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VBA and Macro Creation (Using Excel) : Submitted By: Rohit Bhardwaj Cse 4 Yr. Roll No:173/11 Univ. Reg.:1282807

The document discusses creating macros in VBA (Visual Basic for Applications) to correct errors in data entry. It begins by covering object-oriented programming concepts like classes, objects, and methods. It then explains how to record a basic macro in Excel to move data from one cell to another. The document outlines improving the macro to work on any given row by adding an input argument. It also describes using a for-next loop to apply the macro repeatedly from row 6 to 18. Finally, it proposes adding a function to check if the first column of a row is empty before running the shifting macro.

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86 views26 pages

VBA and Macro Creation (Using Excel) : Submitted By: Rohit Bhardwaj Cse 4 Yr. Roll No:173/11 Univ. Reg.:1282807

The document discusses creating macros in VBA (Visual Basic for Applications) to correct errors in data entry. It begins by covering object-oriented programming concepts like classes, objects, and methods. It then explains how to record a basic macro in Excel to move data from one cell to another. The document outlines improving the macro to work on any given row by adding an input argument. It also describes using a for-next loop to apply the macro repeatedly from row 6 to 18. Finally, it proposes adding a function to check if the first column of a row is empty before running the shifting macro.

Uploaded by

rohit8111
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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VBA and Macro creation

(using Excel)
Submitted By:
Rohit Bhardwaj
CSE 4th yr.
Roll No:173/11
Univ.

Agenda for Today

Object-Oriented Programming
Creating Macros with VBA

OBJECT ORIENTED
PROGRAMMING:
MS-VBA

What is O-O programming?


A programming style that uses objects to comprise
programs.
Objects:
In a pure O-O language, every thing in the program is an
object.
An object is a data structure consisting of attributes (data
elds) and methods (actions).
The attributes of the object hold its current information
The methods of the object determine what the object can do

Different objects types: classes


Each programming environment comes with many different
kinds of predefined objects.

An object type is called a class. A class is thus some type of


object.

All objects within a class hold the same kind of information


(identical attributes) and can perform the same actions
(identical methods).
A class is the cookie cutter/template you use to create
new object instances.

Creating and using objects

You 1st need a class

class Sharon
Attributes: height, 3Dbodyshape, faceimage, currentlocation,
currentlove, pastexperienceslog
Methods: imitateHuman, fallInLove(person),
doSecretMission(password)

You then declare a new object and can subsequently assign its
attribute value and invoke its methods.

Example: declaring a new Sharon object, assigning a value, and


calling a method
Sharon sharonNo55
sharonNo55.currentlocation = KA.493.X7.1034

Object Oriented Programming Fundamentals

Appropriate object classes (their attributes and


methods) heavily depend on the problem you are
working on.
Example: A system for a bank:
Objects: Customers, Accounts, etc.
Attributes: First Name, Last Name, SSN, Address, etc.
Methods: Withdraw, Open an account, Deposit, Cash check, etc.

VBA: Visual Basic for Applications

VBA is a specialized version of Microsofts well-known Visual Basic


language.
VBA is an Object-Oriented language within Microsoft Ofce suite:
Excel, Word, Access, and Power Point.
We will focus on Excel.
Shortcut to access the VBA interface in Excel: Alt+F11.

Excel treats everything in a spreadsheet as objets. So, VBA lets us play


with all these objects.
Object that we are interested in: Workbooks, worksheets, cells, rows, ranges.
There are over 200 different class (types of objects) in Excel.

Coding with VBA

There are two approaches to write a code in VBA:

Standard Coding

Macro Recording
The Macro approach records a series of mouse-clicks and keyboard
strokes.

Advantage: Corresponding VBA code is created automatically


and recorded for you.
Disadvantage: Its limited.

To tackle this limitation, we use a mixed approach:

First, record a simple macro.


Then, tweak it to achieve more complex tasks.

Problem Denition
We have data spanning 3 columns and 13 rows (C6:F18).
Data should be stored in the given range in order to use it for other application.
Unfortunately, there are some errors in the data entry process, so some of the rows are shifted
to the right by one column.

Problem Denition

We have data spanning 3 columns and 13 rows (C6:F18).


Data should be stored in the given range in order to use it for other application.
Unfortunately, there are some errors in the data entry process, so some of the rows are shifted
to the right by one column.

Our job is to correct all these mistakes:


First, record a simple macro that correct a specic row (say Row 8).
Then, tweak it to make correction in any given row.
Declare and name variables.
we let the code
any mistake
and what
correct
it. are shortly).
Finally,
Create Subroutines
and check
Functions
(Well learn
they
Usedoing
conditional
While
this,statements.
we learn how to
Create repetitions.

Our First Macro

Download and open VBA_Example_class.xlsm

In Excel 2010, we should save the file as a Macro Enabled


Workbook (i.e., in the .xlsm format).

Our First Macro


Find the Macros option under the Excel 2010 View tab to record a VBA macro.
Lets call our
Macro Shifter. We want our macro to do the following:
Select the range D8:F8.
Cut the selected cells.
Select cell C8.
Paste the cut cells.

