101 Ready-to-Use Excel Macros. by Michael Alexander and John Walkenbach

Transcription

1 101 Ready-to-Use Excel Macros by Michael Alexander and John Walkenbach

2 101 Ready-to-Use Excel Macros Published by John Wiley & Sons, Inc. 111 River Street Hoboken, NJ Copyright 2012 by John Wiley & Sons, Inc., Hoboken, New Jersey Published by John Wiley & Sons, Inc., Hoboken, New Jersey Published simultaneously in Canada No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) , fax (978) Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, (201) , fax (201) , or online at Trademarks: Wiley and the Wiley logo are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates in the United States and other countries, and may not be used without written permission. Excel is a registered trademark of Microsoft Corporation. All other trademarks are the property of their respective owners. John Wiley & Sons, Inc. is not associated with any product or vendor mentioned in this book. LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFI- CALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDER- STANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SER- VICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZATION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFOR- MATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ. For general information on our other products and services, please contact our Customer Care Department within the U.S. at , outside the U.S. at , or fax For technical support, please visit Wiley publishes in a variety of print and electronic formats and by print-on-demand. Some material included with standard print versions of this book may not be included in e-books or in print-on-demand. If this book refers to media such as a CD or DVD that is not included in the version you purchased, you may download this material at wiley.com. For more information about Wiley products, visit Library of Congress Control Number is available from the Publisher. ISBN (pbk); (ebk); (ebk); (ebk) Manufactured in the United States of America

3 About the Authors Mike Alexander is a Microsoft Certified Application Developer (MCAD) and author of several books on advanced business analysis with Microsoft Access and Excel. He has more than 15 years of experience consulting and developing Office solutions. Michael has been named a Microsoft MVP for his ongoing contributions to the Excel community. In his spare time, he runs a free tutorial site, where he shares Excel and Access tips. John Walkenbach is author of more than 50 spreadsheet books and lives in southern Arizona. Visit his website at

4 Dedication To Mary Mike Alexander Authors Acknowledgments Our deepest thanks to the brilliant team of professionals who helped bring this book to fruition.

5 Publisher s Acknowledgments We re proud of this book; please send us your comments at For other comments, please contact our Customer Care Department within the U.S. at , outside the U.S. at , or fax Some of the people who helped bring this book to market include the following: Acquisitions and Editorial Project Editor: Linda Morris Senior Acquisitions Editor: Katie Feltman Copy Editor: Linda Morris Technical Editor: John Walkenbach Editorial Manager: Jodi Jensen Editorial Assistant: Leslie Saxman Sr. Editorial Assistant: Cherie Case Composition Services Project Coordinator: Sheree Montgomery Layout and Graphics: Carrie A. Cesavice, Andrea Hornberger Indexer: BIM Indexing & Proofreading Services Publishing and Editorial for Technology Dummies Richard Swadley, Vice President and Executive Group Publisher Andy Cummings, Vice President and Publisher Mary Bednarek, Executive Acquisitions Director Mary C. Corder, Editorial Director Publishing for Consumer Dummies Kathleen Nebenhaus, Vice President and Executive Publisher Composition Services Debbie Stailey, Director of Composition Services

6 vii Contents at a Glance Introduction Part I: Getting Started with Excel Macros...5 Part II: Working with Workbooks Part III: Automating Worksheet Tasks with Macros Part IV: Selecting and Modifying Ranges Part V: Working with Data Part VI: Working with PivotTables Part VII: Manipulating Charts with Macros Part VIII: ing from Excel Part IX: Integrating Excel and Other Office Applications Index

7 viii Table of Contents Introduction....1 Topics Covered... 1 What You Need to Know What You Need to Have How This Book Is Organized... 2 Part I: Getting Started with Excel Macros... 3 Part II: Working with Workbooks... 3 Part III: Automating Worksheet Tasks with Macros... 3 Part IV: Selecting and Modifying Ranges... 3 Part V: Working with Data... 3 Part VI: Working with PivotTables... 3 Part VII: Manipulating Charts with Macros Part VIII: ing from Excel... 4 Part IX: Integrating Excel and Other Office Applications... 4 Conventions in This Book What the icons mean About the Companion Website Part I: Getting Started with Excel Macros... 5 Becoming Familiar with Macro Recording Basics Comparing Absolute and Relative Macro Recording Recording macros with absolute references Recording macros with relative references...13 Looking at Other Macro Recording Concepts Macro-enabled file extensions Macro security in Excel Trusted locations...16 Storing macros in your Personal Macro Workbook Assigning a macro to a button and other form controls Placing a macro on the Quick Access toolbar Working In the Visual Basic Editor...19 Activating the VBE...19 Understanding VBE components Working with the Project window...21 Adding a new VBA module...22 Removing a VBA module...23 Working with a Code Window Minimizing and maximizing windows Getting VBA code into a module...25 Customizing the VBA Environment The Editor tab...27 The Editor Format tab...29

