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Exploring Visual Basic for Applications
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Working with Macros
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The most obvious benefit to creating macros in Excel is that you can automate repetitive tasks. While there s a lot more to macros and Visual Basic for Applications than repeating a series of actions without the need for human intervention, it s a great place to start. This sec tion shows you how to record macros, run them using the method you find easiest, and use the built-in macro security capabilities to guard against viruses.
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Recording and Viewing Macros
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Recording a macro in Excel 2003 is a straightforward process: you click Tools, Macro, Record New Macro to display the Record Macro dialog box (depicted in Figure 3-1).
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Figure 3-6. The Record Macro dialog box provides an interface for managing the macros in your workbook.
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Type the name of the macro you want to create into the Macro Name box, and click OK. The Record Macro dialog box will go away, to be replaced by the Stop Recording toolbar.
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You re recording! Perform the actions you want to be included in your macro, click the Stop Recording button on the Stop Recording toolbar, and your macro is ready for use. As with any programming effort, you should plan what you want to do so you can do it as quickly and efficiently as possible. You should also practice the macro a few times so you are sure your actions generate the desired result. When you re done recording a macro, you can view the VBA code Excel created by clicking Tools, Macro, Macros, <macro_name>, Edit. Your macro will appear in the Visual Basic Editor, as shown in Figure 3-2. Note You ll see a lot more of the Visual Basic Editor in 4, VBA Programming Starter Kit."
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Part 2: Visual Basic for Applications
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Microsoft Office Excel 2003 Programming Inside Out
Figure 3-7.
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You can view the code behind a macro in the Visual Basic Editor.
This macro applies bold and italic formatting to the contents of the selected cell and to the contents of cell H13. Another aspect of this particular macro is that it was supposed to work for the active cell and the cell two columns to its right, but instead affects the active cell and cell H13. The reason that happened for this macro is that the macro recorder was using absolute references, which reflect the names of the cells selected during macro recording, instead of relative references, which reflect the positions of the selected cells in relation to the active cell when you start recording the macro. You can change your macro from absolute references to relative references by clicking the Relative References button on the Stop Recording toolbar. Figure 3-3 shows the same macro recorded using relative references.
Figure 3-8. A more flexible macro that works on any set of cells, not just the cells selected when the macro was recorded.
Part 2: Visual Basic for Applications
Exploring Visual Basic for Applications
For more information on creating relative references using the Offset property, see Referring to Ranges in 8: Ranges and Cells".
Running a Macro
Once you ve created a macro, you can run it at any time by clicking Tools, Macro, Macros, <macro_name>, Run. Also, in the Macro dialog box, you can display the macros available in other workbooks by clicking the arrow next to the Macros In box and selecting a workbook by name or by selecting All Open Workbooks, which will display every macro in any open workbook. If you select either of those choices, the macro names displayed will include the name of the workbook in which the macro is stored. Tip Running Macros Automatically If you want to have a macro run every time a particular workbook is opened, name the macro Auto_Open.
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There are several other ways you can run a macro in Excel, though they require you to assign the macro to an action a user can take. Those actions are:
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