Excel Data Entry Tips and Techniques

8/18/2019 Excel Data Entry Tips and Techniques

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Excel Data Entry Tips and Techniques

[Ctrl]-[Home] takes you to A1

[Ctrl]-[End] takes you to the last data cell in your worksheet

Move to next sheet — [Ctrl]-[P!n]

Move to "revious sheet — [Ctrl]-[P#"]

$he %C& 'uttons to the le(t o( the sheet ta's let you naviate throuh

sheets)

*ou can right-click on the %C& 'uttons and (rom the resultin menu select

the sheet you want to view)

$o move to the next window +o"en work'ook, — [Ctrl]-[$a']

$ools ."tions Edit ta' has a dro"down (or s"eci(yin the direction thecell "ointer moves when ta""in [Enter] a(ter enterin data in a cell)

$he /tatus 0ar at the very 'ottom o( the screen usually says &eady in the

lower le(thand corner) 2t "rovides use(ul in(ormation) .ne use(ul (eature is

that when a 'lock o( cells is selected the /#M o( the cells will a""ear in the

/tatus 0ar) &iht-click the /#M in the /tatus 0ar and you can choose

another (unction to a""ly to the selected cells) *ou can3t do anythin with

this result however exce"t view it in the /tatus 0ar)

4indow /"lit or 4indow 5ree6e Panes will divide the window a'ove and

to the le(t o( the current cell "ointer "osition) $his will allow column and7or

row headers to remain dis"layed in one section o( the window while you

scroll and move throuh data in another section o( the window)

*ou can also s"lit the window 'y drain the little ray 'ar a'ove

the u" arrow in the vertical scroll 'ar and7or the little ray 'ar to the

riht o( the riht arrow in the hori6ontal scroll 'ar)

Selecting Cells

Holdin [Ctrl] while usin mouse selection lets you select a non-

contiuous 'lock o( cells

Click the mouse once in the u""er le(thand corner cell o( a 'lock o( data

you want to select then hold the [/hi(t] key down when you click the

mouse on the cell that de8nes the lower rihthand corner o( your 'lock


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#se the key'oard — [/hi(t] com'ined with any key'oard movement

selects

[/hi(t]-arrows

[/hi(t]-[Ctrl]-arrows

/elect the current 'lock o( data — [Ctrl]-9

.nce you3ve selected a 'lock o( cells "ointin at the 'order o( the

selection will turn the mouse "ointer to an arrow this is the move cursor)

$o move cells click and dra clickin when you have the move

cursor7arrow)

2( you hold [Ctrl] 'e(ore click-dra movin cells you can co"y the cells)

Entering Patterned Data

$y"e the 8rst two values in a se:uence select the two cells click and dra

usin the 5ill Handle to extend the "attern

2( you riht-click and dra with the 5ill Handle when you release the

mouse you3ll 'e "resented with a list o( o"tions (or the ty"e o(

"attern7se:uence you want to use)

/elect a 'lock o( cells +contiuous or noncontiuous, ty"e the value to

enter [Ctrl]-Enter will "ut that value in all the selected cells

#se a (ormula and then once all the data is entered select the results use

Edit Co"y click in the u""er le(thand corner o( the destination and use

Edit Paste /"ecial as %alues

2( you3d like to randomize your data one o"tion is to create a column o(

random num'ers usin the &A;!+, (unction and then sort your data with

the random num'er column as your sort 8eld)

Excel Functions

$he 25 (unction is (re:uently use(ul —IF(CONDITION, action or value if CONDITION is true, action or value if

CONDITION is false)

If you have standard text to enter, maybe one of 5!" #ossible entries, maybe

usin$ the IND%& function 'ould hel#


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2( you want the 8rst value you enter 1 in 01 ?rd value in the list

enter ? @

Co"y this (ormula down Column C — 2;!EB+E1=E> 01,

.nce you have the values you want in Column C Add a column and

then use Co"y Paste /"ecial %alues to co"y the (ormula results to

your new column

*TC+ #rovides the com#limentary o#eration for IND%& $iven a value you

'ant to find, loo- it u# in an array of #ossible values, and return the index number

for that value.s location in the array

MA$CH +location o( "ossi'le values looku" value match ty"e,

2( matchDty"e is omitted it is assumed to 'e 1)

2( matchDty"e is 1 array o( values must 'e sorted in ascendin order

and

MA$CH 8nds the larest value that is less than or e:ual to

looku"Dvalue)

2( matchDty"e is MA$CH 8nds the 8rst value that is exactly e:ual to

looku"Dvalue)


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*ou3d still have to convert this num'er to a value in another column

usin the 2;!EB (unction discussed a'ove)

$he <

3#ecial and choose the Conditional (ormats radio 'utton) $o 8nd cells with


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identical conditional (ormats to the selected cellclic- 3ame belo' Data

validation To find cells 'ith any conditional formats, clic- *ll belo' Data

validation

Tools < O#tions < Calculation < ;recision as Dis#layed chec-box could #revent

you from fallin$ into a #otentially embarrassin$ roundin$ error6 situation

?ant to trans#ose your columns to ro's or ro's to columns@ The trans#ose

feature in Office AB""" is in the %dit < ;aste 3#ecial dialo$ box

1) /elect the cells to trans"ose Edit Co"y

G) &iht-click on the u""er-le(thand corner o( a rane o( em"ty cells

that can accommodate the trans"osed result)

?) Choose Paste /"ecial and check the trans"ose check'ox

3electin$ cells and ta##in$ the Delete -ey only deletes the cell contents,

e/uivalent to %dit < Clear < Contents

Edit !elete Icho"s outJ the cell and asks you how you3d like to 8ll

in (or the missin cells

Edit Clear 5ormats will let you delete the (ormattin o( the cell

e)) 'orders (onts numeric (ormattin @

G There may be certain #ortions of the 'or-sheet that you.d li-e to #rotect from any

#ossible chan$es 1y default all the cells in the 'or-sheet are loc-ed but the loc-s

are i$nored Tools < ;rotection < ;rotect 3heet activates reco$nition of the loc-s

1efore usin$ ;rotect 3heet you 'ould unloc- all the cells you 'ant to be able to

edit 'hen the rest of sheet is #rotected E 3elect Cells, Format < Cells < ;rotection

tab and unchec- the default loc- Then use Tools < ;rotection < ;rotect 3heet

If most of your cells are $oin$ to be un#rotected 'ith ust a fe' #rotected E

1) #se [Ctrl]-A to select all the cells in the sheet

G) 5ormat Cells Protection ta' and uncheck the de(ault lock

?) /elect the cells you !. want to "rotectK) 5ormat Cells Protection ta' and CHECF the lock 'ack on

L) $ools Protection Protect /heet

Miscellaneous


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Electronic Post-2t notes miht 'e use(ul to make comments on your

worksheet 2nsert Comment)

."tions (or "rintin comments with the sheet are in= 5ile Pae /etu"

/heet Comments o"tion dro"down

!ata $ext to Columns is a use(ul tool (or se"aratin into multi"le columns

text that is currently contained in one column) 5or exam"le may'e you

have social security num'ers in column A and you ust need the last (our

diits o( the //;) !ata $ext to Columns would let you se"arate the //;

into two columns)

/ometimes you may want to com'ine into one column text that is

currently contained in two columns) .ne way to do this is to write a

(ormula in a third column which uses the concatenation o"erator the

am"ersand) $his (ormula in C1 would return the contents o( A1 (ollowed

'y the contents o( 01= =!"#!

2( you want to include a literal character say a s"ace use the

(orm= =!"$ %"#!

$he 4i6ard used in !ata $ext to Columns is the same tool you have

availa'le (or o"enin text 8les you want to im"ort into Excel) 5ile ."en

with some text 8le will 'rin you to /te" 1 o( the !ata 2m"ort 4i6ard)

#se 5ile Pae /etu" Pae ta' 5it to check'ox i( your "rintout is

extendin ust 'eyond one "ae

$o move or co"y an entire worksheet to a new work'ook=

1) ."en the oriinal work'ook and choose Edit Move .r Co"y /heet

G) 4hen the Move .r Co"y dialo 'ox o"ens click the arrow at the

riht side o( the $o 0ook list 'ox) Choose ;ew 0ook (rom the list)

?) 2( you want to co"y the sheet select the Create A Co"y check 'ox

and click .F)K) Excel moves or co"ies the selected sheet to a new work'ook)

/ometimes codes used in data entry need to 'e sorted in some order that

is not al"ha'etical or numeric) *ou can de8ne a custom sort order in $ools

."tions Custom


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."tions 'utton has a dro"down where you can choose your list (or the sort

order)

&o' to Create a Drop Do'n(ist in Excel)Having a drop-down list in your Microsoft Excel spreadsheet can often improve the

eciency of your data entry, while also limiting data entry to a specic set of items or

data made available in the drop-down list.

