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DASH DESIGNS CONSULTING

Technology Training and Consulting Services

Microsoft Excel 2007Microsoft Excel 2007

AutomationAutomation ThroughThrough MacrosMacros

Microsoft Excel 2007 - Automation Through Macros For The Haas School, UC Berkeley Dash Designs Consulting

Microsoft Excel 2007

Automation Through Macros

For

The Haas School of Business,

University of California

Copyrights and Trademarks

2007, Dash Designs Consulting, Jerry Maletsky

San Rafael, CA 94903

email: [email protected] web site: www.dashdesignsconsulting.com

fax (415) 491-1490

Any mention or use of Microsoft, University of California, or any

third party products is hereby acknowledged by Dash Designs Consulting to be for the sole purpose of editorial and educational

use of this training manual and for the benefit of the mentioned

Dash Designs Consulting gives permission to the Haas School of

Business of the University of California at Berkeley to reprint this training manual for internal use only. No re-sale of this material or

renunciation of copyrights are granted by this author.

Revised: November 4, 2007



Table of Contents

Planning and Recording Macros ... 4

Making Macros Flexible .............. 16

Reference Workbook: Macros Workbook.xlsx

Excel 2007Excel 2007 Automation Through MacrosAutomation Through Macros

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1 Microsoft Excel 2007 - Automation Through Macros - Dash Designs Consulting

1

Jerry Maletsky

Dash Designs Consulting

Technology Training and Consulting

Microsoft Excel 2007Microsoft Excel 2007

Automation Automation ThroughThrough MacrosMacros

Microsoft Excel 2007 - Automation Through Macros - Dash Designs Consulting

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2

WHY RECORD A MACRO?

Many tasks that you perform in Microsoft Excel are often repetitive. These can

include formatting cells, entering worksheet labels, printing commands, or deleting data. Individual tasks can be completed quickly. When there are several repetitive

tasks that need to be executed at the same time, a macro can accomplish those

tasks very efficiently.

Macros are Microsoft Office objects that record these tasks as you do them once.

Then they can be executed within an Excel worksheet to play back those recorded

tasks at any time in the future.

When you record a macro, Microsoft Excel stores each tasks steps in a programming language called Visual Basic (actually Visual Basic for Applications or VBA). This programming language can be examined and edited to further

customize a macro.

The main limitation of a macro is that it will always execute the same steps exactly

as they were recorded. That is, if in recording the macro, one of the steps is to open a workbook named Budget.xls, then that is the same file it will open each time that macro is run. In order to make macros more flexible some editing of the VBA

code is required.

Macros offer these advantages

Save time

Streamline repetitive tasks

Create consistent formatting techniques

Create custom commands and toolbar buttons

Safeguard data changes

1 Planning and Recording Macros

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Planning and Recording Macros

1

EXCEL 2007 MACRO SECURITY

For more information on

Macro Security see Micro-

soft Excel Help System.

Excel 2007 requires that any workbook containing macros needs to be saved as a

Macro-Enabled workbook (see previous page). This is a new type of workbook (with an .xlsm extension) in Office 2007. This can be accomplished by using the

Save As command in the Office Button. Although the user can still save the file as a normal workbook, any macros contained within that workbook would be lost.

When the macro-enabled workbook is opened, initially, the macros contained within

that workbook will be disabled. However, the user can click the options button in

the Security Warning bar (see below) and enable those macros.

Microsoft Office Button


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SETTING MACRO SECURITY


Steps:

Click Microsoft Office Button

Click the Excel Options button

Click the Trust Center category (left panel)

Click Trust Center Settings... button (right panel)

Click Macro Settings category (left panel)

Microsoft Office takes precautions before opening files that contain macros. That is be-

cause viruses can be contained within macros. Antivirus software that is installed with Microsoft Windows, and kept updated, scans files for known viruses before they are

opened. In addition, Microsoft Office contains Macro Setting Security options that help protect files with macros from being opened inadvertently without the users knowledge that they contain macros.

