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Computer Science & Engineering 2111

Computer Science & Engineering 2111

Lecture 9Data Validation, Worksheet Protection, and Macros

CSE 2111 9-Data Validation and Macros

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Data Validation• Controls the type of data or the values input in a cell• Reduces input errors• Multiple criterion can be applied to a cell

CSE 2111 9-Data Validation and Macros

Display a message dialog box Restrict input to a whole number within limits

Restrict input to values in a drop down list Restrict input to a decimal number within limits

Restrict input to a certain time frame. (either date, time, or both)

Restrict text to a specified length

Calculate what is allowed based on the value in another cell

Use a formula to calculate what is valid

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Macro

A series of commands and functions that are stored in a Microsoft Visual Basic module

• Automates your keystrokes and actions in Excel• Use these when you complete the same tasks repetitively• When you create a macro VBA program code is automatically

generated

CSE 2111 9-Data Validation and Macros

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Macro Example Scenario

You work for a company that employs people to make customer satisfaction calls for various companies. Your department provides services for all the major auto makers in the U.S. Each employee is assigned a state and it is their job to call each household and conduct a brief survey.

You receive a weekly list of customers from each auto company and it is your job to separate the list by state and distribute the list to your employees.

Your manager would like the customers stored in an Excel file with each state having its own worksheet.

CSE 2111 9-Data Validation and Macros

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File Sent from Vendor

Comma Delimited File, meaning each piece of information is separated by a comma. (Created in Notepad or another text editor.)

• Information can be separated by other characters such as a colon, or tab.

• Information can be sent in different formats such as .csv or xml files.

CSE 2111 9-Data Validation and Macros

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Create your Template1. Create an Excel Workbook named Customers. 2. Create tabs with the names of the States you need.3. Input information that will not change

CSE 2111 9-Data Validation and Macros

4. Copy the worksheet created to all the tabs and change the state name

(Follow the slides to complete steps 4-6)

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4. Create data validation rules for your spreadsheet

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Break Down into Separate Macros1. Macro Name: UnprotectWorksheets2. Macro Name: ImportFile

1. Delete contents from every worksheet2. Import information

3. Macro Name: SeparateStates1. Concatenate phone number2. Filter3. Copy/Paste

4. Macro Name: ProtectWorksheets

Note: Always create a backup first

CSE 2111 9-Data Validation and Macros

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ProtectWorksheet Macro

CSE 2111 9-Data Validation and Macros

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ImportFile Macro

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SeparateStates Macro

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Example of VBA Program Code generated from recording macro

Sub ImportFile() Range("A4:H56").Select Selection.QueryTable.Delete Selection.ClearContents Range("A4").Select With ActiveSheet.QueryTables.Add(Connection:= _ "TEXT;L:\CSE2111\Autumn 2013\CSE 2111 Slides AU 2013\Lecture 9-Data Validation and Macros\Macro Test\Customers.txt" _

CSE 2111 9-Data Validation and Macros

Step through a macro

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Assigning Macro to the Quick Access Toolbar

1. FileOptionsQuick Access Toolbar

CSE 2111 9-Data Validation and Macros

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