excel vba basics
TRANSCRIPT
Outline
Excel – Basic Elements
Using Macros
Excel VBA Basics
Excel VBA Advanced
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Excel – Basic ElementsColumn - characters uniquely designate each column.
Each Row is designated by
integer number
Cell – intersection of
row and column.In the example the ID of the cell: B4
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Excel Basic Data Types
Label – anything that is just a text
My daughter is 3 years old!
Constant – any type of number
50%, 3.5, 775$, 10, -7.8
Formula – any math equation, always starts with an equal sign “=”
=5+3, =45*7-3Ing. John Suarez
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Using Formulas in Excel
Assignment:
Suppose, we have a class of four students and we need to calculate an average of the three assignments they had for each one of them. Given the following spreadsheet:
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Solution I
We have inserted absolute constants and invoked AVERAGE excel function
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After update of cell “B2”Can you see
anything wrong?
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Solution II – Using Cell
References
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Solution II – Using Cell
References
Now let‟s adda constant factor! “$A$8”
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Now let‟s continue the calculations… - using “copy”
Select cell E2 and click <Ctrl> + C
Starting from E3 and till E5 drag the mouse and select the needed group of cells
Press <Ctrl> + P
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Solution II – using Excel
Graphical User Interface
2. Click this button
1. Select a cell to be updated
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Solution II – using Excel
Graphical User Interface
3. In the opened dialogue select the needed function
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Solution II – using Excel
Graphical User Interface
4. Go with mouse to the first argument
(here Number1)
5.Then with mouse select the
needed cells
6. Finally click “OK”
See how we refer to a range!
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Using “If” Expression in Excel
=If(A2>1,”Yes”,”No”)
If it is true that the value in the cell A2 is greater then 1, then the value of current cell is “Yes”
Otherwise (else), the value is “No”
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Using “Sin/Cos/Tan”
Expression in Excel
Sin, Cos, Tan formats:
for degrees formula “= sin (angle * pi()/180)”, the argument angle is in
degrees
for radians formula “= sin (angle)”, the
argument angle is in radians
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Outline
Excel – Basic Elements
Using Macros
Excel VBA Basics
Excel VBA Advanced
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Using Macros
Now let‟s create a simple macro that
formats a single cell
Changes its background
Changes its font
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Recording the new Macro –
cont.
Working with Excel while recording the macro
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Looking inside the VB code of our Macro
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Guess what does this Macro do? What is different now?
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Outline
Excel – Basic Elements
Using Macros
Excel VBA Basics
Excel VBA Advanced
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Using Toolbox
This is a label
This is a button
Using the Toolbox select a GUI element and by mouse-click place it on the frame
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Adding Code to the ButtonIn the open Window fill-in the function
•The name of the method was automatically generated•CommandButton1 – is the name of the button object•Click – type of the event of the object
•The method will be invoked whenever user clicks on the CommandButton1button
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Using Combo-Box
Add Source of range for the combo-box
SelectThe Combo-
Box
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The outputafter user
makes combo box
selection
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Outline
Excel – Basic Elements
Using Macros
Excel VBA Basics
Excel VBA Advanced
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Modules & Procedures
Module – collection of logically related
procedures grouped together
Procedure – a group of ordered
statements enclosed by Sub and End Sub
Function – the same as a procedure, but
also returns some value and is closed between Function and End Functionkey words
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Procedure & Function Examples
Sub ShowTime Range("C1") = Now
End Sub
Function sumNo(x, y)sumNo = x + y
End Function
The procedure places the current time
inside cell C1
The function returns sum of two input numbers,
whose values are in the parameter variables x &
y
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Calling procedures vs. calling functions
Sub z(a)MsgBox a
End Sub
Sub x()Call z("ABC")
End Sub
Sub y()z "ABC“
End Sub
Sub ShowSum()MsgBox _
Module1.sumNo(3,5)
End Sub
Function sumNo(x, y)sumNo = x + y
End Function
If there are few sumNo functions, the full name of the function is needed
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Passing Arguments by Value or by Reference
Passing arguments by reference – Is the VBA default
Means, if any changes happened to the argument variables, they will be preserved after the function/procedure finishes
Passing arguments by value – Is possible in VBA (by explicit definition)
Means, the pre-calling state of the argument variables will be preserved after the procedure/function finishes
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Arguments by Ref/by Val. Examples
Sub TestPassing1()Dim y As Integery = 50AddNo1 yMsgBox yAddNo2 yMsgBox y
End Sub
Sub AddNo1(ByRef x As Integer)x = x + 10
End Sub
Sub AddNo2(x As Integer)x = x + 10
End Sub
public Sub TestPassing2()Dim y As Integery = 50AddNo3 yMsgBox y
End Sub
private Sub AddNo3(ByVal x _ As Integer)
x = x + 10
End Sub
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Functions/Procedure Scope
Use public to allow any module to call the function/procedure
Use private to make limited access to the function/procedure (only from the owning module)
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VBA Variables
A variable is used to store temporary information within a Procedure, Module…
A variable name
Must start with letter and can‟t contain spaces and special characters (such as “&”, “%”, “\”)
Can‟t be any excel keyword (“if”, “while”…)
Can‟t have identical name to any existing class (“Wroksheet”, “Workbook”…)
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VBA Data Type
Byte – positive integer numbers (0:255)
Integer – integers (-32,768 : 32,767)
Long – 4-byte integer
Currency – for fixed-point calculations
Single – 2-byte floating-point numbers
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VBA Data Type
Double – double-precision floating-point
numbers
Date – used to store dates and times as
real numbers.
