Excel Macro and VBA

Recording/Editing Macro

• Recording macro:– Tools/Macro/Record new macro

• Editing macro:– Tools/Macro/Macros

• Excel’s macros are VBA procedures

Learning VBA with Macro

• Spreadsheet operations:– Copy/Paste/Fill/Clear/Delete– Format cells– Adding a worksheet– Insert/Delete rows, cols– Window scroll

• Command Bar commands

Data/Sort/Subtotal Commands

• Range("A3:F25").Sort Key1:=Range("C4"), Order1:=xlAscending, Key2:=Range("B4"), Order2:=xlAscending, Header:=xlGuess, OrderCustom:=1, MatchCase :=False, Orientation:=xlTopToBottom, DataOption1:=xlSortNormal, DataOption2:=xlSortNormal

• Selection.Subtotal GroupBy:=2, Function:=xlAverage, TotalList:=Array(6), Replace:=True, PageBreaks:=False, SummaryBelowData:=True

• Note: Use Excel Object Model to study Range object’s Sort and Subtotal methods. (Selection returns a range object)

Data/Pivot TableActiveWorkbook.PivotCaches.Add(SourceType:=xlDatabase,

SourceData:= "Sheet1!R3C1:R24C6").CreatePivotTable TableDestination:="", TableName:= "PivotTable2", DefaultVersion:=xlPivotTableVersion10

ActiveSheet.PivotTableWizard TableDestination:=ActiveSheet.Cells(3, 1)

ActiveSheet.Cells(3, 1).SelectActiveSheet.PivotTables("PivotTable2").AddFields RowFields:="Race", ColumnFields:="Sex"With ActiveSheet.PivotTables("PivotTable2").PivotFields("Salary") .Orientation = xlDataField .Caption = "Average of Salary" .Function = xlAverageEnd With

PivotCaches

• Represents the collection of memory caches from the PivotTable reports in a workbook. Each memory cache is represented by a PivotCache object.

• PivotCache– Represents the memory cache for a

PivotTable report.

PivotCaches’ Add Method

• Adds a new PivotTable cache to a PivotCaches collection. Returns a PivotCache object.

• PivotCaches.Add(SourceType, SourceData)• SourceType: PivotTableSourceType can be one of these

XlPivotTableSourceType – xlDatabase– xlExternal

• SourceData:– Required if SourceType isn't xlExternal. Can be a

Range object. – For an external database, we can create a

recordset and assign the recordset object to pivotCahce’s Recordset property.

– objPivotCache.Recordset = rstRecordset

PivotCache’s CreatePivotTable Method

• Creates a PivotTable report based on a PivotCache object

• pivotCacheObj.CreatePivotTable(TableDestination, TableName, ReadData, DefaultVersion)

PivotTable’s AddFields Method and PivotFields Property

• AddFields method:– ActiveSheet.PivotTables("PivotTable2").AddFields

RowFields:="Race", ColumnFields:="Sex“

– ActiveSheet.PivotTables("PivotTable3").AddFields RowFields:=Array("Race", "Sex"), ColumnFields:="IncomeGroup"

• PivotFields property:– A collection of PivotField object.– PivotField object’s properties:

• Caption• Function• Orientation

ReWrite the MacroSub MyPivotTable()Dim objPivotCache As PivotCache

Set objPivotCache =ActiveWorkbook.PivotCaches.Add(SourceType:=xlDatabase, SourceData:= "Sheet1!A3:f24")

objPivotCache.CreatePivotTable TableDestination:=Sheet2.Range("A3"),TableName:="EEOPivotTable"ThisWorkbook.Sheets("sheet2").ActivateActiveSheet.Range("a3").SelectActiveSheet.PivotTables("EEOPivotTable").AddFields RowFields:="Race", ColumnFields:="Sex"

With ActiveSheet.PivotTables("EEOPivotTable").PivotFields("Salary") .Orientation = xlDataField .Caption = "Average of Salary" .Function = xlAverageEnd WithEnd Sub