Within Microsoft Excels Trust Center command are the Macro Settings options. This settings dialog box has several options that range from disabling macros automatically be-

fore a file can be opened to opening any file regardless whether or not they contain mac-

ros.

Security settings can be viewed in Microsoft Excel through the, OOFFICEFFICE BBUTTONUTTON,

EEXCELXCEL OOPTIONSPTIONS BBUTTONUTTON, T, TRUSTRUST CCENTERENTER, MMACROACRO SSETTINGSETTINGS command.

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SETTING MACRO SECURITY

Trust Center Dialog Box


1

Macro Settings Dialog Box


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6


1

RECORDING A MACRO

Macros are recorded much like recording a television show. After the recorder is activated

it memorizes every step taken to complete the required tasks.

Before recording a macro, it is a very good idea to practice and try out the steps needed to

be recorded. That way, it is less likely that steps will be missed as well as ensuring that

the steps all work.

In order to record a macro, the user needs to open the Record Macro dialog box. There

will be several options necessary to set before the macro recording begins. These include the macro name, a shortcut key to play it back, and the location in which to store the

macro.

The following defines the options available

MMACROACRO NNAMEAME::

The first character of the macro name must be a letter. Other characters can be

letters, numbers, or underscore characters.

Spaces are not allowed in a macro name; an underscore character works well as

a word separator.

Do not use a macro name that is also a cell reference or you can get an error

message that the macro name is not valid.

SSHORTCUTHORTCUT KKEYEY: : (Optional)

In order to avoid overwriting global shortcut keys such as Ctrl+C (Copy) or Ctrl+V (Paste) use the Shift key and the letter that will be used to execute the

macro later.

The shortcut key letter you use cannot be a number or special character such as

@ or #.

The macro can also be executed from the Macro dialog box, a toolbar button, or

even a menu command.

SSTORETORE MMACROACRO IINN::

This Workbook ( macro can only be run in the workbook it is being recorded in

or when that workbook is opened)

Personal Macro Workbook (global macro can run in any workbook)

New Workbook (macro is stored in a separate workbook that must be opened

in order to run it)

DDESCRIPTIONESCRIPTION: : (Optional)

Enter a summary description that will help recall what tasks the macro performs.

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Steps:

View Tab: Macro: Record Macro command

Type a name for the macro

(no spaces use an underscore if necessary)

Give it a shortcut key (optional) Use Shift key + Letter so you dont

overwrite the regular command shortcut keys

Designate a storage area

Type a description

Click OK

Set the recording mode to relative or absolute

(see next page)

Perform the necessary tasks

Click the Stop Recorder command when completed


1

View Tab: Macros: Record New Macro Dialog Box

Note: Once you click OK in the Record Macro dialog box the macro begins

recording every step you perform. Dont worry about small mistakes. The macro plays back so quickly that you probably wont even notice them. The macro can be edited afterwards (VBA) or re-recorded.

Great Tip!

RECORDING A MACRO


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RECORDING ABSOLUTELY OR RELATIVELY

When you create a macro Microsoft Excel records those steps either in

Absolute Reference mode or Relative Reference mode. The mode in which the macro is recorded may depend on the tasks and the steps that need to be exe-

cuted in order to successfully execute.

When a macro is recorded in Absolute Reference mode any cell you select or navigate to will be recorded as just that cell address (i.e. selecting cell B10 will be

recorded as selecting cell B10).

When a macro is recorded in Relative Reference mode any cell you select or navi-

gate to will be recorded as that cell address relative to the cell previously selected. For example, if the active cell is A5 and the next cell selected is B10, in Relative Reference mode Excel will record that as moving to the cell 1 column to the right

and 5 rows down.

Some macros will execute more efficiently in Absolute Reference mode while oth-

ers will be more effective in Relative Reference mode.

Excel will continue to record macros with relative references until you quit Excel or

until you click Relative Reference again, so that it is not selected.

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RECORDING ABSOLUTELY OR RELATIVELY

Steps:

After clicking OK to start the recorder...

