175.

pdf

A SunCam online continuing education course

Computer Programming in Excel VBA

Part 1: An Introduction
by

Kwabena Ofosu, Ph.D., P.E., PTOE

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

A SunCam online continuing education course

Abstract

This course is the first of a four-part series on computer programming in Excel Visual Basic for
Applications (VBA), tailored to practicing engineers. In this course, a general overview of
computers and computer programming languages is presented. A tour of the Excel VBA
programming environment follows. The concept of variables is presented as it specifically relates
to the VBA programming language. Several examples relevant to engineering are used to
illustrate and demonstrate the concepts and methods learned in this class. Two mini-projects are
used to demonstrate the programming concepts and methods in situations encountered by
practicing engineers.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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TABLE OF CONTENTS

Abstract ........................................................................................................................................... 2 
List of Tables .................................................................................................................................. 4 
List of Figures ................................................................................................................................. 5 
1. INTRODUCTION ...................................................................................................................... 6 
1.1 Computers ............................................................................................................................. 6 
1.2 Computer Programming........................................................................................................ 7 
1.3 Relevance of Computer Programming.................................................................................. 9 
1.4 Planning Computer Programming Solutions ........................................................................ 9 
1.5 Visual Basic ........................................................................................................................ 10 
2. THE VBA ENVIRONMENT ................................................................................................... 11 
2.1 Opening the VBA Environment.......................................................................................... 11 
2.2 A Tour of the VBA Environment ....................................................................................... 16 
2.3 First VBA Project ............................................................................................................... 27 
3. WORKING WITH VARIABLES ............................................................................................ 55 
3.1 Variables ............................................................................................................................. 55 
3.2 Data Types .......................................................................................................................... 55 
3.3 Rules for Naming Variables................................................................................................ 57 
3.4 Variable Name Conventions ............................................................................................... 57 
3.5 Variable Declaration ........................................................................................................... 58 
3.6 Scope of a Variable ............................................................................................................. 62 
3.7 Order of Operations ............................................................................................................ 70 
3.8 Second VBA Project ........................................................................................................... 70 
4. CONCLUSION ......................................................................................................................... 90 
REFERENCES ............................................................................................................................. 91 

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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List of Tables

Table 1: Variable data types ......................................................................................................... 55 

Table 2: Variable names ............................................................................................................... 57 

Table 3: Variable name convention .............................................................................................. 58 

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

A SunCam online continuing education course

List of Figures

Figure 1: Flow of instructions in a computer .................................................................................. 7 

Figure 2: Plan and sketch for First VBA Project .......................................................................... 27 

Figure 3: Algorithm for First VBA Project................................................................................... 28 

Figure 4: Plan and sketch for Second VBA Project ...................................................................... 71 

Figure 5: Algorithm for Second VBA Project .............................................................................. 72 

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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1. INTRODUCTION

1.1 Computers

A computer can be defined as an electronic device that has the ability to accept, manipulate,
process, store, retrieve, and output data according to programmed instructions. A computer
consists of two basic parts a) the Hardware: the physical components of the computer, such as
the monitor, keyboard, mouse, etc., and b) the Software: any set of instructions that tells the
hardware what to do, e.g. web browsers, games, and word processors, etc.

The central processing unit (CPU) is the hardware component of a computer that carries out
the instructions by performing the basic operations such as data input, arithmetic, logic, and
output of results. The CPU is essentially the physical “brain” of the computer. The memory of a
computer refers to the hardware used to store the instructions and data on a temporary or
permanent basis. The storage of a computer refers to physical components and recording media
used to retain the data in electronic format on a long term basis.

The operating system (OS) of a computer is software that manages and coordinates the
computer's memory, storage, processes, and all of its software and hardware. Modern operating
systems use a Graphical User Interface (GUI, pronounced "gooey") to enable a human user to
interact with the computer. It is the GUI that enables a user to click on icons, select buttons,
menus, checkboxes etc., and have results displayed back to the user on a screen using graphics,
text, or some combination thereof. Currently, the most common operating systems in use for
personal computers are Microsoft Windows, Apple Mac OS X, and Linux.

The flow of data during the interaction of a human user and a personal computer can be depicted
schematically as in Figure 1. When a user selects a task to be performed, for example, by
clicking with the mouse, using the keyboard, or by using some other input device, instructions
are sent to the CPU via the memory to be processed and implemented. Computers are not
designed to understand instructions in ordinary everyday language. The instructions sent to the
CPU are written in a computer programming language, (also called a programming language).
An element of the CPU called the compiler, converts these programmed instructions (commonly
called source code or code) into machine language. Machine language consists of binary data
(zeros and ones). Computers are built to understand and respond to machine language. The
instructions can now be implemented and the results sent to an output device such as a monitor
for display, or to a printer.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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OUTPUT DEVICE
INPUT DEVICE
(keyboard, instructions in MEMORY instructions
mouse etc) programming in machine
language language

Monitor
COMPILER

CPU

Printer
:
:
:
Figure 1: Flow of instructions in a computer

1.2 Computer Programming

A programming language is a formal language specifically designed to communicate

instructions to a computer. Programming languages can be used for many purposes, for example
to create programs that control the behavior of a computer or device, and/or to implement
algorithms accurately and efficiently.

