Tutorial 7:
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Developing an Excel Application
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Objectives:
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• 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
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Objectives:
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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
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Visual Overview
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Excel Application and Defined NamesXP
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Planning an Excel Application
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• 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
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• 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
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• 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
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• Use the Name box to create defined names
Name Box
• 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)
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Creating Defined Names
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• 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
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Editing and Deleting Defined
Names
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• On the FURMULA tab , click the Name Manager
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Editing and Deleting Defined
Names
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• The edit dialog box (you can change the name
and its reference cell or range )
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Using the Paste Names CommandXP
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 )
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Using Defined Names in FormulasXP
• Descriptive formulas are simpler to enter and
understand
• Ex: Range reference : = SUM(A2:A10)
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Defined Names : = SUM (Price)
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Adding Defined Names to Existing
Formulas
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• 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.
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Visual Overview
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Data Validation and Protection
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Validating Data Entry
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• 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
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• 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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• On the DATA tab click the Data validation button
• Click the setting tab
• Click the Allow arrow , click the type of data allowed
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Creating an Input Message
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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
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Creating an Error Alert Style and
Message
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• 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
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Creating a List Validation Rule
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• 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
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Protecting a Worksheet and a
Workbook
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• 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
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• 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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Locking and Unlocking Cells
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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
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Protecting a Worksheet
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• 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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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
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Protecting a Workbook
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• 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
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Unprotecting a Worksheet and a
Workbook
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• 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
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Inserting Comments
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• 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
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Visual Overview
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Working with Macros
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Automating Tasks with Macros
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• 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
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Automating Tasks with 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 2013 provides several
options for levels of security
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Macro Security Settings
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• Control what Excel will do about macros when
the workbook is opened
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Macro Security Settings
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• 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
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Recording a Macro
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• 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 :
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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
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Running a Macro
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• 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
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Options for Fixing Macro Errors
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• 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
On the developer tab click the Macros button , select the macro from the
macro name list and then click edit button
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Understanding the Structure of
Macros
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• 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
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• 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
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• 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
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On the developer tab , in the Controls group click the insert button
In the form controls section , click the button(from control)button
Click the worksheet where you want the macro to be located
In the assign macro dialog box , select the macro you want to assign
Type a new name and click ok
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Creating Macro Buttons
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Saving Workbooks with Macros
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• 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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Saving Workbooks with Macros
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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
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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
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• 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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