8 ix The General tab...30 The Docking tab...31 Discovering the Excel Object Model...31 Understanding objects...31 Understanding collections Understanding properties...33 Understanding methods...33 Taking a Brief Look at Variables About the Macros in This Book...35 Getting the sample files...35 Using the sample files...35 Things to keep in mind...36 Part II: Working with Workbooks...37 Macro 1: Creating a New Workbook from Scratch...39 How it works...39 How to use it Macro 2: Saving a Workbook when a Particular Cell Is Changed How it works...41 How to use it Macro 3: Saving a Workbook before Closing...43 How it works...43 How to use it Macro 4: Protect a Worksheet on Workbook Close...46 How it works...46 How to use it Macro 5: Unprotect a Worksheet on Workbook Open...48 How it works...48 How to use it Macro 6: Open a Workbook to a Specific Tab...50 How it works...50 How to use it Macro 7: Opening a Specific Workbook Defined by the User...52 How it works...52 How to use it Macro 8: Determine Whether a Workbook Is Already Open How it works...54 How to use it Macro 9: Determine Whether a Workbook Exists in a Directory...57 How it works...57 How to use it Macro 10: Refresh All Data Connections in Workbook on Open How it works...59 How to use it....59

9 x Macro 11: Close all Workbooks at Once...61 How it works...61 How to use it Macro 12: Open All Workbooks in a Directory How it works...63 How to use it Macro 13: Print all Workbooks in a Directory...65 How it works...65 How to use it Macro 14: Preventing the Workbook from Closing until a Cell Is Populated How it works...67 How to use it Macro 15: Create a Backup of a Current Workbook with Today s Date...69 How it works...69 How to use it Part III: Automating Worksheet Tasks with Macros...71 Macro 16: Add and Name a New Worksheet...73 How it works...73 How to use it Macro 17: Delete All but the Active Worksheet...75 How it works...75 How to use it Macro 18: Hide All but the Active Worksheet...77 How it works...77 How to use it Macro 19: Unhide All Worksheets in a Workbook How it works...79 How to use it Macro 20: Moving Worksheets Around...81 How it works...81 How to use it Macro 21: Sort Worksheets by Name...83 How it works...83 How to use it Macro 22: Group Worksheets by Color How it works...85 How to use it Macro 23: Copy a Worksheet to a New Workbook...87 How it works...87 How to use it Macro 24: Create a New Workbook for Each Worksheet...88 How it works...88 How to use it....89

10 xi Macro 25: Print Specified Worksheets How it works...90 How to use it Macro 26: Protect All Worksheets...92 How it works...92 How to use it Macro 27: Unprotect All Worksheets How it works...94 How to use it Macro 28: Create a Table of Contents for Your Worksheets...96 How it works...96 How to use it Macro 29: Zooming In and Out of a Worksheet with Double-Click...99 How it works...99 How to use it Macro 30: Highlight the Active Row and Column How it works How to use it Part IV: Selecting and Modifying Ranges Macro 31: Selecting and Formatting a Range How it works How to use it Macro 32: Creating and Selecting Named Ranges How it works How to use it Macro 33: Enumerating Through a Range of Cells How it works How to use it Macro 34: Select and Format All Named Ranges How it works How to use it Macro 35: Inserting Blank Rows in a Range How it works How to use it Macro 36: Unhide All Rows and Columns How it works How to use it Macro 37: Deleting Blank Rows How it works How to use it Macro 38: Deleting Blank Columns How it works How to use it