Currently, there are literally hundreds of programming languages in use, each one developed to
address a particular type of problem. Programming languages can be classified in many ways.
One common approach to classification is based on the paradigm or approach to the

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programming. Some of the common classifications based on the approach to programming

include procedural programming, event-driven programming, and object-oriented
programming. Most modern programming languages, however, include elements from more
than one classification. In procedural programming languages, the program (or programmer)
specifies the sequence of operations, and program logic determines the next instruction to
execute based on inputs from the user. In event-driven programming the user can press keys or
buttons, mouse clicks, check boxes etc, and these user actions can cause an event to occur which
triggers some specific procedure for which code has been written. In object-oriented
programming the programmer builds the program by adding objects e.g. click buttons, check
boxes etc through a GUI in the design environment. The objects have properties which can be
manipulated e.g. color, or caption on a click button. An action associated with the object is called
a method. Examples of methods that can be performed on an object based on the instructions
include “Move”, “Print”, “Resize”, “Clear”, etc.

Some of the more common and widely used programming languages include:
 C (object-oriented programming language)
 C++ (object-oriented programming language)
 Java (object-oriented programming language)
 Visual Basic (event driven and object-oriented programming language)
 Python (object-oriented and procedural programming language)
 Ruby (object-oriented programming language)
 Pascal (procedural programming language)
 Matlab (procedural programming language)
 Fortran (procedural programming language), and many others.

The choice of what programming language to use on a specific project is determined by several
factors such as:
 the operating system of the end user(s)
 the programming approach that is relevant, procedural programming or event-driven, etc
 how well the structure and features of the language are compatible with the project goals
 the level to which the program will be used to manipulate hardware components e.g. in
video games
 the ease with which new features can be added to the existing program
 the skill set of the programming team
 support for, and community standing behind the language

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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Computer programming (or programming) is a comprehensive process of formulating a

computing problem, developing a methodology to solve the problem, writing code in a specific
programming language to implement the solution methodology, testing, debugging, maintaining
the code, verifying and validating the results, and monitoring the consumption of computer
resources over the entire process. The objective of programming, therefore, is to develop a series
of instructions that can automate the performance of a specific task, or to solve some specific
problem formulation in a timely and efficient manner. Therefore, programming involves a
multidisciplinary as well as an interdisciplinary approach.

1.3 Relevance of Computer Programming

The question often arises as to why engineers and scientists should learn computer programming.
Engineers, for instance, are generally required to take just an introductory level computing class
as college freshmen. They generally do not receive any further formal instructions on the subject
and may not be required to apply it in any other classes for the rest of their entire undergraduate
work. Effectively, by graduation, the programming class is a distant memory of questionable
relevance, and yet computer programming is becoming an increasingly advantageous and
necessary skill set for engineers and scientists competing in the global economy. By writing
computer programs to automate tedious and repetitive tasks such as design calculations, or
preparing, processing and analyzing large amounts of data which would otherwise be done by
hand, engineers and scientists can drastically increase their productivity and efficiency.
Competence in computer programming predisposes engineers and scientists to pursue and
develop more creative and innovative solutions than their peers. Knowledge, and some level of
experience in computer programming enables engineers and scientists to communicate more
effectively with full-time programmers and information technology professionals they may work
with and collaborate with on various projects.

1.4 Planning Computer Programming Solutions

A 6-step procedure for planning and implementing computer programming solutions to a

problem or research question is as follows:
1. Study the problem in detail and gain a good working understanding of the fundamental
concepts and principles, and underlying theories. This may involve knowledge from a
wide variety of fields such as engineering, physical sciences, mathematics, statistics,
business, economics, government and many others.
2. Develop an algorithm for solving the problem. A flow chart of the algorithm will provide
a detailed visual representation of the process from start to finish, including all inputs,

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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calculations, data processing, automated reasoning, outputs, reports, and feedback

procedures.
3. Write pseudo code for your algorithm. Pseudo code is the instructions needed to
implement the algorithm in ordinary everyday language. Test your algorithm by
performing manual calculations to verify your results.
4. Write code to implement the algorithm in the target programming language following all
syntax rules and requirements.
5. Test and debug the code intermittently to identify and resolve glitches and errors.
6. Test the program. Validate and verify the results. Make changes and updates as necessary
where needed.

1.5 Visual Basic

Visual Basic (VB) is an event-driven programming language and integrated development

environment (IDE) from Microsoft. It also has many elements of an object-oriented
programming language. Visual Basic was derived from the earlier BASIC language. VB was
designed to cater to beginner programmers and is therefore relatively easy to learn and use. VB
can be used to develop programs from simple GUIs to large and very complex applications.
Programming in VB is a combination of visually arranging components (called controls) on a
form, specifying attributes and actions for the components, and writing code for additional
functionality.

