1. Developing an Excel Application
Tutorial 7:
Developing an Excel Application
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2. Objectives: Create an application
Create , edit , and delete defined names for cells and ranges
Paste a list of defined names as documentation
Use defined names in formulas
Add defined name to existing formulas
Create validation rules for data entry
Protect the content of worksheets and workbook
Add , edit , and delete comments
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3. Objectives: Macro viruses and excel security features
Add the developer tab to the ribbon
Create and run a macro
Edit a macro using the visual basic editor
Assign a macro to a keyboard shortcut button
Save and open a workbook in macro-enabled format
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4. Visual Overview
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5. Excel Application and Defined Names
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6. Planning an Excel Application
A spreadsheet written or tailored to meet specific needs
The interface helps others use it
Typically includes reports and charts, a data entry area, a custom interface, instructions, and documentation
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7. Naming Cells and Ranges
Use a defined name to:
Assign a meaningful, descriptive name to a cell or range
Quickly navigate within a workbook to the cell with the defined name
Create a more descriptive formula
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8. Creating Defined Names
Must begin with a letter or an underscore
Can include letters, numbers, periods and underscores, but not other symbols or spaces
Cannot be a valid cell address, function name, or reserved word
Can include as many as 255 characters
Short, meaningful names (5–15 characters) are more practical
Are not case sensitive
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9. Creating Defined Names
Use the Name box to create defined names
Name Box
Select the cell or range to which you want to assign a name
Click in the name box , type the name and then press enter (or In the FORMULA tab , in the defined Names Group click the define name button , type a name in the Name box and then click the OK button)
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10. Creating Defined Names
Use the Selection dialog box to create defined names by selection
Select the range with labels to which you want to assign a name
On the FURMULA tab , click the create from Selection button
Specify whether to create the ranges based on the top row , bottom row , left column or right in the list
Click the OK button
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11. Editing and Deleting Defined Names
On the FURMULA tab , click the Name Manager
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12. Editing and Deleting Defined Names
The edit dialog box (you can change the name and its reference cell or range )
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13. Using the Paste Names Command
When a workbook contains many defined names , it can be helpful to list all of the names and their cell address in the workbook documentation Use the Paste Names Command to generate a list of names
To create a list of defined names in the worksheet:
Click the formulas Tab , click the Use in Formula button
Click paste Names , the paste name dialog box open , you can paste any selected name or you can paste the entire list
Click the Paste list button ( the defined names and their cell references are pasted )
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14. Using Defined Names in Formulas
Descriptive formulas are simpler to enter and understand
Ex: Range reference : = SUM(A2:A10)
Defined Names : = SUM (Price)
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15. Adding Defined Names to Existing Formulas
Defined names are not automatically substituted for cell addresses in a formula
Replace cell addresses in existing formulas with their defined names to make formulas more understandable
Adding defined names to existing Formula:
On the formula tab click the defined name button arrow then click apply Names
In the apply names dialog box select the names you want to apply
Click ok Or
Edit the formula by selecting
the cell reference and typing the
defined name.
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16. Visual Overview
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17. Data Validation and Protection
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18. Validating Data Entry
Ensures that correct data is entered and stored in a worksheet
Protects cells with formulas from accidental deletion
Reduces repetitious keystrokes and mouse clicks
Each validation rule defines criteria for data that can be stored in a cell or range
Use Data Validation dialog box to specify validation criteria, input message, and error alert for the active cell
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19. Specifying Validation Criteria
When you create a validation rule, specify the type of data allowed as well as a list or range of acceptable values (validation criteria)
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20. Specifying Validation Criteria
On the DATA tab click the Data validation button
Click the setting tab
Click the Allow arrow , click the type of data allowed
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21. Creating an Input Message
Reduces the chance of a data-entry error
Provides additional information about type of data allowed for the cell
Appears as a ScreenTip next to selected cell
On the DATA tab click the Data validation button
Click the Input message tab
Enter a title and text for the message
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22. Creating an Error Alert Style and Message
An error alert determines what happens after a user attempts to make an invalid entry in a cell that has a validation rule defined
Tree error alert styles: Stop, Warning, and Information
On the DATA tab click the Data validation button
Click the Error Alert tab
Select an alert style and then enter a title and a text for the error message
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23. Creating a List Validation Rule
Restricts a cell to accept only entries that are on a list you create
Create the list of valid entries in the Data Validation dialog box, or use a list of valid entries in a single column or row
On the DATA tab click the Data validation button
Click the setting tab
Click the Allow arrow , click the type of data allowed to be list
In the source enter the range you want
Then click ok
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24. Protecting a Worksheet and a Workbook
Reduces data-entry errors by limiting access to certain parts of the workbook
Prevents users from changing cell contents, workbook organization, or viewing formulas
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25. Locking and Unlocking Cells
A cell’s locked property determines whether changes can be made to that cell
Locked property has no impact as long as worksheet is unprotected; after worksheet is protected, locked property is in control
Default: Locked property is turned on for each cell, and worksheet protection is turned off
Common practice: Protect the worksheet, but leave some cells unlocked
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26. Locking and Unlocking Cells
To unlock the cell
In the home tab click the format button and then click format cell
The format cell dialog box open , the locked property in the protection tab