!ro"-down lists can reatly (acilitate data entry) Here3s a look at how to use

Excel3s data validation (eature to create handy lists within your worksheets)

2n Access you can limit user entries 'y (orcin users to choose a value (rom a

list control) .Nce a""lications use the same (unctionality in 'uilt-in dro"-down

lists) 5or instance the Hihliht and 5ont Color controls on most 5ormattin

tool'ars use this Oexi'le tool) /im"ly click the small trianle to the riht o( the

icon to dis"lay a list o( choices)

*ou can create the same ty"e o( control (or your users in an Excel sheet 'ut the"rocess isn3t intuitive) $he o"tion is in the !ata %alidation (eature) 5ortunately

once you know the (eature exists it3s easy to im"lement) *ou need only two

thins= a list and a data entry cell) $he (ollowin sheet shows a sim"le dro"-

down list in an Excel sheet)

#sers click the dro"-down arrow to dis"lay a list o( items (rom A1=AK) 2( a user

tries to enter somethin that isn3t in the list Excel reects the entry) $o add this

dro"-down list to a sheet do the (ollowin=

1) Create the list in cells A1=AK) /imilarly you can enter the items in a sinle

row such as A1=!1)


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G) /elect cell E?) +*ou can "osition the dro"-down list in most any cell or

even multi"le cells),

?) Choose %alidation (rom the !ata menu)

K) Choose


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CT:( 7 ; to display 9ormulas3 4hile in the "rocess o( mis'ehavin

trou'leshootin num'ers have a o at the (ormulas 8rst) /ee the (ormula

used in the cell 'y sim"ly hittin the two keys= Ctrl S T +also called the

acute accent key, which is the (urthest to le(t on the row with num'er keys)

2t is tilde +U, when you "ress shi(t)

Excel Tips " Tricks 9or a Success9ul and E


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Dou0le clicking 9ormat painter3 4ith a sim"le mouse click you can

now du"licate a (ormat in other cells with only a click) Many excel users

use it 'y dou'le clickin on the (ormat "ainter to co"y the (ormat into

multi"le cells) *ayV

@ Simple Tricks to Make Smart and 8eat Excel raphs

o these were some ama!ing excel tips that are deemed to come extremely handy in

times when you need to save even an itsy amount of time. "t is always easier when you

ma#e your data easier to manage.

a#ing the time to learn some Excel tips and tric#s will li#ely help you boost your

productivity and streamline your spreadsheets.

$e previously shared some Excel insights. Here are ve more tips to consider%

!A 4se 8um0er Formatting Shortcuts

&or circumstances when you need to format a large amount of data, Excel o'ers time-

saving shortcuts for many common formatting functions. Experiment with these handy

ones%

5ormat num'ers to include two decimal "laces= CtrlS/hi(tS1 5ormat as time= CtrlS/hi(tSG

5ormat as date= CtrlS/hi(tS?

5ormat as currency= CtrlS/hi(tSK

5ormat as "ercentae= CtrlS/hi(tSL

5ormat in scienti8c7ex"onential (orm= CtrlS/hi(tS

(lso )ead% Com"lete


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wor#sheet as your data range. par#lines can help you easily display trends in your

data in a compact format.

(lso )ead% 1 /im"le $i"s $o Make *our Excel Charts /exier

A Manipulate Data 'ith Piot Ta0les

$hen you have a large, detailed data set, pivot tables allow you to easily manipulate

your data. hese tables are interactive and can help you analy!e data, detect patterns

and ma#e comparisons. 3reating a pivot table is as easy as using the built-in 4ivotable

and 4ivot3hart $i!ard, located in the 15ata2 drop-down menu. he wi!ard helps you

choose the data to include in your 4ivot3hart and format that information in a

meaningful manner. &or more information on creating pivot tables, refer to

this Pivot$a'le $utorials.A Moe #et'een Formulas and :esults

o eciently switch between the cell data and formula, use the 3trl6tilde 789 #eystro#e.

his allows you to rapidly chec# formulas when wor#ing in a large spreadsheet.

A &ide Gero Halues

Hiding !ero values can be helpful within large data sets by allowing you to see data

more clearly. o hide !ero values, you simply need to change the options in your Excel

setup. :avigate to this function by clic#ing the 1&ile2 drop-down menu and choose

1;ptions.2 hen choose 1(dvanced2 from the left-hand menu and unchec# the box for

1how a !ero in cells that have !ero value.2 7Mac users%


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=ut it turns out that there0s a lot of data munging you can do in a plain old Excel

spreadsheet > if you #now how to craft the proper formulas.

"n a presentation at the recent *+? 3omputer (ssisted )eporting 73()9 conference,

Mary@o $ebster, senior data reporter with 5igital &irst Media > a newspaper group in

:ew Aor# > shared some of her favorite Excel tric#s. he goal of these tips, $ebster

said% Bearn at least one new thing that will ma#e you say, 1$hy didn0t " #now this

beforeC2

Date 9unctions

Tip !3 Split dates into separate Ields

Aou can extract the year, month and day into separate elds from a date eld in Excelby using formulas DAear73ell$ith5ate9, DM;:H73ell$ith5ate9 and

D5(A73ell$ith5ate9. plitting dates this way > by year, month and day of month >

wor#s in Microsoft (ccess as well, $ebster said.

"n addition, you can also get the day of the wee# for any date in Excel with

D$EE5(A73ell$ith5ate9. he default returns numbers, not names of the days of

wee#, with for unday, * for Monday and so on.

o display the name of the wee#day instead of a number, apply a custom format to the

cells with the wee#day numbers, using &ormat cells F 3ustomG then type ddd in the

ype text box to get three-day abbreviations or dddd for the full day name.

Tip B3 Find someoneJs current age

"f you have someone0s date of birth, you can nd his or her current age on whatever

day you open the spreadsheet with the D5(E5"&79 and D;5(A79 functions. ;5(A79,

as you might guess, gives the current date. 5(E5"&79 gives the di'erence between two

dates in units of years 71y29, months 71m29 or days 71d29, using the syntax%

D5(E5"&75ate, 5ate*, nit of measure9

o, to get current age in years, use the formula%


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D5(E5"&73ell$ith=irthday,;5(A79, 1y29

:ote that the years unit returns ages in whole numbers and does not round up.

:eshaping dataTip 3 Create multiple ro's out o9 only one

ometimes you need data in a format with one row for each observation, but what you

already have comes with multiple observations for each row instead. "n $ebster0s

example of ('ordable 3are (ct Exchange plan pricing, there is a column for prices in

each age group% -*+ years old, * years old, ** years old and so on. However, some

visuali!ation and analysis tools reIuire one rowfor each plan/price combination,

not one row with multiple prices.

Sometimes you need data in a format with one row for each observation, but what you already

have comes with multiple observations for each row instead. Here’s one way to resolve it.

ableau visuali!ation software is one such tool that needs one data point per row, not

multiple data points per row, so the vendor created a ableau )eshaper ool that

wor#s with recent versions of Excel on $indows.

Aou can download this (ree tool (rom the $a'leau we'site. (lthough one add-in says

it0s for Excel *++, it wor#ed ne with Excel *+ on my $indows J 43.

http://kb.tableausoftware.com/articles/knowledgebase/addin-reshaping-data-excelhttp://kb.tableausoftware.com/articles/knowledgebase/addin-reshaping-data-excelhttp://kb.tableausoftware.com/articles/knowledgebase/addin-reshaping-data-excel


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everal 3() attendees said they0ve spent hours reshaping large data sets by manually

cutting and pasting, and the free ableau tool will save them a lot of time. Aou don0t

need to have other ableau software installed on your system to use it.

he columns you0re #eeping as row "5 columns should be placed on the left, and all

your data columns on the right. o use the reshaper tool, put your cursor on the rst

cell with data that you want transformed. hen go to the ableau menu and choose

reshape data. ay ;. Aou can watch a brief example below.

Tip 3 Create more easily sorta0le data

(nother common data format problem is when you get a 1spreadsheet2 that0s less li#e

a sortable table of data and more li#e a $ord document with column headers. ;ne

example% a spreadsheet with the name of a team on one row followed by all the

players on that team, then the name of another team right below followed by the

players and so on. "t0s dicult to analy!e a wor#sheet where column headers are

interspersed with data, since you can0t easily sort, lter or visuali!e data by team.

;ne way to deal with this is to add a new column with the team name for each player.

It’s difficult to analyze a worksheet where column headers are interspersed with data, since you

can’t easily sort, filter or visualize data by team. One way to deal with this is to add a new

column with, in this case, the team name for each player.


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1he tric# is that you need to have a pattern to follow,2 according to $ebster. "n the

example above, the position column is empty for the team name rows but lled in for

the player rows. =y lling in Kust the rst cell with the team name manually, you can

then use this formula to automatically ll in the rest%

25+0?ZZA?CG,

hat says% "f cell = is blan#, ll in the value of the cell in the rst column of the same

row 7in this case (9. ;therwise, ll in the value from the cell that0s Kust above it 7in this

case 3*, which should be the team name from the row above for all the player rows9.

Ma#e sure to start with the rst player row after having manually entered the rst

header row.