The VB language comes in several “dialects”. One such dialect is Visual Basic for Applications
(VBA). VBA is used as a macro or scripting language within the Microsoft Office suite of
products. VBA is also used in many third-party products widely used by engineers and scientists
such as SolidWorks, AutoCAD, and ArcGIS.

Other variations of VB include:

 VBScript which is used in Windows scripting and client-side web page scripting
 Visual Basic .NET is Microsoft's designated successor to Visual Basic 6.0
 Microsoft Visual Studio Express which is a free, scaled-down version of Visual Basic
.NET for independent developers.

In this class the fundamentals of computer programming will be presented using the VBA
language accessed from Microsoft Excel.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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2. THE VBA ENVIRONMENT

2.1 Opening the VBA Environment

If the user has never used the VBA environment in Excel before on their computer, it must be
activated using the following steps:

Step 1: Open a new session of Excel.

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Step 2: Click on the Microsoft Office icon.

Step 3: Select Excel Options

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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Step 4: Check the box to Show Developer tab in the Ribbon. (For Excel 2010 and above, users
will select Customize Ribbon, and check the box beside Developer). Click OK.

The Developer tab is now activated in the Excel session and will remain as such in perpetuity
unless the user follows the procedure to deactivate it, or if the computer is for some reason reset
to original factory settings.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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Step 5: Click on Developer to view the contents of that tab.

Step 6: Click on Visual Basic to enter the VBA environment.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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Step 7: Click on Insert, and then select UserForm. The user is now ready to begin developing a
VBA application.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

A SunCam online continuing education course

2.2 A Tour of the VBA Environment

Toolbox

Form

Project Explorer
Window

Properties
Window

UserForm
The Form or UserForm is the backbone upon which the application will be built. The toolbox
contains controls. Controls are the text boxes, drop down menus, check boxes, push buttons etc.
To build the user interface of the application controls are dragged from the toolbox onto the form
and arranged as needed. The UserForm may be resized as needed by hovering over a handle to
get the two headed arrow, clicking and dragging to desired size.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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Toolbox
Some of the controls that can be added from the toolbox include label, text box, picture box,
image, scrollbar, combo box (drop down menu), check box, radio button (option button), and
many others.

Properties Window
The UserForm and controls are objects. Following from the fundamentals of object-oriented
programming, the objects have properties and methods associated with them. By clicking on a
control that has been placed on the UserForm, the properties of the object can be changed and
modified from the Properties Window. The properties of a control listed in the Properties
Window include Name, Caption, Font, Text Alignment, Value, and many others. The properties
may be viewed alphabetically, or by category.

Project Explorer Window

The Project Explorer Window (or Project Window) contains a list of files, spreadsheets,
UserForms, etc. that are currently active and being used in the current project. The user may
toggle between viewing an object and the code associated with it by clicking on the icons in the
Project Window header bar.

In the Project Explorer Window, Select the UserForm and click on View code.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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The current UserForm has no controls on it and no code has been written for it at this time
therefore the code window appears blank.
To view the object again, click on View object

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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The form reopens (design view).

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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View Menu
Other windows are available through the View menu. If a window is inadvertently closed, it may
be reopened from the View menu

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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Format Menu
The Format menu provides quick means to format, arrange, order, and align controls on a form.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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Debug Menu
This menu provides means to check the code, identify and highlight errors in the code, and
modify some areas in the code.

Run Menu
VBA has three modes, namely design time, run time, and break time. This VBA session is
currently in design time (or design mode). This is the mode in which the application is being
built and code is being written. When the application is actually running, being tested, or are
codes being executed, it is it run time. Once in run time, if for some reason the program pauses
or if there is a run-time error, the program goes into break time. In break time the program can
be debugged, saved, updated, modified etc, and the run time can be restored from where it
paused or it can be restarted. From break time the program can be reset and it will go back to
design time for further work.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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The Run menu enables a user to manually switch through the modes.

Tools Menu
The Tools menu provides access to additional programming options, additional form controls,
and setting up security features such as password protection, and locking the project from editing
by a third party.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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Help
The Help menu provides access to vast help resources online such as search engines, user
forums, libraries, and knowledge banks, through the Microsoft website, and the Microsoft
Developers Network (MSDN). Click on each one.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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Click Help
Select MSDN on the web

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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The Microsoft Developers Network (MSDN) website opens.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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2.3 First VBA Project

A simple project will be developed to demonstrate the use of forms and controls.

Problem Statement:
An engineer is required to attend up to four professional development events in a year in order to
obtain approval for license renewal. Create a GUI on which the engineer can enter their personal
information and a list of professional development events they attended and the hours they have
earned over the renewal cycle. The GUI will have a button which when clicked will save the
information entered onto a spreadsheet. Add another click button that clears all the information
entered on the form as well as that saved to the spreadsheet. Add a third button that will
terminate the program.

