We use programming language to build applications that we use in our work and domestic lives. This is true for almost every computer application that we use. There are numerous languages out there, that are at the disposal of the programmers that use them for various purposes. The language that is used to add more functionality to MS Office, or is used as a default programming language for MS Office is called Visual Basic for Application or simply VBA.

Excel being part of the MS Office suite uses the same programming language and we often found functions and macros written in this language in our excel worksheets. Such written functions are called User Defined Functions, similarly code written to automate the task in Excel are called Macros.

In today’s tutorial we will explore what is VBA, its different features, a brief introduction to VBA programming and more.

Accessing the VBA Window in MS Excel:

As we move on to use Excel VBA, the first thing is see where we have this programming option in Excel. The easiest way of accessing the code editor window in excel is to press Alt+F11 while you are using an Excel worksheet. Alternatively see How to Open Excel VBA Editor 

This is the window where we will put all the macros and the functions.

Classification of codes used in MS Excel VBA:

The code we write in VBA can be classified in either of the following three categories:

User Defined Function:

Excel has numerous functions that can be used as we need them. Out of these functions, we came across the situation where neither of them fits in or the formula based solution is too complicated to use, we revert to this option.

We revert to writing function that fulfill a situational or a a very specific need. For example consider following set of code that is written to find the if value is less then zero, is zero or more then it:

Function FindSign(number)
Select Case number
Case Is < 0
FindSign = “-ive”
Case 0
FindSign = “Zero”
Case Is > 0
FindSign = “+ive”
End Select
End Function

Note that the function always start with “Func” that is used to show its a function. In the above example of function, we have used a special command called “Case” to find if a number is less then zero (or negative), equal to zero or is positive (greater then zero). This is just a start-up example of function that can be easily written with IF() statements, but, we can produce really complicated functions as well.

In order for these functions to work, we need to place them in “Modules”. A module can be placed or inserted in a worksheet when we have VBA windows enabled. One need to go to Insert > Module and click to insert the module. Once inserted we will select it and place the function code there.

Once we have done this, we will be able to access the function from functions window.

Thus a user can write any thing he wants to be used a User Defined Function.

The Macros:

Macros also belong to the VBA family and are used to automate the task that are frequently done by a user. Thus they are used to speed up the work and reduce burden on end users. An example of already incorporated macros in MS Office is the option to save file after certain time period. Thus certainly reduced the burden on user and also reduces the chances of loosing data if file is not saved.

Besides this, there are numerous situations where VBA is a must required. Consider following example of vba that will highlight all cells that contains formulas in the range:

Sub CellWithFormulas()
Dim Dataset As Range
Set Dataset = Selection
Dataset.SpecialCells(xlCellTypeFormulas).Interior.Color = vbRed
End Sub

The macros is placed in the same module where we have placed the function. When we execute this macro from the developer’s tab, we have following result:

In this example, cell B3 and B7 contains the formulas.

Event Procedures:

As is indicated by the name, these are the codes that are meant to be used when something or some event happens. The example of an event could be the opening of a workbook, inserting a number in a cell, clicking some cell and many more.

Events Procedures are useful as they are active behind the scene are run as something happens. A very useful example of even procedure is one that is used to highlight the row and column as active cell changes. This makes reading and tracking the data very easy.

Private Sub ActiveCellHighlight(ByVal Target As Range)
Application.ScreenUpdating = False
Cells.Interior.ColorIndex = 0 
Target.Interior.ColorIndex = 6
Application.ScreenUpdating = True
End Sub

The result is a highlighted active cell.

Debugging your code?

The code that a user writes is not always correct and contains errors. In this case we need a debugging mechanism to find the mistake that we have done. For such situation, VBA editors provides us with a handy tool called “Immediate Window”.

This window can be accessed by using key Ctrl + G when VBA editor is active. This window can be used to execute a line of code, to get the information related to the worksheets, set values to the variables and run macros.

For example in the following screen shot, the initial value of the active cell with yellow fill was 10, as we have found by command ?activecell.value. The value is then re-assigned by using the assignment operator and the offset command.

The offset command lets the value to be on the left side of the cells at difference of 2 columns (hence the negative sign: -2). and when we reprint the value of active cell, it is 5.

In the same way, this can be used to run macros, testing small snipts of vba and much more.

Conclusion:

VBA is a very handy tool for excel users and gives them a lot of control over their worksheets. The use of VBA makes worksheets look more professional and more interactive. Please download the attached file for example and the vba code.

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Unlike usual programming languages that take only code to create a program, we can also record the actions through a feature in MS Office that is called MACRO Recorder. The Macro Recorder simply records the sequence of actions taken by us. Since it is object oriented language, the actions are recorded as actions taken on a set of objects. And then it could be re-run.

VBA, just like other programming language has a specific syntax and style of coding. It is an object oriented language (a programming methodology that is related to objects).

In this post we will discuss the 7 important facts about VBA and Macros.

Making macros available on all MS Excel worksheet:

When you are recording VBA macros, the menu prompts you to save the macro at certain location. You can choose between these two locations:

1. This workbook or the workbook you are currently working on
2. Personal.xlsb

If you choose to save the macro in the current workbook, it will not be available in other opened workbooks. In order to use a single macro in several other workbooks, you need to save it in personal.xlsb.

The personal.xlsb is by default a hidden file. It can not be seen until we unhide it. When you will open the MS Excel (and does not open any file) you can see it by pressing “unhide” from View / Unhide.

