1. Exploring Microsoft Excel
Chapter 8
Automating Repetitive Tasks: Macros and Visual Basic for Applications By
Robert T. Grauer
Maryann Barber
Exploring Microsoft Excel Chapter 8

2. Exploring Microsoft Excel 2002 Chapter 8
Objectives (1 of 2)
Define a macro
Record and run a macro; view and edit a simple macro
Use the InputBox and MsgBox statements
Use a keyboard shortcut or customized toolbar to execute a macro
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3. Exploring Microsoft Excel 2002 Chapter 8
Objectives (2 of 2)
Describe the function of the Personal Macro workbook
Use the Step Into command to execute a macro one statement at a time
Use Copy and Paste to duplicate an existing macro
Use Visual Basic IF and DO statements to make decisions
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4. Exploring Microsoft Excel 2002 Chapter 8
Overview
Use macros to automate repetitious tasks
Macro is a set of instructions for Excel
Macro instructions are written in the Visual Basic for Applications (VBA) programming language
Use the macro recorder to create macros
Create more powerful macros
Exploring Microsoft Excel Chapter 8

5. Introduction to Macros
Macro recorder stores Excel commands
Commands are written in Visual Basic for Applications
Macros can be displayed with Visual Basic Editor (VBE)
Use VBE to create, edit, run, and debug (fix) Excel macros
Use Project Explorer in left-hand pane to locate macro modules
Statements appear in Code window
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6. Exploring Microsoft Excel 2002 Chapter 8
Macro Statements
Sub statement, followed by the name of the macro
Sub is short for subroutine
Comments begin with apostrophe (’)
Comments provide useful information about the purpose of the macro
With and End With statements
Perform multiple actions on the same object
End Sub statement
Defines the end of the macro
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7. Exploring Microsoft Excel 2002 Chapter 8
Other Macro Features
Statements are color-coded
Visual Basic toolbar has seven buttons
Customize the Visual Basic toolbar
Step Into Command helps you debug a macro
Opening a file with a macro will prompt a question about viruses
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8. Exploring Microsoft Excel 2002 Chapter 8
A Macro
Visual Basic Editor: Project Explorer upper left; VBA code on right
Exploring Microsoft Excel Chapter 8

9. Exploring Microsoft Excel 2002 Chapter 8
Hands-On Exercise 1
Objective: To record, run, view, and edit a simple macro; to establish a keyboard shortcut to run a macro
Create a Macro
Record the Macro
Test the Macro
Start the Visual Basic Editor
Edit the Macro
Create the Erase Macro
Shortcut Keys
Step through the Macro
Print the Module
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10. Exploring Microsoft Excel 2002 Chapter 8
Record Macro
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11. Exploring Microsoft Excel 2002 Chapter 8
Testing the Macro
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12. Exploring Microsoft Excel 2002 Chapter 8
Cell References (1 of 2)
Relative versus Absolute References
Critical to specify whether cell references are absolute or relative
Absolute cell addresses are constant
Macro refers to that cell every time the macro is run
Relative cell addresses change
VBA uses offset to indicate space from active cell every time the macro is run
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13. Exploring Microsoft Excel 2002 Chapter 8
Cell References (2 of 2)
Relative references
ActiveCell.Offset(1,0).Range(“A1”).Select
Relative reference above means the cell one row below the active cell
Offset of (0,1) means the cell one column to the right of the active cell
Negative numbers are used for cells above or to the left of the active cell
Absolute references
Range(“A1”).Select
Always refers to cell A1
Exploring Microsoft Excel Chapter 8

14. Personal Macro Workbook
A workbook that opens automatically whenever Excel is opened
Any macro stored in this workbook can be used by any open workbook
Exploring Microsoft Excel Chapter 8

15. Exploring Microsoft Excel 2002 Chapter 8
Hands-On Exercise 2
Objective: To create and store a macro in the Personal Macro workbook; to assign a toolbar button to a macro; to use the Visual Basic InputBox statement
The Personal Macro Workbook
Record with Relative References
The Visual Basic Editor
Edit the Macro
Test the Revised Macro
Add a Custom Button
Test the Custom Button
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16. Exploring Microsoft Excel 2002 Chapter 8
Hands-On Exercise 3
Objective: To create a data management function; to create a custom button to execute a macro
Data Management Functions
The Create Name Command
The Go To Command
Record the Macro (Edit Clear Command)
Record the Macro (Advanced Filter Command)
View the Macro
Assign the Macro
Test the Macro
Exploring Microsoft Excel Chapter 8

17. Visual Basic for Applications
VBA is a subset of Visual Basic
Macros are converted to VBA programs
Programs known as procedures
Also called subroutines; thus the word Sub at the beginning of the macro
VBA allows you to modify macros you record with the Macro Recorder
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18. Exploring Microsoft Excel 2002 Chapter 8
Common VBA statements
MsgBox statement
Displays information to the user while the macro is executing
InputBox function
Accepts information from the user while the macro is executing
Information is stored in a cell for use later in the procedure
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19. Exploring Microsoft Excel 2002 Chapter 8
The MsgBox Statement
MsgBox statement
includes the text to be displayed in the message box. The message box that appears when the macro is run is displayed below.
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20. Exploring Microsoft Excel 2002 Chapter 8
The InputBox Function
InputBox statement
includes the text to be displayed in the input box. The input box that appears when the macro is run is displayed below.
Exploring Microsoft Excel Chapter 8

21. Exploring Microsoft Excel 2002 Chapter 8
Hands-on Exercise 4
Objective: To duplicate an existing macro, then modify the copied macro to create an entirely new macro
Enable Macros
Copy the Chicago Macro
Create the Manager Macro
Run the Manager Macro
Assign a Button
Create the Chicago Manager Macro
The MsgBox Statement
Exploring Microsoft Excel Chapter 8

22. Hands-on Exercise 4 (cont.)
Test the Chicago Manager Macro
Create the Any City Any Title Macro
Test the Any City Any Title Macro
Change the Button Properties
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23. Loops and Decision Making
Including IF and Do statements allows for testing
IF statement tests a condition
Condition must be evaluated as true or false
Includes a series of commands to execute if the condition is true
Includes an optional else clause with commands to execute if the condition is false
DO statement repeats a block of statements until a condition becomes true
Commonly called a loop
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24. Exploring Microsoft Excel 2002 Chapter 8
Hands-On Exercise 5
Objective: To implement loops and decision making through the Do and If statements
The ClearColor Macro
Record the Highlight Manager Macro
View the Macro
Test the Macro
Add the IF Statement
An Endless Loop
Complete the Macro
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25. Exploring Microsoft Excel 2002 Chapter 8
Summary (1 of 2)
A macro automates a repetitive task
Macros are recorded using the Macro Recorder
Record using either absolute or relative references
Macros are written in Visual Basic for Applications programming language
Generic macros should be stored in the Personal Macro workbook
They will always be available to any workbook
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26. Exploring Microsoft Excel 2002 Chapter 8
Summary (2 of 2)
Macros are run with a toolbar, keystroke or a button
Comments contain reminders to the programmer
MsgBox and InputBox VBA statements make macros interactive
More powerful Excel macros can be programmed with IF and DO VBA statements
Exploring Microsoft Excel Chapter 8