Solution:
Step 1: Plan the project

A proposed sketch of the user interface based on the requirements in the problem statement is as
follows:

Labels

Text boxes

Command buttons

Figure 2: Plan and sketch for First VBA Project

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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Step 2: Algorithm.
Based on the problem narrative, the following flow chart is deduced.

START

Enter or update
personal and
training
information
Select Select
option option

Click a
button
Click Click
Save Clear

Click
Close

Copy entries Close the Clear the GUI

to spreadsheet application entries and
spreadsheet

STOP

Figure 3: Algorithm for First VBA Project

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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Step 3: Write pseudo code.

When the buttons are clicked on certain events are triggered.
a) Save button: On click, copy entries on form to spreadsheet
b) Clear button: On click, clear all entries on the form and also on the spreadsheet
c) Exit button: On click, close the form

Step 4: Build the GUI and write the VBA code.

Create a new file in Excel and start a new session of VBA.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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In the properties for the UserForm, look up the Caption property and change it to read “PDH
TRACKER APP”. Note that the Caption property determines the text in the form banner, but the
name of the control (form) remains UserForm1. All controls can be manipulated in this manner.
The actual name of the control can be changed in the Name property.

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From the Toolbox click and drag one label, one text box and one command button onto the
form.
Notice that the Properties Window is now showing the properties of the currently selected
control.
Click on and drag the command button control to the desired location on the form.

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Select Label1.
In the Properties window change the Caption to read “Name”.
Alternately hover over the label control and then click on the Caption text “Label1” to highlight
it.
Type over it the new Caption “Name”.

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Change the command button caption to “Save”.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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Change the font size of the “Name” label to provide more clarity.

Add more controls to the form, and click and drag on them to reposition and arrange them
accordingly to match the layout from the earlier planning stage.
Alternately select a control and make copies of it by Copy and Paste.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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Multiple controls may be selected by holding down the Shift key and clicking on each control to
select them. The multiple controls selected may be copied and pasted as one block.
The form as well as the controls may need to be resized accordingly.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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The properties of multiple controls can be changed in one operation given the same property is
being changed on all the controls selected.
Select all the column header labels.
In the Properties Window select Font.
Change the Font Style to Bold.

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At this time the application may be tested.

Click on the Run menu and Select Run Sub/ UserForm, or simply click on the Run button in
the Toolbar.

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The UserForm goes into run time. If code has been written, it will be executed when the
appropriate button is clicked on.

Click to leave
run time and
return to design
time

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So far the file and VBA application have not been saved.
To save, from the VBA environment, click on Save.
Select a folder, give the file a name.
In the Save as Type, select Excel Macros-Enabled Workbook.
Click on OK.

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The Macros-Enabled Workbook is an Excel file which has VBA code and applications added by
the user. Macros–Enabled Workbooks can be distinguished from other Excel files by their logo.

Macros-Enabled
Workbook

At this time, code can now be written for the controls. From the flow chart it can be seen that the
events in this program are associated with the command buttons. Code needs to written to control
the behavior of the controls once a command button is clicked on.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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The Exit Button

Upon clicking on this button in run time the form closes. The VBA syntax to close a form is

Unload Formname

where
Formname is the name of the form.

The name of the form may be looked up by clicking on the form and reviewing the Name
property in the Properties Window. In this case the correct code would be

Unload UserForm1

To associate this code with the Exit button, select the Exit button and click on View Code, or
simply double click on the Exit button to go straight to the code window for procedures related
to this control.
The Exit button in this project is CommandButton3.

Object Procedure
Code written here is
what will happen
when this object is
clicked on

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

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Type the code to close the UserForm in the click event procedure for CommandButton3.
Add a comment line to remind the programmer what this code will do when executed.

In VBA to create a comment type the apostrophe. Anything typed to the right of the apostrophe
on that line becomes a comment. The compiler recognizes comments to be informational
statements by and for the programmer and does not attempt to execute them. Comments are
extremely useful particularly in large and complex programs. Comments provide a simple and
plain way for a third party to follow what the program is doing by reading them. The rule of
thumb is to write as many comments as necessary.

comments

code to close
the form

In some cases, an instruction (command) may be too long to fit laterally on the screen and it
would be desirable for the programmer to type the command over multiple lines. This can be
done by creating a line break. In VBA, a line break is created by typing a space (Spacebar on
keyboard), followed by underscore (Shift + hyphen key), followed by enter (Enter key) to go to
the next line, even though technically, to the compiler, the cursor is still on the same line.

Before running the code check for any syntax errors. A syntax error is an error that occurs due
to typing incorrect code as per the rules of the programming language being used. Syntax errors
may be caused by typographical errors, misspelling, omission of characters etc.

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Checking for syntax errors can be done rapidly by selecting the Debug menu, and selecting
Compile VBAProject.

If the code contains errors or omissions, those areas in the code will be flagged for attention.

Once the Compile VBAProject produces no further errors, the program may now be tested.

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Click on Run to activate the form.

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Now click on the Exit button. The form closes as expected, and sends the user back to design
time.