Search and replaceTip 3 Create a ne' column

Aou probably #now that you can do a search and replace in Excel with a typical text-

editor control-& nd-and-replace. =ut did you #now that you can also create an entirely

new column in Excel based on search-and-replace on an existing columnC hat needs

the D="E function, using the syntax%

/#0/$2$#$E+Cell4ith$ext ZoldtextZ ZnewtextZ,

(nd for lots more on getting the most out of Excel%

Excel H# Tutorial Part ! - H# Code Presentation

4hen learnin to "roduce %0A code it is im"ortant (rom the very

start that you ado"t ood ha'its in terms o( code "resentation sothat it is easy to read the code and understand how it works)

4hile you may at the time you are writin the code have a clear

idea o( what it does and how it works you need to consider what the

code will look like when you return to it in months time) 4orse


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still what i( someone else needs to work on your code and has to

8ure out how it worksR

$his "ae discusses comments code indentation and line 'reaks all

o( which will assist in makin your code clearer and easier tointer"ret)

Comments

$he sinle most im"ortant "ractice (or writin clear deci"hera'le

code is to add (re:uent comments)

Comments are lines in your code which act as notes to yoursel( or

others to ex"lain what the code means or what it is doin)

Comments are not executed durin the runnin o( the "roram so

have no im"act on the result your macro) %0A considers any line

that starts with an a"ostra"he +, to 'e a comment and the Excel

%0A editor hihlihts these lines 'y colourin them in reen so you

can see at a lance that they are comments and will not 'e

executed)

/ee the exam"le 'elow which shows comments used to clari(y the

details o( a sim"le /u' "rocedure=

/u' "rocedure to search cells A1-A1 o( the current active

sheet and 8nd the cell containin the su""lied strin

/u' 5indD/trin+s5ind$ext As /trin,

!im i As 2nteer 2nteer used in 5or loo"

!im i&ow;um'er As 2nteer 2nteer to store result in

i&ow;um'er


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2t is easy to et la6y a'out addin comments to your code 'ut it

really is worth makin the eXort) $he minutes invested in ensurin

your code is well documented could save you hours o( (rustration in

the lon term)

Code /ndentation

Another way o( assistin in makin your code reada'le is 'y addin

indentations to it) *ou can see how in the exam"le a'ove the code

has 'een indented within the main /u' "rocedure and then indented

(urther inside individual 'locks o( code) $hese indented sectionsena'le you to easily see where each 'lock o( code starts and ends)

(ine #reaks

*our code can also 'e made more reada'le 'y insertin line 'reaks

in the middle o( lon lines o( code) 2n %0A i( you want to s"lit a line

u" you need to add a s"ace (ollowed 'y an underscore + D, ust

'e(ore the line 'reak) $his tells the %0A com"iler that the current

line o( code continues on the (ollowin line)

$he (ollowin exam"le shows how sim"le line 'reaks can 'e used to

make lon lines o( code much easier to read and understand)

Consider the (ollowin 2( statement=

2( +index 1 And sColor1 ZredZ, .r +index G And sColor1

Z'lueZ, .r +index ? And sColor1 ZreenZ, .r +index

K And sColor1 Z'rownZ, $hen


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0y addin line 'reaks the same 2( statement can 'e "resented as

(ollows=

2( +index 1 And sColor1 ZredZ, .r D

+index G And sColor1 Z'lueZ, .r D +index ? And sColor1 ZreenZ, .r D

+index K And sColor1 Z'rownZ, $hen

4hen the 2( statement is 'roken u" over (our lines you can see the

diXerent conditions within the 2( statement much more clearly) $his

exam"le illustrates how "resentin your code in a clear way canhel" you to "roduce reada'le code which will hel" you to avoid

introducin 'us or errors)

Excel H# Tutorial Part B - H# Haria0les "

Constants

2n %0A as in any "rorammin lanuae %aria'les and Constants

are names that re"resent values) As suested 'y the names the

values o( %aria'les can chane while Constants enerally have 8xed

values)

5or exam"le you miht use the constant ZPiZ to store the value

?)1K1L>GL))) $he value o( ZPiZ will not chane throuhout the

course o( your "roram 'ut it is use(ul to store this value in a

Constant (or ease o( use)

Also we miht use a varia'le named Zs%A$D&ateZ to store the %A$

&ate to 'e "aid on "urchased oods) $he value o( s%A$D&ate may

vary de"endin on the ty"e o( oods)


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Data Types

All varia'les and constants have a data ty"e) $he (ollowin ta'le

shows the %0A data ty"es alon with a descri"tion o( each ty"e and

the rane o( "ossi'le values)

Data Type

0yte

0oolean

2nteer


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/trin

%ariant

5rom the a'ove ta'le it is clear that you can save on memory 'y

usin s"eci8c data ty"es +e)) 2nteers rather than


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!im s%A$D&ate As /inle

!im i As 2nteer

Constants are declared in a similar way exce"t a constant shouldalways 'e assined a value when it is declared) Exam"les o( the

declaration o( constants in %0A are=

Const iMaxCount L

Const iMax/core 1

&easons to !eclare %aria'les

Excel does not (orce you to declare varia'les) 0y de(ault all

varia'les in Excel will have the %ariant ty"e and can 'e assined a

num'er or text)

$here(ore at any "oint durin your "roram you can use any

varia'le name +even i( it has not 'een declared, and Excel will

assin the %ariant ty"e to it) However this is not ood "rorammin

"ractice (or the (ollowin reasons=

1) Memory " Calculation Speed3 2( you do not declare a

varia'le to have a data ty"e it will 'y de(ault have the %ariant

ty"e) $his takes u" more memory than many o( the other data

ty"es)

4hile a (ew extra 'ytes "er varia'le miht not seem to 'e a lot o(

memory it is not uncommon (or "rorammers to have thousandso( varia'les in their "rorams +es"ecially when you start to use

arrays,) $here(ore the additional memory used to store %ariants

instead o( 2nteers or /inles can add u" sini8cantly)

%ariant data ty"es also take more time to "rocess than some o(


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the other data ty"es so i( you have thousands o( unnecessary

%ariant data ty"es this can slow down your calculations)

G) Preention o9 KTypoK #ugs3 2( you always declare your

varia'les then you can use the %0A ."tion Ex"licit +see 'elow,to (orce you to declare varia'les)

$his will "revent you (rom introducin 'us into your code 'y

accidentally ty"in a varia'le name incorrectly) 5or exam"le you

miht 'e usin a varia'le called Zs%A$D&ateZ and when assinin

a value to this varia'le you miht accidentally ty"e Z%A$&ate

)1QLZ) 5rom this "oint onwards you are ex"ectin your varia'le

Zs%A$D&ateZ to have the value )1QL 'ut o( course it doesnt)However i( you were usin the %0A o"tion to (orce you to declare

all varia'les 'e(ore usin them this error would 'e hihlihted 'y

the %0A com"iler as the varia'le Z%A$&ateZ would not have 'een

declared)

?) &ighlighting 4nexpected Data Halues3 2( you declare a

varia'le to have a s"eci8c data ty"e and you attem"t to assin

the wron ty"e o( data to it this will enerate an error in your

"roram which i( not handled within your code can cause your

"roramme to crash)

4hile this may initially seem to 'e a ood reason not to declare

varia'les it is actually use(ul to know as soon as "ossi'le i( your

varia'le receives an unex"ected data ty"e) .therwise i( the

"roram continues to run you could end u" with incorrect or

unex"ected results at a later time when it is likely to 'e much

more diNcult to detect the causes o( the errors)

Also it is "ossi'le that the macro may com"lete with incorrect

results and you may not notice the error at all- and continue to

work with incorrect dataV


24/87

2t is there(ore "re(era'le to detect the unex"ected data ty"e at an

early stae and add code to handle this a""ro"riately)

$here(ore it is recommended that you always declare all varia'les

when "rorammin in %0A and use the ."tion Ex"licit +see 'elow,to ensure that all varia'les in the code are declared)

."tion Ex"licit

$he o"tion Ex"licit (orces you to declare all varia'les that you use

in your %0A code 'y hihlihtin any undeclared varia'les as errorsdurin com"ilation +'e(ore the code will run,) $o use this o"tion

sim"ly ty"e the line

."tion Ex"licit

at the very to" o( your %0A 8le)

2( you want to always include the o"tion Ex"licit at the to" o( every

new %0A module that you o"en u" this can 'e done automaticallyvia the &e:uire %aria'le !eclaration o"tion o( your %0A editor)

$o do this=

• 2n the %isual 0asic Editor select ToolsLptionsAAA

• Ensure the Editor ta' is selected

• Check the 'ox next to the o"tion :equire Haria0le

Declaration and click .F)

.nce the &e:uire %aria'le !eclaration o"tion is selected

the ."tion Ex"licit will automatically 'e inserted at the to" o( all

new modules)


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26/87

."tion Ex"licit

5unction $otalDCost+, As

!ou'le

!im s%A$D&ate As

/inle

)

)

)