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27. Protecting a Worksheet
Specify the actions still available to users
A protected worksheet can be unprotected
Require a password to turn off protection only if you are concerned that users might make changes
On the REVIEW tab click the protect sheet button
Enter a password
Select all the actions you want to allow users to take
Click ok
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28. Protecting a Workbook Keeps a worksheet from being modified
Protecting the structure prohibits renaming, deleting, hiding, or inserting worksheets
Protecting the windows prohibits moving, resizing, closing, or hiding parts of the window
Default: Protect only the
structure of the workbook, not
the windows used to display it
On the REVIEW tab click the protect
Workbook button
Enter a password
Click the check box to indicate if you
want to protect the workbook structure , windows or both
Click ok
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29. Unprotecting a Worksheet and a Workbook
A worksheet must be unprotected to edit its contents
A workbook must be unprotected to change its structure
On the REVIEW tab click the unprotect sheet button
Enter a password of asked
Click ok
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30. Inserting Comments Use comments to:
Explain contents of a particular cell
Provide instructions to users
Share ideas and notes from several users collaborating on a project
To insert a comment:
Select the cell to which you want to attach a comment
Right click the selected cell and then click insert a comment
Type the comment
Click a cell to hide the comment
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31. Visual Overview
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32. Working with Macros
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33. Automating Tasks with Macros
Macros perform repetitive tasks consistently and faster than you can
After the macro is created and tested, tasks are done exactly the same way each time
Use Developer tab to create and run macros
To display the developer tab in the ribbon :
Click the FILE tab and then click options
In the left pane click customize ribbon
In the right pane click the DEVELOPER check box and then click ok
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34. Automating Tasks with Macros
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35. Protecting Against Macro Viruses
Computer program designed to copy itself into other programs with the intention of causing mischief or harm
Macro viruses
Type of virus that uses a program’s own macro programming language to distribute the virus
Microsoft Office 2013 provides several options for levels of security
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36. Macro Security Settings
Control what Excel will do about macros when the workbook is opened
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37. Macro Security Settings
Set macro security in the Trust Center
Use Trusted Locations to define file paths for files considered trustworthy
Use a digital signature to identify the author of a workbook that contains macros
To set the macro security level:
On the developer tab click macro security , click the Disable all macros with notification
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38. Recording a Macro
For simple macros, use the macro recorder to record keystrokes and mouse actions as they are performed
For sophisticated macros, enter a series of commands in the Visual Basic for Applications (VBA) programming language
To start the macro recording :
On the developer tab click the Record Macro button
Enter a name for the macro
Specify the location to store the macro then Click ok
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39. Running a Macro
Either use the specified shortcut key or on the developer tab click the macros button then select the macro in the Macro dialog box then click run
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40. Options for Fixing Macro Errors
Rerecord the macro using the same macro name
Delete the recorded macro; record it again
Run the macro one step at a time to locate the problem; use one of the previous methods to correct the problem
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41. Working with the Visual Basic Editor
Components
Code window contains the VBA code
Project Explorer window displays a treelike diagram consisting of every open workbook
Menu bar contains menus of commands used to edit, debug, and run VBA statements
Accessed through Macro dialog box or Visual Basic button in Code group on Developer tab
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42. Working with the Visual Basic Editor
On the developer tab click the Macros button , select the macro from the macro name list and then click edit button
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43. Understanding the Structure of Macros
Each macro (sub procedure) begins with Sub followed by the name of the sub procedure and a set of parentheses (the arguments)
Comments about the macro follow the statement and do not include any actions
The body of the macro follows the comments
End Sub statement indicates the end of the sub procedure
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44. Understanding the Structure of Macros
A Code window can contain several sub procedures
Each procedure is separated from the others by SubProcedureName() statement at the beginning, and End Sub statement at the end
Sub procedures are organized into modules
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45. Editing a Macro Using the Visual Basic Editor
The Visual Basic Editor provides tools to assist in writing error-free code
As you type a command, the editor provides pop-up windows and text to help you insert the correct code
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46. Creating Macro Buttons
A macro can be assigned to a button placed directly in the worksheet
Clicking a button (with a descriptive label) can be more intuitive and simpler than trying to remember combinations of keystrokes
On the developer tab , in the Controls group click the insert button
In the form controls section , click the button(from control)button
Click the worksheet where you want the macro to be located
In the assign macro dialog box , select the macro you want to assign
Type a new name and click ok
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47. Creating Macro Buttons
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48. Saving Workbooks with Macros
Default Excel Workbook format is a macro-free workbook (.xlsx file extension)
To save the workbook with the macros, save the file as a macro-enabled workbook (.xlsm file extension)
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49. Saving Workbooks with Macros
To save a workbook with macros:
Click the save button , a dialog box will open click no then the save as dialog box will open
Click the save as type button and then click Excel Macro-Enabled Workbook
Click save
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50. Opening a Workbook with Macros
First time a workbook opens, a Security Warning appears in Message Bar providing the option to:
Enable macros so they can be run, or
Open the workbook with the macros disabled
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51. Customizing the Ribbon
Minimize the Ribbon
To remove the DEVELOPER tab
Right click any tab on the ribbon and then click Customize the Ribbon
In the right box , click the developer check box to remove the check
Click ok
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