To view other objects in this project click on the objects drop down.

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To see other procedures and associated code relevant to any object, click on the events
dropdown.

The Save Button

The Save button shall save the entries on the form to a spreadsheet. In other words each text box
entry on the form will saved to a cell on the spreadsheet. The reference to a cell on a spreadsheet
is as follows

Sheets(“sheetname”).cells(i, j)

where
sheetname is the name of the spreadsheet
i is the row number of the cell on the spreadsheet
j is the column number of the cell on the spreadsheet

So for example, the cell D3 on spreadsheet “Sheet1” would be referenced as

Sheets(“Sheet1”).cells(3, 4)

Following from the principles of object-oriented programming, a spreadsheet is an object to

which properties and methods can be associated. So the value in the cell would be a property of
that cell and would be referenced as

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Sheets(“sheetname”).cells(i, j).value

In a similar manner a control on a form will be referenced as

UserFormname.controlname

and the value it holds as

UserFormname.controlname.value

So for a Textbox1 on a UserForm1, the reference to the text box and to its value would
respectively be

UserForm1.TextBox1

and

UserForm1.TextBox1.value

To save a text box value to a cell on the spreadsheet the assignment operator, the equals sign, is
used, as follows.

destination = origin

In other words the value of the right hand side of the equality sign will always be assigned to the
destination on the left hand side, and never vice versa.

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Based on the following framework on the spreadsheet, and the framework established on the
UserForm1, some of the control-to-cell assignments will be as follows

Sheets(“Sheet1”).cells(1,2) .value Sheets(“Sheet1”).cells(1,5) .value

= UserForm1.TextBox1.value = UserForm1.TextBox2.value
Sheets(“Sheet1”).cells(5,3) .value
= UserForm1.TextBox6.value

Sheets(“Sheet1”).cells(5,5) .value
Sheets(“Sheet1”).cells(5,1) .value = UserForm1.TextBox7.value
= UserForm1.TextBox4.value

Sheets(“Sheet1”).cells(5,7) .value
Sheets(“Sheet1”).cells(5,2) .value
= UserForm1.TextBox8.value
= UserForm1.TextBox5.value

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The code for the Save button will therefore be a compilation of these control-to-cells
assignments.
In the design window double click on the Save button to open its click Procedure.
In the click procedure, list all the assignment statements.
Add comments to enhance clarity and for a third party to be able to review the code with
minimal problems.

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Test the Save button.

First, enter information in the “PDH TRACKER APP” GUI.

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Click on the Save button.

Inspect the spreadsheet “Sheet1” to confirm that all commands have been correctly executed.

The test is a success.

Close out and return to design time.

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The Clear Button

The Clear button shall clear all entries in each control on the form. It will then go to the
spreadsheet and clear the data that has been saved there from the form.

There are number of ways to clear the entry in a control, or change the object value property
value to “blank”.

 Sheets(“sheetname”).cells(i, j).ClearContents,
e.g. Sheets(“Sheet1”).cells(7,1).ClearContents

 Sheets(“sheetname”).cells(i, j).value = Null and

UserForm.Controlname.value = Null
e.g. Sheets(“Sheet1”).cells(7,1).value = Null

 Sheets(“sheetname”).cells(i, j).value = “” and

UserForm.Controlname.value = “”
e.g. UserForm1.TextBox8.value = “ ”

Alternately, for the spreadsheet, a range of cells can be specified and then contents erased. The
syntax would be

Range(Sheets(“sheetname”).cells(i, j), Sheets(“sheetname”).cells(i, j)).ClearContents

So for range A5:G9 on the spreadsheet, the syntax will be

Range(Sheets(“Sheet1”).cells(5, 1), Sheets(“Sheet1”).cells(9, 7)).ClearContents

A combination of all of the above will be used to clear the spreadsheet and the form entries in
this example.
Double click on the Save button from design time to open up the procedure for it.
Type the code to clear the contents of all controls on the form.
Also clear the spreadsheet entries.

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Click on the Debug menu, and select Compile VBAProject.

Correct any syntax errors highlighted.
If none, launch the form to test it.
Fill out the information requested.
Click on Save to copy the form information onto the spreadsheet.
Click on the Clear button to clear the information on the form and on the spreadsheet.

The test is a success.

Click Exit to close the form and return to design time.
Save the workbook
Close out of Excel.

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3. WORKING WITH VARIABLES

3.1 Variables

A variable is area of computer memory allocated to hold data of a certain type. A simplistic
analogy is a mailbox in a corporate office staff room. The mailbox for each employee must have
a unique identification and will be restricted by its physical size to holding a certain kind or type
of mail delivery. Once a variable is set up, its content will become the value of the variable.
When the variable is called for some calculation, its value will be inserted into the calculation
process. In programming, variables are necessary to facilitate calculations and data
manipulations that otherwise will be difficult or inefficient to do by directly using the values of
the form controls.

