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Excel VBA Programming - 02

Excel VBA programming

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92 views82 pages

Excel VBA Programming - 02

Excel VBA programming

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dlanoj102999
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Excel 2000 Programming Working with Conditional Statements 'g with Conditional ents ‘Understanding conditional statements Working with decision stuctures Working with looping structures. Excel 2000 Programming Working with Conditional Statements. Understanding Conditional Statements Conditional statements form loops or control decisions in a program. The most common structures in Visual Basic are: Then Single-line Decision Structure that conditionally: ° executes the embedded code. 1f..Then|...Else]...End If Block Decision Structure that conditionally executes | the embedded code. Do [While[Until]..Loop Block Loop:Structure that! conditionally executes the ‘embedded code while or until a condition is true. For...Next Block Loop Structure that conditionally executes the” ‘embedded code. . Select Case..End Select. Decision Structure that conditionally. executés the: embedded code. GoTo, GoSub Branch Structure that unconditionally sends control toa line of sub procedure. On...GoTo, On...GoSub Branch Structure that conditionally sends control to a line or sub. procedure. ‘The IF and DO statements execute the code conditionally. The DO statement will cycle repeatedly while the condition is satisfied. FOR Joops are used to cycle through code a specific number of times. The SELECT CASE is an alternative to nesting several IF statements to test complex conditions. In the case you develop a conditional statement that results in an endless Joop of execution, press to stop execution of the code. Tivee statements that are useful in halting program execution are: Stop suspends or pauses éxccution without unloading anything from memory. End terminates an application and unloads it from memory. Exit keyword provides a way to exit a Joop structure or procedure without satisfying the test condition. If found in a control structure, execution will resume after the last line of the structure. (¢.g., an Exit Do will jump the control to the next line after the Loop statement). 62 Excel 2000 Programming Working with Conditional Statements, Working with Decision Structures In an event-driven application, it is important to be able to handle user feedback and make decisions on how to branch program control based on a given condition. Conditional statements in Visual Basic first test a condition and then execute code ‘Segments depending upon the test's results. There are two decision structures available to the programmer in Visual Basic: the If... Then (Else) and the Select Case structures, H..Then...lse Structure The If-.-Then..Else structure is used to execute one or more statements depending upon the test condition. There are two forms of the If...Then construct. The single line statement may be used when only one statement is to be executed upon a successful test condition. The syntax of the single line If.. Then..Else statement is as follows: If Then [Else } If EmpLevel > 5 Then EmpTax = Else EmpTax = 24 ‘The above example will set EmpTax to 0.4 if the condition is true (EmpLevel is more than 5); otherwise, EmpTax will be set to 0.24. ‘The easier-to-read syntax for a multi-line If...Then...Else statement follows: If Then Istatement_block_1} [Else {[statement_block_n\} EndIf If Country = "US" Then 5: ‘Account = “Domestic” Rate = 0.40 Else Using the multi-line syntax allows for multiple statements within your conditional structure. Plus, itis easier to document and decipher. ‘The test condition is generally TRUE/FALSE in nature, but any expression that can be evaluated as numeric is valid. Logical expressions evaluate to 0 or Null for False and a non-zero number for True. 63 Excel 2000 Programming Working with Conditional Statements. Working with Decision Structures, continued: ‘When executed, the first condition is tested and, if it is trac, the code following the Then statement is executed. If the test is false, the code following the Else statement is executed. Ifno Else statement is found, the code after the End If is executed, To perform multiple tests, include an Elseif...Then statement after the initial If. Then clause. With this structure, after the If statement is tested, if it proves false, the program will test the Elseif statement. If't is true, its code will be executed. If it is false, it will look for the next Elseif or Else statement and test or execute as needed. This structure is very difficult to decipher and even more difficult to code. In situations with multiple tests a better option is the Select Case Structure. Select Case Structure The Select Case structure (also called case statements) is often used in place of complex IF structures. If you see the need for more than one Elseif statement, you should consider a Case structure. One major advantage of this construct over the If. Then...Else structure is that your code will be more readable and efficient The Select Case structuse contains only one test expression, in the first line of the structure, Each Case statement in the Seléct Case structure is then compared against the test expression, and if a match is found, the statements accompanying the Case are executed. Only the statement block of the first matching Case expression is executed. A Case Else statement may be added at the end of the structure to execute if none of the Case expressions evaluates to True. ‘The syntax of the Select Case structure is shown below: Select Case Case Case Case [Case Else ‘) End Select Select Case Score. Text Case 0 Result.Text = “Fail” Case 1 t0 50 Result. Text = "Below Average" Case > 50 Result. Text = "Above Average” Case Else Result.Text = “Iregular Score” | End Select aoe Excel 2000 Programming Working with Conditional Statements 2S Case Select Statements 1. Open the NEW INVENTORY workbook. 2. Add the following function to a module in that workbook: Try It Function GetColor(VinNum) Dim ColorMarker as String ColorMarker = Mid(VinNum, 12, 1) Select Case ColorMarker Case 0 GelColor = "Black* Case 1 GetColor = White” Case 2 GelColor = "Silver" Case 3 . GelColor = “Green” Case 4 GelColor = “Blue” Case 5 GetColor = “Red” Case 6 GetColor = “Yellow” Case Else GetColor = “Unknown” End Select End Function continued on next page Excel 2000 Programming Working with’ Conditional Statements Case Select Statements, continued 3. Add the selected text to the BringEmIn sub procedure: Option Explicit Public VinNum As String ‘Sub BringEming Dim DealerCost As Single Application Run "Personal.xis!ReceiveCars” Application. Run “Personal xis!MoveCells” Range("Az’).Select VinNum = ActiveCell, Value ActiveCell.Offset(, 5).Value = GetColor(VinNum) Range("G2").Select dealercost = ActiveCell, Value ActiveCell.Offset(, 1).Value = GetMsrp(DealerCost) Application.Run "Personal xls!Formatlt” End Sub 4. Select a blank workshicet and run BringEmJn, 5. Open the VB Editor and place the cursor on the last line in the code window of the module in New Inventory that contains GetColor. 6. Open the Insert menu in the VB Editor and select File. 7. Navigate to the student data directory and select Case Statements. . 8. Click Open. 9. Create code that calls the functions that add the Year, Make, Model, and Classification to the worksheet. Be sure to call the functions by names already established (GetY ear, GetMake, GetModel, and GetClassification). If you need help, the finished code appears on the next page. 10. Delete the contents of a worksheet and run BringEmln to make sure it works correctly, 11. Save the workbook. continued on next page Excel 2000 Programming Working with Conditional Statements Case Select Statements, continued Option Explicit Public VinNum As String Sub BringEming Dim DealerCost As Single Application Run *Personal.xls!ReceiveCars” Application Run "Personal xts!MoveCelis” Range(AZ*) Select VinNum = ActiveCell, Value GetYear(VinNum) GetMake(VinNum) ActiveCell. Offset(, 1). Vatu AdtiveCell Offset(, 2). Value ActiveGell Offset( 3). Valu ActiveCell Offset(, 4).Value ActiveCell Offset(, 5). Value ‘etClassification(VinNum) GetColorVinNum) Range("G2") Select DealerCost = ActiveCell Value ActiveGell.Offsel(, 1), Value = GetMsrp(DealerCost) Application.Run "Personal.xls!Formatit” End Sub Excel 2000 Programming Working with Conditional Statements, Working with Looping Structures A looping structure can be used to execute code repetitively. ‘There are two types of simple looping structures in Visual Basic: the Do...Loop and the For... Next loop. Do...Loop Structure The Do...Loop structure comes in two flavors: Do While and Do Until. The Do While structure will execute a code block as long as a given condition is true. ‘The Do Until structure will execnte a code block up to the point when a given condition ‘becomes true (or as Jong as the condition is false). 4 Further, you can decide to test the condition either before or after the code block is executed by moving the While or Until keyword to the beginning or end of the structure. “The syntax for the Do... Loop structure is shown below: Do [While/Until ] Loop. Do While count <5 Do : ] Loop Until count = 5 In the above examples, the code block will be executed as Jong. as count is less than five. In the first example, the code will be run only if the condition is true. In the second example, the code will be run and then the condition wall be tested to see if it should loop again. While and Until can both be used at the beginning os end of a loop, as long as they make a valid expression. 68 Excel 2000 Programming Working with Conditional Statements Try It Working with Looping Structures In this exercise we are going to complete the BringEmln sub procedure which if you ‘recall puts data into the same format as the inventory sheet. Once BringEmIn works correctly, we arc going to add the edited data to the end of the inventory sheet. 