End 5unction

2( you declare Zs%A$D&ateZ at the start o( the

$otalDCost (unction the sco"e o( this varia'le will

'e the whole o( this (unction +i)e) Zs%A$D&ateZ

will 'e reconised throuhout the $otalDCost

(unction 'ut not outside o( this (unction,)

$here(ore i( you attem"t to use Zs%A$D&ateZ in

any other "rocedure the %0A com"iler will raise

an error as the varia'le has not 'een declared

outside o( the $otalDCost (unction +and the ."tion

Ex"licit is in use,)

2n the a'ove exam"le the module level varia'le has 'een declared

usin the !im keyword) However it is "ossi'le that you may want

to declare varia'les that can 'e shared with other modules) $his can

'e s"eci8ed 'y usin the keyword Public in the declaration instead

o( !im)

;ote that (or a module-level varia'le the !im keyword could also

'e re"laced with the keyword Private to indicate that the sco"e o(

the varia'le is limited to the current module)

Constants can also use the Pu'lic and Private keywords 'ut in this

case the Pu'lic or Private keyword is used in addition to the

Const keyword +not instead o(,)

$he (ollowin exam"les show the Pu'lic and Private keywords

a""lied to varia'les and constants=


27/87

."tion Ex"licit

Pu'lic s%A$D&ate As

/inle

Pu'lic Const iMaxDCount

L

)

)

)

$his exam"le shows the Pu'lic keyword used to

declare the varia'le Zs%A$D&ateZ and the

constant ZiMaxDCountZ) $he sco"e o( these two

declarations is the whole o( the current "roect)

$here(ore Zs%A$D&ateZ and ZiMaxDCountZ can 'e

accessed (rom any "rocedure in any module in

the "roect)

."tion Ex"licit

Private s%A$D&ate As

/inle

Private

Const iMaxDCount

L

)

)

)

$his exam"le shows the Private keyword used

to declare the varia'le Zs%A$D&ateZ and the

constant ZiMaxDCountZ) $he sco"e o( these two

declarations is the current module)

$here(ore Zs%A$D&ateZ and ZiMaxDCountZ can 'e

accessed (rom any "rocedure in the current

module 'ut can not 'e accessed (rom

"rocedures that reside in diXerent modules)

Excel %0A $utorial Part ? - Excel %isual 0asicArrays

Excel %isual 0asic arrays are structures which are used to store a set

o( related varia'les o( the same ty"e) Each o( the entries in the

array can 'e accessed 'y an index num'er)


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5or exam"le i( you had G mem'ers o( a team and you wanted to

store all the names (or use in your %0A code) *ou could declare G

varia'les to hold the team mem'er names as (ollows=

!im $eamDMem'er1 As /trin

!im $eamDMem'erG As /trin

AAA

!im $eamDMem'erG As /trin

Alternatively you could use the much sim"ler and more oranised

method o( storin the $eam mem'ers in an array o( G /trin

varia'les=

!im $eamDMem'ers+1 $o G, As /trin

.nce you have declared the array as a'ove each entry o( the array

is "o"ulated as (ollows=

$eamDMem'ers+1, Z^ohn /mithZ

AAA

A (urther advantae o( storin your data in an array rather than in

individual varia'les arises i( you want to "er(orm the same action

on every mem'er o( the list) 2( your team mem'er names were


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stored in G individual varia'les you would need G lines o( code to

carry out a s"eci8c action on each name) However i( you have

stored your names in an array you can use a sim"le loo" to carry

out the action (or each entry in the array)

$his is shown in the exam"le code 'elow which "rints out each

name in the $eamDMem'ers array to a cell in Column A o( the

current Excel 4orksheet=

5or i 1 $o G

Cells+i 1,)%alue $eamDMem'ers+i,

;ext i

2t is clear (rom the a'ove that handlin an array o( G names is

much less cum'ersome and more oranised than handlin G

individual varia'les 'ut imaine i( you had 1 names to storeV

And imaine you wanted to store /urnames se"arately (rom

5orenamesV 2t is clear that it would soon 'ecome almost im"ossi'leto handle this amount o( data without the use o( Arrays in your %0A

code)

Multi-Dimensional Excel Hisual #asic rrays

$he %isual 0asic Arrays discussed a'ove are one-dimensional in

that they re(er to one list o( ;ames) However arrays can have

multi"le dimensions) An array havin two dimensions acts as a rid

o( values)

5or exam"le imaine that you want to store daily sales 8ures (or

the month o( ^anuary (or L diXerent teams) *ou would need a G-


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dimensional array consistin o( L sets o( 8ures over ?1 days) *ou

would then declare the array as (ollows=

!im ânD/alesD5iures+1 $o ?1 1 $o L, As Currency

2n order to access the entries in the array ânD/alesD5iures you

need to use two indices re(erin to the day o( the month and the

team num'er) 5or exam"le the sales 8ures (or $eamG on ânuary

1Lth would 'e re(erenced as=

ânD/alesD5iures+1L G,

*ou can declare arrays with ? or more dimensions in the same way -

i)e) 'y addin (urther dimensions into the declaration and usin a

(urther index to re(erence the array entries)

Declaring Excel Hisual #asic rrays

$he a'ove sections have already iven some exam"les o( %isual

0asic Array declarations 'ut it is worth discussin this (urther) As

seen a'ove a one-dimensional array can 'e declared as (ollows=

!im $eamDMem'ers+1 $o G, As /trin

$his declaration tells the %0A com"iler that the array

$eamDMem'ers has G varia'les which are re(erenced 'y indices 1


31/87

to G) However we could also decide to num'er our array varia'les

(rom to 1> in which case the declaration would 'e=

!im $eamDMem'ers+ $o 1>, As /trin

2n (act the de(ault (orm o( array indexin is to start at so i( you

omit the start index (rom the declaration and sim"ly declare the

array as=

!im $eamDMem'ers+1>, As /trin

$hen the %0A com"iler will understand this to 'e an array o( G

varia'les which are indexed (rom to 1>)

$he same rules are a""lied to declarations o( multi-dimensional

%isual 0asic arrays) As shown in the "revious exam"le a two-

dimensional array is declared 'y se"aratin the dimension indices'y a comma=

!im ^anD/alesD5iures+1 $o ?1 1 $o L, As Currency

However i( we omit the start indices (rom 'oth dimensions as

(ollows=

!im ^anD/alesD5iures+?1 L, As Currency


32/87

this is understood to 'e a two-dimensional array in which the 8rst

dimension has ?G entries indexed (rom to ?1 and the second

dimension has entries indexed (rom to L)

Dynamic rrays

2n the a'ove exam"les the arrays all have 8xed dimensions)

However in many cases we dont know how 'i an array is oin to

'e 'e(ore run time) 4e could solve this 'e declarin a hue array in

an attem"t to cover the maximum "ossi'le si6e needed 'ut this

would use u" an unnecessarily lare amount o( memory and couldslow down your "roram) A 'etter o"tion would 'e to use

a !ynamic array which is an array that can 'e si6ed and re-si6ed as

many times as you like durin the execution o( a macro)

A dynamic array is declared with em"ty "arentheses as (ollows=

!im $eamDMem'ers+, As /trin

*ou then need to declare the dimension o( the array durin the

execution o( the code usin the &e!im statement=

&e!im $eamDMem'ers+1 $o G,

2( durin the execution o( the code you need to extend the si6e o(

your array you can use&e!im aain=

2( $eamD/i6e G $hen


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&e!im $eamDMem'ers+1 $o $eamD/i6e,

End 2(

2t should 'e noted that resi6in a dynamic array in this way will

result in the loss o( all the values that had "reviously 'een stored in

the array) 2( you want to avoid this loss and kee" the values that

have "reviously 'een assined to the array you need to use the

ZPreserveZ keyword as shown 'elow=

2( $eamD/i6e G $hen

&e!im Preserve $eamDMem'ers+1 $o $eamD/i6e,

End 2(

$he disadvantae o( usin the ZPreserveZ keyword when resi6in

%isual 0asic Arrays is that you can only chane the u""er 'ound o( an array not the lower 'ound) Also i( you have a multi-dimensional

array the use o( the ZPreserveZ keyword limits you to chanin only

the last dimension o( the array)

Excel %0A $utorial Part K - %0A 5unction \ /u'Procedures

4ser-DeIned H# Function " Su0 Procedures

2n Excel %isual 0asic a set o( commands to "er(orm a s"eci8c task is

"laced into a "rocedure which can 'e a 5unction"rocedure or

a /u' "rocedure +also known as (unctions and su'routines,)


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$he main diXerence 'etween a %0A 5unction "rocedure and a /u'

"rocedure is that a 5unction "rocedure returns a result whereas a

/u' "rocedure does not)

$here(ore i( you wish to "er(orm a task that returns a result +e))summin o( a rou" o( num'ers, you will enerally use a 5unction

"rocedure 'ut i( you ust need a set o( actions to 'e carried out +e))