String – contains a sequence of
characters
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The Variables Advantage by Example
Sub NoVariable()
Range("A1").Value = _ Range("B2").Value
Range("A2").Value = _ Range("B2").Value * 2
Range("A3").Value = _ Range("B2").Value * 4
Range("B2").Value = _ Range("B2").Value * 5
End Sub
Sub WithVariable() Dim _ iValue as Integer iValue = _
Range("B2").Value Range("A1").Value = _
iValue Range("A2").Value = _
iValue * 2 Range("A3").Value = _
iValue * 4 Range("B2").Value = _
iValue * 5 End Sub
In VB the end of statement is in the end of line.To write the same statement in few lines use “_” at the end of line!
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Using Variables
Declaring Variables
Format: Dim varibaleName AS dataType
Examples:
Dim myText As String
Dim myNum As Integer
Dim myObj As Range
The default value of
any numeric variable is zero
any string variable – “” (empty string)
an Object variable – is nothing (still the declaration will store
space for the object!!!)
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Variant “Data Type”
In VB you don‟t have to declare variable before its
usage
Then, VB will by itself declare such variable as “Variant”
You can also declare variable as “Variant”
Dim myVar as Variant
Variant – means that the variable may contain any
data type
The price is very high!!! – any time VB access such variable, it will spend time on “deciding” what is its “current” type!
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Variables Assignment
To assign a value to a Numeric or String type Variable, you simply use your Variable name, followed by the equals sign (=) and then the String or Numeric
To assign an Object to an Object type variable you must use the key word "Set"
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Variables Assignment – cont.
Sub ParseValue
Dim sWord as String
Dim iNumber as Integer
Dim rCell as Range
Set rCell = Range("A1") sWord = Range("A1").Text
iNumber = Range("A1").Value
End SubIng. John Suarez
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VBA Variables Scope & Lifecycle
The scope & lifecycle of a variable defines the code where the variable can be accessed and time when the stored data is kept inside the variable
Procedure-Level Variables defined inside procedures Can be accessed only inside the procedure and keep their data until the
End statement of the procedure
Module-Level Defined in the top of a Module Any procedure inside the Module can access the variable The variable retains the values unless the Workbook closes
Project-Level, Workbook Level, or Public Module-Level Defined as “Public” in the top of a Module
Can be accesses by any procedure in any module The variable retains the values unless the Workbook closes
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VBA Variables Scope & Lifecycle – cont.
Sub scopeExample()
Dim x as Integer
x = 5
End Sub
Dim y as Integer
„all the module procedures are here…
Public z as Integer
„all the module procedures are here…
Procedure level variables
Module level variables
Project level variables
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Basic Excel Classes
Workbook: the class represents an Excel file
Worksheet: represents a single worksheet
Sheet: represents a single worksheet or chartsheet
Cell: represents a single cellIng. John Suarez
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VBA Entities by Example
A current Worksheet
A Range E2:E5
A Cell
A CurrentWorkbook
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Excel Containers
Workbooks: a collection of objects of class “Workbook”
Worksheets: a collection of objects of class “Worksheet”
Sheets: a collection of Sheet objects
Range: a range of objects of class Cell
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Referencing the Objects -Examples
Sub Test1()
Worksheets("Sheet1").Range("A10", "B12") = "Hello“
Worksheets(1).Range("A13,B14") = "World!"
End Sub
This will take the whole square
between the two cells
The range of two cells
Two equal ways to refer Sheet1
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The Output Which Workbook wasUsed?
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What does this procedure do?
Sub ShowWorkSheets Dim mySheet As Worksheet
For Each mySheet In Worksheets MsgBox mySheet.Name Next mySheet
End SubIng. John Suarez
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The Output! How many times the user will click on the button?
