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Learning Microsoft Excel 2007

By Greg Bowden

Chapter 15

Using Macros
and Buttons

Guided Computer Tutorials


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GUIDED COMPUTER TUTORIALS


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© Greg Bowden

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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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Chapter

15
Using Macros and Buttons
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 Load Microsoft Excel or close the current file.
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.

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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Learning Microsoft Excel 2007

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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Using Macros and Buttons 15

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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Learning Microsoft Excel 2007

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 Ensure that the cursor is not at cell C9.
2 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:


Discount_10_percent
and select OK to commence the
recording.

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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Using Macros and Buttons 15

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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Learning Microsoft Excel 2007

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.

NOTE: You can also click directly on the MACROS icon to display the
MACRO dialogue box.

2 Click on the DISCOUNT_5_


PERCENT macro and select RUN.


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