Set the recording mode to relative or absolute

Perform the necessary tasks

Click the Stop Recording command when completed

Use Relative References Command

View Tab: Macros Command

Command is On - Relative Reference

Command is Off - Absolute Reference


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EXECUTING A MACRO

Once a macro has been recorded, it can be played back when needed. There are

several methods that can be used to execute the macro. It can be played back us-ing the Macros dialog box, pressing the shortcut key combination (i.e.

Ctrl+Shift+H), or clicking on a toolbar button or menu command that it has been

assigned.

View Tab: Macros Command

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VIEWING THE CODE

Once the macro is finished recording the code that Microsoft Excel creates

to perform those necessary tasks are available in the VBA window. The VBA code can be viewed by clicking the View tab: Macros button: View

Macros command, selecting the preferred macro, then clicking the Edit

button to access the code.

Having access to the VBA code allows you to edit and customize the

macro. Much of the code recorded in a macro is reflective of the step per-formed (i.e. Range (B10).Select ). More complex steps have to be writ-ten in VBA and requires additional training.

Note that the macro starts with Sub Macroname and ends with End Sub.


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1

EDITING VBA CODE

Occasionally after recording a macro, you might find that some steps were omitted,

some labels were mistyped, some formatting options need to changed. Although the macro can be re-recorded, it might be more efficient to just edit the necessary

changes in the VBA code. You do not have to be an expert at VBA in order to do this. Many of the recorded steps are reflective of the task that you might have per-

formed with your mouse.

In addition, omitted steps can be recorded separately and then copied and pasted

into the original macro code.

Note: in the above example the company name ABC Company can be edited and changed without changing the macro. The quotes are

important and must be left.

Steps:

Click View Tab: Macros button: View Macros command

In the Macros dialog box, select the preferred macro

Click Edit button

Edit the macro as needed

Close the VBA window

When the workbook is saved the macro will be updated


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EDITING THE PERSONAL MACRO WORKBOOK

The Personal Macro Workbook (Personal.xlsb) is a special workbook in which

macros can be stored (see page 6 - Recording A Macro). A macro stored in the Personal Macro Workbook is available to run in any workbook opened on your

computer in Microsoft Excel. A macro stored in This Workbook is only available to run when that workbook is opened but can run on any computer that opens that workbook. The Personal Macro Workbook is an empty workbook created by Excel

when macros are stored in it. It is automatically hidden when Excel starts.

When editing macros stored in the Personal Macro Workbook the user must first use

the View tab: UnHide command to make that workbook visible. Otherwise, Micro-

soft Excel will not allow that macro to be edited.

Dont forget to hide (View Tab: Hide) the Personal.xlsb file when editing the

macros is completed. Otherwise, you

might add data to that workbook

inadvertently.

Personal.xlsb workbook



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ADDING MORE COMMANDS TO A MACRO


Sometimes when a macro is recorded and reviewed, it might be noticed that some

tasks were omitted. Instead of re-recording the entire macro, a new macro can be recorded with just those steps and then added to the original macro through Copy

and Paste commands.

Steps:

After recording the new macro with the additional steps...

Click View tab: Macros button: View Macros command

In the Macros dialog box, select the new macro

Click Edit button

Select the VBA code to add to the original macro

Click Edit menu: Copy (or any other Copy method)

In the VBA window, position the cursor in the original macro where the

new code is to be placed

Click Edit menu: Paste (or any other Paste method)

Close the VBA window

When the workbook is saved the macro will be updated

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ADDING MORE COMMANDS TO A MACRO

Original

Macro

Original

Macro and

New Macro

Original

Macro With

Added Com-


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2

ADDING INTERACTIVE DIALOG BOXES

Making Macros More Flexible

Recorded macros execute steps exactly as they are recorded. That is, if in

recording a macro, the file Budget.xls is opened that is the same file that will be opened each time that macro is executed. However, you may prefer

to open different files each time the macro is executed.