External Data Source with ADOSub ADOPivotTable()Dim cn As ADODB.ConnectionDim rs As ADODB.RecordsetSet cn = New ADODB.Connectioncn.Open ("provider=microsoft.jet.oledb.4.0;data source=c:\salesDB.mdb;")Set rs = cn.Execute("select * from customer", adCmdText)Dim objPivotCache As PivotCacheSet objPivotCache = ActiveWorkbook.PivotCaches.Add(SourceType:=xlExternal)Set objPivotCache.Recordset = rsobjPivotCache.CreatePivotTable TableDestination:=ActiveSheet.Range("A3"), TableName:="CustomerRating"ActiveSheet.PivotTables("CustomerRating").AddFields RowFields:="City", ColumnFields:="Rating"With ActiveSheet.PivotTables("CustomerRating").PivotFields("CID") .Orientation = xlDataField .Caption = "Number of Customer" .Function = xlCountEnd Withcn.CloseSet rs = NothingSet cn = NothingEnd Sub

Data/Import External Data

Macro to Import a QuerySub ImportQry() With ActiveSheet.QueryTables.Add(Connection:=Array(Array( _ "ODBC;DBQ=C:\SalesDB.mdb;DefaultDir=C:\;Driver={Driver do Microsoft Access (*.mdb)};DriverId=25;FIL=MS Access;MaxBufferSize=2048;MaxS"), Array( _ "canRows=8;PageTimeout=5;SafeTransactions=0;Threads=3;UID=admin;UserCommitSync=Yes;" _ )), Destination:=Range("A1")) .CommandText = Array( _ "SELECT CUSTOMER.CID, CUSTOMER.CNAME, CUSTOMER.CITY, CUSTOMER.RATING FROM `C:\SalesDB`.CUSTOMER CUSTOMER WHERE (CUSTOMER.RATING='a')" ) .Name = "Query ACustomer" .FieldNames = True .RowNumbers = False .FillAdjacentFormulas = False .PreserveFormatting = True .RefreshOnFileOpen = False .BackgroundQuery = True .RefreshStyle = xlInsertDeleteCells .SavePassword = False .SaveData = True .AdjustColumnWidth = True .RefreshPeriod = 0 .PreserveColumnInfo = True .SourceConnectionFile = "C:\Query ACustomer.dqy" .Refresh BackgroundQuery:=False End WithEnd Sub

Worksheet’s QueryTables Properties

• A collection of QueryTable objects.

• Each QueryTable object represents a worksheet table built from data returned from an external data source.

QueryTables’ Add Method• Creates a new query table. Returns a QueryTable object that

represents the new query table.

• QueryTableObj..Add(Connection, Destination, Sql)

• Connection   Required Variant. The data source for the query table. Can be one of the following:– A string containing an OLE DB or ODBC connection string. The ODBC

connection string has the form "ODBC;<connection string>". – An ADO or DAO Recordset object. – A Web query. A string in the form "URL;<url>". – Data Finder. A string in the form "FINDER;<data finder file path>" (*.dqy

or *.iqy). • Destination   Required Range. The cell in the upper-left corner of the

query table destination range.• Sql   Optional Variant. The SQL query string to be run on the ODBC

data source. This argument is optional when you're using an ODBC data source. You cannot use this argument when a text file, or ADO or DAO Recordset object is specified as the data source.

QueryTable Object’s Properties and methods

• Properties:– FieldNames– RefreshPeriod– RecordSet

• Methods:– Refresh– Delete

Delete All QueryTables from a Worksheet

Sub RemoveAllQryTables()Dim i As IntegerFor i = ActiveSheet.QueryTables.Count To 1 Step -1 ActiveSheet.QueryTables.Item(i).DeleteNext iEnd Sub

ReWrite Macro to Import Data with ODBC DSN

Sub myImportQry2() Dim qt As QueryTable Dim mySQL As String

mySQL = "select * from customer" Set qt = ActiveSheet.QueryTables.Add("ODBC;DSN=salesDBDSN", Range("a1"), mySQL) With qt .FieldNames = True .RefreshPeriod = 0 .Refresh BackgroundQuery:=False End WithEnd Sub