(ormattin a set o( cells, you miht choose to use a /u' "rocedure)

rguments

%0A "rocedures can 'e "assed data viaarguments which are

declared in the "rocedure de8nition) 5or exam"le you miht have a

%0A /u' "rocedure that adds an 2nteer to every cell in the current

rane) *ou could su""ly the value o( the inteer to the /u' via an

arument as (ollows=

/u' Add$oCells+i As 2nteer,

A

A

A

End /u'

;ote that it is not essential (or %0A 5unctions or /u's to havearuments) /ome "rocedures may not re:uire them)

."tional Aruments


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*ou can also de8ne %0A "rocedures to have ."tional aruments)

$hese are aruments that the user can su""ly i( they want 'ut i(

they are omitted the "rocedure will assin a de(ault value to them)

$o return to the exam"le a'ove i( we wanted to make the su""liedinteer arument o"tional this would 'e declared as (ollows=

/u' Add$oCells+."tional i As 2nteer ,

2n this case the su""lied inteer i has a de(ault value o( )

*ou can use multi"le ."tional aruments in a %0A "rocedure aslon the ."tional aruments are all "ositioned at the end o( the

arument list)

Passin Aruments 0y %alue and 0y &e(erence

4hen aruments are "assed to %0A "rocedures they can 'e "assedin two ways=

• #yHal - $he arument is "assed 'y %alue) $his means that ust

the value +i)e) a co"y o( the arument, is "assed to the "rocedure

and there(ore any chanes that are made to the arument inside

the "rocedure will 'e lost when the "rocedure is exited)

• #y:e9 - $he arument is "assed 'y &e(erence) $his means that

the address o( the arument is "assed to the "rocedure) Any

chanes that are made to the arument inside the "rocedure will

'e remem'ered when the "rocedure is exited)


36/87

*ou can s"eci(y whether an arument is "assed to a %0A "rocedure

'y value or 'y re(erence 'y usin the 0y%al or the 0y&e( keyword

when de8nin the "rocedure) $his is shown 'elow=

/u' Add$oCells+0y%a

l i As 2nteer,

A

A

A

End /u'

2n this case the inteer i is "assed 'y %alue) Any

chanes that are made to i will 'e lost when you exit

the /u' "rocedure)

/u' Add$oCells+0y&e

( i As 2nteer,

A

A

A

End /u'

2n this case the inteer i is "assed 'y &e(erence)

4hen you exit the /u' any chanes that have 'een

made to i will 'e remem'ered 'y the varia'le that

was "assed into the /u' "rocedure)

2t should 'e noted that 'y de(ault in %0A aruments are "assed 'y

&e(erence) $here(ore i( you do not use the 0y%al or

the 0y&e( keyword the aruments will 'e "assed 'y &e(erence)

0e(ore discussin (urther "ro"erties o( %0A 5unction and /u'

"rocedures it is use(ul to look at the two ty"es o( "rocedure

individually) $he (ollowin two sections "rovide a 'rie( discussion o(

%0A 5unction and %0A /u' "rocedures alon with sim"le exam"les)


37/87

H# Function Procedures

$he %0A editor reconises a 5unction "rocedure 'ecause the

commands are "ositioned 'etween the (ollowin start and end

commands=

5unction

A

A

A

End 5unction

As "reviously mentioned %0A (unction "rocedures +unlike su'

"rocedures, return a value) $he return values have the (ollowin

rules=

• $he data ty"e o( the returned value must 'e declared in the5unction header)

• $he value to 'e returned must 'e assined to a varia'le havin

the same name as the 5unction) $his varia'le does not need to 'e

declared as it already exists as a "art o( the (unction)

$his is illustrated in the (ollowin exam"le)

%0A 5unction Procedure Exam"le= Per(orm a Mathematical ."eration on ?

;um'ers


38/87

$he (ollowin code shows an exam"le o( a sim"le %0A 5unction

"rocedure that receives three aruments each o( which are

!ou'les +dou'le "recision Ooatin "oint num'ers,) $he 5unction

returns a (urther !ou'le which is the sum o( the 8rst two

aruments minus the third arument=

5unction /umMinus+d;um1 As !ou'le d;umG As !ou'le d;um? As !ou'le, As

!ou'le

/umMinus d;um1 S d;umG - d;um?

End 5unction

$he a'ove very sim"le %0A 5unction "rocedure illustrates the way in

which data aruments are su""lied to a "rocedure) 2t is also seen

that the 5unction "rocedure return ty"e is de8ned as 'ein a

!ou'le +i)e) 'y the term ZAs !ou'leZ which is included a(ter the

5unction aruments,)

$he a'ove exam"le also shows how the 5unction "rocedure result is

stored in a varia'le that has the same name as the 5unction)

Callin %0A 5unction Procedures

2( the a'ove sim"le 5unction "rocedure is ty"ed into a Module in the

%isual 0asic Editor it will then 'e availa'le to 'e called (rom other

%0A "rocedures or to 'e used in the worksheets o( your Excel

work'ook)

Callin a %0A 5unction Procedure 5rom Another Procedure


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*ou can call a 5unction "rocedure (rom within another %0A

"rocedure 'y sim"ly assinin the 5unction to a varia'le) $he

(ollowin exam"le shows a call to the sim"le /umMinus (unction that

was de8ned a'ove=

/u' main+,

!im total as !ou'le

total /umMinus+L K ?,

End /u'

Callin a %0A 5unction Procedure 5rom A 4orksheet

*ou can call %0A 5unction "rocedures (rom an Excel 4orksheet in

the same way as you can call any o( the 'uilt-in Excel (unctions)

$here(ore you could call the /umMinus 5unction "rocedure 'y

ty"in the (ollowin into any cell o( your worksheet=

/umMinus+1 L G,

H# Su0 Procedures

$he %0A editor reconises a /u' "rocedure 'ecause the commandsare "ositioned 'etween the (ollowin start and end commands=

/u'


40/87

A

A

A

End /u'

%0A /u' Procedure Exam"le 1= Center and A""ly 5ont /i6e to a /elected

&ane o( Cells

$he (ollowin code shows an exam"le o( a sim"le %0A /u'

"rocedure that a""lies (ormattin to the current selected cell rane)

$he cells are (ormatted to 'e alined centrally +'oth hori6ontally and

vertically, and to have a user-su""lied (ont si6e=

/u' 5ormatDCenteredDAndD/i6ed+."tional i5ont/i6e As 2nteer 1,

/election)Hori6ontalAlinment xlCenter

/election)%erticalAlinment xlCenter

/election)5ont)/i6e i5ont/i6e

End /u'

$he a'ove exam"le illustrates how /u' "rocedures "er(orm actions

'ut do not return values)

$his exam"le also includes the ."tional arument i5ont/i6e) 2(

i5ont/i6e is not su""lied to the /u' then the de(ault (ont si6e o( 1


41/87

is used) However i( i5ont/i6e is su""lied to the /u' then the current

rane is set to have the user-su""lied (ont si6e)

%0A /u' Procedure Exam"le G= Center and A""ly 0old 5ont to a /elected

&ane o( Cells

$he (ollowin code is similar to exam"le 1 'ut instead o( su""lyin

a (ont si6e to the selected rane the cells are set to have a 'old

(ont) $his exam"le has 'een included to show a /u' "rocedure that

does not receive any aruments =

/u' 5ormatDCenteredDAndD0old+,

/election)Hori6ontalAlinment xlCenter

/election)%erticalAlinment xlCenter

/election)5ont)0old $rue

End /u'

Callin Excel %0A /u' Procedures

Callin a %0A /u' Procedure 5rom Another Procedure

*ou can call a %0A /u' "rocedure (rom another %0A "rocedure 'yty"in the Call keyword (ollowed 'y the /u' name and then the /u'

"rocedure aruments enclosed in 'rackets) $his is shown in the

exam"le 'elow=


42/87

/u' main+,

Call 5ormatDCenteredDAndD/i6ed+ G ,

End /u'

2( the 5ormatDCenteredDAndD/i6ed /u' "rocedure had more than

one arument these would 'e se"arated 'y commas) E))

/u' main+,

Call 5ormatDCenteredDAndD/i6ed+ ar1 arG ))) ,

End /u'

Callin a %0A /u' Procedure 5rom A 4orksheet

/u' "rocedures cannot 'e ty"ed directly into a 4orksheet in Excel

in the same way that %0A 5unction "rocedures can 'ecause /u'

"rocedures dont return a value) However "rovided they have no

aruments +and are Pu'lic - see 'elow, Excel %0A /u'

"rocedures are availa'le to the user o( a s"readsheet) $here(ore i(

the a'ove sim"le /u' "rocedures are ty"ed into a Module in the

%isual 0asic Editor the 5ormatDCenteredDAndD0old /u' "rocedurewill 'e availa'le to 'e used in the worksheets o( your Excel

work'ook 'ut the 5ormatDCenteredDAndD/i6ed will not +as it has an

arument,)


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Scope o9 H# Procedures

2n Part G o( this tutorial we discussed the sco"e o( varia'les and

constants and the role o( thePu'lic and Private keywords) $hese

keywords have the same meanin when a""lied to %0A "rocedures =

Pu'lic

/u' Add$oCells+i

As 2nteer,

A

A

A

End /u'

