Tutorial 8: Developing an Excel Application

18,795 views

Published on

Published in: Education

Tutorial 8: Developing an Excel Application

  1. 1. Tutorial 8:Developing an Excel ApplicationMicrosoft Office Excel 2010 ® ®
  2. 2. Visual Overview XPNew Perspectives on Microsoft Excel 2010 2
  3. 3. Excel Application and Defined NamesXPNew Perspectives on Microsoft Excel 2010 3
  4. 4. Planning an Excel Application XP • A spreadsheet written or tailored to meet specific needs • The interface helps others use it • Typically includes reports and charts, a data entry area, a custom interface, instructions, and documentationNew Perspectives on Microsoft Excel 2010 4
  5. 5. Naming Cells and Ranges XP • Use a defined name to: – Assign a meaningful, descriptive name to a cell or range – Quickly navigate within a workbook to the cell with the defined name – Create a more descriptive formulaNew Perspectives on Microsoft Excel 2010 5
  6. 6. Creating Defined Names XP • Must begin with a letter or an underscore • Can include letters, numbers, periods and underscores, but not other symbols or spaces • Cannot be a valid cell address, function name, or reserved word • Can include as many as 255 characters – Short, meaningful names (5–15 characters) are more practical • Are not case sensitiveNew Perspectives on Microsoft Excel 2010 6
  7. 7. Creating Defined Names XP • Use the Name box to create defined namesNew Perspectives on Microsoft Excel 2010 7
  8. 8. Creating Defined Names XP • Use the Selection dialog box to create defined names by selectionNew Perspectives on Microsoft Excel 2010 8
  9. 9. Creating Defined Names XP • Use the Name Manager dialog box to edit and delete defined namesNew Perspectives on Microsoft Excel 2010 9
  10. 10. Creating Defined Names XP • Use the Paste Names Command to generate a list of names • Paste defined names in the Documentation worksheet after the workbook is completeNew Perspectives on Microsoft Excel 2010 10
  11. 11. Using Defined Names in FormulasXP • Descriptive formulas are simpler to enter and understand – If a range reference is used rather than a defined name, defined names do not automatically replace the range reference in the formulaNew Perspectives on Microsoft Excel 2010 11
  12. 12. Adding Defined Names to Existing XP Formulas • Defined names are not automatically substituted for cell addresses in a formula • Replace cell addresses in existing formulas with their defined names to make formulas more understandableNew Perspectives on Microsoft Excel 2010 12
  13. 13. Visual Overview XPNew Perspectives on Microsoft Excel 2010 13
  14. 14. Data Validation and Protection XPNew Perspectives on Microsoft Excel 2010 14
  15. 15. Validating Data Entry XP • Ensures that correct data is entered and stored in a worksheet – Protects cells with formulas from accidental deletion – Reduces repetitious keystrokes and mouse clicks • Each validation rule defines criteria for data that can be stored in a cell or range • Use Data Validation dialog box to specify validation criteria, input message, and error alert for the active cellNew Perspectives on Microsoft Excel 2010 15
  16. 16. Specifying Validation Criteria XP • When you create a validation rule, specify the type of data allowed as well as a list or range of acceptable values (validation criteria)New Perspectives on Microsoft Excel 2010 16
  17. 17. Specifying Validation Criteria XPNew Perspectives on Microsoft Excel 2010 17
  18. 18. Creating an Input Message XP • Reduces the chance of a data-entry error • Provides additional information about type of data allowed for the cell • Appears as a ScreenTip next to selected cellNew Perspectives on Microsoft Excel 2010 18
  19. 19. Creating an Error Alert Style and XP Message • An error alert determines what happens after a user attempts to make an invalid entry in a cell that has a validation rule defined • Tree error alert styles: Stop, Warning, and InformationNew Perspectives on Microsoft Excel 2010 19
  20. 20. Creating a List Validation Rule XP • Restricts a cell to accept only entries that are on a list you create • Create the list of valid entries in the Data Validation dialog box, or use a list of valid entries in a single column or rowNew Perspectives on Microsoft Excel 2010 20
  21. 21. Protecting a Worksheet and a XP Workbook • Reduces data-entry errors by limiting access to certain parts of the workbook • Prevents users from changing cell contents, workbook organization, or viewing formulasNew Perspectives on Microsoft Excel 2010 21
  22. 22. Locking and Unlocking Cells XP • A cell’s locked property determines whether changes can be made to that cell – Locked property has no impact as long as worksheet is unprotected; after worksheet is protected, locked property is in control – Default: Locked property is turned on for each cell, and worksheet protection is turned off • Common practice: Protect the worksheet, but leave some cells unlockedNew Perspectives on Microsoft Excel 2010 22
  23. 23. Protecting a Worksheet XP • Specify the actions still available to users • A protected worksheet can be unprotected – Require a password to turn off protection only if you are concerned that users might make changesNew Perspectives on Microsoft Excel 2010 23
