Microsoft Excel 2010 401 Advanced Workshop

Streamlining Your Work with Macros Workshop Manual

Presented by David Newbold, Jennifer Tran and Katie Spencer

06/23/11 1

Excel401MacroExerciseWorkbook
ClassFiles>ICExercises>Excel401Advanced>Excel401Exercises

Contents

Introduc ontoExcelMacros..........................................4 TheDeveloperTab...........................................................6 Crea ngVBASubProcedureMacrosbyRecording........8 StepsforAssigning/Edi ngYourMacroShortcutKey....9 ExaminingandTes ngYourMacro.................................10 AbsolutevsRela veRecording.......................................11 AssigningaMacrotoaBu on.........................................11 SavingWorkbooksthatContainMacros.........................12 StoringMacrosinYourPersonalMacroWorkbook........12 Dele ngMacros...............................................................12 RecordingMacroExercises..............................................13 ReadingYourVBACode...................................................20 UnderstandingVBACodethroughPrac ce....................21 DebuggingYourVBACode ...............................................22 Crea ngandReadingCommentsinVBACode...............23 Prac cingwithVBA ..........................................................24 VBAFunc onProcedures................................................26

Introduc ontoExcelMacrosVisualBasicforApplica ons(VBA)

MacroDeni on: Amacroisasequenceofinstruc onsthatautomatessomeaspectofExcel sothatyoucanworkmoreecientlyandwithfewererrors. Theexampleattherightinsertsandformatstodaysdate. ProgramLanguage:InMicroso Oce,macrosarecomposedusingaprogrammingtool calledVisualBasicforApplica ons,orVBAforshort. ThereareTwoTypesofMacros: VBASubProcedures ASubprocedureisagroupofVBAstatementsthatperformsanac onwithExcel.Itisaseriesofcommandsthateithertheuser oranothermacrocanexecute. VBAFunc onProcedures AVBAFunc onprocedureisagroupofVBAstatementsthatperformsacalcula onandreturnsasinglevalue. CanbeexecutedbyanotherVBAprocedureorusedinworksheetformulas Func onprocedurescanonlybecreatedmanually

Why Use Macros?

They automate repetitive tasks, thus saving time and improving efficiency. Make difficult tasks easier Provide a means of extending the usefulness of applications Can assist people in completing forms

Some Applications for Macros

Insert boiler plate text Automate a procedure you perform frequently Create custom commands Create a simplified front end for users who do not know much about Excel Expand formulas and worksheet functions

The Developer Tab

Because Office 2010 does not display the Developer tab by default, you must enable it using the following procedure: To enable the Developer tab

On the File tab, choose Options to open the Excel Options dialog box. Click Customize Ribbon on the left side of the dialog box. Under Choose commands from on the left side of the dialog box, select Popular Commands. Under Customize the ribbon on the right side of the dialog box, select Main tabs, and then select the Developer check box. Click OK.

DeveloperTabFunc ons
VisualBasic: Macros: OpenstheVisualBasicEditor Opensmacrodialogueboxcontaininglistofmacros Ini atesthemacrorecordingprocess Causesmacrosbeingrecordedtofunc onineitherabsoluteorrela vemode Ac vatesTrustCenterinwhichvariouslevelsofsecuritycanbeselected Addsarangeoftoolsandfunc ons Allowsforinterac onwithotherapplica ons Insertsbu ons,lists,boxes,labels,etc,forcrea ngformsandAc veXcontrols Usedfordesigningformsandmedia Listsofpresetproper esforuseinVBAcode DisplayscodeinVBAEditor Notper nenttothisclass Storesinforma onabouttheac vedocument

RecordMacro:

UseRela veReferences: MacroSecurity: AddIns:

COMAddIns: Insert:

DesignMode: Proper es:

ViewCode: RunDialog:

DocumentPanel:

