unit 4 ms excel chapter 5

8/17/2019 Unit 4 MS Excel Chapter 5

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Prepared byBoard of Studies, ICAI

Chapter 5

MACROS

100hrs Information Technology Training © Board of Stdies! ICAI


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Section 1" MACROS

Learning Objectives

• Learn about Macros Settings,

• Recording and executingMacros,

•Deleting Macros



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Macros

• Simplify routinetass!

• "se macros to

automate somecommon functions inyour spreads#eets!

• $asily record macrosand play t#em bacto do t#e same t#ingmultiple times!



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Macros

A macro is a

piece of computercode, t#at is%ritten for $xcel,using t#e &isualBasic forApplications'&BA(programminglanguage!


(Visual Basic Editor: An environment in which you

write new and edit existing Visual Basic for Applications code and procedures.)


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Macros

)o automate

repetiti*e tass, youcan +uicly record amacro ! In Microsoft-.ce $xcel! /ou canalso create a macro

by using t#e &isualBasic $ditor inMicrosoft &isual Basicto %rite your o%nmacro script, or tocopy all or part of amacro to a ne%macro!


After you create a macro you can assign it

to an o!"ect (such as a tool!ar !utton

graphic or control) so that you can run it !y

clic#ing the o!"ect.


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#na$ling %e&eloper Ta$


0! Clic on-.ceButton

1! Clic on

$xcel-ptions

2! -n Popular

)ab c#ecS#o%De*elopertab in

Ribbon


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#na$ling %e&eloper Ta$


-nce you are done %it# t#e

process you %ill #a*e t#eDe*eloper )ab ready


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Macros Settings

In order to *ie%

or alter t#e $xcelMacro SecuritySetting in $xcel1334 5

Select t#e o.cebutton!



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Macros Settings

6rom t#e *ery

bottom of t#isdrop7do%n menu,select $xcel-ptions

Select t#e )rustCenter -ption andfrom %it#in t#is,clic on t#e )rustCenter Settings!!!button

6rom %it#in t#e

Macro Settings100hrs Information Technology Training © Board of Stdies! ICAI


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Macros Settings

)rusted Locations

$xcel 1334 #asintroduced trustedlocations, %#ic# aredirectories on yourcomputer t#at $xcel 9les

can be placed in, if you%ant no Macro c#ecs tobe carried out %#en t#e9le is opened! )#ismeans t#at, if placed ina trusted location, t#e

Macros in your $xcel 9le%ill be enabled,regardless of t#e MacroSecurity Setting!


Microsoft #as de9ned some defaulttrusted locations, %#ic# include t#efollo%ing locations on your computerdri*e5


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Macros Settings

Program 6iles:Microsoft-.ce:)emplates

Program 6iles:Microsoft-.ce:-.ce01:StartupProgram 6iles:Microsoft-.ce:-.ce01:Library

)#ese locations are listed in t#e )rusted Locations option settingin your $xcel ;orboo, %#ic#

can be accessed by t#efollo%ing steps5

Select t#e main menu 'from t#eMicrosoft $xcel Logo at t#e topleft of t#e %orboo(

6rom t#e *ery bottom of t#is

drop7do%n menu, select $xcel-ptions

Select t#e )rust Center -ptionand from %it#in t#is, clic ont#e )rust Center Settings!!!button

Select t#e )rusted Locationso tion from t#e left #and menu100hrs Information Technology Training © Board of Stdies! ICAI


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Recording Macros


0! Clic De*eloper )ab

1! Clic on "se Relati*e Reference

2! Clic on Record Macro


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Recording Macros

)#is %ill gi*e usera dialog box! )ypet#e macro


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Recording Macros

1! )o assign a C)RL

combination s#ortcutey to run t#e macro,in t#e Shortct 'ey box, type anylo%ercase letter or

uppercase letter t#atyou %ant to use!

2! )o include adescription of t#emacro, in t#e

Description box, typet#e text t#at you%ant!

