Using Excel/VBA to Speed-up

Daily Data Processing

An Introduction to VBA
Yongjun Chen

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EXCEL
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An Introduction to VBA
- Agenda
What is VBA
What is Object
How to Record Macro
VBA Editor Window
Example 1
VBA Fundamental
Create User Defined Functions (Example 2)
Work with Workbook & Worksheet
I/O with External Data Files (Example 3)
Capture Built-in Event (Example 4)
An Introduction to VBA
- What is VBA

 An abbreviation for Visual Basic for Applications

 Official name is "Visual Basic, Applications Edition."
 VBA is Microsoft's common application programming
(macro) language for Word, Excel, Access, etc.
 Also being implemented in other Microsoft applications
such as Visio and is at least partially implemented in
some other applications such as AutoCAD...
 VBA and VB have a lot in common, but they are
different. VB is a programming language that lets you
create standalone executable programs.
An Introduction to VBA
- What Can You Do With VBA
 Write Macros to Automate Labor-Intensive and Repetitive
Tasks

 Create User-Defined Functions to Achieve Complicated

Functionality

 Create Standard Windows Menu/Tool Bars for Interface

 Interact with Other Windows Programs (like Matlab)

 I/O with External Files

 Database Operation ….
An Introduction to VBA
- VBA- Object Based Programming Language
 C++, Java, etc. are OOP (Object Oriented Programming)
Language

 VBA is an Object Based Programming Language

 What is Object?
An Introduction to VBA
- VBA Object Based Programming Language

 Concepts – Containers or Collections

 A Group of Similar Objects Share Common Properties,
Methods and Events
 Such as Workbooks, Worksheets, etc.
 Worksheets is a collection of all the Worksheet objects
in the specified or active workbook.
 Worksheets(1) refers to the 1st worksheet of current
active workbook.
 Worksheets (“mooring”) refers to the worksheet named
“mooring”.
An Introduction to VBA
- VBA Object Based Programming Language

 Concepts – Objects
 Such as Worksheet, Workbook, Range, Cell, Chart,
Name, etc.
 Worksheets(1) is an Object Referring to the First Sheet
 Range("A1:B15") is an Object Referring to a Range
 Cells(1,1) or Range(“A1”) is an Object Referring to
Range “A1”
An Introduction to VBA
- VBA Object Based Programming Language

 Concepts – Properties
 Properties are the Physical Characteristics of Objects
and Can be Measured or Quantified.
 Properties for Collections
 - Worksheets.Count (Read Only)
 - Worksheets.Visible = True (Read and Write)
 Properties for Object
 - Range("A1:B15").Rows.Count (Read Only)
 - Range("A1:B15").Font.Bold = True (Read and Write)
An Introduction to VBA
- VBA Object Based Programming Language

 Concepts – Methods
 Methods are the Actions that Can be Performed by
Objects or on Objects
 Methods for Collections
 - Worksheets.Add
 - Worksheets.Delete
 Methods for Objects
 - Range("A1:B15").ClearContents
 - ActiveCell.Copy
An Introduction to VBA
- VBA Object Based Programming Language

 Concepts – Events
 Objects Can Respond to Events, Such as Mouse Click,
Double Click on a Cell, Active a Worksheet,
Open/Close/Save a Workbook, etc.
 Worksheet Events –
 Such as Activate, Deactivate, Change, Selection
Change, Before Double Click, etc.
 Workbook Events-
 Such as Activate, Deactivate, Open, Before Close,
Before Saving, Before Print, New Sheet.
An Introduction to VBA
- VBA Object Based Programming Language

 Concepts – Referring To
 Use brackets () to refer to member object
 Worksheets(“mooring”)
 Use dot . to refer to child object or object’s
properties and methods
 Worksheets(“mooring”).Range(“A1:B3”).Font.Bold
An Introduction to VBA
- VBA Object Based Programming Language

 Concept Collections
(worksheets)
Summary

Objects
(worksheet)

Properties Method
name Add

Event
Activate
An Introduction to VBA
- VBA Object Based Programming Language

 Understand Object Concepts

Workbooks("book1.xls").Worksheets("sheet1").Range("A1").Font.Bold = True

ActiveWorkbook.ActiveSheet.Cells(1, 1).ClearContents

Private Sub Workbook_Open()

MsgBox "Thank you for choosing VBA"
End Sub
An Introduction to VBA
- VBA Object Based Programming Language

 Quiz 1
 Which of the following is not a valid Excel object
 i) ActiveWorkbook
 ii) ActiveSheet
 iii) ActiveCell
 iv) ActiveRange

A) None B) i C) iii D) iv
An Introduction to VBA
- First Step to VBA : Macros

 Record Macro
 Similar to audio/video recorder
 Record all the steps you conduct and write them
in VBA code