1. Edit BringEmIn so that it matches the code shown below: Option Explicit Public VinNum As Stiing ‘Sub BringEming, Dim DealerCost As Single Application.Run "Personal xls!ReceiveCars” Application. Run "Personal xls!MoveCelis” Range(A2") Select ‘VinNum = ActiveCell. Value Do ActiveCell.Offset(, 1) Value = GetYear(VinNum) ActiveCell Offsel( 2). Value = GetMake(VinNium) ActiveCell.Offsel(, 3).Value = GelModel(VinNum) ActiveCell.Offsel(, 4).Value = GetClassification(VinNum) ActiveCell Offset(, 5). Value = GetColor(VinNum) DealerCost = ActiveCell.Offset(, 6).Value AcliveCell Offsel(, 7).Value = GetMsrp(DealerCost) ActiveCell Offset(1) Select VinNum = ActiveCell, Value Loop Until Vin Application.Run "Personal xis!Fomattt” End Sub 2. Clear the worksheet and ran BringEmin. 3. Place the cursor on the last line of a module in the personal workbook. 4. Open the Insert menu in the VB Editor and select File. ~ 5. Navigate to the student directory and select SendEmOut, 6. Click Open. continued on next page _ continued on next page Excel 2000 Programming Working with Conditional Statements Working with Looping Structures 7. Ifthe student data directory you are using is NOT C:Data then edit the following Tine in SendEmOut to reflect the folder where your data exists: Workbooks.Open FileName:="C:\Datalinventory xis" 8. Add the following line of code before the End Sub line in BringEmIn: Application. Run "Personal xis!SendEmOut™ 9. Gotoa blank worksheet in New Inventory (or clear the contents of an existing worksheet) 10. Place the cursor on the line you just entered. 1]. In the VB Editor, Open the Debug mem and select Run To Cursor. 12. Step into the rest of the sub procedure. 13. Click Eiaf Reset 14, Save and close the workbook 7 6-10 Excel 2000 Programming Working with Conditional Statements. Working with Looping Structures , continued: For...Next Structure For = To [Step ] Next [] Forx=0T0S Total = Total + Amount(x) Nextx ‘The default Step increment is 1. You can count backwards by specifying a Step increment of -1. You can use any kind of mumeric expression for the start and end values, literals and variables. including An important feature of the For Joop is that it can be used to loop through a collection. Since you may not know (or it would be inconvenier te determine) how For each in Next Oietse (86 objece) x For Each shest In Worksheets EL sheet Activate ActiveSheet protect Next eT Excel 2000 Programming Working with Conditional Statements Try It Working with the For...Next Structure In an earlier exercise we created a sub procedure called AddTotals which placed the total sales for a given day at the bottom of a given sheet in the Fiscal Year Sales workbook. We are now going to create a sub procedure that automatically totals all of the worksheets in the workbook. 1. Open the workbook FISCAL YEAR SALES. 2, Display the most recent date’s worksheet 3. Type the following sub procedure in a module in Fiscal Year Sales: Sub AlfTotats0. Dim Sheet As Worksheet For Each Sheet In Worksheets Sheet. Select AddTotals Next Sheet End Sub 4, Save the workbook. 5. Run AlTotals. 6. At some point during execution you will run into an error. On days when there were no sales, the procedure AddTotals doesn’t work correctly. This is called a run-time error. 7, Click End. 8. Close the workbook without saving changes and open it again, displaying the most recent date’s sheet. continued on next page e12 L ren Excel 2000 Programming Working with Conditional Statements, Working with the For...Next Structure, continued 9. Add the selected code to the AddTotals sub procedure: Sub AddTotalsQ, Dim LastCell As Range Dim TotalFormula As String If Range('i2")-Value <> 0 Then Set LastCell = Range("I2").End(xiDown) LastCell Select ActiveCell Offset{2, 0).Select ‘TotalFormula = “= sum((2:" & LastCell_ Address & *)" ActiveCell. Formula = TotalFormuta Else Range("A3°).value = "No Sales Today” End if End Sub 10. Run AllTotas. 11. Save the workbook. ae ae ates 13 Excel 2000 Programming Working with Forms and Controls Understanding Userforms i Using the toolbox Working with Userform properties, events, and methods Using the Properties window | Working with controls 7A Excel 2000 Programming Working with Forms and Controts Understanding UserForms Dialog boxes are commonly used in applications to interface with the user. With ‘VBA, you can create your own custom dialog boxes that can be used to display information to or receive information from the person running your project. These ‘custom dialog boxes are referred to as UserForms. A UserForm object not only Provides the visual interface, but also stores some or all of the code required for the functionality of the form. ‘Typically, a UserForm serves as a container for control objects, such as labels, command buttons, combo boxes, etc. The controls that you use will depend on what kind of functionality you want in the form and what type of information needs to be communicated to and from the user. When you add a UserForm to your project, the UserForm window with a blank form will appear, as well as a toolbox containing the available controls. Controls are added by dragging icons from the toolbox onto the UserForm. ‘The currently selected contfol on the form appears in a rectangle with eight handles. The handles can be used for sizing the control. The grid of dots on the form background can help you ‘more easily place and align controls. There is an option for snapping controls to this rid, or you can choose to place controls freely on the form. ‘The illustration below shows a UserForm with two controls - a label and a command button in the UserForm window: Excel 2000 Programming Working with Forms and Contro's . Understanding UserForms, continued: ‘The following is a list of useful keystrokes and key combinations that can be used in the UserForm window: Displays the code window for the selected form. i i -Displays the Properties window for the selected object: 4 2 | Deletes the selected control. 4 j Undoes the deletion of 4 control. ‘Moves through the controls on the form in tab order: 4 Moves through the controls in reverse tab. order, = Click’ Selects multiple controls: +} i | Gii)- Click Removes a'selected contro! from a'set of sélected controls. ! Adding a UserForm to a Project ' 1. Select the desired project name in the Project Explorer. ! 2. To insert a form, perform one of the following: * Open the Insert menu in the VB Editor and select UserForm. + Right-click the project name and select Insert, choose UserForm. 7 1 | | @ To display an existing form, select the UserForm object in the Project : Explorer and click [iJ View Object; you can also right-click the UserForm. « object and select View Object from the Shortcut menu. | id t 73 Excel 2000 Programming Working with Forms and Controls ing Adding a UserForm to a Project 1. Open FISCAL YEAR SALES, if necessary. 2. Select the most recent date’s worksheet that contains data. 3. Open the VB Editor. 4. Sclect the Fiscal Year Sales project in the project window, if necessary. 5. Open the Insert menu in the VB Editor and sclect UserForm. —. 74 Excel 2000 Programming Using the Toolbox Working with Forms and Controls ‘The working set of controls that you can add to your forms is displayed in the toolbox. Contsols are drawn on forms to build the desired interface and add functionality. Below is an illustration and explanation of the default set of controls displayed in the toolbox Labet ‘Text Box Combo Box List Box Check Box (Option Button Toggle Button Frame Command Buitton Tab Stip MultiPage Scroll Bar Spin Button Image 4 Ref Et makes the mouse behave as.a pointer for selecting a control on the form. This is not really a control. ‘creates a box for static text. creates a box for text input and display. cctéates a combination ofa drop-downlist and: text box: The user can choose an option or type: the choice. creates a scrollable list of choices. creates a logical check box. creates an option button that allows exchisive choice fiom a set of options. creates a toggle button that when’selectéd indicates a yes, true, or on status. ‘creates a visual or functional border. cexeates a standard command button. creates a collection of tabs which can be used to display different sets of similar information. cexcates a collection of pages. Unlike:the Tab Strip each page can have a unique layout. creates a tool that can set or return a value for a different control according to the positioning of the scroll box on the scrolll bar. creates a tool that increments numbers. creates an area to display a graphical image from a bitmap, icon, or metafile on your form. displays the address of a range of cells selected on one or more worksheets. After clicking an icon in the toolbox and drawing it on the form, the toolbox selection will revert back to Select Object. If you double-click an icon in the toolbox, the icon will remain selected, allowing you to draw multiple controls. 75 Excel 2000 Programming Working with Forms and Controls Working with UserForm Properties, Events, and Methods Every UserForm in a project has its own set of properties, events, and methods. You can set properties in both the Properties window and through code in the Code window. Methods and events are handled in the Code window. Properties All forms share the same basic set of properties. So, to begin with, every form will be the same. As you alter the form visually in the UserForm Window, keep in mind that you are also changing its propertics. For example, if you resize a form window by dragging its borders, you are changing the Height and Width properties The following list describes some of the more commonly used properties of a UserForm: BackColor sets the background color of a form. BorderStyle ‘sets the border style for the form. Caption sets the form's ttle in the title bar Enabled determines whether the form can respond to user-generated events. Height ‘sets the height of the form. HelpContext1D associates a context sensitive Help topic with the form. MonsePointer. sets the shape of the mouse pointer when the mouse is Positioned over the form. Picture specifies graphic to display in the form by naming a bitmap, icon, or metafile. StartUpPosition sets the area of the screen where the form will be displayed. Width sets the width of the form. 76 Excel 2000 Programming Working with Forms and Controls Working with Form Properties, Events, and Methods, continued: Events All UserForms share common events that they can detect and to which they can react by executing a procedure. If you want to create code that executes on an event, display