=! Clic -8 to start

recording!100hrs Information Technology Training © Board of Stdies! ICAI


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Macros (ile

$xcel #as t%oot#er 9le formatst#at storemacros5

0! ?LSM 9les,%#ic# aremacro enabled%orboos, are

stored using?ML!1! ?LSB 9les,

%#ic# are%orboos

stored in100hrs Information Technology Training © Board of Stdies! ICAI


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Rn a Macro

$ou can execute the

macro you "ust

recorded !y either

clic#ing on the

%acro !utton on the&eveloper 'a! or !y

pressing Alt



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Rn a Macro

'o see what Excel

did !ehind the

scenes you can

either clic# on

%acros !utton on&eveloper 'a! and

select Edit or you

can press Alt **



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%elete Macro

-pen t#e

%orboo t#atcontains t#emacro t#at you%ant to delete!

0! -n t#e%e&eloper tab,in t#e Code group, clic

Macros!1! In t#e Macrosin list, select This)or'$oo'

2! In t#e Macroname box, clic100hrs Information Technology Training © Board of Stdies! ICAI


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#*cel +isal $asic #ditor

)#e easiest %ay to access t#e&isual Basic $ditor in $xcel is topress t#e ey combination AL)7600

'ie! press t#e AL) ey, and %#ilet#is is pressed do%n, press 600(!

/ou %ill be presented %it# t#e

&isual Basic $ditor, similar to t#eimage belo% 'note t#at your normal$xcel %indo% %ill remain openbe#ind t#is %indo%(!



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Section ," -rotecting)or'sheets

Learning Objectives

• Learn about opening non @ $xcel9les, importing text 9les,

• Protecting %ors#eets andprotecting ;ors#eet elements!



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Opening a non #*cel (ile

)#e user can open

many dierent typesof 9les ')ext 9le,Lotus 012, uattroPro, ;ors, or dBAS$9les( in $xcel! )o

open a nonexcel 9le50!Clic -.ce

Button -pen!

1! In t#e (iles oftype box selectt#e type of 9let#at #as to beopened or

select All100hrs Information Technology Training © Board of Stdies! ICAI


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2! Locate t#e folder

in %#ic# t#e 9le%as sa*ed!

=! Select t#e9lename and clic-8!

>! If t#e Te*t Import)i/ard dialog boxappears, select t#e%elimited! andclic Eext!

F! Mar ot#erdelimiters until aparsed data,arranged in neatcolumns appearsin t#e pre*ie%

%indo%! )#en clic100hrs Information Technology Training © Board of Stdies! ICAI


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4! Clic t#e #eading

in t#e %atapre&ie %indo%for t#e column tobe formatted! Ift#e column

contains numbers,select t#e2eneral option int#e Column dataformat section! Ift#e columncontains date,t#en select t#eDate option!

G! Clic (inish andt#e data gets

imported into t#e100hrs Information Technology Training © Board of Stdies! ICAI


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Importing te*t 3les

'here are two ways

to import data froma text file !y using

%icrosoft +ffice

Excel:

$ou can open the

text file in Excel or

you can import the

text file as an

external data range

(external data range: A range of data that is !rought into a

wor#sheet !ut that originates outside of Excel such as in a

data!ase or text file. ,n Excel you can format the data or

use it in calculations as you would any other data.).100hrs Information Technology Training © Board of Stdies! ICAI


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#*porting te*t 3les

'o export data from Excel

to a text file use the SaveAs command.

'here are two commonly

used text file formats:

&elimited text files (.txt) in

which the 'AB character(A-,, character code //0)

usually separates each

field of text.

omma separated values

text files (.csv) in which thecomma character ()

usually separates each

field of text



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-rotecting )or'sheet

If t#e %orboocontainscon9dentialinformation, a

pass%ord canbe applied toit! )#is %illallo% only

users %it# t#epass%ord toopen and *ie%t#e %orboo5



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-rotecting )or'sheet)o protect a%orboo follo%

t#e steps gi*enbelo%5-pen t#e%orboo andselect Sa&e As from t#e O4ceBtton!In t#e Sa*e Asdialog box, clic

t#e Tools buttonto display t#edropdo%n menu,and

c#oose 2eneralOptions.100hrs Information Technology Training © Board of Stdies! ICAI


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• $nter t#epass%ord in t#e-assord toOpen box!

