The O’Leary Series
Microsoft Excel 2002
Lab 5
Using Data Tables, Creating Macros,
and Designing Onscreen Forms
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Objectives
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Use the PMT function.
Use a data table.
Add controls.
Create a macro with the Visual Basic Editor.
Create a macro with the Macro Recorder.
Name a range.
Use the IF function.
Create a form.
Add cell comments.
Document a file.
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Concepts Overview
1. Data Table - A data table is a type of what-if
analysis in which one or more variables are
changed to see the effect on the formulas that
include these variables.
2. Macro - A macro is a stored series of
keystrokes and commands that are executed
automatically when the macro is run.
3. Controls - Graphic objects that are designed to
help the user interact with the worksheet.
4. Visual Basic Editor - The Visual Basic Editor is
a tool used to write and edit macros attached to
Excel workbooks.
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Concepts Overview
5. Macro Recorder - The Macro Recorder tool
automatically creates a macro by recording a
series of actions as macro commands.
6. Form - A form is a formatted worksheet with
blank spaces that can be filled in online or on
paper.
7. IF Function - The IF function checks to see if
certain conditions are met and then takes action
based on the results of the check.
8. Comments - Comments are notes attached to
cells that can be used to clarify the meaning of
the cell contents, provide documentation, or ask
a question.
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Outline
• Calculating a Loan Payment
– Using the PMT Function
• Using a Data Table
– Creating a One Variable-Data Table
• Automatically Formatting Worksheet Data
– Applying an Autoformat
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Outline
• Automating Tasks with Macros
– Changing the Macro Security Level
– Creating a Command Button
• Create a Macro Using the Visual Basic
Editor
– Running the Macro
• Using the Macro Recorder
– Editing a Macro
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Outline
• Creating a Form
– Naming Ranges
• Using the IF Function
– Adding a Combo Box Control
– Adding Comments
• Finalizing the Form
– Hiding Rows
• Lab Review
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Calculating a Loan Payment
What would the monthly loan payments be for
different down payments, interest rates, and
repayment periods?
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Using the PMT Function
• Calculates a periodic payment on a loan
• Value returned includes …
–
–
–
–
Loan amount
Interest (no taxes)
Reserve payments
Fees sometimes associated with loans
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PMT Function
• PMT(rate, npr, pv)
– Three arguments:
• Rate - interest rate of loan
• Npr – total number of payments for the loan
• Pv – amount of the loan, called the principal
• Results displayed in the field containing the
function
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Concept 1: DATA TABLE
• Shows the effect of using different values in
a calculation
• Used to calculate multiple what-if versions
in one operation
• Can view the results of all variations in the
worksheet
When would you use a data table?
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Data Tables
• One-variable data table
– Contains one or more formulas
– Each formula refers to one input cell
– Input cell – a list of values
• Column-oriented – listed down a column
• Row-oriented – listed across a row
• Example – varying interest rates
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Data Tables cont.
• Two-variable data table
– Uses only one formula
– Refers to two different input cells
• One column-oriented and one row-oriented
• Purpose of two-variable table
– Shows the resulting effect on the formula when the
values in both cells are modified
• Example – varying interest rates and varying
length of loan
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Automatically Formatting Worksheet Data
• Autoformat
– A built-in combination of formats
– Applied to a range of cells
– Consist of a combination of formatting and
enhancement options
• Applying an Autoformat
– Specify range of cells
– Choose Format/Autoformat
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Concept 2: MACRO
• Stored series of keystrokes and commands
• Stored actions run automatically when macro
is executed
• Useful for replacing a series of repeated
commands
• Macros range from simple to complex
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More on Macros
• Changing the Macro Security Level
– Can contain viruses
– Excel includes three levels of security
• High
• Medium - default
• Low
– Digital signature
• Creating a Command button
– A control added to a worksheet
– Can be assigned to run a macro
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Concept 3: CONTROLS
• Graphic objects designed to help user interact
with the worksheet
• Used to…
– Enter data
– Perform an action
– Make worksheet easier to read
• Modified by changing properties
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More on Controls
• Examples
–
–
–
–
Check boxes
List boxes
Option boxes
Command buttons
• Two ways to add to a worksheet
– Forms toolbar
– Control Toolbox toolbar
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What is Visual Basic?