3.2 Data Types

VBA supports several data types. Each data type has a range of values it can store, and consumes
a specific amount of computer memory in doing so. Programmers must choose the appropriate
data type, keeping in mind the impact it will have on the computer’s resources, and the speed and
smooth running of programs. Table 1 summarizes the data types supported by VBA.

Table 1: Variable data types

Data Storage Range of Values

Type
Byte 1 byte 0 to 255

Integer 2 bytes -32,768 to 32,767

Long 4 bytes -2,147,483,648 to 2,147,483,648

Single 4 bytes -3.402823E+38 to -1.401298E-45 for negative values

1.401298E-45 to 3.402823E+38 for positive values.

Double 8 bytes -1.79769313486232e+308 to -4.94065645841247E-324 for negative

values
4.94065645841247E-324 to 1.79769313486232e+308 for positive
values.

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Table 1 (continued): variable data types

Data Type Storage Range of Values

Currency 8 bytes -922,337,203,685,477.5808 to 922,337,203,685,477.5807

Decimal 12 bytes +/- 79,228,162,514,264,337,593,543,950,335 if no decimal

is use
+/- 7.9228162514264337593543950335 (28 decimal
places).
String Length of string 1 to 65,400 characters
(fixed length)

String Length + 10 0 to 2 billion characters

(variable bytes
length)
Date 8 bytes January 1, 100 to December 31, 9999

Boolean 2 bytes True or False

Object 4 bytes Any embedded object

Variant 16 bytes Any value as large as Double

(numeric)

Variant Length+22 Same as variable-length string

(text) bytes

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3.3 Rules for Naming Variables

In VBA variable names must meet the following requirements:

 It must be less than 255 characters

 No space, period, punctuation, or special characters are allowed in the variable name
 It must begin with an alphabetical character
 It must not be a reserved word in the VBA language e.g. Sub, TextBox, UserForm, etc.
 It must be a unique name in the procedure in which it is being used

Table 2 show examples of acceptable versus inadmissible variable names.

Table 2: Variable names

Valid Variable Name Unacceptable Variable Name

My_House My.House (dot not allowed)

ThisMonth 1NewCar (must start with alphabetical)

Long_Lastname_isALLOWED Me&You (& special character not allowed)

Car99 Employee SSN (space not allowed)

3.4 Variable Name Conventions

As programs get large and complex it becomes advantageous to establish a name convention to
manage the variables. Following a name convention can make it easier to identify the type of the
variable. It will also make the code easier to figure out when it is reviewed by a third party or
revisited after an extended period of time. For programs and applications developed by multiple
individuals or teams of programmers, adopting a common name convention for variables will
provide a common platform for communication and prevent confusion.

Different programming languages are amenable to different name conventions. One common
convention used in VBA is to append a three letter prefix that indicates the data type of that
variable, in lower case letters, and the variable name proper starting with an uppercase letter.

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Optionally, especially for larger and yet more complex programs, the prefix can be extended to
include the scope (described in Section 3.6) of the variable. Table 3 shows examples of
commonly used prefixes based on data type.

Table 3: Variable name convention

Data Type Prefix Example

Byte byt bytSpeed

Single sng sngAngle

Integer int intCounter

Long lng lngTraffic_Volume

Double dbl dbl85Percentile

Currency cur curUnitPrice

String str strFirstname

Boolean bln blnOnTime

Object obj objSpreadsheet

Variant var varAddress

3.5 Variable Declaration

Variable declaration is the process of assigning a name and type to a variable. By default,
variable declaration is required before a variable can be used in a procedure, otherwise a run-
time error will occur. When a variable is declared, an area of memory is reserved for it and
assigned a name, the name of the variable. It is then ready to accept and store data of the type
specified in the declaration statement.

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The syntax for variable declaration in VBA is as follows:

Dim variablename As datatype

Examples:

1. A variable that will hold an integer value

Dim intQuantity As Integer

2. A variable that will hold an unit price

Dim curUnitPrice As Currency

3. A variable that will hold a text string

Dim intComment As String

Multiple variables can be declared at once provided they are of the same type.

Example: Three string variables

Dim intComment, intReport, intFeedback As String

The default data type in VBA is variant. In other words if a data type is not specified it will be a
variant type by default.

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The variable declaration requirement may be deactivated (or reactivated) as follows:

In the VBA Environment click on Tools.

Select Options.

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Uncheck (or check) Require Variable Declaration.

Click OK.

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Alternately, in the code window typing Option Explicit at the top of the window will require
that all variables be declared before using them.

Variable declaration facilitates writing clean, strongly typed code, and simplifies debugging.
Variable declaration saves overall programming time and eliminates the source of the most
common and unnecessary bugs. In this course the variable declaration requirement will be
applied at all times.

3.6 Scope of a Variable

Variables may have two kinds of "lifetime", or scope.

A variable that is declared within a procedure or function is called a local variable, and only
exists while that procedure or function is executing. Once the procedure completes execution, the
variable ceases to exist.