• )o #a*e a

separatepass%ord forediting t#e 9le,enter t#e

pass%ord in t#e-assord toModify box!

• Clic -8!• In t#e Con3rm

-assord100hrs Information Technology Training © Board of Stdies! ICAI


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• Clic -8 toreturn to t#eSa*e Asdialog box!

• Specify a9lename andpat# for t#e

9le and clicSa&e!• If prompted,clic es to

replace t#e100hrs Information Technology Training © Board of Stdies! ICAI


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-rotecting )or'sheet-rotecting aShared )or'$oo'"

;#en a %orboo iss#ared by manyusers, t#e Trac'Changes feature 'fortracing edits from

t#e ot#er users( canbe #elpful! $xcel alsoenables users tos#are a %orbooand trac t#e

c#anges! ;#en apass%ord is entered,t#e traced c#angescannot be remo*ed!



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To protect andshare a workbook

with tracked

changes,

Select Review >‑ ‑

Protect Workbook

and Share

Workbook option.



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'he 1rotect-hared 2or#!oo#

dialog !ox

appears.

hec# the

Sharing with

Track Changes

option and enter

a password if

needed.



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-rotecting )or'sheet#lements

*. -elect thewor#sheet that

you want to

protect.

3. 'o unloc# anycells or ranges

that you want

other users to !e

a!le to change

do the following:



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-rotecting )or'sheet#lements

Select each cell or

range that you want to

unlock.

+n the o!e ta! in the

Cells group clic#

"or!at and then clic#"or!at Cells.

4. +n the Protection ta! clear the #ocked

chec# !ox and then clic# $%.



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-rotecting )or'sheet#lementsTo hide any &or!ulas

that you don't want to

be visible, do the

&ollowing(

,n the wor#sheet select

the cells that contain the

formulas that you wantto hide.

+n the o!e ta! in the

Cells group clic#

"or!at and then clic#"or!at Cells.

+n the Protection ta!

select the idden chec#

!ox and then clic# $%.



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6se Shared )or'$oo' toColla$orate /ou can create

a s#ared%orboo andplace it on anet%or

location %#erese*eral peoplecan edit t#econtents

simultaneously


%orboo and


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6se Shared )or'$oo' toColla$orate

%orboo andenter any datat#at you %ant topro*ide, or openan existing

%orboo t#at you%ant to maea*ailable formultiuser editing!

1! -n t#e Re&ie tab, in t#eChanges group,clic Share)or'$oo' !

2! -n t#e #diting tab, select t#eAllo changes$y more thanone ser at thesame time. This100hrs Information Technology Training © Board of Stdies! ICAI


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h d '$ '


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6se Shared )or'$oo' toColla$orate

F! In t#e Sa&e in box,select a net%orlocation t#at isaccessible to t#eintended users, andt#en clic Sa&e!

4! If t#e %orboocontains lins to ot#er%orboos ordocuments, *erify t#elins and update anylins t#at are broen,and t#en clic Sa&e on t#e 8ic' Access

Tool$ar, or pressC)RLHS!


6 i h C i


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6sing the Con&ersion(eatre

)#e con*ersionfeature allo%s youto open

%ors#eetscreated by ot#erprograms andcon*ert t#em to$xcel 1334

%ors#eets,con*ert formulasinto t#e *aluest#ey display, andcon*ert grap#ic

obects intobitmappedgrap#ics

!


S l ITT 8 i


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Sample ITT 8estions


A


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Ansers

*. A

3.

4. B

5. &

6. &

7. A

8. &

unit 4 ms excel chapter 5

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