If macros are disabled when

you start Excel, change the
security level to medium
An Introduction to VBA
- First Step to VBA : Macros

 Assign Macro to An Event

 Normally User Run Macros from VBA Edit
Window – Unnecessary
 User Can Assign Macro to An Event, Normally a
Button Click Event
 Easy to Execute and Easy to Remember
 Give a Good Name for The Button and Click the
Button to Run the Macro
An Introduction to VBA
- First Step to VBA : Macros

 Assign Macro to An Event

An Introduction to VBA
- Second Step to VBA : Edit Macro

 VBA Editor Window

 Press Alt+F11 to Activate VBA Window
 Or Go to Menu Tools>Macros>Visual Basic
Editor

 Project Explore Window

 Properties Window
 Code Window
 Tools>Options>Docking Window
An Introduction to VBA
- Second Step to VBA : Edit Macro

 VBA Editor Window

 Use Tools/Options to Enable Auto Syntax
Check, Auto List Members, etc.
 Use Tools/Properties to Protect Your Code with
Password – You Must Remember the Password
 Insert Module, Procedure, Form
An Introduction to VBA
- Second Step to VBA : Edit Macro

 Sample

 Record Macro
See Demo
 Understand Macro
 Modify Macro
 Assign Macro to Button Click Event
An Introduction to VBA
- Second Step to VBA : Edit Macro

 Understand VBA Editor Window

Project window
Shows files, sheets Auto list member
and modules Auto list data /
parameter

Property window Code window

Show properties of VBA codes are
active object and here.
let user to modify
the properties
An Introduction to VBA
- Second Step to VBA : Edit Macro

 Quiz 2
 For the following four actions
 i) Type formula in another workbook/file
 ii) Change macro security level
 iii) Print another worksheet in the same workbook
 iv) Open a Word file

What can not be recorded in a macro

A) ii only B) iv only C) ii & iv D) iii & iv
An Introduction to VBA
- Third Step to VBA : Write VBA Code

 Fundamental of VBA

 Variables: can be define explicit or implicit use dim statement

 Constant use const pi =3.1415926
 Function: pair of function … end function
 Subroutine: pair of sub … end sub
 Comment use single quotation ‘
 Continuation use underline _
 Use with … end with for object
 Assign object use set and assign data variable use =
An Introduction to VBA
- Third Step to VBA : Write VBA Code

 Fundamental of VBA

 Decision Making use If… elseif…else…end if

 Multiple Selection/Decision Making
Select Case Var… Case A … Case B…Case Else… End Select
 Loop use
Do While … Loop Do … Loop Until
For … Next For Each … Next
 Array – dim Data(10) as integer , Val(2 to 8) as object
An Introduction to VBA
- Third Step to VBA : Write VBA Code

 Fundamental of VBA

 Function
 Public , Private, Return Value
 Parameter

 Subroutine
 Public, Private, No Return Value
 Parameter
An Introduction to VBA
- Third Step to VBA : Write VBA Code
 Understand Code
Worksheets("sheet1").Activate
Range("A1:A10").ClearContents 1) Make sheet1 active

For i = 1 To 10 2) Clear range A1:A10

Range("A" & i) = i ^ 2
Next 3) Type 1,4,9,…100 in to range
Range("A1:A10").Font.Bold = True A1, A2, … A10
For Each cl In Range("A1:A10")
If cl.Value < 25 Or cl.Value > 75 Then 4) Set font to bold for all cells in
cl.Font.Italic = True the range
Else
cl.Font.Underline = True 5) Make cell italic if the cell’s
End If
Next value is <25 or >75,
otherwise underline
Msgbox “All done”
6) Display message “All done”
An Introduction to VBA
- Third Step to VBA : Write VBA Code

 Quiz 3
 Function myTest(a as integer, b as integer) as integer
 myTest = a + b
 myTest = myTest + 1
 Range("D1").Value = myTest
 MsgBox "All done”
 End function
Which statement will cause problem for myTest
A) 1st one B) 2nd one C) 3rd one D) 4th one
An Introduction to VBA
- Third Step to VBA : Write VBA Code