A global variable on the other hand exists independently of any specific function or procedure.
Any function or procedure in the module may use it or modify it. A global variable stays “alive”
as long as the VBA module (e.g. an open form) it is associated with is active. Global variables

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are declared outside of any procedure or function, at the top of the code window, below the
Option Explicit line.

Global variable. Can be

used, called, modified etc.,
within any of the
procedures in this module.
Can be referred to as
Module-level variable

Local variables. Only exists, and can

only be used while CommandButton1
click procedure is active

Some applications may consist of multiple modules (forms), and it may be necessary that a
variable (global variable) manipulated in one form be available or called in or from another
active module, or vice versa.

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For example, consider a maintenance activity form filled out by a field crew leader.

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At a later stage, the completed form shall be approved by a supervisor.

Upon the supervisor selecting their last name from the supervisor list, a log-in form opens asking
the supervisor to enter their name and password.

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Upon correctly entering the password, the approval will be confirmed, otherwise it will be
denied.

For this to work, a global variable is needed for the two forms to be able to exchange
information. In this case a global variable named strGstring, a string type, will be used.

The global variable must be declared within a standard module.

In the VBA window, click on Insert, and select Module

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A new standard module is created.

Rename the module as needed.
Click on View Code to open the code window for the new standard module.
Under the Option Explicit line, declare the global variable using the keyword Global or Public.

The variable strGstring is now available for manipulation from and by any module (form) in the
workbook.

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In this example, the value will be assigned with the Approved_By control entry on the main form.

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The variable is then called by the log-in form and will be used for confirmation in the log-in and
password process.

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3.7 Order of Operations

The arithmetic operations that can be performed in VBA include addition, subtraction,
multiplication, division, and exponentiation. The order of operations determines the order in
which arithmetic operations will be performed in a mathematical expression. The order of
precedence for arithmetic operations is as follows:

1st. Exponentiation
2nd. Multiplication and division
3rd. Addition and subtraction

Operations of the same level are performed from left to right.

Example: The expression 2+3*62

Under the order of precedence the exponentiation will be conducted first.

Next, the result of the exponentiation will be multiplied by the adjacent value.
Third, the addition will be performed.
The result therefore will be 110.

If the above result was not the original intent, but rather to conduct the addition first, then
parenthesis will have to be inserted appropriately to control the calculation. In the VBA code,
type:

(2+3)*6^2

This yields the result 180.

It must be noted that VBA does not support implied algebraic operations so for example the
expression 3(X-Y) will not be syntactically valid in VBA. It will have to be typed as 3*(X-Y)
where X and Y are variables that have been declared earlier in the code.

3.8 Second VBA Project

Problem Statement:
Create a calculator to assist a construction engineer in calculating material costs based on the
unit price of the material and the quantity of material to be ordered. The calculator will have
three line items with a subtotal for each item. The calculator will have a click button to calculate

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the subtotal and another click button to calculate the grand total. Add a button that will clear all
entries if the user would like to start afresh. Provide a button that will close the application when
clicked on.

Solution:

A sketch of the application is as follows

label

text box

command button

Figure 4: Plan and sketch for Second VBA Project

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Algorithm for calculation of Subtotals

START

Enter unit
price and
quantity for
item i

‘i < 3 Yes

No

Calculate:
Subtotal1
Subtotal2
Subtotal3

STOP

Figure 5: Algorithm for Second VBA Project

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Open a VBA session.

Click on Insert, select UserForm.
Click on the UserForm.
In the Properties Window, change Caption property of the UserForm to “Project Calculator”.
Click on the UserForm.
Drag and drop labels, text boxes, and command buttons and arrange them as in the sketch.
Select a command button.
In the Properties Window, change the Caption property to match the sketch.
Repeat for all command buttons.
Change the Caption property of all labels to match the sketch.
Click on the Total text box and change the BackColor property to a color of your choice.
Select all Unit Price text boxes. Change Value property to “0.00”.
Select all Quantity text boxes. Change Value property to “0.0”.
Save your file as an Excel Macros-Enabled Workbook

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Now code shall be written for each command button.

Sub Totals button

On clicking this button, the values entered by the user need to be stored as variables and used to
calculate the subtotal for each line item.

Double click on the Sub Totals button (CommandButton1) to open the code window.
In the click procedure for CommandButton1 (Private Sub CommandButton1_Click( ) ), declare
variables (using appropriate names of your choice and following variable name rules and
convention) to hold Unit Price, Quantity and Subtotal for each line item.
Declare a global variable that will hold the sum of the subtotals.
Save your work.

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Now the variables need to be assigned values. In other words e.g., “…where is the value for
curUnitPrice1 coming from?” It is coming from the Textbox1 value. So the Textbox1 value
needs to be assigned to the curUnitPrice1 variable.

Assignment is done using the assignment operator, the equals ( = ) sign. In this case:

curUnitPrice1 = UserForm1.TextBox1.value

Note that the origin will always be on the right hand side and the destination on the left hand
side, and never vice versa. In other words the right hand side information is being sent to the left
hand side for storage.