the Code window for the form (making sure the form's name is selected as the Object so you know you are dealing with its code) and then select the event from the Procedure list. By default, when you select an event from the list, the basic event sub procedure structure is inserted for you so you can begin typing the procedure’s Private Sub UserForm Initialize () End Sub (es sue eS Methods, UserForms also share similar methods that can be used to execute built-in | procedures. Methods are normally used to perform an action on the form. When you use a method in code, you treat it just like it was a procedure defined for an object. The syntax is given below: ‘ObjectName.method Member. Hide ‘The three most useful methods of a UserForm for our purposes in this course are ry explained below: : & Show displays the form: can be used to load a form if it is not already loaded : Hide hides the form without unloading it from memory. Unload Unloads the form from memory. | | } 74 Excel 2000 Programming Working with Forms and Controls Using the Properties Window Each type of control has a set of properties that describe the attributes of that control (@g., the width of a text box or the caption shown on a command button). These Properties can be set in the design environment using a scrolling editor. ‘The control or object name and type are listed in the drop-down list atthe top of the Properties window. Select a desired object from this list to view its properties. Each individual property may present an edit box, a drop-down list, ora dialog box for setting values. The categories for a property list can vary by object. Frequently used categories include appearance, behavior, font, position, and miscellaneous. Using the Properties Window 1. To open the Properties window, perform one of the following: * Open the View menu and select Properties Window. + Press (Fa). + Click EH Properties Window. 2. To display the properties in alphabetical order: * Click the Alphabetic tab. : ; 3. To display the properties by category: i * Click the Categorized tab. : 4. To change a property setting: * Select the desired object in the UserForm window or from the drop-down list | + Scroll to the desired property and use the appropriate method to change the sciting in the value column. . _O Using the Properties Window 1. Display the Properties window. 2, Set the new form's properties as shown below: [ RunRepors Run Reports, 175 =| 330 3. Cloue the Properties window Excel 2000 Programming Working with Forms and Controls Understanding Controls \ A control is an object that is placed on a form to enable user interaction. Some controls accept user input and some display output ‘Much like forms, controls are defined by their: * List of property values that define the control's visual interface and functionality. ‘+ _List of methods, which act as built-in pre-defined procedures. + List of events to which the control can respond by executing a user-defined procedure. i ‘A sample window with commonly used controls is shown below: ee 7-9 Excel 2000 Programming Working with Forms and Controls Understanding Controls, continued: Although each type of control is unique, many share similar attributes and behaviors. In any case, before we begin singling out specific controls for discussion, we will first discuss their shared characteristics. ‘The following list contains some common control properties: specifies a string to be displayed when the mouse pointer is paused over the control. Enabled determines if the user can access the control. Font sets the control text typeface and size. Height sets the height of the control. MousePointer sets the shape of the mouse pointer when the mouse is positioned over an object. (Arrow, I-Beam, ete.) TabIndex determines the order in which the user will tab through the controls of a form, TabStop determines whether a control can be accessed via the (EBS) key. (Control may still be accessed by the mouse.) determines whether the object is visible. Corresponds to the ‘Show and Hide methods. Width sets the width of the control. ControtTipText Most control properties can be viewed and assigned manually at design time as well as referenced and assigned in code during execution, ‘The syntax for setting properties in code is as follows f ‘ObjectName.property = value Label Caption = "Heto™ Many controls can respond to the same system events. As is the case with forms, if you want to write a procedure that executes when a control detects a particular event, you write the code in the Code window, having selected the control's name from the Object drop-down list. : All controls have a default property that can be referred to by simply referencing the name of the control. For instance, the Caption property is the default property of the Label control making the two statements below equivalent jaca a Excel 2000 Programming Working with Forms and Controls Working with the Label Control ‘The Label control is used to display text that cannot be modified directly by the user but can be modified within a procedure by assigning a new value to its Caption Property. ‘iis "lat The Label control is represented in the toolbox by the EB icon. Below are some important and unique properties related to’a Label control: TextAlign determines the alignment of the text inside the label. AutoSize determines if the dimensions of the label will be automatically sized to fit its caption Caption sets the displayed text for the label. 4 WordWrap determines if a label expands horizontally or vertically as text is added. Used in conjunction with the AutoSize property. Excel 2000 Programming Working with Forms and Controls Try It Working with the Label Control Affler this exercise your form should look similar to the illustration below. As you perform this and other exercises in this chapter, do not worry about the spacing, or alignment. 1. Click BJ to open the Toolbox, if necessary, 2. Click EBM Label in the Controls toolbox. 3. Click in the bottom Ieft comer of the form. 4, Open the Properties window. 5. Inthe Properties Window, set the following properties: ‘AuloSize True Caption Finish Dale: ‘Wordwrap | False 6. Create the Start Date Label and position it as shown above. Use the caption Start Date: and change the other properties as you did with Finish Date. 7-12 Excel 2000 Programming Working with Forms and Controls Working with the Text Box Control A Text box control allows the user to add or edit text. Both string and numeric values may be stored in the Text property of the control. ‘The Test box control is represented inthe toolbox by the EA Below are some important properties related to a text box: specifies the maximum number of characters that ean be typed into a Text Box. Default is 0 which indicates no limit. indicates whether a Text Box can contain more than one line. determines whether a multi-line text box has horizontal and/or vertical scroll bars. Text contains the string displayed in the text box. ot Excel 2000 Programming Working with Forms and Controls Working with the Text Box Control After this exercise, your form should look similar to the illustration below: Try It : 1. Click BB Textbox. 2. Draw attext box control on the form next to the Start Date label. 3. Set the following properties to the values displayed: Name. BeginDate Enabled, False Width 50 4.. Select the text box. 5. Copy the text box and paste its copy directly below it. Use the above illustration asa gnide. 6. Change the Name property of the new text box to FinishDate, Note that the * other property changes were carried forward to the new instance of the text box. 7A4 Excel 2000 Programming Working with Forms and Controls Working with the Command Button Control ‘Command buttons are used to get feedback from the user. In an event-driven environment, command buttons are among the most important controls for initiating event procedures, As.a result, the most heavily used event associated with the ‘Command Button control is the Click event, ‘The Command button control is represented in the toolbox by the Below are two unique properties related to a Command button control allows the [Eic) key to “click” a Command button. Can only be set for one Command Bution per form Default allows the [Enter] key to “click” a Command button. Can only be set for one Command button per form. 715 } Excel 2000 Programming Working with Forms and Controls Working with the Command Button Control After this exercise, your form should look similar to the illustration below: 2. Draw a command button in the upper right hand corner of the form. 3. Set the following properties for the control: ] Name Display t Caption: Display i ‘Default Te 4. Create another command button below the first as shown. 5. Set the following properties for the control: : Name ‘Cancel Caption _| Cancel 7 ‘Cancel True Default False 6. Save the workbook. TA6 Excel 2000 Programming Working with Forms and Controls Working with the Combo Box Control A. Combo box control allows you to display a list of items in a drop-down list box. ‘The user can select a choice from the list or type an entry. ‘The items appearing. in the list can be added in code using the control’s Additem method. ‘The Combo box control is represented in the toolbox by the {El icon. Below are some important Combo box control properties: ListRows sets the number of rows that will display in the list. MatchRequired determines whether the user can enter a value that is not on the list. returns or sets the text of the selected row in the list, Text A few important methods that belong to the Combo box control are explained below: Addltem item_name, index _adds-the specified item to the bottom of the list. If you specify an index number after the named item, you add the item to that position in the list. Removeltem index removes the item referred to by its index number, ‘Clear clears the entire list TAT eos == Excel 2000 Programming Working with Forms and Controls Using the Combo Box After this exercise, your form should look similar to the illustration below: ‘ComboBox and draw the control in the lower right comer of the form. 2. Set the following properties: Name ‘WhichMonth: MatchRequired | Tue ListRows. 12 3. Create a label to the left of the combo box. 4, Set the following properties for the Label: Name. MonthText Caption For Which Month? 