• Programming language
• Used to write and edit macros
• Contains an editor for ease of use
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Using Visual Basic
• Entries
– Statements
– Sub procedure
• Syntax – rules of "grammar" for
programming
– Object ("x").Property
• Object – item statement will affect
• Property – action taken on object
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Visual Basic
What does this Visual Basic statement
mean?
Range("C2:C10").Select
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More on Macros
• Plan a macro before creating it
• Write out the steps for the macro
• Try executing the steps manually
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Creating a Macro
Remarks
Text to display in input
box
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Concept 5: MACRO RECORDER
• Automatically creates a macro
• Records a series of actions as macro
commands
• Easier than using Visual Basic Editor
• Better to use for short procedures only
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Macro Recorder
• Choose Tools/Macro/Record New Macro
• Enter a name
• Choose a shortcut key
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Concept 6: FORM
• Formatted worksheet with blank spaces
• Can be filled online
– Color and shading are more effective online
– Can contain formulas that calculate immediately
upon data entry
• Can be printed and completed
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Naming Ranges in a Form
Reference to
active sheet
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Using Labels to Create a Range Name
Labels to the left
of cells will be
range names
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Range Name Example
In place of the cell reference in the
Name box, the range name is
displayed
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Paste Name in Formula
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Range Names
Name used in
place of cell
reference
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Concept 7: IF FUNCTION
• A function that checks to see if certain
conditions are met
• Takes action based on the results of the
check
• IF(logical_test, value_if_true,value_if_false
• Logical test argument asks the question
"Does the entry in this cell meet the
stated conditions?"
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Logical Operators
Symbol Meaning
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=
<
>
<=
Equal to
Less than
Greater than
Less than or equal to
>=
<>
NOT
Greater than or equal to
Not equal to
Logical NOT
AND
OR
Logical AND
Logical OR
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Nested Function
Second If statement
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Combo Box
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Concept 8: COMMENTS
• Notes attached to the cells
• Used to
– Clarify meaning of data
– Provide documentation
– Ask a question
• Adds instructions to a form
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Comments on a Form
Comments
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Finalizing the Form
• Add a command button
– Use Control Toolbar
– Record and assign a macro
• Hide nonessential items
– Format/Row/Hide
• Unlock data entry areas and protect others
• Document the worksheet
– File/Properties
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Documentation
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Key Terms
• Autoformat – A built-in combination of formats that can
be applied to a range of cells. The autoformats consist of a
combination of number formats, fonts and attributes,
colors, patterns, borders, frames, and alignment settings.
• Column-oriented - In a data table, the orientation of the
data in a table down a column as opposed to across a row
(row-oriented).
• Comment - Notes attached to cells that can be used to
help clarify the meaning of the data, provide
documentation or ask a question.
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Key Terms
• Control - Graphic objects that are designed to automate
the process of completing information in a worksheet.
• Data table - A type of what-if analysis where one or more
variables are changed to see the effect on the formula or
formulas that include these variables.
• Digital Signature - An electronic encryption-based stamp
of authentication that confirms the macro or document
originated from the signer and has not been changed.
• Form - A formatted worksheet that is designed to be
completed by filling in data in the blank spaces.
• If function - A function that checks to see if certain
conditions are met and then takes action based upon the
results of the check.
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Key Terms
• Input cell - A cell in which a list of values is substituted to
see the resulting effect on the related formulas. Input
values can be listed down a column (column-oriented) or
across a row (row-oriented).
• Logical operator - Symbols used in formulas that
compare values in two or more cells.
• Macro - A stored series of keystrokes and commands.
When the macro is executed or run, the stored actions are
performed automatically.
• Macro recorder - A tool used to create a macro by
recording a series of actions as macro statements as they
are performed.
• Name -The name of a macro. A macro name must begin
with a letter, cannot exceed 255 characters and cannot
include a space or period or the following characters: ! @
& $ #.
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Key Terms
• Nested function - A second argument in a function that is
enclosed within its own set of parentheses.
• Nper - In the PMT function, the nper argument is the total
number of payments for the loan.