With an Input box, Excel can prompt for the name of the file or perhaps the cell(s) to select, or data to enter. An InputBox is a Visual Basic func-

tion that is added to the recorded macro. The InputBox is assigned a name and that name is attached to the routine it helps execute. When the data is entered into the InputBox (i.e., file name, cell address, data) that variable

is used to complete that routine.

The syntax for the InputBox consists of the following:

Name=InputBox(prompt,title,default,xpos,ypos,helpfile,context)

Argument Required/Optional Description

Prompt Required! Text that will appear as the message in

the Input box (up to 1,024 characters).

Must be entered in double-quotes.

Title Optional Text that will appear in the Title Bar of

the Input box dialog. Must be entered

in double-quotes.

Default Optional Specifies entry to be entered by default.

Must be entered in double-quotes.

Xpos Optional Specifies the horizontal position from the

left edge of the Input box to the left

edge of the screen.

Ypos Optional Specifies the vertical position from the

top edge of the Input box to the top

edge of the screen

Helpfile Optional Specifies the help file (if created) to dis-

play if a Help button (added to the Input

box automatically)

Context Required

(if Helpfile argument is

used)

Specifies help context number assigned

by author to the help file.

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ADDING INTERACTIVE DIALOG BOXES

Example of InputBox Macro: Before:

Sub OpenWkbk()

' ' Chicago Macro

' Macro recorded 11/1/2007 by Jerry Maletsky Opens the Macros Workbook ' ' Keyboard Shortcut: Ctrl+Shift+O

' Workbooks.Open Filename:= _

"C:\Documents and Settings\Jerry Maletsky\My Documents\Macros.xlsx"

End Sub

After Sub OpenWkbk() '

' OpenWkbk Macro ' Macro recorded 7/13/2005 by Jerry Maletsky Opens the Specified Workbook

' ' Keyboard Shortcut: Ctrl+Shift+O '

OpenBk=InputBox(Enter the name of the workbook to open,Open Work-book) Workbooks.Open Filename:= (OpenBk) End Sub


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2

USING MESSAGE BOXES IN MACROS


Message boxes can display information to the user as the macro is being executed.

For example, a message box can let the user know what task is about to happen or

ask the user for permission to proceed.

If the Message box contains multiple options (see Buttons argument below), addi-tional VB code is required to process the buttons. One method would be an IFThenElse statement (see topic further on).

The syntax for the Message box consists of the following:

Name=MsgBox(prompt,buttons,title,helpfile,context)


Prompt Required! Text that will appear as the message in

the Message box (up to 1,024 charac-

ters). Must be entered in double-

quotes.

Buttons Optional Specifies the number of buttons and the

type of buttons to display. If not speci-

fied an OK button will display by default.

Value Button Type(s)

0 OK

1 OK, Cancel

2 Abort, Retry, Ignore

3 Yes, No, Cancel

4 Yes, No

5 Retry, Cancel

Title Optional Text that will appear in the Title Bar of

the Input box dialog. Must be entered

in double-quotes.

Helpfile Optional Specifies the help file (if created) to dis-

play if a Help button (added to the Mes-

sage box automatically)

Context Required

(if Helpfile argument is used)

Specifies help context number assigned

by author to the help file.

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USING MESSAGE BOXES IN MACROS

Example of Message Box Macro:

Sub OpenWkbk()

'

' OpenWkbk Macro

' Macro recorded 11/1/2007 by Jerry Maletsky Opens the Specified Workbook

'

' Keyboard Shortcut: Ctrl+Shift+O

'

Info = MsgBox("You are about to open a workbook")

OpenBk=InputBox(Enter the name of the workbook to open,Open Workbook) Workbooks.Open Filename:= (OpenBk)

End Sub


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USING IFTHENELSE STATEMENTS IN MACROS


IFThenElse Statements can help process options set by the user such as in a mes-sage box with multiple buttons.