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Referencing Cells
Cells indexing format: Cells(row, column), where both row and column
are given as integers (starting from 1) Cells(index) – see the next slide
Following expressions are equivalent and refer to the cell A1 in the currently active sheet: ActiveSheet.Range.Cells(1,1)
Range.Cells(1,1) Cells(1,1)
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Referencing Cells with Offset
Range(“B1:F5”).Cells(12) = “XYZ”
See how we calculate cell 12In the given range!
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Referencing Cells with Offset –
cont.
ActiveCell.Offset( , 5) = 1
This is the currently active cell
The assignment result
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Few methods/properties of Excel Classes
Workbooks.Close – closes the active workbook
Workbooks.Count – returns the number of currently open workbooks
Range(“A1”) is the same as Range(“A1”).Value
Worksheets(1).Column(“A:B”).AutoFit Worksheets(1).Range(“A1:A10”).Sort_ Workbooks.Open fileName:=“Hello.xls”,
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Defining and Assigning a new Object of type Range
Dim myRange as Range
Set myRange = Range(“A1:A10”)
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VBA Arrays
Suppose, we want to keep a collection of all the books that we loan,
Or we want to keep lists of tasks for all the days of the week
The naïve solution is to keep a lot of
variables
Another solution is to create array keeping the whole collection togetherIng. John Suarez
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Declaring object of type Array
Dim LoanBooks(3)
LoanBooks(1) = “Winnie The Pooh”
LoanBooks(2) = “Adventures of Huckleberry Finn”
LoanBook(3) = “Frankenstein”
The array declaration.The size must be defined
here!
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Multidimensional Arrays
Dim WeekTasks(7,2)
WeekTasks(1,1) = “To buy milk”
WeekTasks(7,1) = “To dance”
…
MsgBox WeekTasks(1,1) & ” ” & WeekTasks(1,2) _ & vbCrLf & WeekTasks(2,1)…
What will the code print?
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Resizing the Arrays
There are two ways to resize the existing array:
ReDim LoanBooks(7) – will erase the old
values
ReDim Preserve LoanBooks(7) – will
preserve values in indexes 1-3
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Upper & Lower Index Bounds of an Array
Dim A(1 To 100, 0 To 3, -3 To 4) UBound(A, 1) – will return “100”
UBound(A, 2) – will return “3”
UBound(A, 3) – will return “4”
LBound(A, 1) – will return “1”
LBound(A, 2) – will return “0”
LBound(A, 3) – will return “-3”
Write code calculating the size of each one of the sub-arrays
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VBA Control Structures - If
If Age >= 18 Then Status = "Adult" End If If Age >=18
Then Status = “Adult”Vote = “Yes”
ElseStatus = “Child”
Vote = “No”
End IfIng. John Suarez
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VBA Control Structures - If
If Age >= 18
Then MsgBox "You can voteElseIf Age >=22 and Age < 62
Then MsgBox “You can drive”
End If
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VBA Control Structures –
Select
Select Case GradeCase Is >= 90
LetterGrade = "A"Case Is >= 80
LetterGrade = "B"Case Is >= 70
LetterGrade = "C"Case Is >= 60
LetterGrade = "D"Case Else
LetterGrade = “E"End Select
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VBA Control Structures –
Loops
For i = 10 to 1 Step -2Cells(i, 1) = “AB”
Next i
i =
Do While i =< 10Cells(i, 1) = ii = i + 1
Loop
i = 1Do
Cells(i, 1) = ii = i + 1
Loop While i < 11Ing. John Suarez
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Test yourself! What does the procedure do?
Sub CellsExample For i = 1 To 5 For j = 1 To 5 Cells(i, j) = "Row " & i & " Col " & j Next j Next iEnd Sub
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References
http://www.usd.edu/trio/tut/excel/13.html
Tutorial on Excel
http://www.anthony-vba.kefra.com/index_011.htm
Great place to learn VBA basics!
http://msdn.microsoft.com/en-us/library/aa224506(office.11).aspx
MSDN online help, a good place to learn about Excel classes (their data and functions set)Ing. John Suarez
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Assignment #1
Create Excel file with grades The data:
There are 4 students with ids & names There are 4 assignments and two exams Each student has grades for each one of the assignments and exams, the grades are
from 20 to 100 Some cell in the worksheet keeps factor of 10
Create VBA module that will calculate final grade for every student and places it in the new column allocated to keep the final grade
20% for the assignments average and 80% - for the maximal grade of the two exams plus factor
If the grade becomes higher than 100 – it should be 100
Create VBA that accepts a column name from user and sorts the whole file according to the given column
Create VBA that adds additional column with grades translated to A, B, C, D, E, F.
Next week in class I will collect your solutions You should submit Excel file, and three VBA modules (only hardcopy)
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