Crea ngVBASubProcedureMacrosbyRecording
1. 2. 3. 4. 5. 6. 7. 8. 9. SelectDeveloperTab ClickonRecordMacro RecordMacroDialogueBoxOpens Enteraname(noSpacesornonalphanumericcharacters) EnteraShortcutKey(le erfromAZ) StoreMacroin: Descrip onofmacro PressOK Performthefunc onsthatyouwantthe macrotoperform(seeAFatright) 10.ClickonStopRecording 11.Toini atethemacropressCtrl > Shi > Shortcut Key
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StepsinCrea ngMacroInsertDate
HerearetheStepsweusedtoinsertandformatthecur rentdateandthecorrespondingcode: A. Selectrightadjacentcell B. OntheFormulasinDate & Timecategory,Insertcur rentdateusingToday() formula(SeeBbelow) C. Centertextincell D. Changebackgroundcolortoblue E. Changefontcolortowhite F. ChangefonttoArielRoundedMTBold
3 2 5 6

10 9 8

B 11

StepsforAssigning/Edi ngYourMacroShortcutKey
Whenyourecordamacro,Excelwillautoma callygiveyoutheop ontoassigna shortcutkeyforyourmacro.Onceyouveassignedyourshortcutkey,youwillseeinyour VBAcodeacommentthattellsyouwhattheassignedshortcutkeyis(picturedintheim ageonthebo omright).Changingthekeyboardshortcutinthecommentcodewillnot makeanyactualchangetotheini allyassignedkeyboardshortcut. Also,whencrea ngyourownmacrowithVBAcode,thisshortcutkeyassignmentdialog boxwillnotpopupandgiveyoutheop ontoassignashortcutkey. Ifthereisevera meyouneedtoassignoredityourshortcutkey,youwillneedtodo thefollowingsteps: 1. GototheDeveloperTab 2. ClicktheMacroBu on 3. Selectthenameofthemacroyoueitherwantto1.assignashortcutkeyto,or2.edit itsexis ngshortcutkey 4. ClicktheOp onsbu onintheMacrodialogbox 5. AssignoredityourshortcutkeyintheMacroOp onsdialogbox

Examining&Tes ngYourMacro
FromtheDevelopertabselectView Macro, andtheboxpicturedbelowwillappear

HerearetheStepsweusedtoinsertandformat thecurrentdateandthecorrespondingcode: Selectrightadjacentcell InsertcurrentdateusingToday() formulafrom presetformulasinDate & Timecategory,For mularibbon Centertextincell ChangebackgroundcolortoYellow ChangefonttoArielRounded MT Bold ChangecoloroffonttoLight Blue EndMacro

Tes ng
Totestyourmacro,usethekeyboardshortcutyouspecied,inthiscase:Ctrl+Shi +G.Ifthemacrofailstorun,reexamineyourmacroinordertondtheerrorin thecode.

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AbsolutevsRela veRecording
YoucaneitherrecordamacroinAbsolutemode,meaningonlythecellsyous pulatewillbe includedinthemacro,oryoucanrecordyourmacroinRela vemode,whichmeansthat whereverthestar ngcellhappenstobeiswherethemacrowillbegin. Absoluteisthedefault.ToswitchfromAbsolutetoRela ve,clickontheUse Absoluteicon intheCodesec onoftheDeveloper ribbon.ClickonitagaintoreturntoAbsolute mode. UsetheRela vemodewhenyouwantyourmacrotostartfromanywhereinyourworkbook; usetheAbsolutemodewhenyouwantyourmacroonlytostartfromapar cularcellevery meyourunit.

AssigningaMacrotoaBu on
Youcanini ateamacrousingabu onandothertypesofgraphics thataremainlydesignedasformcontrols.Toassignamacrotoa bu on: FromtheInsertbu on,underFormControls,selectthebu on Drawthebu onwhereyouwantitsituated TheAssignMacrodialogueboxappears Selectthemacroyouwantthebu ontoini ate ClickOK Revisethenameonthetopofthebu onandmodifyfont proper esasnecessary Deselectandtest

YoucanalsorecordanewmacrofromtheAssignMacrobu on dialoguebox.

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SavingWorkbooksthatContainMacros

Workbooksthatcontainoneormoremacrosneedtobe savedasXLSMlesratherthanthedefaultXLSX.Ifyousave theleintheusualformat,themacrowillnotbesaved. Whenrstsavingalethatcontainsamacro,Excelwillpro videamessageadvisingyoutosavetheleasanXLSM. ClickontheSave as type listandselectExcel MacroEnabled Template,thenpressOK.

