This document provides an overview of developing Excel applications, including defining names, validating and protecting data, inserting comments, automating tasks with macros, and customizing the ribbon interface. Key aspects covered are assigning names to cells and ranges, creating validation rules, protecting worksheets and workbooks, recording and running macros, and saving workbooks with macros enabled. The document offers guidance on building custom Excel applications with essential functions.

1. Tutorial 8:
Developing an Excel Application
Microsoft Office Excel 2010
® ®

2. Visual Overview XP
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3. Excel Application and Defined NamesXP
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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 documentation
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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 formula
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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 sensitive
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7. Creating Defined Names XP
• Use the Name box to create defined names
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8. Creating Defined Names XP
• Use the Selection dialog box to create defined
names by selection
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9. Creating Defined Names XP
• Use the Name Manager dialog box to edit and
delete defined names
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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 complete
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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 formula
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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 understandable
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13. Visual Overview XP
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14. Data Validation and Protection XP
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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
cell
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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)
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17. Specifying Validation Criteria XP
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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 cell
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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
Information
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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 row
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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 formulas
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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 unlocked
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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 changes
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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 it
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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 structure
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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 project
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27. Visual Overview XP
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28. Working with Macros XP
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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 macros
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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 security
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31. Macro Security Settings XP
• Control what Excel will do about macros when
the workbook is opened
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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 macros
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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 language
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34. Running a Macro XP
• Either use the specified shortcut key or select
the macro in the Macro dialog box
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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 problem
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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 tab
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37. Working with the Visual Basic Editor XP
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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 procedure
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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 modules
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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 code
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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 Controls
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42. Creating Macro Buttons XP
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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)
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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
disabled
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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 commands
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