symbol and labeled with a smart tag cell indicator

Click the Smart Tag Actions button to display a context-sensitive menu



Figure 11.28Retrieving stock information from the Web using a smart tag

Each blue underlined term is a hyperlink that you click to launch your default browser and display a Web page

The stock information is placed on a new worksheet. The original data remains unchanged on the Sheet1 worksheet tab


11.3.2 Locating Invalid Data Using The Formula Auditing ToolBar




Figure 11.30Formula Auditing toolbar



Figure 11.31Auditing a worksheet for non-complying values

Because this value does not comply with the data validation rule specified, it appears highlighted using a red auditing circle

Formula Auditing toolbar


11.3.3 Tracing Precedents and Dependents

Figure 11.32Tracing precedents for a formula

Each circle endpoint shows a cell that provides precedent information for the selected formula



Figure 11.33Tracing immediate and associated precedents



Figure 11.34Tracing dependents in a worksheet

Each arrowhead endpoint shows a cell that is dependent on the selected cell for information


11.3.4 Locating Errors In Formulas

Figure 11.35Error Checking dialog box

A “Divide by Zero Error” has been found in cell F14. Notice that the formula is also displayed above the error description



Figure 11.36Evaluate Formula dialog box

The next expression to be evaluated is shown in the Evaluation area

The formula error checker already knows that an error will result in the next calculation



Figure 11.37Displaying the Watch Window

Drag the borderlines to size the columns



Figure 11.38Tracing calculation errors using the Watch Window


11.3.5 Preventing Calculation Errors

Figure 11.39Nesting an ISERROR function within an IF function

Drag the borderlines to size the columns.


11.4 Automating A Workbook

• Excel 2003 has assigned most monotonous tasks to toolbar buttons and “Auto” commands. However, there are still tasks that you will have to perform over and over again that are not included as buttons on a toolbar.

• Excel 2003 allows you to store and play back keystrokes and commands. In addition to saving you an enormous amount of time, these stored instructions, called macros, also improve the consistency and accuracy of repetitive procedures. Using a macro, you can execute a sequence of instructions by simply clicking a button, pressing a key combination, or selecting a name from a list box.


11.4.1 Recording a Macro

Figure 11.40Record macro dialog box

Provide a shortcut key for executing the macro quickly

Provide a descriptive one-word name for the macro

Select a storage location for the macro. Where you store a macro determines its availability to other workbooks

Enter a description specifying the purpose of the macro. Excel 2003 enters a description like this one automatically



Figure 11.41Completing the Record Macro dialog box

Select a storage location for the macro. Where you store a macro determines its availability to other workbooks.



Figure 11.42Recording cell formatting commands

Stop Recording toolbar

“Recording” status


11.4.2 Playing Back a Macro

Figure 11.43Macro dialog box

All of the macros stored in the Macros in selection appear in this list box

Select which macros to view in the list box

A description of the currently selected macro is displayed


11.4.2 Playing Back a Macro

Figure 11.44Executing a macro to enter a business name and address

All of the macros stored in the Macros in selection appear in this list box.


11.4.3 Protecting Yourself From Macro Viruses

Figure 11.45Security dialog box: Security Level tab

Most users will specify the “Medium” security setting if they also have antivirus software installed on their system. If you do not have a virus scanner, consider selecting the High or Very High security

For more information about security settings, trusted publishers, and digital signing, click the Help button in the Title bar

This computer has a virus scanner installed



Figure 11.46Opening a workbook containing macros



Figure 11.47Opening a workbook and running macros


11.4.4 Editing a Recorded Macro

Figure 11.48Displaying macro code in the Visual Basic Editor

Code window

Macro name

The Code window contains the VBA programming code

Comment


11.4.4 Editing a Recorded Macro

Figure 11.49Editing VBA programming code


11.4.5 Printing Your Macros

Figure 11.50Print dialog box in the Visual Basic Editor

Specify whether to print the selected code, the entire module, or all the modules in the current project

When printing a custom form, you can specify whether to print its image, in addition to its code


11.5 Customizing Menus and ToolBars

• When Microsoft Office Excel 2003 is first installed on your system, the Menu bar, shortcut menus, and toolbars are set up in a default configuration. As you gain experience with Excel 2003 and create macros for automating everyday procedures, you may want to customize the application window to your preferred way of working. Fortunately, Excel 2003’s environment is extremely flexible and easily changed. You can change the number of worksheets that are displayed in a new workbook. You can even modify the existing interface elements, such as the Menu bar, and create entirely new menu options and toolbars. Whatever your requirements, your overall objective should be to make it easier to access the commands and procedures you use most often.


11.5.1 Modifying the Menu Bar

Figure 11.51Customize dialog box: Commands tab

The Categories list box provides options similar to the topmost items on the Menu bar

The Commands list box displays the commands available within the selected category



Figure 11.52Adding a new item to the menu

Dragging the “Custom Menu Item” to the bottom of the Insert menu



Figure 11.53Assigning a macro to the new “Insert Business Name” menuitem


11.5.2 Manipulating Toolbars

Figure 11.54Floating the Standard toolbar

The move handle for the Formatting toolbar

The Standard toolbar appears as a floating window with a Title bar and Close button


11.5.2 Manipulating Toolbars

Figure 11.55Displaying and hiding toolbars


11.5.3 Customizing a Toolbar

Figure 11.56Removing a button from the Formatting toolbar

Dragging the Bold button from the Formatting toolbar into the worksheet


11.5.3 Customizing a Toolbar

Figure 11.57Adding a button to the Standard toolbar

Dragging the “Publish as Web Page” option to the left of the Print button


11.5.4 Creating a New Toolbar

Figure 11.58Changing a toolbar button’s image

Documents

The Advantage Series ©2005 The McGraw-Hill Companies, Inc. All rights reserved Chapter 11 Developing Applications Using Excel Microsoft Office Excel 2003