To see the VBA code generated by your actions, go into VBA (Alt+F11) and
then near the upper left of the window expand the Modules folder and
double-click on Module1.

Subroutines

Notice that the code starts with Sub command and ends with End Sub command.

Execution of Subroutines

(The first three green lines following each are simply comments/documentation.)

The real rst line is Range("D8:F8").Select, and it selects the cells we want to select.

The third line, Range("C8").Select, selects the cell C8.

Each line of a subroutine is executed sequentially.


The second line, Selection.Cut, cuts the selected cells.
Lets see how our macro is executed.

Finally, the last line, ActiveSheet.Paste, pastes the cut values to the selected cell of the
worksheet.

Subroutines with Input Arguments


The limitation of Shifter is that it only corrects Row 8.
We can solve this by creating a subroutine which will take a row number as an input
parameter.
Sub ShiftOneColumn (RowNum As Integer)

CODE BLOCK
End Sub

RowNum is the input variable. We name it.

Data Type
Description
Booleanpart declares
As Integer
data
type ofvalue.
our input variable.
Holds eitherthe
TRUE
or FALSE
Integer
Integers between -32000 and 32000
Common Data Types:
Double precision numbers, can hold fractional numbers (The
Double
range of double number is very large)
A set of characters (like sentences)
String

Shifting Any Given Column

Sub ShiftOneColumn (RowNum As Integer)

Range("D" & RowNum & ":F" & RowNum).Select


Selection.Cut
Range("C" & RowNum).Select
ActiveSheet.Paste

End Sub

Shifting Repeatedly

We now have a subroutine that can correct any given row.


We want to apply this subroutine to any rows between 6 and 18.
We use a loop (e.g., a FOR-NEXT Loop) for this task:
For-Next Loop Syntax
For varName=start_val To end_val Step step_size

CODE BLOCK
Next varName

The above code assigns the value of variable varName to start_val.


Then, executes the code inside the loop.
After that, increases the value of variable varName by step_size
And, runs the code again.

Shifting Repeatedly

Sub ShifterLoop

For RowNum=6 To 18 Step 1


Call ShiftOneColumn(RowNum)
Next RowNum

End Sub

Lets create our FOR-NEXT Loop.

Variable Declaration
The subroutine ShiftOneColumn requires an integer input.
We decided to introduce something called RowNum which stores
a row number.
We want the data type for RowNum to be Integer. The VBA interpreter will attempt to
guess (scary!) the data type if you forget to declare your variables.

To avoid that problem, we need to dene the variables we use properly:


Variable Declaration in VBA
Dim varName As dataType

Some rules about variable declaration:


Variables names have to start with a letter, and have no spaces.
VBA is not case sensitive (RowNum and rownum are the same).
Names that are more than one word are usually written with the rst letter of words
capitalized; its not required but its fairly standard practice).

Shifting Repeatedly
So, we add a line before the loop where we declare our variable
RowNum.

Sub ShifterLoop
Dim RowNum As Integer
For RowNum=6 To 18 Step 1
Call ShiftOneColumn(RowNum)
Next RowNum

Checking If First Column is Empty

We need to check whether the rst column of a row is empty or not.


VBAs conditional statement IF-THEN-ELSE allows us to achieve this
goal.
IF-THEN-ELSE Syntax
If test_cond Then
...
CODE BLOCK executed if test_cond holds
...
Else
...
CODE BLOCK executed if test_cond fails
...

A Function to Check the First Column

We could write our conditional statement to check the rst column


within the subroutine, but we will dene a separate Function for
the checking task.
Functions are very similar to the subroutines. Then, why a function?
Unlike a subroutine, but Functions return a value.
Useful for reporting the result of a calculation or other results.
Our function will return
1 if the rst column is empty
0 otherwise.

More on Functions vs. Subroutines

Functions are not always the right choice:


A function cannot directly write data back to the spreadsheet.
We can write data to the spreadsheet via subroutines. Easiest way:
How to write data to cells
Cells(row_num,col_num).Value= x

e.g., Cells(10,3).Value= "Ducks Rock" writes Ducks Rock to the cell


C10.
(Try it!)
In this example, our function doesnt need to change the value of cell,
but our function does return a value.

A Function to Check the First Column

Lets go back to our task: Creating a function to check the rst column.
We name our function as CheckColOne.
What is our input argument? Row Number.
Function to check the rst column
Function CheckColOne (RowNum as Integer)
If Cells(RowNum,3).Value="" Then
CheckColOne=1
Else

CheckColOne=0

We can use Cells(row_num,col_num).Value. Then, check whether it is empty.


End
We know the
rowIfnumber: Its our input argument, RowNum.
The column
number is 3 since the rst column of data is in Column C.
End Function
So, our test condition is if Cells(RowNum,3).Value="".

How do we check if the rst column is empty?

Using the Check Function in the Main Subroutine

Sub ShifterLoop ()
Dim RowNum As Integer
For RowNum=6 To 18 Step 1
If CheckColOne(RowNum) Then
Call ShiftOneColumn(RowNum)
End If
Next RowNum
End Sub

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