Report in excel vba

10 steps to create automated Excel reports with VBA

SAVE your time.

D on’t do manually something you can automate with simples lines of code. All you need is your computer and one version of Microsoft Excel. You don’t need any programming skills, this easy guide will show you how to automate the creation of Microsoft Excel reports easily.

The first rule of any technology used in a business is that automation applied to an efficient operation will magnify the efficiency. The second is that automation applied to an inefficient operation will magnify the inefficiency. (Bill Gates)

1 — Open your VBA code editor:

Once you open your Microsoft Excel windows, you should be able to see the tab “Developer” on your Excel ribbon. If you click on this one, you can easily open the Visual Basic editor with the first button (Or you can also use the shortcut ALT+F11).

Once your editor is opened, you will see a bunch of options and stuff. Don’t get scared, it’s simple. Each worksheet in Excel comes with a VBA project. Double-click on “This workbook” to display the content.

The content is of course empty, so we will write our code in this file. Note that you can also add as many files as you want by using “insert -> Module”, but let’s skip this for now.

2 — Understand the structure of a VBA project:

Easy and simple, a VBA file can be filled with programs and functions. Your computer needs to understand where a program begins and where it ends. For this, VBA uses simple words like “Sub” and “End Sub”.

Very important, you need to understand that programming languages are sensible. In this case you need to use small and capital letters as indicated.

In order to have a detailed and well-explained code, you need to use comments. This means you can write any text you want and the computer will not run theses lines. In VBA, a comment always begins with an apostrophe. Try to write the following line in your VBA editor, and you will see that the color of the line will change to green:

This is all you need to know for now. Let’s try to write some code for now!

3 — Play with the code:

Let’s write some code now! Try to write the following in your VBA file and after press the Run button or F5 to run the code.

If you write everything correctly, the following window will appear on your Microsoft Excel screen:

Simple, right? There are many things you can use to make your life easier with Microsoft Excel. You can basically manage and modify everything.

4 — Play with the macro recorder:

The cool thing with Microsoft Excel is if you don’t know the code and you’re looking for something, you can actually do it manually and record it.

Once recorded, you can go back to the Visual Basic editor, and you will see the code generated by the assistant!

5 — Add some variables and constants:

Let’s try something else. We will ask your computer to remember some values entered by the user now. Write the following code in your VBA editor now and try to run it.

Dim myName As String
myName = InputBox(“What’s your name ?”)

MsgBox (“Hello “ & myName & “!”)

After running the code, the following window will appear, asking you to enter your name. Please enter your name and click on ok.

After pressing ok, the code will be able to save the entered value, and will display it in Excel!

Some explanations about the code. As you saw, you can easily use variables to stock any values. For this, you need to use the keyword “ Dim” in your code. But you will need to define the type of data you want to save. If it’s some text value, you can use “ as String”:

For numbers formats, VBA code distinguishes if the data is an integer value or a number with decimals. For this case, you can write the code as follows:

Dim myNumber As Integer
Dim myDecimalNumber As Double

For other types of data, the best way to learn is to try by yourself and check on the internet when you encounter an issue.

6 — Add some conditions:

Of course you will want to add some conditions to your code. By verifying a condition, you can ask your code to do something or doing nothing in a special case. Let’s try to use the following:

Dim myAge As String
myAge = InputBox(“What’s your current age?”)

If myAge If <>Else <> End if structure, you can put a condition and guide your program to execute some actions or not. This is really helpful, and the structure is easy to understand too.

7 — Create a template and make your life easier:

Another way to create some beautiful reports is to create a new Excel Sheet with the basic visual you want to use and hide the sheet. After, with a simple code you can copy the sheet to a new one, and begin to fill it:

8 — Connect to a database:

For people who are working with databases, you can connect the VBA code to it and extract some data. In order to create reports, this is really useful. I will not go through the details of the code, but you can find and use some sample code below:

‘ Create connection
Set cn = CreateObject(“ADODB.Connection”)
Set rs = CreateObject(“ADODB.Recordset”)

‘ Open request
rs.Open request, cn, adOpenStatic

‘ Paste request to Excel sheet
ActiveSheet.range(“A11”).CopyFromRecordset rs

‘ Close the request
cn.Close

9 — Others tips:

Many things can be done with VBA. Here’s a list of what you can do. Feel free to use this to save your time!