11 xii Macro 39: Select and Format All Formulas in a Workbook How it works How to use it Macro 40: Find and Select the First Blank Row or Column How it works How to use it Macro 41: Apply Alternate Color Banding How it works How to use it Macro 42: Sort a Range on Double-Click How it works How to use it Macro 43: Limit Range Movement to a Particular Area How it works How to use it Macro 44: Dynamically Set the Print Area of a Worksheet How it works How to use it Part V: Working with Data Macro 45: Copy and Paste a Range How it works How to use it Macro 46: Convert All Formulas in a Range to Values How it works How to use it Macro 47: Perform the Text to Columns Command on All Columns How it works How to use it Macro 48: Convert Trailing Minus Signs How it works How to use it Macro 49: Trim Spaces from All Cells in a Range How it works How to use it Macro 50: Truncate ZIP Codes to the Left Five How it works How to use it Macro 51: Padding Cells with Zeros How it works How to use it Macro 52: Replace Blanks Cells with a Value How it works How to use it

12 xiii Macro 53: Append Text to the Left or Right of Your Cells How it works How to use it Macro 54: Create a Super Data Cleanup Macro How it works How to use it Macro 55: Clean Up Non-Printing Characters How it works How to use it Macro 56: Highlight Duplicates in a Range of Data How it works How to use it Macro 57: Hide All Rows but Those Containing Duplicate Data How it works How to use it Macro 58: Selectively Hide AutoFilter Drop-down Arrows How it works How to use it Macro 59: Copy Filtered Rows to a New Workbook How it works How to use it Macro 60: Create a New Sheet for Each Item in an AutoFilter How it works How to use it Macro 61: Show Filtered Columns in the Status Bar How it works How to use it Part VI: Working with PivotTables Macro 62: Create a Backwards-Compatible PivotTable How it works How to use it Macro 63: Refresh All PivotTables Workbook How it works How to use it Macro 64: Create a PivotTable Inventory Summary How it works How to use it Macro 65: Make All PivotTables Use the Same Pivot Cache How it works How to use it Macro 66: Hide All Subtotals in a PivotTable How it works How to use it

13 xiv Macro 67: Adjust All Pivot Data Field Titles How it works How to use it Macro 68: Set All Data Items to Sum How it works How to use it Macro 69: Apply Number Formatting for All Data Items How it works How to use it Macro 70: Sort All Fields in Alphabetical Order How it works How to use it Macro 71: Apply Custom Sort to Data Items How it works How to use it Macro 72: Apply PivotTable Restrictions How it works How to use it Macro 73: Apply Pivot Field Restrictions How it works How to use it Macro 74: Automatically Delete Pivot Table Drill-Down Sheets How it works How to use it Macro 75: Print Pivot Table for Each Report Filter Item How it works How to use it Macro 76: Create New Workbook for Each Report Filter Item How it works How to use it Macro 77: Transpose Entire Data Range with a PivotTable How it works How to use it Part VII: Manipulating Charts with Macros Macro 78: Resize All Charts on a Worksheet How it works How to use it Macro 79: Align a Chart to a Specific Range How it works How to use it Macro 80: Create a Set of Disconnected Charts How it works How to use it

14 xv Macro 81: Print All Charts on a Worksheet How it works How to use it Macro 82: Label First and Last Chart Points How it works How to use it Macro 83: Color Chart Series to Match Source Cell Colors How it works How to use it Macro 84: Color Chart Data Points to Match Source Cell Colors How it works How to use it Part VIII: ing from Excel Macro 85: Mailing the Active Workbook as an Attachment How it works How to use it Macro 86: Mailing a Specific Range as Attachment How it works How to use it Macro 87: Mailing a Single Sheet as an Attachment How it works How to use it Macro 88: Send Mail with a Link to Our Workbook How it works How to use it Macro 89: Mailing All Addresses in Our Contact List How it works How to use it Macro 90: Saving All Attachments to a Folder How it works How to use it Macro 91: Saving Certain Attachments to a Folder How it works How to use it Part IX: Integrating Excel and Other Office Applications Macro 92: Running an Access Query from Excel How it works How to use it Macro 93: Running an Access Macro from Excel How it works How to use it

15 xvi Macro 94: Opening an Access Report from Excel How it works How to use it Macro 95: Opening an Access Form from Excel How it works How to use it Macro 96: Compacting an Access Database from Excel How it works How to use it Macro 97: Sending Excel Data to a Word Document How it works How to use it Macro 98: Simulating Mail Merge with a Word Document How it works How to use it Macro 99: Sending Excel Data to a PowerPoint Presentation How it works How to use it Macro 100: Sending All Excel Charts to a PowerPoint Presentation How it works How to use it Macro 101: Convert a Workbook into a PowerPoint Presentation How it works How to use it Index