StoringMacrosinyourPersonalMacroWorkbook

Whenyouwanttouseamacroinmorethanoneworkbook,you canstoreitinyourPersonalMacroWorkbook. WhenyoupresstheRecord Macrobu onandtheRecord Macro dialogueboxappears,underStore Macro In,selectPersonal Mac ro Workbook.

Dele ngMacros
Todeleteamacro,

opentheMacrodialogbox(Developer tab > Macros), selectthemacroyouwanttodelete,thenpresstheDelete bu on (secondfrombo ominbu onlist) Inresponsetotheques on,answerYes
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RecordingMacroExercises
Onthefollowingpagesareaseriesofexercisesdesignedtoprovideprac ceintheprinciplesandmeth odsofrecordingmacros.ThesemacrosshouldbeperformedusingtheExcelmacroworksheetswhich maybefoundintheExcel401directory. Eachexerciseprovidesstepbystepdirec onsalongwithanillustra onofthecompleteddialogbox, thecodewhichcomprisesthemacro,andanimageoftheresultsofthemacro,thewayinwhichthe nishedproductshouldlook. Ifthemacrodoesntrunorlookliketheillustra on,comparethecodeofyourmacro,withthatonthe pageand/orgotoPage23andfollowthestepsfordebuggingmacrocode.

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Example1
InsertandFormatUCSDNameText
SelecttheRecord Macrosbu onintheDeveloper Tab. FillintheRecord Macro boxaspertheexampletotheright andpressOK SelectRange=A1E1 Select=Merge & Center SelectTypeface=Ariel SelectFontSize=16 pt SelectFontColor=White SelectBackgroundColor=Blue InsertText=University of California ~ San Diego ClickontheStop Macro bu onintheDeveloper Tab PressCtrl > Shi andtheShortcut Key totestyourmacro Ifyourmacrodoesntrunproperly,seePage22

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Example2
InsertandFormatCurrent
SelecttheRecord Macrosbu onintheDeveloper Tab. FillintheRecord Macro boxaspertheexampleto therightandpressOK SelectCurrentDateFormula=TODAY() SelectCell=Centertext SelectFont=TektonProExt SelectFontSize=11pt SelectBackgroundcolor=Burgandy SelectFontColor=White SelectFont=Bold Selectborder=Medium Movecursor=2cells ClickontheStop Macro bu onintheDeveloper Tab PressCtrl > Shi andtheShortcut Key totestyourmacro Ifyourmacrodoesntrunproperly,seePage22

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Example3
ChangeNumbertoDate
SelecttheRecord Macrosbu onintheDeveloper Tab. FillintheRecord Macro boxaspertheexampletotherightand pressOK Selectcellinwhichnumberislocated RightclickandselectFormat SelectDateFormat Formattextandbackground ClickontheStop Macro bu onintheDeveloper Tab PressCntrl > Shi andtheShortcut Key totestyourmacro Ifyourmacrodoesntrunproperly,seePage22

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Example4
EliminateDecimalPlaces

SelecttheRecordMacrosbu onintheDeveloper Tab. FillintheRecord Macro boxaspertheexampletotheright andpressOK SelectNumberwithdecimal Rightclickonnumber SelectFormat SelectNumber Setnumberofdecimalplacesto0 PressOK Centerandboldnumber ClickontheStopMacrobu onintheDeveloperTab PressCntrl>Shi andtheShortcutKeytotestyourmacro Ifyourmacrodoesntrunproperly,seePage22

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Example5
ChangeDecimaltoaPercentage

SelecttheRecord Macrosbu onintheDeveloper Tab. FillintheRecord Macro boxaspertheexampletotheright andpressOK Selectdecimal Rightclickondecimal SelectFormat Selectpercentage PressOK Center,colorandboldpercentage ClickontheStopMacrobu onintheDeveloperTab PressCntrl>Shi andtheShortcutKeytotestyourmacro Ifyourmacrodoesntrunproperly,seePage22

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Example6
Selec ngandColoringLines