• Object - An element such as a text box that can be added
to a workbook and that can be selected, sized, and moved.
In visual Basic, the object is the item that the statement
will affect (such as a cell, cell range, worksheet, or
workbook). The object is enclosed in parenthesis and
surrounded in quotes.
• One-variable data table - A one-variable data table can
contain one or more formulas, and each formula refers to
one input cell. An input cell is a cell in which a list of
values is substituted to see the resulting effect on the
related formulas. Input values can be listed down a column
(column-oriented) or across a row (row-oriented).
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Key Terms
• Principal - In the PMT function, the principal or pv
argument is the amount of the loan.
• Property - In visual Basic Editor, the property is what you
want to do to the object. The property consists of 'reserved
words' that have special meaning and direct Excel to
perform the specified action.
• Pv - In the PMT function the pv argument is the amount of
the loan, also referred to as the principal.
• Rate - In the PMT function, the rate argument is the
interest rate of the loan.
• Remark Statement - Remark statements describe the
macro and include overall procedural documentation.
Remark statements always begin with an apostrophe,
which tells Excel to ignore the information on that line.
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Key Terms
• Row-oriented - In a data table, the orientation of the data
in a table across a row as opposed to down a column
(column-oriented).
• Run - To execute the commands stored in the macro.
• Statement - The types of information you enter into the
Visual Basic Editor are called statements.
• Sub procedure - In Visual Basic Editor, a Sub procedure
begins with a statement that starts the macro and ends with
one that closes the macro (an End Sub statement). Sub
procedures can also include remarks about the macro (such
as its name and purpose) and functions (such as returning
values to the procedure).
• Syntax - Rules of structure for entering all visual basic
statements.
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Key Terms
• Two-variable Data Table - A data table that uses only one
formula that refers to two different input cells, one
column-oriented and one row-oriented. The purpose of this
table is to show the resulting effect on the formula when
the values in both of these cells are changed.
• Visual Basic Editor - A programming application used to
write and edit macros attached to Excel workbooks.
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Discussion Questions
1. Discuss different ways in which a data table can
be used. When would you use a one-variable
data table? When would a two-variable table be
more appropriate?
2. Discuss some spreadsheet functions that you
could automate with a macro. Would it be more
appropriate to use the Visual Basic Editor or the
Macro Recorder to create each of these macros?
3. Discuss what range names are and when it is
appropriate to use them. Give some examples.
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Frequently Asked Questions
• I need a new car. Can Excel help me to
calculate loan payments?
• Data tables seem useful, but I am not sure
of how to use one. What are they?
• My worksheet looks plain and boring. Is
there an automatic way in Excel to make it
look more attractive?
• Give examples of when a macro would be
helpful.
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Frequently Asked Questions
• Why am I given a warning message when a
workbook contains a macro?
• What are check boxes, list boxes, and
command buttons?
• What is the difference between using the
Macro Recorder and the Visual Basic Editor
to create a macro? When would I use either
one?
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Frequently Asked Questions
• What are the benefits of using an Excel
form?
• I understand that Excel cell ranges can have
names. What is the benefit of assigning
names to ranges? How are they used?
• How does the IF function work?
• What is the logical operator for "not equal
to"?
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Frequently Asked Questions
• How can I create a combo box for a list of
values?
• When would I use Excel comments on a
worksheet?
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Web Links
• USD Excel Tutorial
– http://www.bamaed.ua.edu/bct100/100top5.htm
• The MS Excel Knowdule: Tutorial
– http://isds.bus.lsu.edu/cvoc/learn/introit/excel/
• Data Tables :PC Magazine
– http://www.zdnet.com/pcmag/pctech/content/so
lutions/ss1702a.htm
• A Set Size Selection Macro
– http://www.zdnet.com/pcmag/pctech/content/so
lutions/ss1813a.htm
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Web Links
• It's IFFY – Using Excel's IF Function
– http://www.yukonstaffdevelopment.com/Traini
ngAndDev/comtips/MSExcel.htm#IT'S%20IFF
Y
• Visual Basic Explorer
– http://www.vbexplorer.com/
• Microsoft Visual Basic
– http://msdn.microsoft.com/vbasic/
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