2( a "rocedure declaration is "receded 'y the

keyword Pu'lic this makes the "rocedure accessi'le to

all other modules in the %0A Proect)

Private

/u' Add$oCells+i

As 2nteer,

A

A A

End /u'

2( a "rocedure declaration is "receded 'y the

keyword Private this makes the "rocedure only availa'le

to the current module) 2t cannot 'e accessed (rom any

other modules or (rom the Excel work'ook)

2( no keyword is inserted at the start o( a %0A 5unction or /u'

declaration then the de(ault settin is (or the "rocedure to

'e Pu'lic +i)e) to 'e accessi'le (rom anywhere in the %0A Proect,)

$his is diXerent to varia'le declarations which are Private 'y

de(ault)

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45/87

Early Exit From H# Function " Su0 Procedures

2( you want to exit a %0A 5unction or /u' "rocedure 'e(ore it has run

to the end you can do this usin the Exit 5unction or the Exit

/u' command) $his is illustrated 'elow in a sim"le 5unction"rocedure that ex"ects to receive a "ositive value to work with) 2(

the value received is not "ositive the (unction cannot continue so it

hihlihts the error to the user and exits the "rocedure immediately=

5unction %A$DAmount+s%A$D&ate As /inle, As /inle

%A$DAmount

2( s%A$D&ate ` $hen

Ms0ox ZEx"ected a Positive value o( s%A$D&ate 'ut &eceived Z \ s%A$D&ate

Exit 5unction

End 2(

A

A

A

End 5unction

;ote that 'e(ore exitin the %A$DAmount 5unction "rocedure the

a'ove code uses the 'uilt-in %0A Ms0ox (unction to dis"lay a 'ox

containin a warnin messae to the user)

Excel %0A $utorial Part L= %0A Conditional/tatements

$he main Excel %0A Conditional /tatements are the 2( )))

$henstatement and the /elect Casestatement) 0oth o( these

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46/87

evaluate one or more conditions and de"endin on the result

execute s"eci8c actions)

$he two Conditional /tatement ty"es are discussed individually

'elow)

The Hisual #asic /9 AAA ThenStatement

$he 2( ))) $hen statement tests a condition and i( it evaluates to $rue

carries out a set o( actions) 2( the condition evaluates to 5alse a

diXerent set o( actions are carried out)

$he (ormat o( the 2( ))) $hen statement is=

2( Condition1 $hen

Actions if Condition1 ealuates to True

Else2( Condition! $hen

Actions if Condition! ealuates to True

Else

Actions if none of the preious conditions ealuate to True

End 2(

2n the a'ove 2( statement the Else2( and the Else "arts o( the

conditional statement can 'e le(t out i( desired)


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48/87

The Hisual #asic Select Case Statement

$he /elect Case statement is similar to the 2( ))) $hen statement in

that it tests an ex"ression and carries out diXerent actions

de"endin on the value o( the ex"ression)

$he (ormat o( the /elect Case statement is=

/elect Case "#pression

Case Value1

Actions if "#pression matches Value1

Case Value!

Actions if "#pression matches Value!

)

)

)

Case Else

Actions if e#pression does not match any of listed cases

End /elect

2n the a'ove code 'lock the Case Else "art o( the conditional

statement is o"tional)

2n the exam"le 'elow the /elect Case statement is used to color the

current active cell de"endin on the value o( the cell contents)


49/87


50/87

Case 1 $his is an exam"le o( the 'asic test o( whether

your ex"ression evaluates to a s"eci8c value

Case Else $his is an exam"le o( the Else condition which

is executed i( your ex"ression hasnt matched

any o( the "revious cases

;ote that as soon as one case in the /elect Case statement is

matched and the corres"ondin actions executed the whole /elect

Case statement is exited) $here(ore you will never et entry into

more than one o( the listed cases)

Excel %0A $utorial Part - %0A


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The Hisual #asic For (oop

$he %isual 0asic 5or loo" takes on two se"arate (orms) $hese are

the 5or ))) ;ext loo" and the 5or Each loo")

$he 5or ))) ;ext


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;ext d

2n the a'ove 5or loo" 'ecause the ste" si6e is s"eci8ed as )1 the

value o( the varia'le d is set to the values ) )1 )G )? ))) >)>

1) (or each execution o( the %0A code inside the loo")

*ou can also use neative ste" si6es in the %0A 5or loo" as is

illustrated 'elow=

5or i 1 $o 1 /te" -1

iArray+i, i

;ext i

2n this exam"le the ste" si6e is s"eci8ed as -1 and so the loo" sets

the varia'le i to have the values 1 > _ ))) 1)

$he 5or Each


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!im w/heet As 4orksheet

5or Each w/heet in 4orksheets

Ms0ox Z5ound 4orksheet= Z \ w/heet);ame;ext w/heet

$he Exit 5or /tatement

2( you want to exit a 5or


54/87

The Hisual #asic Do Nhile (oop

$he !o 4hile loo" re"eatedly executes a section o( code while a

s"eci8ed condition continues to evaluate to $rue) $his is shown in

the (ollowin /u' "rocedure where a !o 4hile loo" is used to "rint

out all values o( the 5i'onacci /e:uence until the values exceed

1=

/u' "rocedure to list the 5i'onacci series (or all values 'elow 1/u' 5i'onacci+,

!im i As 2nteer counter (or the "osition in the series

!im i5i' As 2nteer stores the current value in the series

!im i5i'D;ext As 2nteer stores the next value in the series

!im i/te" As 2nteer stores the next ste" si6e

2nitialise the varia'les i and i5i'D;ext

i 1i5i'D;ext

!o 4hile loo" to 'e executed as lon as the value o( the

current 5i'onacci num'er exceeds 1

!o 4hile i5i'D;ext ` 1

2( i 1 $hen

/"ecial case (or the 8rst entry o( the series

i/te" 1

i5i'

Else

/tore the next ste" si6e 'e(ore overwritin the


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current entry o( the series

i/te" i5i'

i5i' i5i'D;ext

End 2(

Print the current 5i'onacci value to column A o( the

current 4orksheet

Cells+i 1,)%alue i5i'

Calculate the next value in the series and increment

the "osition marker 'y 1

i5i'D;ext i5i' S i/te"i i S 1


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!o

)

))


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2n the a'ove exam"le since the condition 2sEm"ty+Cells+i&ow 1,, is

at the start o( the !o #ntilloo" the loo" will only 'e entered i( the

8rst cell encountered is non-'lank)

However as illustrated in the !o 4hile loo" you may on someoccasions want to enter the loo" at least once reardless o( the

initial condition) 2n this case the condition can 'e "laced at the end

o( the loo" as (ollows=

!o

)

)

)


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$he main Mathematical %0A o"erators are listed in the ta'le 'elow)

$he "recedences that are listed alonside the o"erators are the

de(aults which are a""lied in the a'sence o( 'rackets) However the

order in which the %0A o"erators are a""lied can 'e controlled 'yaddin 'rackets to an ex"ression=

perator

9

7

b

Mod

S

-

/trin ."erators

$he concatenate o"erator \ can 'e used to oin toether strins=


59/87

perator

\

%0A Com"arison ."erators

Com"arison o"erators com"are two num'ers or strins and return a

loical +$rue or 5alse, result) $he main Excel %0A com"arison

o"erators are listed in the ta'le 'elow=


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%0A


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0s&eturns the a'solute value o( a su""lied num'er)

e)) 0s5-B*6 returns the value B*

0s5B*6 returns the value B*)

Chr&eturns the character associated with a su""lied

character code)

e)) Chr5O@6 returns the character ZaZ)

Chr5!*6 returns a line (eed

Date &eturns the current system date)

Dated

d Adds a s"eci8ed time "eriod to a su""lied date)

$he (unction has the (ormat Datedd5/nteral1

8um0er1 Date6

where the 2nterval arument s"eci8es the ty"e o(

time interval to 'e added to the su""lied date)

$his can takes on one o( the (ollowin values=

/nteral :epresents

yyyy year

: :uarter

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m month

y day o( the year

d day

w weekday

ww week

h hour

n minute

s second

e))

Datedd5d1 B1 *!>*!>B*!6 adds ?G days to th

date Z1717G1LZ and so returns the date

Z*B>*B>B*!

Z)

Datedd5''1 Q1 *!>*!>B*!6 adds __ weeks to

the date Z1717G1LZ and so returns the date

Z*O>*O>B*!Z)

DateDi

R

Calculates the num'er o( s"eci8ed intervals 'etween

now and a su""lied date

e))

DateDiR5d1 *!>*!>B*!1 *B>*B>B*!6calculat

the num'er o( days 'etween the dates Z1717G1LZ

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and ZG7G7G1LZ and so returns the value B)

DateDiR5'1 *!>*!>B*!1

*>*>B*!6calculates the num'er o( weeks 'etwee

the dates Z1717G1LZ and Z?7?7G1Z and so

returns the value !)