SelecttheRecord Macrosbu onintheDeveloperTab. FillintheRecordMacroboxaspertheexampletotherightand pressOK SelectFindandReplace SelectGoToSpecial SelectBlanks PressOK SelectFillColorGreen SelectColumnD SelectGoToSpecial SelectFormulas SelectOK SelectFillColorGreen SelectColumnF SelectCondi onalForma ngfromHomeTab SelectManageRules SelectNewRule SelectOnlyCellsThatContain SelectSpecicText SelectContaining TypeTotal SelectFormat SelectFill SelectGreen PressOK PressOK ClickontheStopMacrobu onintheDeveloperTab PressCntrl>Shi andtheShortcutKeytotestyourmacro Ifyourmacrodoesntrunproperly,seePage22

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ReadingYourVBACode
ThebasicstructureofaVBAcodeis:

Object.Method

or Object.MethodParameter

Object:acell,range,row,column,oranen reExcelworkbook;objectscanalsobecollec onsofcells,rows,columns,orranges Method:theac onyouwanttoperformonyourobject Parameter:specieshowtoperformthemethodontheobject;eachmethodhasadierent setofparameters

AnotherwaytothinkabouttheObject.MethodstructureistothinkaboutEnglishgrammarExaminethetablebelow:

TIP:Ifyoudonotknowwhetherornot touseamethodorapropertycode,you canuseyourmacrorecordertorecorda smallmacroandgureoutthatway whichoneyouwillneed,methodor property.

VBACODE(Object.MethodParameter) Range("A1:E1").Select Range("A1:E1").CopyDes na on:=Range(F14:G14)

PLAINENGLISH(Noun.VerbAdverb) Ball(Basketball).Kick Ball(Basketball).KickDirec on:=Le ,Force:=Hard

VBACommandsYouWillSee
BelowaresomebasicVBAcommands.Take metoreviewthesecommandssothatyoumaygetabe erunderstandingofVBAcode.Asyou reviewthesecommands,remembertokeepinmindtheObject.MethodorObject.MethodParameterstructureofVBAcoding.Ifyouwanta be erunderstandingofwhateachmethodorparameterdoes,youcanclickfunc onkeyF1(explainedindetailonpage20). Howitswri enincode:

Whatitdoes:

Ac veCell.Range("A1:E1").Select Selec on.Font.Bold=True Ac veCell.FormulaR1C1="=SUM(R2C:R[1]C)" FinalRow=Cells(Rows.Count,1).End(xlUp).Row

Highlights(orselects)therangefromA1attheupperle handcornerthroughE1atthelow erbo omrighthandcorneroftherange Changesthefontpropertyoftheselectedcell,makingitbold Sumallvaluesbeginninginrowtwo,above,andinthesamecolumnas,theac vecell CountthenumberofrowsthatexistincolumnA(or1)andstorethatnumberinthe FinalRowvariable

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UnderstandingVBACodethroughPrac ce
PressingF1onyourkeyboardopenstheExcelHelpscreen(picturedintheimagetothe right).InVBA,thishelpscreenwilldetailalltheinforma onyouwillneedtobe erun derstandyourcode.ExcelsHelpscreenwilltellyouwhattype ofcodeitis(i.e.method, func on,parameter,orproperty),anddisplaythehelpinforma onaccordingly. Thehelpwindowwillprovidethecodessyntax,walkyouthroughallofitsavailable arguments,andgiveyouseveralsamplecodesatthebo omofthewindow,underthe Exampleheading.

HowtoAccessExcelsHelpWindow:

OpentheVBAEditor
ToopentheVBAEditor,gototheDeveloperTab>Macro

Bu on>SelectthenameofyourMacro>Edit

Placeyourcursorinsidethecodeyouwantmoreinforma onon (viewimagetotheright) PressF1onyourkeyboard

Prac ceUsingF1withTheseCodes:
JusttypethesecodesintotheVBAEditor,placeyourcursorinsidethemethod,func on,parameter,orpropertycommands,andhitF1to analyzetheirdataintheExcelHelpwindow. Workbooks.OpenText Range(B4).End Basic **The help screen does not display Fori=2To10 ForEachcellinRange(A1).CurrentRegion.Resize(,1) Loops any informa on for VBA objects. Nexti Nextcell
Ifcell.Value=TotalThen cell.Resize(1,8).Font.Bold=True EndIf IfAc veCell.Value=FruitThen Ac veCell.Resize(1,3).Font.ColorIndex=3 ElseIfAc veCell.Value=VegetableThen Ac veCell.Resize(1,3).Font.ColorIndex=50 EndIf 21