Customizing the Macro:Select a Table/Query Name from a ListBox and Retrieve its Records

Private Sub UserForm_Initialize()ListBox1.AddItem ("customer")ListBox1.AddItem ("custord")End Sub

Private Sub CommandButton1_Click()Call MyImportQry(ListBox1.Value)End Sub

Sub MyImportQry(dataSource As String)Dim qt As QueryTableDim mySQL As String

mySQL = "select * from " & dataSourceSet qt = ActiveSheet.QueryTables.Add("ODBC;DSN=salesDBDSN", Range("a1"), mySQL)With qt .FieldNames = True .RefreshPeriod = 0 .Refresh BackgroundQuery:=FalseEnd WithEnd Sub

Import Web Query

• Web query extension:– iqy

Sub importWebQry() With ActiveSheet.QueryTables.Add(Connection:="FINDER;C:\ dchaoHP.iqy", Destination:=Range("A1")) .Name = "dchaoHP" .FieldNames = True .RowNumbers = False .FillAdjacentFormulas = False .PreserveFormatting = True .RefreshOnFileOpen = False .BackgroundQuery = True .RefreshStyle = xlInsertDeleteCells .SavePassword = False .SaveData = True .AdjustColumnWidth = True .RefreshPeriod = 0 .WebSelectionType = xlAllTables .WebFormatting = xlWebFormattingNone .WebPreFormattedTextToColumns = True .WebConsecutiveDelimitersAsOne = True .WebSingleBlockTextImport = False .WebDisableDateRecognition = False .WebDisableRedirections = False .Refresh BackgroundQuery:=False End WithEnd Sub

Simplify with Default Properties

Sub impWebQry()Dim qt As QueryTableSet qt = ActiveSheet.QueryTables.Add(Connection:="FINDER;C:\dchaoHP.iqy", _ Destination:=Range("A1"))

With qt .Name = "dchaoHP" .FieldNames = True .Refresh BackgroundQuery:=FalseEnd WithEnd Sub

Customizing the Macro

• In order to use the macro to import any web queries, we can use arguments to provide:– Query name– Destination– Query table name

Sub impWebQry(qryNamePath As String, destinationCell As Range, qryTableName As String)

Dim qt As QueryTableSet qt = ActiveSheet.QueryTables.Add(Connection:="FINDER;" & qryNamePath, destination:=destinationCell)With qt .Name = qryTableName .FieldNames = True .Refresh BackgroundQuery:=FalseEnd WithEnd Sub

Using Finder to Import Database Query

Sub FinderQry()Dim qt As QueryTableSet qt = ActiveSheet.QueryTables.Add(Connection:="FINDER;C:\queryCustomer.dqy", destination:=Range("A1"))

With qt .Name = "qryCustomer" .FieldNames = True .Refresh BackgroundQuery:=FalseEnd WithEnd Sub

RefEdit Control

• Let user to select a range.

• The selected range is returned as text with the control’s Text property.

RefEdit Example

Private Sub CommandButton1_Click()Dim selectedRange As RangeSet selectedRange = Range(RefEdit1.Text)MsgBox (RefEdit1.Text)End SubPrivate Sub UserForm_Activate()‘Show the current selection when open the formRefEdit1.Text = Selection.Address End Sub

RefEdit ExamplePrivate Sub CommandButton1_Click()Dim selectedRange As RangeSet selectedRange = Range(RefEdit1.Text)Call ImportQry(ListBox1.Value, selectedRange, TextBox1.Text)End SubPrivate Sub UserForm_Initialize()ListBox1.AddItem ("customer")ListBox1.AddItem ("custord")Worksheets.AddEnd SubSub ImportQry(qryName As String, destination As Range, qtName As String)Dim mySQL As StringmySQL = "select * from " & qryNameDim qt As QueryTableSet qt = ActiveSheet.QueryTables.Add("ODBC;DSN=salesDBDSN", destination, mySQL)With qt .FieldNames = True .Name = qtName .RefreshPeriod = 0 .Refresh BackgroundQuery:=FalseEnd WithEnd Sub