Day &eturns the day o( the month (or a su""lied date

e)) Day5*!>BO>B*!6 returns the value BO)

&our &eturns the Hour "ortion o( a su""lied time

e)) &our5BB33**6 returns the value BB)

/nStr

2( su""lied with an inteer n and G strins the 2n/tr(unction returns the "osition o( the second strin

within the 8rst strin startin the search (rom the

nth "osition in the 8rst strin)

E))

/nStr5!1 &ere is the search'ord1

search'ord6 returns the value !)

/nStr5!1 &ere is the search'ord 0ut here is

another search'ord1 search'ord6 returns the

value )

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/nt&eturns the inteer "art o( a numeric value)

e)) /nt5A@O6 returns the value )

/sDate&eturns $rue i( a su""lied value is a date and 5alse

otherwise)

e)) /sDate5*!>*!>B*!6 returns the valueTrue

/sDate5!**6 returns the value False)

/sError &eturns $rue i( a su""lied value is an error and 5alse

otherwise)

/sMissi

ng

2( su""lied with the name o( an o"tional arument to

a (unction the 2sMissin (unction returns $rue i( no

arument value was "assed to the (unction)

/s8um

eric

&eturns $rue i( a su""lied value can 'e evaluated as a

num'er or 5alse otherwise)

(e9t&eturns a s"eci8ed num'er o( characters (rom the

start o( a su""lied strin)

$he (ormat o( the (unction is (e9t5String1 (ength6

where String is the oriinal text strin and (ength is

the num'er o( characters to 'e returned (rom the

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start o( the su""lied /trin)

E)) (e9t5a0cde9ghi?klm1 6 returns the strin Za0cdZ

(e9t5a0cde9ghi?klm1 !6 returns the strin ZaZ)

(en &eturns the lenth o( a su""lied text strin)

E)) (en5a0cde9g6 returns the value @)

Month&eturns the month num'er (or a su""lied date)

e)) Month5*!>BO>B*!6 returns the value !)

Mid&eturns a s"eci8ed num'er o( characters (rom the

middle o( a su""lied strin)

$he (ormat o( the (unction is Mid5String1 Start1

(ength6

where String is the oriinal text strin Start is the

start "osition o( the section o( /trin that is to 'e

returned and (ength is the lenth o( the returned

strin)

E)) Mid5a0cde9ghi?klm1 1 6 returns the strin

Zde9ghZ

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E)) Sqr56 returns the value B

Sqr5!6 returns the value )

Time &eturns the current system time)

4#oun

d

&eturns the u""er su'scri"t o( a su""lied array)

,ear &eturns the year o( a su""lied date)

E)) ,ear5*!>BO>B*!6 returns the value B*!

Excel %0A $utorial Part _ - Excel .'ects

$he term Excel 0?ects+collectively re(erred to as the Excel0?ect Model, re(ers to the entities that make u" an Excel

work'ook such as 4orksheets &ows Columns Cell &anes and the

Excel 4ork'ook itsel() Each o'ect in Excel has a num'er

o( Properties which are stored as a "art o( that o'ect)

5or exam"le an Excel 4orksheets "ro"erties include the

4orksheets ;ame Protection %isi'le Pro"erty /croll Area etc)

$here(ore i( durin the execution o( a macro we wanted to hide an

Excel worksheet we could do this 'y accessin the 4orksheet

o'ect and alterin the %isi'le "ro"erty)

Excel %0A has a s"ecial ty"e o( o'ect called a Collection) As the

name suests a Collection re(ers to a rou" +or collection, o( Excel

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o'ects) 5or exam"le the :o's collection is an o'ect containin all

the rows o( a 4orksheet)

$he main Excel .'ects can all 'e accessed +directly or indirectly,

(rom the 4ork'ooks o'ect which is a collection o( all the currentlyo"en 4ork'ooks) Each 4ork'ook o'ect contains the /heets o'ect

+consistin o( all the 4orksheets and Chart sheets in the 4ork'ook,

and in turn each 4orksheet o'ect contains a &ows o'ect

+consistin o( all &ows in the 4orksheet, and a Columns o'ect

+consistin o( all Columns in the 4orksheet, etc)

$he (ollowin ta'le lists some o( the more commonly used Excel

o'ects) 5or a more com"rehensive list o( Excel %0A o'ects seethe Microso(t .Nce !evelo"er we'site)

0?ect

Type

Description

A""licati

on

$he current Excel A""lication)

4ork'oo

ks

$he 4ork'ooks o'ect is a collection o( all o( the

o"en Excel 4ork'ooks in the current Excel

A""lication)

An individual 4ork'ook can 'e extracted (rom

the 4ork'ooks o'ect 'y usin an individual

4ork'ook index num'er or name +i)e)4ork'ooks+1, or 4ork'ooks+Z0ook1Z,,)

4ork'oo

k

A 4ork'ook o'ect can 'e accessed (rom the

4ork'ooks Collection 'y usin a 4ork'ook index

http://msdn.microsoft.com/en-us/library/office/ff194068(v=office.15).aspxhttp://msdn.microsoft.com/en-us/library/office/ff194068(v=office.15).aspx


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num'er or a 4ork'ook name +e)) 4ork'ooks+1,

or 4ork'ooks+Z0ook1Z,,) *ou can also use

Active4ork'ook to access the current active

4ork'ook)

5rom the 4ork'ook o'ect you can access the

/heets o'ect which is a collection o( all the

/heets +4orksheets and Chart /heets, in the

4ork'ook and you can also access the

4orksheets o'ect which is a collection o( all the

4orksheets in the 4ork'ook)

/heets $he /heets o'ect is a collection o( all the /heets

in a 4ork'ook) $hese /heets can 'e 4orksheets

or Charts) An individual /heet can 'e extracted

(rom the /heets o'ect 'y usin an individual

/heet index num'er or name +i)e) /heets+1, or

/heets+Z/heet1Z,,)

4orkshe

ets

$he 4ork/heets o'ect is a collection o( all the

4ork/heets in a 4ork'ook +i)e) all the /heets

exce"t the Charts,) An individual 4orksheet can

'e extracted (rom the 4orksheets o'ect 'y

usin an individual 4orksheet index num'er or

name +i)e) 4orksheets+1, or

4orksheets+Z4ksheet1Z,,)

4orkshe

et

A 4orksheet o'ect can 'e accessed (rom the

/heets or the 4orksheets o'ect 'y usin a

/heet or 4orksheet index num'er or a /heet or

4orksheet name +e)) /heets+1, 4orksheets+1,


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/heets+Z/heet1Z, or 4orksheets+Z4ksheet1Z,,)

*ou can also use Active/heet to access the

current active /heet)

5rom the 4orksheet o'ect you can access the

&ows and Columns o'ects which are collections

o( &ane o'ects relatin to the &ows and

Columns o( the 4orksheet) *ou can also access

an individual cell or any &ane o( contiuous

cells on the 4orksheet)

&ows $he &ows o'ect is a collection o( all the &ows o(

a 4orksheet) A &ane o'ect consistin o( an

individual 4orksheet row can 'e accessed 'y

usin an index num'er +i)e) &ows+1,,

Columns $he Columns o'ect is a collection o( all the

Columns o( a 4orksheet) A &ane o'ect

consistin o( an individual 4orksheet column can'e accessed 'y usin an index num'er +i)e)

Columns+1,,

&ane $he &ane o'ect re"resents any num'er o(

contiuous cells on a 4orksheet) $his can 'e ust

one cell or it can 'e all the cells on the

4orksheet)

A rane consistin o( ust one cell can 'e

returned (rom a 4orksheet usin the Cells

"ro"erty +i)e) 4orksheet)Cells+11,,)


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Alternatively a rane can 'e re(erenced 'y

s"eci(yin either a cell rane or a start and end

cell +e)) 4orksheet)&ane+ZA1=01Z, .&

4orksheet)&ane+ZA1Z Z01Z, .&4orksheet)&ane+Cells+11, Cells+1G,,,)

;ote that i( the second cell re(erence is omitted

(rom the &ane +e)) 4orksheet)&ane+ZA1Z, .&

4orksheet)&ane+Cells+11,, this will return a

rane that consists o( only one cell)

$he a'ove ta'le descri'es how you access Excel o'ects via "arent

o'ects) 5or exam"le a rane o( cells may 'e re(erenced 'y the

ex"ression=

4ork'ooks+Z401Z,)4orksheets+Z4/1Z,)&ane+ZA1=01Z,

ssigning an 0?ect to a Haria0le

Another "oint to note when workin with Excel o'ects is that when

an o'ect is 'ein assined to a varia'le in your v'a code you must

use the /et keyword as (ollows=

!im !ata4' As 4ork'ook/et !ata4' 4ork'ooks+Z!ata)xlsxZ,


72/87

The ctie 0?ect

At any one time Excel will have an Actie 4ork'ook which is the

work'ook that is currently selected) /imilarly there will 'e

an Actie 4orksheet and an Actie &ane etc)

$he current active 4ork'ook or /heet can 'e re(erred to in your v'a

code as Actie$or%boo% or Actie&heet and the current active

rane can 'e accessed 'y re(errin to&election)