  24. 24. Protecting a Workbook XP • Keeps a worksheet from being modified – Protecting the structure prohibits renaming, deleting, hiding, or inserting worksheets – Protecting the windows prohibits moving, resizing, closing, or hiding parts of the window • Default: Protect only the structure of the workbook, not the windows used to display itNew Perspectives on Microsoft Excel 2010 24
  25. 25. Unprotecting a Worksheet and a XP Workbook • A worksheet must be unprotected to edit its contents • A workbook must be unprotected to change its structureNew Perspectives on Microsoft Excel 2010 25
  26. 26. Inserting Comments XP • Use comments to: – Explain contents of a particular cell – Provide instructions to users – Share ideas and notes from several users collaborating on a projectNew Perspectives on Microsoft Excel 2010 26
  27. 27. Visual Overview XPNew Perspectives on Microsoft Excel 2010 27
  28. 28. Working with Macros XPNew Perspectives on Microsoft Excel 2010 28
  29. 29. Automating Tasks with Macros XP • Macros perform repetitive tasks consistently and faster than you can • After the macro is created and tested, tasks are done exactly the same way each time • Use Developer tab to create and run macrosNew Perspectives on Microsoft Excel 2010 29
  30. 30. Protecting Against Macro Viruses XP • Virus – Computer program designed to copy itself into other programs with the intention of causing mischief or harm • Macro viruses – Type of virus that uses a program’s own macro programming language to distribute the virus • Microsoft Office 2010 provides several options for levels of securityNew Perspectives on Microsoft Excel 2010 30
  31. 31. Macro Security Settings XP • Control what Excel will do about macros when the workbook is openedNew Perspectives on Microsoft Excel 2010 31
  32. 32. Macro Security Settings XP • Set macro security in the Trust Center • Use Trusted Locations to define file paths for files considered trustworthy • Use a digital signature to identify the author of a workbook that contains macrosNew Perspectives on Microsoft Excel 2010 32
  33. 33. Recording a Macro XP • For simple macros, use the macro recorder to record keystrokes and mouse actions as they are performed • For sophisticated macros, enter a series of commands in the Visual Basic for Applications (VBA) programming languageNew Perspectives on Microsoft Excel 2010 33
  34. 34. Running a Macro XP • Either use the specified shortcut key or select the macro in the Macro dialog boxNew Perspectives on Microsoft Excel 2010 34
  35. 35. Options for Fixing Macro Errors XP • Rerecord the macro using the same macro name • Delete the recorded macro; record it again • Run the macro one step at a time to locate the problem; use one of the previous methods to correct the problemNew Perspectives on Microsoft Excel 2010 35
  36. 36. Working with the Visual Basic Editor XP • Components – Code window contains the VBA code – Project Explorer window displays a treelike diagram consisting of every open workbook – Menu bar contains menus of commands used to edit, debug, and run VBA statements • Accessed through Macro dialog box or Visual Basic button in Code group on Developer tabNew Perspectives on Microsoft Excel 2010 36
  37. 37. Working with the Visual Basic Editor XPNew Perspectives on Microsoft Excel 2010 37
  38. 38. Understanding the Structure of XP Macros • Each macro (sub procedure) begins with Sub followed by the name of the sub procedure and a set of parentheses (the arguments) • Comments about the macro follow the statement and do not include any actions • The body of the macro follows the comments • End Sub statement indicates the end of the sub procedureNew Perspectives on Microsoft Excel 2010 38
  39. 39. Understanding the Structure of XP Macros • A Code window can contain several sub procedures • Each procedure is separated from the others by SubProcedureName() statement at the beginning, and End Sub statement at the end • Sub procedures are organized into modulesNew Perspectives on Microsoft Excel 2010 39
  40. 40. Editing a Macro Using the Visual Basic XP Editor • The Visual Basic Editor provides tools to assist in writing error-free code • As you type a command, the editor provides pop-up windows and text to help you insert the correct codeNew Perspectives on Microsoft Excel 2010 40
  41. 41. Creating Macro Buttons XP • A macro can be assigned to a button placed directly in the worksheet • Clicking a button (with a descriptive label) can be more intuitive and simpler than trying to remember combinations of keystrokes • Form ControlsNew Perspectives on Microsoft Excel 2010 41
  42. 42. Creating Macro Buttons XPNew Perspectives on Microsoft Excel 2010 42
  43. 43. Saving Workbooks with Macros XP • Default Excel Workbook format is a macro- free workbook (.xlsx file extension) • To save the workbook with the macros, save the file as a macro-enabled workbook (.xlsm file extension)New Perspectives on Microsoft Excel 2010 43
  44. 44. Opening a Workbook with Macros XP • First time a workbook opens, a Security Warning appears in Message Bar providing the option to: – Enable macros so they can be run, or – Open the workbook with the macros disabledNew Perspectives on Microsoft Excel 2010 44
  45. 45. Customizing the Ribbon XP • Minimize the Ribbon – Makes more space for a worksheet – Only Quick Access Toolbar and tab names display • Create new tabs and groups • Hide tabs or commands • Rename tabs or commandsNew Perspectives on Microsoft Excel 2010 45

×