718 Excel 2000 Programming Working with Forms and Controls Working with the Frame Control ‘You can use a Frame control to group a set of controls either functionally or logically within an area of a UserForm. When Option Button controls are placed within a frame, they are related logically: setting the valve of one effects the values of the others in the group. Option buttons in a frame are mutually exclusive meaning that when one is set to true the others will be set to false. When you want to display a group of controls together because their content is related, a frame can be used to group the controls functionally or conceptually. In that case, changing the value of ‘one control typically has no effect on the value of the others. “The Frame control is represented in the toolbox by the fi icon. Working with the Frame Control Try It 1. Click {£8 Frame and draw a Frame control in the upper left-hand comer of the frame. 2. Manually resize the frame so that it looks like the illustration above. 3. Set the following properties for the frame: Name Period Caption Period 4. Adda second frame to the right of the Period Frame. 5, Set the following properties to the frame: Name SalesBy Caption Sales By: 6. Resize the frame so it appears similar to the one in the illustration. Ag pes Lo oe Excel 2000 Programming Working with Forms and Controls Working with Option Button Controls An Option button control displays a button that can be set to on or off. Option buttons are typically presented within a group in which only one button may be selected at a time. The Value property of the Option button control indicates the on or off state of the button. “The Option button control is represented in the toolbox by the [Ef icon, Working with Option Button Controls We will now add option buttons to the frame control. After this exercise, your form Try It should look like the illustration below: 1. Chi OptionButton, move the mouse pointer within the Period Frame control and click the left mouse button, 2. Create and place the remaining option buttons as shown in the illustration. 3. Set the names and captions for the option buttons as follows: Name Caption Today Today _| Months | Month, YTD. YTD. ‘OtherPeniod | Other Period Salesperson | Salesperson Model ‘Model Classification | Classification 4. Drag one of the Frame controls to see how the option buttons move with the frame. Drag the frame back into its original position when finished. 5. Save the project. 7-20 MICROSOFT EXCEL MACRO PROGRAMMING IN VBA PART Ill Excel 2000 Programming Adding Functionality to Forms, Functionality Working with control appearance Setting the tab order [ Populating a control Adding code to controls Launching forms from procedures 1 Excel 2000 Programming Adding Functionality to Forms Working with Control Appearance ‘The UserForm toolbar provides several tools that can be used to manipulate the appearance of the controls on your form. The same functions provided by the UserForm toolbar can also be accessed through the Format Menu. These functions include grouping, aligning, sizing, and positioning controls. To use many of the tools on the UserForm toolbar, itis necessary to frst select multiple controls. To select multiple controls, click the first control then hold down the (© Silt) key and click any additional controls. Controls will be aligned or sized according to the first control selected. You will be able to tell which control was selected first because its selection handles will be white. The following is an illustration of a UserForm with multiple controls selected: The following is an illustration of the UserForm toolbar followed by the options ted with the Align, Center, and Make Same Size tools respectively: Send to Back —Ungroup Center 200% Bring to Fro Group. | | Make Same Size a2 Excel 2000 Programming Adging Functionality to Forms Working with Control Appearance a STEPS ie Display the UserForm toolbar, if necessary. Select the desired controls. To align the selected controls: * Click the down arrow of the [EEG Aign toot; make the desired selection. To group the selected controls: + Click EG Group on the Form Design toolbar. ‘To ungroup the selected controls: + Click $389 Ungroup on the Form Design toolbar. ‘To make controls the same height, width or size: *+ Click the down arrow of the [gli Moke Same Size tool, make the desired selection. To center controls on the form: “s Click the down arrow of the Hf Center tool, make the desired selection. ® ‘The Center tool can be used to center controls within a frame. ‘You can select multiple controls by dragging a bounding box around them. ‘The Format menu contains options for vertical spacing not found on the UserForm toolbar. 3 Excel 2000 Programming Adding Functionality to Forms Working with Control Appearance The finished form should look like the one shown below: Try It Eom 1. Select the Today Option button in the Period Frame. 2. Hold down and select the remaining option buttons in the Frame. 3. Open the Format Menu, select Align and choose E¥ Lefis. 4. Open the Format Menu, select Vertical Spacing and choose [EB Remove. 5. Open the Format Menu and select Size to Fit. 6. Repeat this process with the Sales By frame. 7. Select the Period frame. 8. Hold down (Sill) and select the Sales By: frame. 9. Open the Format Menu, select Align and choose i Tops. 10. Right align the Start Date and Finish Date labels. 11. Select the Start Date label and its corresponding text box. 12. Open the Format menu, select Horizontal Spacing and choose {28 Remove. 13. Repeat this process on the Finish Date label and text box and for the WhichMonth combo box and its label. 14. Left Align the Display and Cancel command buttons. Excel 2000 Programming Adding Functionality to Forms Setting the Tab Order The tab order is the order in which pressing the tab key moves the focus from control to control on the UserForm. While you are building the form, the tab order is determined by the order in which you place the controls on the form. If the controls are subsequently rearranged, you may need to manually reset the tab order. STEPS ‘The following is an illustration of the Tab Order dialog box: Ler Setting the Tab Order View the desired form into the UserForm window. Open the View menu. Choose Tab Order. Select the desired control from the list. ‘To move the control up in the list: © Click Move Up. To move the control down in the list: + Click Move Down, ‘You can select multiple controls from the list in the Tab Order dialog box before moving them up or down, To do so, click the first item to be moved, hold down (Gui) and click additional items. Labels, although listed in the Tab Order dialog box, are not included in the tab order, ‘You can also display the Tab Order dialog box by right-clicking a blank portion of the form and selecting Tab Order from the shortcut menu. e5 Excel 2000 Programming Try It Setting the Tab Order 1. Select the Run Reports form, 2. Press (FS). 3. Tab through the form. 4. Click 8 Close on the form. 5. Open the View menu in the VB Editor and select Tab Order. 6. Select Begindate and click Move Up twice. 7. Select Display, hold down (Gi and select WhichMonth, 8. Click Move Down twice. 9. Click OK. 10. Select the Begindate text box and change its Enabled property to True. 11, Change the Enabled property of the Finishdate text box to True. 12. Run the form. 13, Tab through the form to see how tab order has been affected. 14, Click 8 Close on the form. 15. Retum the Enabled property of the text boxes to False. Excel 2000 Programming Adding Functionality to Forms Populating a Control i A List box or a Combo box control that you place on your form is not functional until you add the data that will appear in the list. This is accomplished by putting code in the sub procedure that is associated with the Initialize event of the form. ‘The code placed in the sub procedure will execute when the event is triggered. The Initialize 1; event is triggered when the UserForm is loaded. The Additem method of the List or | ‘Combo box control is used to specify the text that appears in the list. Since you will | typically be adding a number of items to the same control, using a With statement } will make coding easier. | Below is an example of calling the Additem method: { Choices.Additem “Red” a7 al Excel 2000 Programming ‘Adding Functionality to Forms Populating a Control 1. Right-click the Run Reports form and select View Code. 2. Select UserForm from the Object drop-down list, if necessary. 3. Select Initialize from the Procedure drop-down list, 4. Inthe UserForm Initialize sub procedure enter the following code: ‘With WhichMonth, Additem "Jan" -Additem "Feb" -Additem "Mar -Additem "Apr -Addltem “May” -Additem "Jun" Additem “Jul” -Additem "Aug" Additem “Sep” Additem "Oct" ‘Additem "Nov" Additem "Dec" End with 5. Close the Code window. 6. Select the RunReports form and press (F5) 7. Test the combo box. 8 Close the form 9. Set the Text property of the WhichMonth combo box to Jan. : 10. Run the form again and notice the default text in the combo box. 11. Close the form, 12. Save the workbook. Excel 2000 Programming Adding Functionality to Forms Adding Code to Controls Forms are event driven, the event that usually creates action is a button click. To make forms do something we nced to write code for the events that we want to monitor. The layout of the form will dictate what events need to have special handlers attached to them. In the case of our form, we want to monitor when the Display and Cancel buttons are clicked as well as make available certain form options only when specific options are selected. Specifically, only when Other period is selected in the Period Frame do we ‘want to activate the Start Date and Finish Date text boxes. When the Month period is selected, we want to unhide the WhichMonth combo box and its label. ‘When the Cancel button is clicked, the form will simply unload, in other words it will close. The Display button however has a more difficult task to accomplish. It must evaluate both frames to determine which options were selected and then know which if any of the other controls on the form to look to for information. ‘The event handlers for controls are handled the same as other events you have already coded. While the form is in design mode, double click on the form or a specific control and the code for the event handlers will appear. Adding Code to Controls STEPS 1. Chick 2] ve Eto. 2. Double-click the desired form in the Project window. 