IF

R1C1ReferenceStyleandWhatitMeansinCode
Whenyoubeginworkingwithmacros,youwillbeginno cingcodethatusesR1C1referencestyles.R1C1 isthestandardreferencingcodeusedinExcelmacrosbecauseitiswhatExcelwasini allydevelopedwith beforeit R1C1allowsforrela vereferencethereforemorebenecialtouseinmacrocodevsa1refstyle

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FindOutWhatsGoingOninYourCodeUsingthe DEBUGGINGMODEtoStepThroughEachLine
Youcanac vatethedebugmodeby: 1.GoingtotheDEBUGmenuintheVBAEditorWindowandclickingStepIntoor 2.Hi ngtheF8func onkeyonyourkeyboard

Onceyoustepintoyourcode,youwillseethelinethatwill be executed, highlightedinyellow(asshown below);whenyouhityourF8hotkey,orgotoDebugandStepIntoagain,youwillseethislineofcode execute,andtheyellowhighlightwillmovetoyournextlineofcode. Whenyoustepthroughyourcode,youwillquicklyrealizethatalotofthecodeyouhaverecordedusing yourMacroRecorderisscrapcodethatdoesnothing,andcontributesnothingtoyourmacrosendresult. Whenyoundthesetypesofcodes,youcandeletethembyhighligh ngthelineandhi ngthedelete orbackspacebu ononyourkeyboard. Onceyoudeleteyourcode,youwillseeapopupsuchastheimage totheright.ClickOK.OnceyouclickOK,youwillneedtorestart yourdebuggingprocessagainbyhi ngF8orbygoingtoDebug> StepInto. Tip:IfyouhaveyourExcelwindowopenonthele halfofyourmonitor,andyourVBAEditorwindow openontherighthalfofyourmonitor,youcanviewwhateachlineofcodeisdoing,andndoutalso whichlinesofcodedonothing.
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Crea ngandReadingCommentsinVBACode
Whencrea ngcode,itiso enagoodideatoincludecommentsnextto,above, orbelowthecodeyouhavejustcreated.Makingthiscommonprac cewill: 1. Helpyoureviewyourcodeatalaterdateandunderstandwhatishappening sothatyoumaytweakitifneeded 2. Helpthecolleaguesyousendyourmacrotounderstandwhatyourmacrois doing,andallowthemtolocateaspeciccodelinetochange,ifdesired Commentsarecreatedbyrsttypingintheapostrophekey.Forexample:
ThisisacommentinVBACode ThisisnotacommentinVBACode

Oncethisisdone,anythingyoutypeina ertheapostrophewillbeacomment. Onceyounavigateawayfromtheline,itwillturngreen(picturedtotheright). AnygreentextintheVBAEditorwindowarecomments. UsethecommentsintheMacrosForma ngMacro_with_Comments()and TotalValuesGreen_with_Comments()toreadandunderstandwhatac oneach lineofcodeisperforming.

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Prac cingwithVBATotalValuesGreenSubProcedure
Beforeyoucanmakechangestoyourcode,youneedtoopentheVBAEditorWindow.Thestepstoopenthe VBAEditorWindowaredescribedonpage7.
SuggestedChange 1 2 Change the ColorIndex to something of your choosing Change the column number in the IF command to 4 and the test value from 0 to 100 Change the values of the Resize command to 2 (row) and 8 (column) ChangeinCode Cells(i,1).Resize(1,6).Interior.ColorIndex=32 IfCells(i,4).Value=100Then

Original Code:

Cells(i,1).Resize(2,8).Interior.ColorIndex=4

SubTotalValuesGreen() FinalRow=Cells(Rows.Count,1).End(xlUp).Row Fori=2ToFinalRow IfCells(i,5).Value=0Then Cells(i,1).Resize(1,6).Interior.ColorIndex=4 EndIf Nexti EndSub