2( in your %0A code you re(er to a worksheet without re(errin to a

s"eci8c work'ook Excel de(aults to the current Active 4ork'ook)

/imilarly i( you re(er to a rane without re(errin to a s"eci8c

work'ook or worksheet Excel de(aults to the current Active

4orksheet in the current Active 4ork'ook)

$here(ore i( you wish to re(er to rane A1=01 on the current Active

4orksheet within the current Active 4ork'ook you can sim"ly ty"e=

&ane+ZA1=01Z,

Chanin the Current Active .'ect

2( durin the execution o( your code you wish to chane the current

Active 4ork'ook 4orksheet &ane etc this can 'e done usin the

Activate or /elect methods as (ollows=

4ork'ooks+Z0ook1)xlsmZ,)Activate

4orksheets+Z!ataZ,)/elect

&ane+ZA1Z Z01Z,)/elect

.'ect Methods such as the Activate and /elect methods used

a'ove are discussed in more detail 'elow)


73/87


74/87

0?ect Methods

%0A o'ects also have methods that "er(orm s"eci8c actions) .'ect

methods are "rocedures that are associated to a s"eci8c o'ect

ty"e) 5or exam"le the 4ork'ook o'ect has the methods ActivateClose /ave and many more)

An .'ect Method can 'e called 'y re(errin to the o'ect name

(ollowed a dot and then the method name) 5or exam"le the current

active 4ork'ook can 'e saved usin the code=

Active4ork'ook)/ave


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A list o( excel o'ects with their "ro"erties and methods are

"rovided in the .'ect 0rowser within the %isual 0asic Editor) $o

dis"lay this sim"ly "ress 5G (rom within the %isual 0asic Editor)

Examples

Exam"le 1

$he (ollowin %0A code sni""et was "reviously used to illustrate theuse o( the 5or Each loo") 2t is now use(ul to re-visit this code to

examine the re(erences to the 4orksheets o'ect +taken (rom the

current active 4ork'ook 'y de(ault, and the re(erence to each

individual 4orksheet) ;ote that the 4orksheet 8ame "ro"erty is

accessed to dis"lay the name o( each 4orksheet)

Cycle throuh each 4orksheet in the current 4ork'ook

and dis"lay the 4orksheet name in a messae 'ox

!im w/heet As 4orksheet

5or Each w/heet in 4orksheets

Ms0ox Z5ound 4orksheet= Z \ w/heet);ame

;ext w/heet

Exam"le G


76/87

$he (ollowin section o( %0A code has 'een included to illustrate

how you can access 4orksheets and &anes (rom other 4ork'ooks

and how the current Excel .'ects are accessed 'y de(ault i( no

s"eci8c o'ect is re(erenced) $his exam"le also illustrates the use o(

the /et keyword to assin an Excel o'ect to a varia'le)

$he code also shows the Paste/"ecial method 'ein called (or the

&ane o'ect) $his method sets the Paste arument to the value

xlPaste%alues)

Co"y a rane o( cells (rom /heet1 o( another 4ork'ook +named Z!ata)xlsxZ,

and "aste the values into the Z&esultsZ 4orksheet o( the current 4ork'ook

+named ZCurr4')xlsmZ,

!im data4' As 4ork'ook

/et !ata4' 4ork'ooks)."en+ZC=b!ataZ,

;ote that !ata4' is the current Active 4ork'ook)

$here(ore the (ollowin accesses the /heets .'ect in !ata4')

/heets+Z/heet1Z,)&ane+ZA1=01Z,)Co"y

Paste the values (rom the co"ied &ane into the Z&esultsZ 4orksheet o(

the current 4ork'ook) ;ote that as Curr4' is not the current Active

4ork'ook we need to s"eci(y this 4ork'ook)

4ork'ooks+ZCurr4'Z,)/heets+Z&esultsZ,)&ane+ZA1Z,)Paste/"ecial

Paste=xlPaste%alues

Exam"le ?

$he (ollowin section o( %0A code shows how the Columns

+collection, o'ect can 'e accessed (rom the 4orksheet o'ect) 2t is


77/87

also seen that when a cell or cell rane on the current active

4orksheet is accessed the re(erence to the 4orksheet can 'e

omitted) Aain the code "rovides an illustration o( the use o(

the /et keyword to assin a &ane o'ect to the varia'le Col)

$he code also includes an exam"le o( how to access and chane the

&ane o'ects %alue "ro"erty)


78/87


79/87

G) Click on the dro"-down menu at the to" le(t o( the code

window and select the o'ect ty"e +e)) 4orksheet,) $he dro"down

menu in the riht window will then dis"lay the events that are

de8ned (or that o'ect) $he imae 'elow shows the events that are

de8ned (or an Excel 4orksheet=

?) /elect an event (rom the to" riht dro"-down menu) $his

causes a /u' "rocedure to 'e automatically inserted into the code

window (or that o'ect) $he aruments that Excel automatically


80/87

(eeds into that (unction +i( there are any, are included into the /u'

header - you then ust need to add the v'a code to de8ne what you

want to do when that event is 8red)

Example

$he (ollowin exam"le dis"lays a messae 'ox every time the cell

01 in the 4orksheet Z/heet1Z is selected)

5or this action we need to use the 4orksheet Event

Z/electionDChaneZ which 8res every time a diXerent cell or raneo( cells is selected) $he Z/electionDChaneZ (unction receives as an

arument a &ane o'ect called Z$aretZ) $his tells you the rane o(

cells that has 'een selected)

As the Z/electionDChaneZ event relates to any new selection we

need to check the su""lied &ane $aret as soon as the (unction

is called to make sure that the re:uired actions are "er(ormed only

when cell 01 is selected) $he code (or this is shown 'elow=

Code to dis"lay a Messae 0ox i( Cell 01 o( the current 4orksheet

is selected)

Private /u' 4orksheetD/electionChane+0y%al $aret As &ane,

Check i( the selection is cell 01

2( $aret)Count 1 And $aret)&ow 1 And $aret)Column G $hen

$he selection 2/ cell 01 so carry out re:uired actionsMs0ox Z*ou have selected cell 01Z

End 2(

End /u'


81/87

Excel %0A $utorial Part 1 - %0A Error $y"es

H# Error Types

$here are three ty"es o( %0A error that you may encounter when

executin an Excel macro) $hese are=

• Com"ile Errors

• &untime Errors

•


82/87

the error in red de"endin on the settin o( the Auto /yntax Check

o"tion +see riht,)

Alternatively a com"ile error may 'e detected when the code is

com"iled ust 'e(ore 'ein executed)

A com"ile error is enerally easy to 8x as the %0A com"iler "o"s u"

a messae 'ox which "rovides in(ormation on the nature o( the

error)

5or exam"le i( you et the messae "Compile error: Variable not

defned" when you attem"t to run your code this indicates that

you are attem"tin to use or access a varia'le that has not 'eendeclared in the current sco"e) +$his error is only enerated when

you are usin ."tion Ex"licit,)

:untime Errors


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$he diXerent runtime error codes are ex"lained on the Microso(t

/u""ort 4e'site) However some o( the more common %0A error

messaes are shown in the ta'le 'elow=

L - 2nvalid "rocedure call

Q - .ut o( memory

> -/u'scri"t out o( rane

+this error arises i( you attem"t to

access elements o( an array outside o(

the de8ned array si6e - e)) i( you

de8ne an array indexed (rom 1 to 1

then attem"t to access entry no) 11,

1

1

- !ivision 'y 6ero

1

?

- $y"e mismatch

+this error arises when you attem"t to

assin the wron ty"e o( value to a

varia'le - e)) de8ne i as an inteer

then attem"t to assin the strin ZtextZ

to i,

https://support.microsoft.com/en-us/kb/142138https://support.microsoft.com/en-us/kb/142138https://support.microsoft.com/en-us/kb/142138https://support.microsoft.com/en-us/kb/142138


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."en the !ata 4ork'ook

/et !ata4ork'ook 4ork'ooks)."en+ZC=b!ocuments and /ettinsb!ataZ,

/et the varia'les %al1 and %alG (rom the data in !ata4ork'ook

%al1 /heets+Z/heet1Z,)Cells+1 1,

%alG /heets+Z/heet1Z,)Cells+1 G,

!ata4ork'ook)Close

Exit /u'

ErrorHandlin=

2( the 8le is not (ound ask the user to "lace it into

the correct directory and then resume

Ms0ox Z!ata 4ork'ook not (oundZ \ D

ZPlease add the work'ook to C=b!ocuments and /ettins and click .FZ

&esume

End /u'

2n the code a'ove the code attem"ts to o"en the Excel 5ile !ata

and i( it (ails to 8nd the 8le "rom"ts the user to "lace the data 8le

into the correct (older) .nce the user does this and clicks .F the

code is resumed and a (urther attem"t is made to o"en the 8le) 2(

desired instead o( re-tryin the 8le the /u' "rocedure could 'e

terminated at this "oint 'y usin theExit /u' command)


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(ogical Errors

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Excel Data Entry Tips and Techniques