Tutorial 8:
Developing an Excel Application
Microsoft Excel 2010
®
®
Objectives
XP
• 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 names to existing formulas
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Objectives
XP
• Create validation rules for data entry
• Protect the contents of worksheets and
workbooks
• Add, edit, and delete comments
• Learn about macro viruses and Excel security
features
• Add the Developer tab to the Ribbon
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Objectives
XP
• Create and run a macro
• Edit a macro using the Visual Basic Editor
• Assign a macro to a keyboard shortcut and a
button
• Save and open a workbook in macro-enabled
format
• Minimize the Ribbon
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Visual Overview
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XP
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Excel Application and Defined NamesXP
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Planning an Excel Application
XP
• 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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Naming Cells and Ranges
XP
• 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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Creating Defined Names
XP
• 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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Creating Defined Names
XP
• Use the Name box to create defined names
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Creating Defined Names
XP
• Use the Selection dialog box to create defined
names by selection
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Creating Defined Names
XP
• Use the Name Manager dialog box to edit and
delete defined names
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Creating Defined Names
XP
• Use the Paste Names Command to generate a
list of names
• Paste defined names in the Documentation
worksheet after the workbook is complete
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Using Defined Names in FormulasXP
• Descriptive formulas are simpler to enter and
understand
– If a range reference is used rather than a
defined name, defined names do not
automatically replace the range reference
in the formula
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Adding Defined Names to Existing
Formulas
XP
• 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
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Visual Overview
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XP
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Data Validation and Protection
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Validating Data Entry
XP
• 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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Specifying Validation Criteria
XP
• 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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Specifying Validation Criteria
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Creating an Input Message
XP
• 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
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Creating an Error Alert Style and
Message
XP
• 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
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Creating a List Validation Rule
XP
• 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
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Protecting a Worksheet and a
Workbook
XP
• 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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Locking and Unlocking Cells
XP
• 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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Protecting a Worksheet
XP
• 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
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Protecting a Workbook
XP
• 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
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Unprotecting a Worksheet and a
Workbook
XP
• A worksheet must be unprotected to edit its
contents
• A workbook must be unprotected to change
its structure
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Inserting Comments
XP
• Use comments to:
– Explain contents of a particular cell
– Provide instructions to users
– Share ideas and notes from several users
collaborating on a project
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Visual Overview
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XP
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Working with Macros
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Automating Tasks with Macros
XP
• 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
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Protecting Against Macro Viruses XP
• 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 2010 provides several
options for levels of security
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Macro Security Settings
XP
• Control what Excel will do about macros when
the workbook is opened
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Macro Security Settings
XP
• 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
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Recording a Macro
XP
• 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
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Running a Macro
XP
• Either use the specified shortcut key or select
the macro in the Macro dialog box
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Options for Fixing Macro Errors
XP
• 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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Working with the Visual Basic Editor XP
• 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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Working with the Visual Basic Editor XP
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Understanding the Structure of
Macros
XP
• 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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Understanding the Structure of
Macros
XP
• 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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Editing a Macro Using the Visual BasicXP
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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Creating Macro Buttons
XP
• 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
• Form Controls
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Creating Macro Buttons
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Saving Workbooks with Macros
XP
• Default Excel Workbook format is a macrofree 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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Opening a Workbook with MacrosXP
• 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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Customizing the Ribbon
XP
• Minimize the Ribbon
– Makes more space for a worksheet
– Only Quick Access Toolbar and tab names
display
• Create new tabs and groups
• Hide tabs or commands
• Rename tabs or commands
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