 Create User-Defined Functions See Demo

Public Function myFun(x As Integer, y As Integer) As Integer

myFun = x * y + x / y
End Function

Arguments Return Value Type

Must start with
Keyword “Function”
and end with “End The return value must be
Function” assigned to the function name
An Introduction to VBA
- Third Step to VBA : Write VBA Code
' Refer A Workbook
 Work Workbooks(1) ' Use Index
with Workbooks("Results.Xls") ' Use Name
ActiveWorkbook ' Refers to the Active Workbook
Workbook
' Create A New Workbook
Dim NewWkBk as Workbook
Set NewWkBk = Workbooks.Add
With NewWkBk
.Title = "Analysis Resultd"
Use With
Statement
.Subject = "Results for Analysis"
.SaveAs Filename:="Results.xls"
(faster) End With
An Introduction to VBA
- Third Step to VBA : Write VBA Code
' Open / Activate / Save /Close Workbook
Fname ="C:\AnalysisResutls\Results.xls"
Workbooks.Open(Fname)
Workbooks("Results.xls").Activate
Workbooks("Results.xls").Save
Workbooks("Results.xls").Close SaveChanges:=True ‘
For Each
' Loop All Open Workbooks Statement
Dim wkbk As Workbook
For Each wkbk In Workbooks
Msgbox "Workbook " & wkbk.Name & " Has " &
Workbooks(k).Sheets.Count & " Sheets", vbInformation
Next
An Introduction to VBA
- Third Step to VBA : Write VBA Code

 Work ' Refer A Worksheet

Worksheets(1) ' Use Index Worksheets("Sheet1") ' Use
with Name ActiveWorksheet ' Active Worksheet
Worksheet Workbooks("TestSht.xls").Worksheets("Sht2")
' Add /Activate/Delete A New Worksheet
Workbooks("TestSht.xls").Worksheets.Add
Sheets("NewSht").Activate
Workbooks(“A.xls").Sheets(“B").Activate
Sheets("NewSht").Delete
An Introduction to VBA
- Third Step to VBA : Write VBA Code

‘Rename / Extract A Worksheet

Workbooks("TestSht.xls").Sheets("NewSht").name = "NewSht2"
MsgBox "Current Sheet Name is " & ActiveSheet.Name
' Count Sheets
MsgBox "Current Workbook Has " & Sheets.Count & " sheets"

' Loop All Sheets

Dim sht As Worksheet
For Each sht In ActiveWorkbook.Sheets
MsgBox sht.Name & " A1 = " & Range(“A1").Value
Next
An Introduction to VBA
- Third Step to VBA : Write VBA Code

 I/O with External Data Files

Sub Output00()
Open ThisWorkbook.Path & "\test.dat" For Output As #1
Print #1, "This is a test of using VBA to output results"
Print #1, "The result is " &
Worksheets(“Summary").Range(“A1").Value
Print #1, "End of Test File"
Close #1
End Sub
An Introduction to VBA
- Third Step to VBA : Write VBA Code

 I/O with External Data Files See Demo

Sub Input00()
Dim tmpstr As String
Open ThisWorkbook.Path & "\test.dat" For Input As #1
Line Input #1, tmpstr
Line Input #1, tmpstr
Range(“A1").Value = tmpstr
Close #1
End Sub
An Introduction to VBA
- Third Step to VBA : Write VBA Code

 Capture Built-In Event See Demo

Private Sub Workbook_BeforeSave (ByVal SaveAsUI As Boolean, Cancel As Boolean)
MsgBox “ …”
End Sub

Private Sub Worksheet_SelectionChange(ByVal Target As Range)

Msgbox “ …”
End Sub
An Introduction to VBA
- Third Step to VBA : Write VBA Code

 Review/Understand of Our First Macro

Sub MySummarize()
'
' Modified from Summarize Macro
'

'1) Define variables - worksheet and file id

Dim sht As Worksheet, wkbk As Workbook
Dim ifile As Integer, sfile As String

'2) Assign variable: object use set and data use =

Set sht = Sheets.Add
An Introduction to VBA
- Third Step to VBA : Write VBA Code

 Review/Understand of Our First Macro

With sht ' use with to speed up and save typing

.Name = "Summary2"
.Range("A1").Value = "Case Name"
.Range("A2") = "Case ID" ' default property is value
.Range("A3") = "Weight"
.Range("A4") = "XCG"
.Range("A5") = "YCG"
.Range("A6") = "ZCG"
.Range("A1:A6").Font.Bold = True
.Range("A1:A6").HorizontalAlignment = xlLeft
An Introduction to VBA
- Third Step to VBA : Write VBA Code

 Review/Understand of Our First Macro

For ifile = 1 To 3 Step 1 ' loop all files
sfile = "Case" & ifile & ".xls" ' create file name
sfile = ThisWorkbook.Path & "\" & sfile ' specify file path
Set wkbk = Workbooks.Open(sfile) ' open file
wkbk.ActiveSheet.Range("B1:B6").Copy ' copy data
.Paste .Cells(1, ifile + 1) ' paste to this workbook
wkbk.Close SaveChanges:=False ' close file
Next
.Columns("A:D").AutoFit
End With

MsgBox "File Summarize are Done", vbInformation, "VBA Demo"

An Introduction to VBA
- Learning via Practice & Ask

Questions / Comments
Where to get help:
Use F1 key in VBA editor (like type keyword msgbox to search help)
Microsoft Users Excel Programming Discussion
www.microsoft.com/office/community/en-
us/default.mspx?dg=microsoft.public.excel.programming&lang=en&cr=US
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