3. To display the Code window for the form perform one of the following: © Right-click the form and select View Code. © Double-click on the form ora specific control. 4, Select the desired object from the Object drop-down list, if necessary. 5. Select the desired Procedure from the Procedure drop-down list, if necessary. 6. Enter the code for the event. 7. To return to the form select one of the following methods: * Double-click the form in the Project window, + Click B8 Close, + Right-click in'the code window and select Hide. Excel 2000 Programming Adding Functionality to Forms exe) Try It Adding Code to Controls In this exercise we will create the event handlers for the Run Reports form. 1. Add the following lines of code to the UserForm _Initialize event sub procedure: 2. Add the following code to the Months Change event sub procedure. It hides or ‘shows the WhichMonth Combo box and its label when the Month option is selected: Private Sub Months_Change() Hf Months. Value = True Then WhichMonth. Visible = True MonthText Visible = True Else WhichMonth. Visible = False MonthText Visible = False End If End Sub 3. Create an event handler that will enable the Start Date and Finish Date text boxes when the Other Period option is selected. (The finished code is on the last page of the exercise.) 4. Enter the following line of code for the Cancel Click event. Me is a specific reference to the active form. Me cannot be used with any other object. Private Sub cancel_Click() Unload Me End Sub continued on next page ho nntinueed on next page e10 Excel 2000 Programming Adding Functionality to Forms : Adding Code to Controls, continued 5. Add the following code to the Display Click event. This code evaluates which option in each of the frames was selected by looping through each item in each collection and determining which has the value property set to True (ie. which is selected) and then placing what is contained in the caption property of those option buttons into variables. We will use those variables in the next chapter to control what report is generated. Place the Public variables in the General | Declarations area. ‘Option Explicit | Public SortBy As String Public WhatPeriod As String Private Sub Display_ClickQ Dim DateRange As Control Dim Group As Controt For Each DateRange In Period.Controls j Mf DateRange. Value = True Then } ‘WhatPeriod = DateRange. Caption End If Next DateRange For Each Group In SalesBy.Controts Group. Value = True Then SostBy = Group.Caption End If Next Group End Sub 6. Run the form. 7. ‘Tryto select the Start and Finish Date text boxes. : 8. Select the Other Period Option. 9. Select the Start and Finish Date text boxes, 10. Select the Month option. continued on next page a Excel 2000 Programming Adding Functionality to Forms Adding Code to Controls, continued 11. Select a month from the combo box drop-down list. 12, Select Model in the Sales By frame. 13. Click Display. 14. Click Cancel. ‘The following code should appear in the userform initialize event sub procedure: BeginDate.Enabled = False FinishDate.Enabled = Fatse The following code should appear in the OtherPeriod_change sub procedure. Private Sub OtherPeriod_ChangeQ Mf OtherPeriod. Value = True Then * BeginDate.Enabled FinishDate Enabled Else BeginDate.Enabled FinishDate.Enabled End If End Sub e12 Excel 2000 Programming Adding Functionality to Forms Launching Forms from Procedures Try It To launch a form from a procedure use the Show method. By creating a procedure that launches a form, it allows the form to be launched on events like the opening of a workbook or if a cell value falls below a certain level. It also allows forms to be Jaunched from a toolbar or menu selection, Following is the syntax for a line of code that launches a form: FormName.Show RunReports. Show Launching Forms from Procedures 1, Create the following procedure in a Module in Fiscal Year Sales: Sub LaunchReportsg, RunReports. Show End Sub 2. Run LaunchReports ick Cancel, 4, Save the workbook. 5. Close the VB Explorer. a3 Excel 2000 Programming Using PivotTables Understanding PivotTables Creating PivotT ables PivoiTable arguments Adding fields to PivotTables oF Excel 2000 Programming Using PivolTables Understanding PivotTables A PivotTable is a table in a worksheet that can be used to summarize data from a i worksheet or an external source such as a database application, When creating a PivotTable, you can select the data to analyze and the method to be used to | summarize the data. After creating the PivotTable, you can rearrange the column and row headings to display different views of the data. j ‘The only way to create a table is by using the PivotTable wizard. The wizard i isplays a series of dialog boxes that request the type and location of the data; the ‘names of the rows, columns, page, and data fields; and where to place the completed table. VBA is capable of controlling the PivotTable Wizard. ‘Below is an illustration of a PivotTable: Page Feld 7 T Fe { = i [Green |Red__|Silver “White {Yellow [Grand Total Row Fie’ ——} ae | | 10] Row Grand 16,21], 10! ST T05] Total 72| | 91! 96/42 501 [Grand Total [94] [102/125 eo 616] Column Grand Data Feta The following is the PivotTable’s hierarchy: | | [Proabes Pratabe) y Lprairaa PioireaT: i { UPivotttems (Pivotliem) i 92 Excel 2000 Programming Using PivotTables Creating PivotTables Wizards make the creation of PivotTables quite easy for the end user. By following a series of prompts, the wizard is able to take over and actually create the PivotTable for you. You can also write sub procedures that will call the PivotTable wizard, You must include in your code the information that the wizard needs to create the PivotTable, Creating PivotTables 1. Open the Data menu, 2. Select PivorTable and PivotChart Report. 3. Select the data source type. 4. Select the type of report to create. 5. Click Next, 6. Select the source data 7. Click Next 8. Select the destination of the PivotTable. 9. Click Finish, 10. Drag the field butions to the desired page, row, column, and data fields @ To delete a PivotTable from a worksheet: select the PivotTable; open the Edit menu; select Clear; and choose Ail a3 Excel 2000 Programming Using PivotTables cm Try It Creating PivotTables This exercise will introduce the PivotTable. As you go through the PivotTable Wizard make yourself aware of the information that it is requested. 1. Open the Data Menu and select PivorTable and PivotChart Report. 2. Close the Office Assistant, if necessary. 3. Click Next. 4. Select the data on the sheet. Include the headings, but not the totals. 5. Click Next. 6. Click Layout. 7. Drag the following headings from the right of the wizard window onto the diagram, Use the illustration below as a guide. Note: Dragging Selling Price into the Data area creates Sum of Selling Price. 8. Click Next 9. Select New Worksheet, if necessary. 10. Click Finish, 11. Delete the worksheet created by this exercise. = 4 Foe Excel 2000 Programming Using PivotTables PivotTable Arguments A PivotTable can be controlled programmatically as well as with the wizard. While the Macro Recorder can give you clues as to how to create a call to the PivotTable ‘Wizard, it is useful to understand the possible arguments for the wizard and when to use them, Below are the arguments for SourceType and SourceData relative to where the data to be retrieved resides: Source is SourceType SourceData an Excel list or database —_xJDatabase arrange an external datasource —_xlExternal an array that contains a connect string and a SQL. statement Multiple consotidation _xIConsolidation an array of ranges ranges Another PivotTable or xIPivotTable an existing PivotTable name PivotChart ‘The following are the other arguments used in PivotTable construction, all are optional: : TableDestination ‘Where the table will be Active cell created TableName A name by which the PivotTable with a PivorTable can be referenced. suffix RowGrand Displays the row totals ifset_ True q | tote. | i ColumnGrand Displays the column totals if True | set to true, ' SaveData Saves the created PivotTable True | ‘with the workbook if set to | true i HasAutoFormat Reformats the PivotTable True when it changes if itis set to true. Excel 2000 Programming PivotTable Arguments, continued: Reserved Background Query Optimize Cache PageFieldOrder PageFieldWrapCount ReadData Connection Creates a pagefield automatically for consolidation PivoiTables only when it is set to true. Reserved for future use, Leave this blank. Creates a PivotTable in the background if set to tue. If false, the user must wait while the PivotTable is constructed. Optimizes the PivotTable when set to truc. Useful for very large amounts of data. Determines the order of the Pagefields, xIDownThenOver runs the PageFields vertically. xlOverThenDown runs the PageFields horizontally. Defines the number of Pagefields before a new row or column starts, based on the PageFieldOrder. Zero Prevents wrapping, any other ‘value determines the break point, Reads data into the PivotTable cache (a holding place for the PivotFable) immediately if true. If false, the data is not read until it is needed Used to specify a ODBC data source (extemal data source), @ URL data source, or a file which contains a query. Using PivotTables na True False xIDownThenOver Zero True Ma Excel 2000 Programming Using PivotTables PivotTable Arguments 1. Enter the following sub procedure in a module in the Fiscal Year Sales workbook. It runs the PivotTable Wizard, capturing the data in the current worksheet and thea placing a PivotTable in a worksheet called Reports. For now the PivotTable will contain no data because we haven’t assigned the row, column, or data fields. Place Oprion Explicit in the General Declarations area. ‘Option Explicit ‘Sub MakePivotQ, Dim DataRange As Range Dim Destination As Range Dim Pivotinfo As PivotTable Set Destination = Worksheets( Reports"). Range("A1") Set DataRange = Range("A1", Range(“s1").End(xIDown)) ActiveSheet PivolTableWizard _ SourceType:=xDatabase, SourceData:=DataRange, _ ‘TableDestination: “Pivotinio” End Sub 2. Create a new worksheet in the workbook named Reports. 