Add or delete rows of information to get a clearer understanding of the FinalRow command

The56ColorCodesofVBA

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Prac cingwithVBAForma ngMacroSubProcedure

Beforeyoucanmakechangestoyourcode,youneedtoopentheVBAEditorWindow.Thestepstoopenthe VBAEditorWindowaredescribedonpage7.
SuggestedChange 1 Make the value Total appear in cell D16 instead of A14, and change Total to SUM ALL Bold rows 2 through 11 instead of rows 1 and 14 Create a code that counts the values in column 2 and places that value in cell B14 Make the For Next Loop run through row 20 and search for the value 0 and change the color of the highlighted rows to RED (refer to page 22 for a color index) ChangeinCode Range(D16").Select Selec on.FormulaR1C1=SUMALL"

Original Code:

2 3

Rows(2:11").Font.Bold=True Rows("14:14").Font.Bold=True Range(B14").Select Selec on.FormulaR1C1="=COUNT(R[12]C:R[1]C)"

Fori=2To20 IfCells(i,6).Value=0Then Cells(i,8).Value="ServiceRevenue" Cells(i,1).Resize(1,8).Interior.ColorIndex=3 EndIf Nexti

SubForma ngMacro() Range("A1").Select Selec on.End(xlDown).Select Range("A14").Select Selec on.FormulaR1C1="'Total" Range("E14").Select Selec on.FormulaR1C1="=SUM(R[12]C:R[1]C)" Selec on.AutoFillDes na on:=Range("E14:G14"),_ Type:=xlFillDefault Rows("1:1").Font.Bold=True Rows("14:14").Font.Bold=True Cells.Select Selec on.Columns.AutoFit Fori=2To10 IfCells(i,6).Value>0Then Cells(i,8).Value="ServiceRevenue" Cells(i,1).Resize(1,8).Interior.ColorIndex=4 EndIf Nexti

EndSub

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VBAFunc onProcedures
VBAFunc onProcedures(VBAFunc ons) AFunc onprocedureisaseriesofVisualBasicstatementsenclosedbythe wordsFunc onandEndFunc on(seebelow). DierencebetweenSubandFunc onProcedures: Func oncanonlyreturnasinglevalue(numericalortextstring) Func onstartswiththewordFunc oninsteadofSub Func onprocedurescanonlybecreatedmanually Func onscanbeexecutedby TheInsertFunc oncommand AnotherVBAprocedureor Beingincludedinaworksheetformula
Func onproceduresdonotappearinmacrolist,butmay befoundintheInsertFunc onlistunderUserDened Macros

Thevaluereturnedbyafunc onisalwaysassignedtothe func onsname

Intheexampleabove,aVBAFunc onProcedurecalledNumSignhasbeencodedandwillinsertthe wordzerowhennum=0,posi vewhennumisaposi venumber,andthewordnega vewhen num=anega venumberisentered.ThemacroisexecutedwhentheInsertFunc oncommandin theFormularibbonisinvokedandanumberisentered,asabove. 27

VBAFunc onProcedures
AdvantagesofFunc onProcedures Youcangreatlysimplifyyourformulasbymakingthemshorter;shorterformulasaremore readableandeasiertoworkwith Youcanwritefunc onstoperformopera onsthatwouldotherwisebeimpossible. HowtowriteaFunc onalProcedure(UseNumSignasexample) 1. Ac vatetheVBEditor(Developer>VisualBasic) 2. SelecttheModuleorSheet#intheProjectwindow. 3. ChooseInsertModuletoinsertaVBAmodule.Oryoucan useanexis ngcodemodule.However,itmustbeastandard VBAmodule. 4. EnterthekeywordFunc onfollowedbythefunc onsname andalistofthearguments(ifany)inparentheses.Ifthefunc ondoesntuseanargument,theVBEditoraddsasetof emptyparentheses. 5. Insertanapostropheandthenadescrip onofthemacro 6. InserttheVBAcodethatperformstheworkandmake surethatthevariablecorrespondingtothefunc onsname hastheappropriatevaluewhenthefunc onends.Thisisthe valuethatthefunc onreturns.

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