Consider the above code was reversed to

UserForm1.TextBox1.value = curUnitPrice1

It would mean the value stored in the variable curUnitPrice is being sent to the TextBox1, and
since Textbox1 is a control on the form, the value of the variable curUnitPrice would be
displayed on the form in Textbox1. This is a diametrically opposite result from the original
intent. However it is important to note that there will be cases where such a result is desired. In
this problem for example, after calculating the grand total using the relevant variable(s), it shall
be displayed on the form. So the “reverse” assignment statement will be the correct one in that
case.

Returning to the variable assignment step, assign the values for all variables that will be used in
the calculation of the subtotals when the Sub Totals button is clicked.

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The calculations for the subtotal of each line item involves multiplying the corresponding
variables holding the Unit Price and the Quantity for that line item.

curSubTotal1 = curUnitPrice1 * dblQuantity1

The result shall be displayed on the form in the appropriate textbox.

UserForm1.TextBox3.value = curSubTotal1

Repeat the process for the other line items.

The grand total is the sum of the sub totals.

curTotal = curSubTotal1+ curSubTotal2+ curSubTotal3

The grand total button will be used to display the grand total on the form. This is therefore the
end of the Subtotals procedure (clicking on CommandButton1). As with all procedures it shall
run from top to bottom. Once it ends, the local variables will cease to exist. The curTotal
variable however will continue to “live” as long as the form is active. This is because it is a
global variable (module-level) and continues to exist with its current value regardless of which
procedure is executing or not, even though its value came from one such procedure which has
run to termination.

Click Debug.
Select Compile VBA Project.
Address any errors that are highlighted.
If none, save the workbook as an Excel Macros-Enabled Workbook.

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Total button
The grand total has already been calculated in the Subtotals procedure using a global variabe.
Since the form is still active, that global variable still exists and holds the value we are looking
for. Assign the curTotal variable to its display text box.
Double click on the Grand Total button to go Commanbutton2_click ( ) procedure.

Reset button
The Reset button will revert the input text boxes to zeros. It will then clear contents in the
subtotals and grand total text boxes.

Exit button
The Exit button closes the application.

Click Debug
Select Compile VBA Project

If errors are highlighted, address them. If not, save your work.

Test the application.

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Fill in some data

Click on the Sub Totals button

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A Run-time error occurs. It says “Type mismatch”. This means a variable is being asked to
hold a data type different from the type in its declaration statement.

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A SunCam online continuing education course

Click Debug to go to the line of code where the compiler encountered the problem.
The line where the problem caused the execution to break (pause) is highlighted by the
compiler.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

A SunCam online continuing education course

Hovering over the variable names, the cursor tip shows the current value of the variable. In this
case curUnitPrice 3 shows a null value. Yet a value was assigned to it, or so it was thought.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

A SunCam online continuing education course

Study the code carefully. curUnitPrice3 was assigned the TextBox6 value, this is incorrect. It
should be assigned the value in TextBox7. dblQuantity3 shall be assigned the value from
TextBox8, not TextBox7.
Compile your code again through the Debug menu
After making all of these changes, click on the Reset button in the VBA toolbar.

Reset

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

A SunCam online continuing education course

Upon clicking Reset, the application reverts to design time.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

A SunCam online continuing education course

Click Run to open the form

Enter the input values to test the application.
Click on the Sub Totals button.
Success.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

A SunCam online continuing education course

Click on the Grand Total button

Success.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

A SunCam online continuing education course

Click on Reset.
Success. The data entries clear as expected.

Click on Exit to exit the application and close the form.

The test has been a success.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

A SunCam online continuing education course

4. CONCLUSION

This course has presented a broad overview of fundamental concepts and principles of computer
programming, and presented them in situations encountered by practicing engineers and
scientists. All codes were developed using the Excel Visual Basic for Applications (VBA)
programming language.

This course, the first of a four-part series, covered an introduction to computers and computer
programming languages, the Excel VBA programming environment, and the concept of
variables and how they are applied in VBA.

This course has enabled participants to identify situations where programming is relevant and
will be of advantage to the professional. Practitioners are strongly encouraged to look out for
situations in their domains of expertise where programming solutions are applicable and will be
of benefit to their work and their organization.

Computer programming requires a careful and meticulous approach, and can only be mastered
and retained by practice and repetition.

Good Luck and Happy Programming.

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Introduction to Computer Programming in Visual Basic for Applications (VBA)

A SunCam online continuing education course

REFERENCES

Bradley, J. C., & Millspaugh, A. C. (1999). Programming in Visual Basic 6.0. Irwin McGraw-
Hill.

FunctionX Inc. (2013). VBA for Microsoft Office Excel 2007. Retrieved December 21, 2013,
from FunctionX Tutorials: www.functionx.com/

Microsoft. (2013). Excel 2013 developer reference. Retrieved October 15, 2013, from Office
Dev Center: http://msdn.microsoft.com/en-us/library/office/ee861528.aspx

Images were all drawn/ prepared by K. Ofosu

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