3. Select any sheet that contains data. 4. Run the MakePivot sub procedure. 5. Save the workbook. Excel 2000 Programming Using PivotTables Adding Fields to PivotTables Row, column, page, and data fields are added to a PivotTable by using PivotFields, PivotFields are a collection of the column data that exist in the SourceData. In the previous example the PivotFields were: Vin Number, Year, Make, Model, Classification, Color, Dealer Cost, MSRP, Selling Price, and Salesperson. Each PivotFicld gets its name from the column header. PivotFields can be used as row, column, page, or data fields at your discretion. | ‘The following are the possible PivotTable destinations for PivotFields: Destination ‘Constant Row Field xlRowField : Column Field xiColumaField Page Field xiPageField . 2 Data Field xiDataField To Hide a field xlHidden ] The syntax for adding a PivotFicld to a PivotTable follows: | tTables(Name), PivotFields(Name).Orientati PivotTables("Pivottnfo") .PivotFields “Make’).Orientation = xIRowField = Destination Indexing PivotFields Since a PivotField is a collection, you can reference individual fields by indexing them. ‘The syntax for Indexing PivotFields follows: Worksheets(Name).PivotTables(Name). PivotFields(field name) Worksheets(“Reports’).PivotTables(‘Pivotinfo’). PivotFields(Model’) 2 Indexing Pivotitems Included in the PivotFields collection is the collection of all of the individual items contained in the PivotField. This collection is called Pivotltems. As a collection the Pivotltems can be indexed as well. The syntax for indexing a Pivotltem follows: Pes PivotTables(Name).PivotFields(field name).Pivotitems(item name) PivotTables(“Pivotinfo").PivotFields("Model"), Pivotltems("Blazer’) Excel 2000 Programming Using PivotTables Try It Adding Fields to PivotTables In the following exercise we are going to create a sub procedure that fills the PivotTable with PivotFields named after the following public variables: PageName, RowName, ColumnName, and DataName. These variables will be filled based on the selections made on the userform: PivotSelect is a method of the PivotTable object that is used to select PivotFields. In the following code, PivotSelect is used to select the DataField so that it can be formatted as currency. 1. Enter the following sub procedure into the same module in the FISCAL YEAR SALES as MakePivot. Add the Public variables to the General Declarations area of the code window. Public PageName As String Public RowName As String Public ColumnName As String Public DataName As String ‘Sub SetPivot) Dim Table As PivotTable Set Table = Worksheets("Reports’).PivotTables(‘PivotInfo") ‘With Table : PivotFields(PageName), Orientation = xiPageField -PivolFields(RowName).Orientation = xRowField -PivotFields(ColumnName). Orientation = xIColumnField -PivolFields(DataName) Orientation = xIDataField End With Table.PivotSelect ™, xIDataOnly ‘Selection. NumberFormat = Range("Et").Select End Sub 2. Until the userform is run, the variables will contain no values. For sake of testing, temporarily assign values to the variables using the Immediate window. Enter the following code in the Immediate window. PageName = "Year" RowName = "Make" ‘ColumnName = “Salesperson” DataName = "Selling Price” 3. Run SetPivot. 4, Delete the Reports worksheet and save the workbook. 99 Excel 2000 Programming Controlling Forms ! ia | ; ; Controlling PivofT.ables from a form ' Controlling a form from a custom toolbar ' 7 4 10-4 Excel 2000 Programming Controlling Forms Controlling PivotTables from a Form A form’s functionality comes from its ability to call procedures that create the outcomes desired. Once a form is created and has code that evaluates what selections the user has selected, code needs to be created that then distributes those responses to the correct procedures. So far we have created a UserForm named Run Reports that will allow users to create custom reports. But it does not do anything yet. In this section we will add code to make it create the reports we want. In the Run Reports form we ask the user to enter what period they want a sales report for (Today, Month, Y.T.D., or Other Period) and then how to sort that report (by salesperson, model, or classification). We have alteady created procedures to determine which options were selected in the form and have attached them to the click of the Display button. We also have procedures that create and fill a PivotTable (which is how we will display the report). Now we need to create procedures that pass the correct information to the PivotTable. 10-2 Excel 2000 Programming Controlling Forms Try It Controlling PivotTables from a Form Depending on what period is selected we need to gather different information from the Fiscal Year Sales workbook. Since the worksheets are named by dates, and dates. can handle arithmetic operators (i.e. you can add 1 to the current date and get tomorrow's date) we can create a procedure that is given start and finish dates and then loops from one to the other. While looping through the sheets, a function will grab the data from the sheet and place it ina temporary worksheet. Once the data is Bathered it can be used to create a PivotTable. L. Enter the following code in the Run Reports UserForm Code window; place the Public variable in the General Declaration area, ‘The workbook being used is called Fiscal Year Sales; the StartDate for the “Y.T. D.” case is the earliest date in the workbook. This represents the beginning of the Fiscal Year, this date changes depending on when this course is run and how many sheets are placed in the Fiscal Year Sales workbook. If you ‘would like to use January 1* as the start date; substitute StartDate = "1/1/" & Year (Date) for the existing line of code below. Ifa worksheet for Jan 1 does not exist, this will result in an error. Public ThisMonth as String Sub ConsolidationDates0, Select Case WhatPeriod ‘Case “Today” ‘StanDate = Date EndDate = Date ‘Case “Month” ‘ThisMonth = WhichMonth Case "Y. T.D.” StartDate = #00/00/00# ‘Enter the eartiest date in the Fiscal Year __ Sales workbook between the pound signs EndDate = Date Case "Other Period” StartDate = BeginDate EndDate = FinishDate End Selec End Sub continued on next page 703 Po al Excel 2000 Programming Controlling Forms Controlling PivotTables from a Form, continued 2, Now we need to create a procedure that handles the Sort By: frame’s options. Depending on how the user wants to group the report, we need to assign different PivotFields to the MakePivot procedure. In the form we created a variable ‘SortBy which contains the caption of the active option button in the Sort By: frame. We need to create a procedure that assigns different PivotFields based on the value of SortBy. The beginning of that procedure follows. Enter this code into the Run Reports UserForm Code window: Sub SonByGroupso, Select Case SontBy Case "Satesperson” PageName = "Salesperson" RowName = "Year" ColumnName = "Make" DataName = "Selling Price” End Select End Sub 3. Finish the procedure by adding cases for Model and Classification. For those ‘eases the variables should be the following: (If you need help, the completed code is at the end of the exercise.) Variable Model, Classification PageName Model Classification RowName Year Make ColumnName Color Year DataName Color Selling Price continued on next page 10-4 Excel 2000 Programming Controlling Forms Controlling PivotTables from a Form, continued 4, Move the cursor to the end of'a module in the FISCAL YEAR SALES. workbook. 5. Open the Insest menu in the VB Editor and select File. 6. Navigate to the student data directory and select the text file, CONSOLIDATE. 7. Click Open. 8. Move the Public variables of the newly inserted code to the General Declaration area of the module. The inserted code contains procedures named Consolidate, FinishReport, and GrabCells. + Consolidate is a sub procedure that creates a temporary worksheet named Reports and then loops from the begin date to the end date of sheets in the FISCAL YEAR SALES workbook. At each sheet it calls a function called GrabCells. For the Today period, it only grabs one sheet. For the Month period each sheet is looped through, if the month name is contained in the worksheet name its contents are “grabbed”. The Month method will not work correctly if the workbook contains data for more than 1 year. ‘+ GrabCells is a function that is passed a variable that tells it from which cell to begin to grab ceils. The first time it runs it begins at row I to grab the column headers (which the PivotTable needs to run) every subsequent time through it starts at row 2 so the headings are not grabbed again. The data is then added to the Reports worksheet. + FinishReport is a sub procedure that moves the collected data into a workbook called Reports, deletes the temporary worksheet in FISCAL ‘YEAR SALES, and creates a PivotTable in REPORTS. 9, The 3" Tine of the FinishReport sub procedure opens a workbook called Reports in the directory C:\Data. If the student data directory is different than C:\Data, change the code so that it navigates to the correct folder. 10. Add the following code before the end sub line in the Display_Click event in the~ Run Reports form: RunReports Hide SortByGroups ConsolidationDates. Consolidate ThisMonth, WhatPeriod FinishRepont Unload Me continued on next page 10-5 Excel 2000 Programming Controlling Forms Controlling PivotTables from a Form, continued U1. The SetPivot sub procedure formats the DataField as currency. This is not acceptable when the Sort By: option is Model because its DataField is a count of inventory, not a dollar figure. Add the following lines of code to create conditional formatting based on the value of the SortBy variable: Sub setPivot Dim Table As PivotTable Set Table = Worksheets Reports") PivotTables(*PivotInfo") With Table PivotFields(PageName). Orientation = xiPageField PivotFields(RowName). Orientation = xiRowField PivotFiekis(CotumnName).Orientation = xiColumnField PivotFields(DataName).Orientation = xDataField End With Table PivotSelect ™, xiDataOnly If SonlBy <> "Model" Then ‘Selection. numberformat End if Range("E1"). Select End Sub 12. Since the SortBy variable is created in the form; it will contain no value in the module. ‘So the variable must be passed from the form to the SctPivot procedure. But SetPivot is not called from the form, itis called from FinishReport. In this case it is necessary to pass the SortBy variable to FinishReport and then pass it to SetPivot. Make the following changes to the code: * Change the sub SetPivot() line to read SetPivot(SonBy) * Change the sub FinishReport line to read sub FinishReport(SortBy) + Inthe Display_click event in the form, change the call to the FinishReport to read FinishReport SortBy : 13. In the MakePivot sub procedure, rewrite the following line to appear as it does below it. This is because it is not necessary to grab the Vin Number field for the PivotTable, so the consolidated data only fills columns A:1. ‘Set DataRange Set DataRange range(’A1”. range("J1"), End(xiDown)) range("A1", range("11"},.End(xIDown)) continued on next page 106 Excel 2000 Programming Controting Forms Controlling PivotTables from a Form, continued 14, Save the workbook. 