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S t r o n a 1 Author: Jacek Kierklo Macros in a spreadsheet Purpose of the article: The article is intended for high school students familiar with spreadsheets on at least a basic level.

1 S t r o n a 1 Author: Jacek Kierklo Macros in a spreadsheet Purpose of the article: The article is intended for high school students familiar with spreadsheets on at least a basic level. Its aim is to show the principles of creating and using macros in sheets. The problem is exemplified, and can be used in the practice of the school. The material discussed in the article might be of help to the teacher when discussing macro issues. It can also be an auxiliary material for the student's own work. For many users, the concept of Excel macros is associated with very advanced features of this program. When asked if they use macros in their sheets, they response that this seems to be too sophisticated for them. Meanwhile, designing and use of macros is no secret knowledge, and virtually every intermediate Excel user can easily deal with them. Macros allow you to store multiple operations under one name, for later execution of a single command. You could save an order (as a Clear the area command) which will set the cursor at a specific location, mark the cells and remove the contents. Now giving your computer a command Clear the area is enough for it to do all the previously saved actions (as for an obedient genie from Aladdin's lamp). It is best to assign a macro to a graphic button placed on the worksheet. Clicking the mouse on this button makes the macro run, which is designed to perform all activities under its name. Methods of defining macros Macros in Excel can be designed in two ways. The first method depends on recording actions performed by the user after switching the memory into a special mode this is the option Register macro... This is like teaching the program how to imitate the user - memorize what the user is doing. The second method is to write the content of the user macros in Visual Basic for Application in a special editor. The user must have at least basic programming skills in Visual Basic. For this reason, in the article we will describe only creating macros using memory mode. The process of creating and running macros will be illustrated with an example. We are organizing a school tournament in throwing arrows at a target. In the qualifying rounds, each participant performed six rounds throwing, but for the final result, we take five best results. Four players with the highest score will pass to the finals.

2 S t r o n a 2 Because we want to repeat such events (eg monthly), we will design a spreadsheet in which certain tasks are automated. This is the main area of the sheet with the results already entered. For simplicity, we assumed that only six people took part. With a larger number of participants the procedure will be identical, but the amount of work will be obviously bigger. In order to select the best five results of each series, you need to sort them and add up the first five results. In order not to affect the recording of the results, we will perform the sorting in the adjacent area of the cells Best series where the results of series will be copied. There is a formula summing the first five numbers from the field Best series. After selecting a series of data, we choose the tool Sort & Filter - Custom Sort from the ribbon tools.

3 S t r o n a 3 Excel displays a warning about the data to sort. Please select Leave the current selection You will now see a sort window on the screen. Because the data are to be ordered from left to right, change the default sort direction by pressing the Options button and select Sort from left to right. Then choose Sorting by row and sequence: From the largest to the smallest. Finally, the window should look like the one shown below.

4 S t r o n a 4 When you click the OK button the results of the first series will be sorted. Now we repeat the same tedious steps for each subsequent series. You no longer have to change the direction of sorting, but all the other steps have to be repeated. The final result is shown in the following table. Now you can emerge four finalists. For this purpose, cells must be copied into the results of the area below, next to the repeated names and numbers. Since the copied values are calculated by a formula, when pasting you have to use the option Paste Special - Paste values. Now you need to sort the whole area by the results in descending order. We just have to remember to re-orientate the sorting - from top to bottom.

5 S t r o n a 5 We have obtained the names of the players and their scores on the worksheet. Four of the first will advance to the finals. The results should be placed in the finals of the second sheet of this workbook named Finals. It can be constructed so that the results of the first sheet will appear automatically (as a link to the cell containing the data of the first four players). The analysis of the operations shows that three macros would be useful. The first named Sort results will implement a series of individual players. The second, called Qualified to the finals will copy the combined results and arrange the players on results. The third macro is called Clear the area with the task of clearing all areas before a new competition. Each of the macros will be created with a method of storing our performed actions. That's why it was important to carefully analyze what and in what order the operations should be carried out. In detail we will present the process of creating a macro qualifying players for the final. Each of the other macros will be prepared in a similar manner. Recording macros Remember! Before you start recording the macro in real, we should carefully plan and perform all the activities that are to be stored in advance. Each operation (also wrong) is stored by the program and later will be restored. If during recording a macro we realize that something has gone wrong, it is best to stop recording and delete the macro, and then start the process from the beginning In Excel 2007 and 2010 the access to the macro is on the View tab of the ribbon, in the Macros group (on the right side of the ribbon). Select Recording a macro and the screen shows a window of the new macro.

6 S t r o n a 6 It is required to enter the name (the name can not contain spaces). Other elements can be left unchanged. In the Description field, enter a brief information about the macro. In the future, this can be very useful when you forget what is hidden under that name. Press the OK button to start recording the macro. Now, each of our activity is stored by the program. To complete the registration expand Macros on the View tab ribbon again and select Stop Recording. The abilities to view, modify, delete and execute macros are available when you select View Macros.

7 S t r o n a 7 Ready to start macro can be chosen by selecting it from the list and pressing the Start button. However, it is most convenient to associate it with a graphic placed on the worksheet. An object can be a form available on the Insert tab, Illustrations group - Shapes. When you place a shape on a sheet and give it an appropriate visual form, it can be assigned to the macro. To do this, click on the object, right-click pop-up menu and select Assign Macro. The mouse cursor turns into a "hand" after selecting the object. Clicking the mouse in this position will run the macro. The figure below shows the sheet with three buttons serving to start the three-defined macros.

8 S t r o n a 8 Please note that for safety reasons the workbook that contains macros must be saved as an Excel workbook with macros enabled. If you try to write simple notes, a special message will appear. Summary The example presented in the article shows that the creating and using macros is not difficult. Automating function is particularly useful when the sheet is to be executed repeatedly. Running macros with associated graphic objects is easy to use and aesthetically pleasing.

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