Assign Shortcut Key for repeatedly running VBA macros:

You assign a short cut key either through VBA Macro menu or by using code with in the macro. If you are looking for assigning it through menu, you can go to Developer’s Tab > Macros and select the desired Macro and press Options. Here you can add the Shortcut key (and the description of the macro as well).

The second approach is to add few lines of the code in the macro body:

Application.MacroOptions Macro:="PERSONAL.XLSB!Macro2", Description:="", _
ShortcutKey:="k"


Type of codes you can find across internet:

There are three types of VBA macros you can come across from Internet. The first one is Sub() that is a macro that runs and when you execute the macro to do certain task. This is the most common type of macro you will come across. The second type is not sub but a function – just like functions SUM() in the excel but this is user defined function or UDF and also uses VBA code. The third one is event procedures that work when certain event is done for example a macro that runs on enter certain value or macro that runs when you open your worksheet or press “Enter” key – all such are examples of event procedures.

It depends on your need what you want to achieve. For example if you have want to format cells to be yellow colored, bold and italic you can record a macro and run it through shortcut key any number of time.

If you have a very complex formula that you don’t want to type again and again, you can define a UDF for that and store in your file for future use.

If you want to display the message “welcome user” when file opens, you can add an event called “Workbook_Open()” to your code.

Where to put the set of code you found from internet:

it is equally important you place your code in the right place. Otherwise it would not work. Note that you need to:

Put Subs and function in Module in the workbook. To insert the module you need to go to Insert>Module select the module and double click to open it and then paste the code. You can put multiple codes in the same module!

For events you need to place in the specific sheet. For example if you want to change the text to bold and italic you need to place it in the specific sheet.

You need to save your workbook as macro enabled worksheet!

A sheet containing macro is different from a normal worksheet and you need to save it as macro enabled worksheet. To do so, when pressing save button, you need to select the second option from the file format menu – i.e. Excel Macro-enabled workbook (*.xlsm)

Learn how to use the immediate window in VBA Editor:

The immediate window in the one that is just below the code editor widows. If it is not visible you can enable it by pressing Ctrl+G. The immediate window is helpful in checking the small pieces of code. For example if you want to check the address of current or active cell you can use it like ?activecell.address. pressing enter will give you the address of the cell and for value you can use ?activecell.value will give you the value of the active cell.

The VBA Macros uses methods to accomplish various tasks:

VBA works on various objects using methods. Method is just like a special set of instructions that works with an object. And not all methods work with all objects. If you are planning to write a macro, make sure to do a research on methods available for that particular object. This will ease up your task by using code that is already available for you and you will not need to reinvent the wheel.

The best place to learn about methods is to the VBA Help. While VBA editor window is open, press F1 or if you are interested exploring the object-method relationship use press F2 (while VBA editor is active). You can see each object followed by the method available for it. Besides the help page MS Office development center has lot of information that can help.

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Delete Every Other Row in Excel

This tutorial will require you to use the Visual Basic Editor to create a macro.

In earlier versions of Excel (prior to 2007), click Tools > Macro > Visual Basic Editor.

In Excel 2007 or later, click Developer tab, and then Visual Basic in the Code group.

In the Project pane, right click your workbook > Insert > Module.

Next, double click the new module (usually Module1 unless there were already modules there) under your workbook. Paste the following code into the new module:

IMPORTANT: Create a backup of your file just in case, because there is no easy way of retrieving the data that is deleted after this macro is run.

Depending on your needs, you may need to change the Y = False to Y = True to delete the correct rows. False will delete the even row numbers, and True will delete the odd row numbers.

To use this macro, select the rows that contain the data where every other row should be deleted. The macro will only work on the selected range, so if you have other data outside of a specific range, it won’t be touched by this macro if you don’t select it first.

Also, note that the True/False setting discussed earlier refers to the actual row numbers in Excel, and not the 1st, 3rd, 5th etc. or 2nd, 4th, 6th etc. rows in your selected range. For example, if you want to delete every other row with Y=False and select rows 2-8, Excel rows 2, 6, and 8 will be deleted. If you select rows 2-8 with Y=True, Excel rows 3, 5, and 7 will be deleted.

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To illustrate how to create a UDF, we’ll create a function that calculates fuel consumption in miles per gallon.

• First, open a new Excel workbook.
• Open VBA (Alt+F11)
• Right click the workbook’s name (i.e. VBAProject (Book1))and select Insert | Module

In order to calculate your vehicle’s fuel consumption in miles per gallon, you’ll need to know a couple things:

• How many miles driven (ending miles less beginning miles)
• Number of gallons used 
• Miles per Gallon = (Ending Miles – Beginning Miles) / Gallons Used

Now, from the new module you opened in VBA, begin typing your function as follows.

After entering the UDF in your module, return back to the Excel workbook and test it out. 

Take a look at the example below to see how this function works the same way any built in function would work.

You can create your own functions to do just about any calculation you can think of, as well as manipulating text.

 These functions can be saved in the workbook you’re working in, or can be saved as an add-in if you wish to use it in more than one workbook.

To save the workbook as an add-in, simply click File | Save As enter a name for the file, then change the file type to Microsoft Excel Add-In (*.xla).  In Excel 2007, you can then import the add-in by clicking Excel Options after clicking the Office Button, then clicking Add-Ins.  Towards the bottom of the screen, select Manage: Excel Add-Ins and click Go.  In earlier versions of Excel, click Tools | Add-Ins.  On the next screen, click Browse and find the location of your Add-In.  Make sure it is checked in the list, and hit OK.  You should now be able to access your Add-In in any file you’re using.

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