The syntax for the IFThenElse Statement consists of the following:

If condition Then

Statements

Else

Else Statements

End If

When there are more than 2 options available the ElseIf argument can be used:

If condition Then

Statements

ElseIf

ElseIf Statements

Else

Else Statements

End If


Condition Required! Specifies a condition that can

be tested as True or False

Statements Required! Specifies actions to be taken if

the condition is True

Else Statements Required! Specifies actions to be taken if

the condition is False

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Example of IFThenElse Statement Macro:

Sub FormatValues()

' ' FormatValues Macro

' Recorded by Jerry Maletsky on 11/4/2007 Selects specified cells. Formats numbers based on button clicked in Message box. '

'

SelectCells = InputBox("Enter cell range to select for formatting", "Select Cells")

DataFormat = MsgBox("Click Yes to format with Currency and 2 Decimal Places. Click No to format without Currency symbol and 1 decimal place. Click Cancel to do nothing.", 3, "Formatting Options")

If DataFormat = vbYes Then

Range(SelectCells).Select Selection.NumberFormat = _ "_([$$-409]* #,##0.00_);_([$$-409]* (#,##0.00);_([$$-409]* ""-""??_);_

(@_)"

ElseIf DataFormat = vbNo Then Range(SelectCells).Select

Selection.Style = "Comma" Selection.NumberFormat = "_(* #,##0.0_);_(* (#,##0.0);_(* ""-""??_);_(@_)"

Else Range("A1").Select

End If

End Sub


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2 Making Macros More Flexible


Worksheet before formatting macro

Worksheet after formatting macro

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One of the limitations of an Excel Macro is that it records the steps you perform lit-

erally (i.e. selecting a cell range). However, one method you can use to make the selection of cells more flexible is to use the keyboard to select cells rather than the

mouse.

NAVIGATING AND SELECTING CELLS WITH THE KEYBOARD

Navigation Direction

One cell in that direction

Ctrl+Home Goes To Cell A1 in that worksheet

Ctrl+End Goes to the intersection of the last used row &

column

Ctrl+

Ctrl+

Ctrl+

Ctrl+

Beginning And End Of A Cell Range In That

Direction

Navigating With The Keyboard

Selecting Cells With The Keyboard

Hold Shift And Press On Any Of The Following Keyboard Keys

Selects One Cell In That Direction

Ctrl+End Selects From Current Cell To End Of Work-

sheet

Ctrl+

Ctrl+

Ctrl+

Ctrl+

Selects Cells From Beginning To End Of A Cell

Range In That Direction


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ASSIGNING A MACRO TO A TOOLBAR OR MENU

Steps:

Click Quick Access Toolbar Customize Button

Click The More Commands Option

From Choose Commands From list (top left), Choose Macros

Select the Macro from the displayed list

To Change Button Image and Name, click Modify button

Click OK

To make macros more easily accessible, they can be assigned to toolbars or menus.

In addition, they can be assigned to graphic images (buttons, pictures) placed on the

worksheet.

Generally macros assigned to toolbars or menus are stored in the Personal Macro Workbook, while macros assigned to buttons or images on a worksheet are gener-

ally stored in the This Workbook option.

Assigning a Macro To The Quick Access Toolbar


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ASSIGNING A MACRO TO A TOOLBAR OR MENU


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Macro Added To The

Quick Access Toolbar

Macro Display Name


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ASSIGNING A MACRO TO A WORKSHEET BUTTON OR IMAGE

In addition to assigning a macro to a toolbar or menu command, a macro can also

be assigned to a button or an image on the worksheet itself. This can be a very ef-

ficient way to access a macro that only runs inside that workbook.

Before the macro can be assigned, a button has to be drawn onto the worksheet (Insert Tab: Shape command) or an image needs to be inserted into the worksheet

(Insert Tab: Picture (or ClipArt)).

Steps:

Assigning a Macro To A Worksheet Button

Place image on worksheet (i.e. Picture or Shape)

Right-click on new button, Select Assign Macro Command

Select the preferred macro

Click OK

Assigning a Macro To A Worksheet Button or Image

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ASSIGNING A MACRO TO A WORKSHEET BUTTON OR IMAGE

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