15. Run the form. 16. Select Month for the period. 17. Select Jast month from the combo box. 18, Select Salesperson from the Sales By: Frame. 19. Click Display. 20. Click OK. (This deletes the temporary worksheet created in Fiscal Year Sales.) 21. Close the Reports workbook (saving before closing is optional). 22, Run the form a few more times checking that the form is functioning correctly. Remember to close the Reports workbook after each running of the form. Sub SonByGroups Select Case SoniBy Case "Salesperson" PageName = “Salesperson” RowName = “Year ColumnName ="Make” DataName = "Selling Price* Case “Model” ‘ColumnName = "Color™ DataNarie = "Color Case “Classification” PageName = “Classification” | RowName = "Make ColumnName = "Year" | DataName = "Selling Price” | End Select End Sub 10-7 Excel 2000 Programming Controlling Forms. Controlling a Form from a Custom Toolbar Procedures can be executed from the Macro. dialog box and from within other Procedures. They can also be executed from toolbars and menus. By modifying existing toolbars and menus to contain references to procedures, procedures can be Jaunched directly from the desktop. Aside from the built-in toolbars available within Excel, you can also create custom toolbars and then attach calls to macros to those toolbars. By adding code to the open and close events of a workbook you can create toolbars that only appear while certain workbooks are open. ‘The following is an illustration of the Customize dialog box used to create custom toolbars: 10-8 Excel 2000 Programming Controlling Forms Controlling a Form from a Custom Toolbar Open the Customize dialog box using one of the following methods: ‘+ Open the Tools menu and select Custonrize, © Right-click in the toolbars area of the Excel window and select Customize. Click the Toolbars tab. Click New. Enter a name for the new toolbar and click OK. Click the Commands tab. ‘Select Macros fiom the Categories list. Drag the Cusiom Button icon onto the new Toolbar. Click Modify Selection, Click Assign Macro. . Select a Macro name from the dialog box and click OK. Click Close, In VBA, menus and toolbars are collectively referred to as Command Bars and can be manipulated programmatically using the CommandBars collection and the CommandBar object. While the Customize dialog box is displayed, you can drag toolbar icons to , any other toolbar, menu, or sub menu, Macros on a toolbar work even ifthe workbook they exist on is closed To remove a toolbar, open the Tools menu and select Cusiomize. Click the Toolbars tab, select the toolbar to be deleted, and click Delete ‘To remove a created menu item, while the Customize dialog box is opened drag the menu option off of the menu bar and release the mouse button, Since a menu is a customized toolbar, the process of adding macros to a menu is just about the same. Instead of selecting New from the Toolbars tab, select New Menu from the Commands tab and then follow the remaining steps in the Controlling a Form from a Custom Toolbar procedure. 109 Excel 2000 Programming Controlling Forms Try It Controlling a Form from a Custom Toolbar Open the Tools menu in Excel and select Customize. 2. Click the Toolbars tab. 3. Click New. 4. Type Reports in the Toolbar Name text box. 5. Click OK, 6. Click the Commands tab and select Macros from the categories list. 7. Drag the Custom Button icon to the new toolbar. 8. Click Modify Selection, 9. Type Report Button forthe button name. 10. Select Change Button Image. 11, Select [EBB from the selections. 12. Select Modify Selection. 13. Select Assign Macro. 14, Select Launch Reports from the dialog box. 15. Click OK. 16. Click Close. 17. Place the toolbar where you like. 19. Click Cancel continued on next page 10-10 Excet 2000 Programming Controlling Forms Controlling a Form from a Custom Toolbar, continued 20. Add the following line of code to the workbook’s open Event: Application. CommandBars(Reports?) Visible 21. Add the following line of cade to the workbook’s Before_close Event: 4 Application. CommandBars(Reports’). Visible 22. Save and close the workbook. { 23. Verify that the Reports toolbar is tured off. 24. Open the FISCAL YEAR SALES workbook. 25. Click OK. 26. Verify that the Reports toolbar is on. 27. Close the workbook. , 10-19 Excel 2000 Programming Understanding Debugging tanding Debugging Understanding errors Debugging code Debugging tools Using the Locals window Using the Watch window Using Breakpoints Tt Excel 2000 Programming Understanding Debugging Understanding Errors Throughout program development, problems with the project will occur.’ Incorrect control logic, improper fianction usage, data type mismatches, variable naming or scoping problems, as well as overflow and division by zero errors are quite common within the program environment. Errors are often called bugs. The process of removing bugs is called debugging. There are 4 groups of errors that can occur in a project. VBA has tools that assist the programmer in dealing with many of them. Following is an explanation of the 4 error types, Syntax Errors. ‘These errors generally occur as the result of an error of omission. As you move off ‘of a line of code in the code window the syntax of the line is checked, provided the Auto Syntax Check is tumed on. If'a syntax error is Jocated in the line of code, the centire line will turn red by default to indicate that the line needs to be changed. Common Syntax errors are not completing an expression or not entering all required arguments, Compiler Errors ‘The compiler is what actually runs procedures. Before the compiler executes code it checks that all variables are declared (if Option Explicit or Force Variable Declaration is selected) and that objects have references to correct methods, propertics, and events. The compiler also checks if code clements that appear in pairs have both arguments present. In other words, each If has a corresponding End If, each Do has a Loop associated with it, etc. ‘When the Compiler locates an error, it generally displays a message box describing the error. Logic Errors ‘These are errors that the compiler doesn’t recognize as errors. Logic errors create unexpected outcomes when a procedure is executed. For example, if you want to place the value of the cell to the right of the active cell into a variable but you inadvertently use the expression Range(ActiveRange).Offset(.1) to do so, an error will not occur unless the active cell is in row 65,536 (which is the last row in any worksheet) or the data in the selected cell doesn’t match the type expected by the variable. Barring these instances, the code will execute, but the variable will not contain the expected value. saa OT OT sa Excel 2000 Programming Understanding Debugging Understanding Errors, continued: Run-Time Errors A run-time error is one that only occurs when certain conditions are met, A Procedure may work 10 consecutive times, but on the 11” an error may occur. Recognizing what condition was different on the 1” pass through the procedure is the key to understanding what caused the error. Ifyou recall, we encountered a run-time error earlier when we attempted to add totals to sheets in Fiscal Year Sales that contained no data. In that instance'we created a ‘conditional statement that would only allow the AddTotals procedure to run under a certain condition. When a run-time error occurs, a message box generally appears that defines the error. Often the error will halt the execution of the code. ‘This can create large problems because a procedure will only partially be executed. Once cxecution is halted, the code may need to be changed to fix the problem, which will likely reset the project. Not only does this present problems for the programmer, but for anyone else who. uses the code who encounters a run-tinie error it is highly unlikely that the error can be easily fixed 1 Excel 2000 Programming Understanding Debugging Debugging Code Unfortunately, there is no science to debugging errors. Finding errors is often the result of detective work, patience, and some lucky guessing, What follows arc a few suggestions that you can usc to help you minimize difficulty in locating errors in your code. Add as many comments to your code as possible. This is particularly important if someone else will be looking at your code. Well written ‘comment lines explain what a line of code or procedure is supposed to do. ‘Add prefixes to variable names that describe the object or the DataType of the value to be contained in the variable. For example, for objects like buttons, begin variable names with the prefix bar. Ifa variable contains integer data begin the variable name with int. ‘Any time you use division that contains a variable in the denominator, figure ‘out under what conditions the denominator can be zero. For example, a declared numeric variable contains the value zero until it has another value assigned to it. Force variable declarations. This eliminates the possibility of misspelling a variable name when you use it multiple times, Keep each procedure as short as possible, giving it one or two specific tasks to carry out. Give piocedures names that clearly describe what they do. Test procedures with large data sets that represent all of the possible permutations of reasonable and unreasonable data. In short, try to make the Procedure fail before someone else tries for you. ara Re Excel 2000 Programming Understanding Debugging Debugging Tools VBA has quite a few tools that can help locate logical and run-time errors, While none of them will solve errors, they will Iet you examine what the objects and variables are doing during execution. The following is an illustration of VBA’s Debug toolbar followed by an explanation of each took: Design Mode disables event driven procedures from executing. -RusiContinue ‘ins code or resumes the nanning of code after a break. [Bj Break ‘stops the execution of code. Allows you to continue execution fiorn the break point [E Reset ‘stops code execution: [BR] Toole Broakpoint a.user determined line of code that execution will - ‘break at during execution. B ‘Step:Into ‘executes next line of code each time (F8) is pressed. [BQ step Over allows selected code to be stepped over during execution. Ey Sep out executes remaining code in the calling procedure after a break. [EX Locals Window displays the value of variables and properties during, code execution, 7 [EJ immediate displays a window where individual lines of code can Window be executed and querying of specific variables can occur. Walch Window displays a window to set breakpoints in code when specified expressions are tre. a ‘Quick Watch, Tetums the value of an expression. i ia Call Stack displays all procedures that have been called up to a breakpoint in code execution. 