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XP Tutorial 7: Developing an Excel Application New Perspectives on Microsoft Excel 20131.

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Presentation on theme: "XP Tutorial 7: Developing an Excel Application New Perspectives on Microsoft Excel 20131."— Presentation transcript:

1 XP Tutorial 7: Developing an Excel Application New Perspectives on Microsoft Excel 20131

2 XP 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 New Perspectives on Microsoft Excel 20132

3 XP 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 New Perspectives on Microsoft Excel 20133

4 XP New Perspectives on Microsoft Excel Visual Overview

5 XP New Perspectives on Microsoft Excel Excel Application and Defined Names

6 XP New Perspectives on Microsoft Excel 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

7 XP New Perspectives on Microsoft Excel 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

8 XP New Perspectives on Microsoft Excel 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

9 XP New Perspectives on Microsoft Excel Creating Defined Names Use the Name box to create defined names 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) Name Box

10 XP New Perspectives on Microsoft Excel 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

11 XP New Perspectives on Microsoft Excel Editing and Deleting Defined Names On the FURMULA tab, click the Name Manager

12 XP New Perspectives on Microsoft Excel Editing and Deleting Defined Names The edit dialog box (you can change the name and its reference cell or range )

13 XP New Perspectives on Microsoft Excel 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 )

14 XP New Perspectives on Microsoft Excel Using Defined Names in Formulas Descriptive formulas are simpler to enter and understand Ex: Range reference : = SUM(A2:A10) Defined Names : = SUM (Price)

15 XP New Perspectives on Microsoft Excel 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.

16 XP New Perspectives on Microsoft Excel Visual Overview

17 XP New Perspectives on Microsoft Excel Data Validation and Protection

18 XP New Perspectives on Microsoft Excel 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

19 XP New Perspectives on Microsoft Excel 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)

20 XP New Perspectives on Microsoft Excel 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

21 XP New Perspectives on Microsoft Excel 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

22 XP New Perspectives on Microsoft Excel 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

23 XP New Perspectives on Microsoft Excel 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 o On the DATA tab click the Data validation button o Click the setting tab o Click the Allow arrow, click the type of data allowed to be list o In the source enter the range you want o Then click ok

24 XP New Perspectives on Microsoft Excel 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

25 XP New Perspectives on Microsoft Excel 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

26 XP New Perspectives on Microsoft Excel Locking and Unlocking Cells To unlock the cell o In the home tab click the format button and then click format cell o The format cell dialog box open, the locked property in the protection tab

27 XP New Perspectives on Microsoft Excel 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

28 XP New Perspectives on Microsoft Excel 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

29 XP New Perspectives on Microsoft Excel 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

30 XP New Perspectives on Microsoft Excel 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

31 XP New Perspectives on Microsoft Excel Visual Overview

32 XP New Perspectives on Microsoft Excel Working with Macros

33 XP New Perspectives on Microsoft Excel 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 : o Click the FILE tab and then click options o In the left pane click customize ribbon o In the right pane click the DEVELOPER check box and then click ok

34 XP New Perspectives on Microsoft Excel Automating Tasks with Macros

35 XP New Perspectives on Microsoft Excel Protecting Against Macro Viruses Virus – 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

36 XP New Perspectives on Microsoft Excel Macro Security Settings Control what Excel will do about macros when the workbook is opened

37 XP New Perspectives on Microsoft Excel 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

38 XP New Perspectives on Microsoft Excel 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

39 XP New Perspectives on Microsoft Excel 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

40 XP New Perspectives on Microsoft Excel 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

41 XP New Perspectives on Microsoft Excel 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

42 XP New Perspectives on Microsoft Excel 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

43 XP New Perspectives on Microsoft Excel 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

44 XP New Perspectives on Microsoft Excel 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

45 XP New Perspectives on Microsoft Excel 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

46 XP New Perspectives on Microsoft Excel 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 o On the developer tab, in the Controls group click the insert button o In the form controls section, click the button(from control)button o Click the worksheet where you want the macro to be located o In the assign macro dialog box, select the macro you want to assign o Type a new name and click ok

47 XP New Perspectives on Microsoft Excel Creating Macro Buttons

48 XP New Perspectives on Microsoft Excel 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)

49 XP New Perspectives on Microsoft Excel 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

50 XP New Perspectives on Microsoft Excel 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

51 XP New Perspectives on Microsoft Excel 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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