Learning Microsoft Excel 2007

By Greg Bowden

Chapter 15

Using Macros and Buttons

Guided Computer Tutorials www.gct.com.au

PUBLISHED BY GUIDED COMPUTER TUTORIALS PO Box 311 Belmont, Victoria, 3216, Australia www.gct.com.au Greg Bowden This product is available in Single or Multi User versions. Single-user versions are for single person use at any particular time, just as a single text book would be used. If you intend to use the notes with multiple students the single user version should be upgraded to the multi-user version. Multi-user versions allow the school or institution to print as many copies as required, or to place the PDF files on the school network, intranet and staff laptops. A certificate of authentication is provided with multi-user versions. Bookmarks provide links to all headings and sub-headings, and individual chapters are provided.

First published 2007 ISBN: 1 921217 44 8 (Module 1) 1 921217 45 6 (Module 2) PDF document on CD-ROM

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Using Macros and Buttons

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Microsoft Excel allows you to record the steps that you carry out within a spreadsheet. These recordings are called MACROS and they can be played back as often as required. You can assign a shape to represent a MACRO. In this way the user of the spreadsheet can simply click on the shape (button) to play back the MACRO.

Using a Simple Discount Table

To see how MACROS and BUTTONS work a simple discount system for a retail store will be set up. It offers discounts of 5%, 10% or no discount at all depending on the time of year.

A Opening a Sample File

1 2 Click on the OPEN icon in the QUICK ACCESS TOOLBAR or in the OFFICE BUTTON. Access the CHAPTER 15 folder of the EXCEL 2007 SUPPORT FILES, load the file: Macros and select YES to the READ-ONLY dialogue box. Load Microsoft Excel or close the current file.

B Setting a 5% Discount Macro

We want the spreadsheet to automatically add 5% discount in the DISCOUNT ALLOWED column.

1 Open the VIEW tab in the RIBBON, click on the arrow at the base of the MACROS icon and select RECORD MACRO to open the RECORD MACRO dialogue box.
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2 In the MACRO NAME box enter: Discount_5_percent

3 Click on OK and the recording will commence.

NOTE:

MACRO names cannot have spaces or mathematical symbols such as %.

4 Move the cursor to cell C9 and enter the formula: =IF(B9<>,5%,)

5 Fill the formula down to cell C17 as we may want to add more items to the table at a later date.

NOTE:

The formula looks to see if there is an entry in the cell to the left of the DISCOUNT ALLOWED column. If there is, 5% is entered, otherwise a blank space is inserted.
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6 Click outside COLUMN C to remove the highlight then click on the MACROS icon arrow in the RIBBON and select STOP RECORDING.

7 Open the HOME tab in the RIBBON and format the DISCOUNT ALLOWED column to PERCENT with no decimal places.

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C Setting a 10% Discount Macro

A second macro to set a discount of 10% will be created in the same way as the 5% macro. 1 2 Ensure that the cursor is not at cell C9. Open the VIEW tab in the RIBBON, click in the arrow at the base of the MACROS icon and select RECORD MACRO.

3 Name the macro:

and select OK to commence the recording.

Discount_10_percent

4 Set the cursor at cell C9 and enter the formula: =IF(B9<>,10%,)

5 Autofill the formula from cell C9 to cell C17.

NOTE: A discount of 10% should now be applied to all the items.

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6 Click outside COLUMN C to remove the highlight then click on the MACROS icon arrow in the RIBBON and select STOP RECORDING.

D Setting a No Discount Macro

We also need a macro that sets the DISCOUNT ALLOWED column to zero when no discount is to be given. 1 Start recording a NEW macro called: No_Discount

then click on OK to start the recording process.

2 Move the cursor to cell C9 and enter the formula: =IF(B9<>,0%,)

3 Autofill the formula to cell C17.

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4 Click outside COLUMN C to remove the highlight then click on the MACROS icon arrow in the RIBBON and select STOP RECORDING.

E Using the Macros

The macros that you have recorded can be used whenever they are required. 1 In the VIEW tab of the RIBBON click on the arrow at the base of the MACROS icon and select VIEW MACROS. The three macros you recorded should be displayed in the MACRO dialogue box. You can also click directly on the MACROS icon to display the MACRO dialogue box.

NOTE:

2 Click on the DISCOUNT_5_ PERCENT macro and select RUN.

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