15 Excel 2000 Programming Understanding Debugging Using the Locals Window ‘The Locals window displays the current values and data types for all variables in procedures being executed during a step through of code. Ifa variable is a reference to an object then the properties of the object can be viewed as well. This is a | valuable tool for finding the conditions under which run-time errors occur. Below is an illustration of the Locals Window: | @ By pressing the and © before the modules and objects you can expand ‘ or collapse them to display more variables and properties. | Using the Locals Window 1. Open the VB Editor. J 2. Choose the preferred method to display the Locals window: 5 * Open the View menw and select Locals window. © Click {6 Locals Window fiom the Debug toolbar. [ "3. Step into the desired procedure. 11-6 L Excel 2000 Programming Understanding Debugging ee Try It Using the Locals Window In the exercises in this chapter we are going to use a workbook called Critical Inventory. All we know about Critical Inventory is that it is supposed to indicate when inventory falls below a certain level and that currently it is not working, correctly. We are going to usc the Locals window to help us understand what the Procedure does and gather an understanding of why it doesn’t work, 1. Open the workbook CRITICAL INVENTORY. 2. Rum the procedure Order. 3. When the procedure seems to stop working correctly press 4. Click Debug. 5. Read the comment associated with the loop statement. 6. Move the insertion point over the variable ModelName to display its current value. 7. Click 8. Retum to Module J, if necessary. 9. Click [EY Locats Window. 10. Adjust the VB Editor and Locals windows so you can sce Columns A:C of the worksheet. Closing the Project window may help. 11. Place the cursor in the Order sub procedure and press (Fi) . 12. Begin stepping into the procedure. 13. Expand the modulé and objects in the locals window as needed to view more variables, ‘ 14. After you have stepped enough times to understand how the Procedure works click Hi Reset, 15. Close the Locals window. —_— Excel 2000 Programming Understanding Debugging J Using the Watch Window ‘The Watch window is the last of the VBA windows. The Watch window allows its user to create an expression that is continually evaluated., When it becomes True the window will break the code, In the last example we know that the condition of } interest was when the model is named Corvette. By stepping through one line at a ; time we would have gotten to that point in execution, but not until [F8) was pressed too many times to count. The Watch window allows code to execute until a point of 7 interest in the code is reached and then allows you to Step Into the program from that point. Below is an illustration of the Watch window and the Add Watch dialog box, which. is where the user sets up the Watch Expression: Excel 2000 Programming Understanding Debugging a STEPS @ Using the Watch Window To add a Watch Expression: + Open the VB Editor; + Open the Debug Menu; Select Add Wate! + Enter the expression to watch; Select the procedure the variable appears in from the Procedure drop- down list; Select the module that the procedure appears in from the Module drop- down list; ‘+ Select the appropriate option from the Watch Type frame; Click OK. To edit a Watch Expression: * Open the VB Editor; + Open the Debug menu; Select Edit Watch; + Make necessary edits; © Click OK. To delete a Watch Expression: + Open the VB Editor, * Open the Debug menu; + Select Edit Warch, * Click Delete. To edit an expression from the Watch window, select the expression and make any necessary ‘changes. You can also right-click in the Code window and sclect Add Watch to add a watch expression, Excel 2000 Programming Understanding Debugging T Using the Watch Window From the previous example, we know that a run-time error occurs when the model is Try It a Corvette. In this example we will use the Watch window to create a break in the code when the model is a Corvette and then we will step into the program from that point. 1. Open the Debug menu and select Add Watch. 2. TypeModel = “Corvette” in the Expression window. 3. Select Order from the Procedure drop-down list. + 4. Select Module from the Module drop-down list y 5. Select Break When Value Is True from the Watch Type frame. 6. Click OK. 7. Rum the Order macro. 8. When the procedure breaks, press (Fé) repeatedly. The procedure is attempting to find a match for the model name-with a name on the Critical Inventory sheet. 9. Once you realize what the problem is click {Zig Reset. | 10. On the Critical Inventory sheet, change the entry for “Corvete” to Corvette. 1 11. Open the Debug menu. | 12. Select Edit Watch. 13. Click Delete. 14, Close the Watch window. : S : 15, Run the Order procedure. 16, Save the workbook. Oech 17-10 Excel 2000 Programming Understanding Debugging Using Breakpoints A breakpoint creates a stopping point in the execution of code. This acts similarly to the Run to Cursor feature in that they both create lines in code where execution is halted, where they differ is in their permanence. The Run to Cursor feature executes ‘one time and must be called by the Run fo Cursor option in the Debug menu, Multiple breakpoints can be set in code and they remain in place until they are removed. This is of great value if you are testing code repeatedly. Breakpoints are also activated from the Rurt command instead of having to use a special debugging. feature, ‘The most important feature of the breakpoint is one can be set in a procedure other than the parent procedure. The Run to Cursor option only works within the current Procedure. Breakpoints can be set in sub procedures or functions that are called from & parent procedure. In situations where variables or arguments are passed toa Procedure it becomes essential to run the parent procedure before breaking the code. When code is executed that contains a breakpoint, execution will pause at the breakpoint and that linc is the next to be executed just as with the Step Into feature. From the breakpoint you can either resume execution or you can step into the code Below is an illustration of code contai ing several breakpoints: Cleacontents "Clears Inventory Table workaneer texerivor. Creates tnpty Prsettabie BetFivet “Tiiis pivoePielae : TR TE for Fach Hodel In Thispivot Fivoerieiae (hose Peon NodeiNene = Rodel ‘ereateo a variable of type sting to ane Finanocch ‘compares current nogel name an PivorTanle to the table on the Critical Invencocy Sheet there = nodelWane ¢ "few Grand total = eS ea ar reeererTy Essrisetteoreapenny Coune = Activecell.Vatue Te count < ceiticalVeiwe Then : a fennneerereacte ne prea ActiveCell.oftset(, 1).Value = DesiredStock — Count “calcul fee detivecell.offsec{, 1).Value = 0 ‘Mo need to order, a Wat Excel 2000 Programming Understanding Debugging : By default, breakpoints appear in red text. You can change the color of the , text in the VB Editor by opening the Tools memu, selecting Oprions, and clicking the Editor Format tab. ‘Then select Breakpoint Yext from the Code j Colors list and make changes as desired Breakpoints can only be set on executable lines of code. They cannot be set on variable declaration or comment lines | Using Breakpoints 1. Toadd a breakpoint: © Open the VB Editor; + Display the desired code in the Code window; * Click in the margin to the left of the line of code where you want to set a breakpoint, 2. Toremove a breakpoint: © Open the VB Faditor; | + Display the code that contains the breakpoint in the Code window; ‘+ Click on the breakpoint indicator on the left margin. WAZ 1 Excel 2000 Programming Understanding Debugging Try It ee Using Breakpoints In this exercise we are going to use breakpoints to test the Order procedure again, ‘This time we want to check if the procedure is yielding the correct ordering information. In this instance we are interested in two points: the first is when a match is found for the model in the PivotTable with a modelname on the Critical Inventory sheet. The second is when the order value is calculated. 1. Open the VB Editor, if necessary. 2. Click in the left margin of the code window at the following line of code in the FindMatch procedure: CriticalValue = ActiveCell.Offset(, 1).Value ‘value to the sight _ ‘of the match is how many to warn at 3. Create another breakpoint in the Order procedure at the following line. Hf Count <= Criticalvalue Then 4. Open the Locals window. 5. Run the Order procedure, 6. Expand Modulel in the Locals window, if necessary. 7. Press (FB) twice. 8. Press(F5). 9. Expand Module! again, if necessary, and resize the Locals window so that you can view the value of the Count variable. 10. Press (F8) untit the End If line executes. 11. Press| 12. Repeat the process until you have scen both conditions of the If statement execute. 13. Click i Reset 14. Remove the breakpoints. 15. Save and close the workbook. 1413

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