Exploring Microsoft
Office Excel 2007
Chapter 10
Templates, Styles, Web,
and Macros
Robert Grauer, Keith Mulbery, Judy Scheeren
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1
Objectives
Work with existing templates, themes, and styles
Create and apply custom styles for advanced
formatting
Create and use a template
Create a Web page
Create Web queries
Create a macro with the Macro Recorder
Create macro buttons
Work with macro security
Understand the basics of VBA
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2
Work with Existing Templates,
Themes, and Styles
A template
A partially completed workbook that is used as a model to
create other workbooks that have the same structure and
purpose
Typically contains formulas and formatting but no data or
only sample data
Helps ensure consistency and standardization for similar
workbooks
Resides in a special folder so the latest templates are
available for you to use
Uses a different file extension (.xltx) than a regular Excel
workbook (.xlsx)
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3
Work with Existing Templates,
Themes and Styles
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4
Work with Existing Templates,
Themes and Styles
A document theme is a defined set of colors,
fonts, lines, and fill effects applied to an entire
workbook or to specific items in a workbook
Themes are prepackaged combinations of fonts,
colors, and effects that can be applied to a
worksheet
Apply themes to existing worksheets that use
Themed Cell styles
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5
Work with Existing Templates,
Themes, and Styles
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6
Work with Existing Templates,
Themes, and Styles
A background is an image placed behind the
worksheet data
A style is a set of formatting options applied
to cells
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7
Create and Apply Custom Styles for
Advanced Formatting
Create a custom style that can be used in all your
Excel workbooks
Base it on the formatting already in an existing cell
The custom style you create will appear in the
Custom section of the Cell Styles palette
To modify a style, right-click it in the Custom section
of the Cell Styles palette, and select Modify
To delete a style, right-click on the Style in the
Custom section of the Cell Styles palette and select
Delete
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8
Create and Apply Custom Styles for
Advanced Formatting
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9
Create and Use a Template
You may need to create a template that meets your
exact requirements
When creating a template, considerations include:
A template should be a blank form
Create formulas so they will not change
Use appropriate function to trap errors
Include instructions
Turn off worksheet gridlines
Apply appropriate formatting
Give worksheets meaningful names; delete worksheets
that are not used
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10
Create and Use a Template
A
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11
Create and Use a Template
Most templates are based on protected
worksheets that enable users to change only a
limited number of cells on the worksheet
Protecting worksheets prevents modification of
formulas and text but enables you to change
values in unprotected cells
Protecting worksheets involves two steps:
First, unlock the cells that can be changed
Second, protect the worksheet
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12
Create a Web Page
Use the Save As option to save an Excel
workbook as a Web page
Use hyperlinks and graphics to make it more
effective
Preview it in the browser to see how it will
look on the Internet
Hyperlinks are links in an application or Web
page
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13
Create a Web Page
Hyperlinks are links in an application or Web
page
Three basic purposes:
To display another Web page
To display a different application file, such as a
Word file
To display another worksheet or different location
on a large worksheet in Excel
Can modify and/or delete hyperlinks
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14
Create a Web Page
Inserting pictures or photographs to highlight
or embellish a spreadsheet
To insert a picture in a worksheet:
Click Picture in the Illustrations group on the Insert
tab
Select the location of the picture and the picture to
be inserted in the Insert Picture dialog box
Click Insert
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15
Inserting a Picture
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16
Create a Web Page
SmartArt, a new feature in Excel 2007, is a
graphic organizer diagram that visually
presents information to communicate a
message
Use caution; the graphics are relatively
generic and will not always enhance the
information value of a workbook
The Reference Table shows the SmartArt
categories and descriptions
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17
Create a Web Page
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18
Create a Web Page
Format a worksheet for the Web
Simplicity should be the watchword for a
Web page
Watch color and font combinations
Use graphics sparingly; too many graphics
will be cause for long download times
.GIF files will download quicker than .JPEG files
Use the Save As option to save the document
as a Web page
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19
Create a Web Query
A Web query enables Excel to go to a particular
Web site to obtain the Web based information
Web queries let you extract data from tables on
a Web page
If the Web address changes, you must change
the Web query and URL to ensure you have the
most accurate information and citation
The information downloaded is based on the
structure of the Web page
If you have to log in to the Web site, the query
generally will not work
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20
Create a Web Query
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21
Macros and VBA
A macro is a set of instructions that tells
Excel which commands to execute
Visual Basic a programming language used
to create macros
You do not have to be a programmer to write
macros
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22
Create a Macro with the Macro
Recorder
Comments provide information about the
macro, but do not affect its execution and are
considered documentation
To use the recorder, click the Macros down
arrow in the Macros group and select Record
Macros
From that point until you stop recording,
every command you execute will be stored by
the recorder
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23
Create a Macro with the Macro
Recorder
Excel has two other file formats that store
macros:
XLSM files, which are macro enabled workbooks,
are stored using XML
XLSB files, which are workbooks stored in binary
format, are often used for very large
spreadsheets
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24
Create a Macro with the Macro
Recorder
The Macro Recorder has some issues:
Everything you do once you begin recording a
macro becomes part of the macro
Take your time and be sure the action is correct
Try to ensure your macros are broad enough to
apply to a variety of situations
The Visual Basic Editor (VBE) is used to
create, edit, execute, and debug Excel
macros
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25
Create a Macro with the Macro
Recorder
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26
Create a Macro with the Macro
Recorder
To create a macro:
1. Click Record Macro in the Macros down arrow in the
Macros group of the View tab to open the Record
Macro dialog box
2. Type a name for the macro in the Macro name text
box
3. Create a keyboard shortcut, if desired, for your
macro in the Shortcut key box
4. Select a location to store the macro from the Store
macro in drop-down arrow
5. Click OK to start recording the Macro
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27
Create a Macro with the Macro
Recorder
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28
Create Macro Buttons
May prefer to have a button on the Quick
Access Toolbar
Requires that the Developer tab is added to
the Ribbon first
To place the Developer tab on the ribbon, click the
Microsoft Office button and click Excel Options
Choose the Popular section and check Show
Developer tab on the Ribbon
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29
Work with Macro Security
The proliferation of Excel macro viruses has
made it a dangerous operation to open
spreadsheets that contain viruses
To counter this threat, when you open an
Excel workbook that contains macros, Excel
automatically disables the macros and
displays the Security Warning Macros have
been disabled message
Click Options to open the Microsoft Office
Security Options dialog box
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30
Work with Macro Security
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31
Understand the basics of VBA
Starting with Office 95, the recorded
keystrokes of a macro were translated into
Visual Basic commands
Can execute Visual Basic programs from
within Excel
Microsoft Office uses a subset of Visual Basic
known as Visual Basic for Applications (VBA)
You are not expected to be a programmer,
but you do need to know the capabilities of
VBA and its relationship with Excel
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