1. Learning Excel
Session 9 and 10
Dr. Chaitali Basu Mukherji

2. What is a Macro?
Macros are programs used to perform operations using excel functions and business process knowledge in an automated fashion
Macros can be created using Record Macro Option or by using direct Visual Basic Programming depending on your skill set and interest
Macro in Excel is a recording of each command and action you perform to complete a task
Whenever you need to carry out that task in your spreadsheets, you just run the macro instead
Macros can be activate by a couple of keystrokes or by a worksheet button so they are easy to execute
If recorded correctly, they will always carry out the same steps in the same order with no chance for operator error

3. Recording a Macro
Lets record a simple Macro of same background color of cell Step 1: Click on CTRL+F11 to launch a worksheet Macro 1 Step 2: Go to Developer and click on Record Macro Step 3: Go to Home and Click on Color fill and select Yellow Step 4: Go to a new sheet and select a range of cells and then run the macro to see the range become yellow background colored

4. Creating “Hello World” through VB
From an open Excel sheet press Alt+F11 to launch the VB Editor
The above left panel appears
Now go to Insert> Module to launch the empty Editor
Type in the following –
Sub showmessage()
MsgBox ("Hello World")
End Sub
Now go to Run and click on Run Sub/User Form

5. Modules and Procedures
Procedure is a unit of code enclosed between Sub and End Sub statement or Function and End Function statements
Module is the container of Procedures
Procedures can have either private or public scope
Procedures with private scope are only accessible to the other procedures in the same module;
Procedures with public scope are accessible to all procedures in every module in the workbook in which the procedure is declared, and also in all workbooks that contain a reference to that workbook
By default, procedures has public scope
HW: 1) Name some spreadsheet programs that existed before Excel
2) How was Excel able to outwit them?

6. Private and Public Lets use the Now() function provided by Excel to
show the current time through a macro. We will
have one Macro created as public and the other as
private
Public Sub ShowTime()     Range("C1") = Now() End Sub Private Sub ShowTime()     Range("C1") = Now() End Sub

7. Objects and Collections
Object is a special type of variable that contains both data and codes
Collection is a group of objects of the same class
Each object contains its own methods or properties
Most used Excel objects Workbook, Worksheet, Sheet, and Range
Worksheet object represents a worksheet, while the Sheet object represents a worksheet or a chartsheet

8. Methods and Property
Property is a built-in or user-defined characteristic of object
Method is an action performed with the object
Method and property for Workbook Object:
Workbooks.Close - Close method close the active workbook
Workbooks.Count - Count property returns the number of workbooks that are currently opened
Some objects have default properties. Example, Range whose
default property is Value and so it can be written as  
Range("A1") = 1    or     Range("A1").Value = 1

9. Offset and Relative Reference
Range has an Offset property that is used to move the
active Cell around. Here we use Offset property to
move cursor when current cell is E5
ActiveCell.Offset(1,0) = 1   - Puts "1" a row under on E6
ActiveCell.Offset(0,1) = 1   - Puts "1" a column to right on F5
ActiveCell.Offset(0,-3) = 1  - Puts "1" three columns to left on B5
Relative Reference uses instead of B9, relative reference to
the Active cell. If Active cell is E5. then B9 will be R[4]C[-3].
This can be used only in the formula and not in Range

10. Creating Repetitive Data
Step 1: Record Macro of Putting AB in an active cell with a relevant name
Step 2: Now open the Macro in VB and add the following code:
Selection.Copy
ActiveCell.Offset(1, 0).Range("A2, A4,A6").Select
ActiveSheet.Paste
Application.CutCopyMode = False
See the examples
HW: 1) What was worksheet limitation in previous version of Excel say 2003

11. Functions and Subroutines
Functions and Subroutines are both used within modules to perform specific action
Function returns a value while a Subroutine needs to be called to get a result set
Examples are
Sub ShowSum()     msgbox sumNo(3,5) End Sub
Function sumNo(x, y)     sumNo = x + y End Function

12. Creating an Expense Form
Sub Expense_form()
‘' Expense_form Macro
‘ ActiveCell.FormulaR1C1 = "Date of Expense"
ActiveCell.Offset(0, 1).Columns("A:A").EntireColumn.Select
ActiveCell.Offset(0, -1).Columns("A:A").EntireColumn.EntireColumn.AutoFit
ActiveCell.Offset(0, 1).Range("A1").Select
ActiveCell.FormulaR1C1 = "Description"
ActiveCell.Columns("A:A").EntireColumn.Select
ActiveCell.Columns("A:A").EntireColumn.EntireColumn.AutoFit
ActiveCell.Offset(1, 2).Range("A1").Select
ActiveCell.FormulaR1C1 = "Type"
ActiveCell.FormulaR1C1 = "Subtype"
ActiveCell.FormulaR1C1 = "Amount"
ActiveCell.Offset(10, 0).Range("A1").Select
ActiveCell.FormulaR1C1 = "=SUM(R[-9]C:R[-1]C)"
ActiveCell.Offset(0, -4).Range("A1").Select
ActiveCell.FormulaR1C1 = "Total"
ActiveCell.Offset(-10, 2).Range("A1").Select
End Sub

13. Conditional Statements
There are 2 types of conditional statements – if-then-else or Case Example If-then-else Case

14. Loop Statements Loops are of the following types – For Next
Do While Loop
Do Until Loop
Do Loop While
Do Loop Until

15. Creating a Pivot Table

16. Create a Chart using the Recording
Step 1: Highlight the range of cells
from A2 to D5, which includes the
column titles and the row headings
Step 2: Choose Insert > Column > 3-d Clustered Column. Step 3: Choose Style 3 from Design Tab
Step 4: Add a Chart title
" Income Summary“
Step 5: Add Axes titles
X-axis: “Years”
Y-axis: “Summary”

17. Error Handling in Macro
Excel macro is written in the Visual Basic for Applications (VBA) programming language
Unless you know VBA, re - recording a macro that does not work right is usually the best option
To keep all Macros centrally, create a personal.xls file and hide it, so it will be available to all workbooks
Every time you record a Macro save it in this file Read On

18. Here is a Operational Report using Excel
Example
Here is a Operational Report using Excel

19. Thank You