Merge some cells:

Rename your Excel sheet:

Change the value of a cell:

Change the color of a font:

10 — Run and Debug:

The annoying thing when creating some programs is you will always face new issues. To correct it, you can use internet communities to quickly find an answer to your problems.

As well, instead of running the program with the run button, you can use the F8 touch, which will launch your program line by line, so you can easily go through the program and see how it goes.

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Create VBA Project Report

Creating a nice report about your VBA project is always a good way to keep track of your records or at least give you a clue where you left off. Especially if you are working on multiple files at the same time and you are continuously being interrupted.

Recently I am working on a VBA standardization / cleanup project (reviewing legacy codes -> identify common tasks -> designing ‘apply for all’ procedures -> creating reusable codes etc.). Circumstances are far away from ideal (working alone, time pressure, no version control system). Since I had other responsibilities too I realized that sometimes I lose track where I was. If you have ever asked yourself:

• “Did I implemented that feature or not?”
• “I remember I have already done that in one of the files, which file was that?”
• “Why is it not listed in the code repository?”

then this add-in might be a help for you.

It simply takes the ActiveWorkbook VBA project, collects all the Modules, all the Procedures and compiles a report in a new workbook. Giving you a fighting chance to track you work by comparing the reports for different dates, number of procedures, number of lines. It is much easier to trace a specific function or sub (if you use talkative names).

Report content

• Component type: basically module type (standard, class, form, document)
• VBA component: module name
• Procedure name: it talks for itself
• Procedure type: sub or function
• Total lines: number of procedure lines
• Procedure declaration: the declaration line of the procedure

Example:

How it works

1. It always process the ActiveWorkbook.
2. The VBA Project has to be unlocked.
3. It does not list empty components (modules).
4. When you start the report there is a confirmation question showing you which workbook is going to be processed:

If you download and install the add-in it will be on an a new “Export VBA” tab on your ribbon.

If you go for the xlsm file:

1. open the ‘VBAProjectReport.xlsm’
2. open the file you would like to create a VBA Report
3. press Alt+F8
4. run ‘mainVBAProjectReport’ macro

Prerequisites

You have to enable the ‘Trust access to the VBA project object model’ feature in Excel’s Trust Center.

If you are copying the code to your projects do not forget to add the ‘Microsoft Visual Basic for Applications Extensibility’ library to your project.

Main module

The core procedure of the tool, note that code source is the simple xlsm file.

Function module

Good place to start if you are working with the VBE: Visual Basic add-in model reference

If you have an idea how to make this add-in better do not hesitate to comment or contact me.

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Excel VBA

Create an Excel Pivot Table report using VBA

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Create an Excel Pivot Table report using VBA

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1. Create an Excel Pivot Table report using VBA

Refer complete Tutorial on using Pivot Tables in Excel Window (user interface):

Use Visual Basic for Applications (VBA) to Create and Customize PivotTable & PivotChart reports: A PivotTable report can be created, customized and manipulated entirely using VBA. Properties and Methods of the PivotTable object are used to create, customize and manipulate a PivotTable report.

It may be noted that there are differences between Pivot Tables created in Excel 2000, Excel 2002-03, Excel 2007 and Excel 2010. Hence it is important to determine in which version of Excel is vba being executed in, to ensure compatibility and similar default settings between the PivotTable with the corresponding Excel version.

You can create a PivotTable with a specific version in Excel 2007 by using the PivotCaches.Create Method.

In Excel 2007, you can have fully interactive PivotTables versions 0 to 3. In Excel versions prior to Excel 2007, you can have fully interactive PivotTable version numbers 0 to 2 (ie. Excel 2000 & Excel 2002-03 formats), but only a read-only PivotTable version number 3 (ie. Excel 2007 format) and you cannot create a PivotChart from this read-only PivotTable.

Working in Excel 2007 in compatibility mode (ie. when xls file is opened) will save an Excel 2000 or Excel 2002-03 format PivotTable (ie. PivotTable versions 0 to 2). When you save an Excel 2007 file in compatibility mode, all PivotTables of previous versions (0 to 2) will be marked for upgrade to version 3 (xlPivotTableVersion12) and the respective PivotTable will be upgraded when refreshed next. Once the PivotTable is upgraded and converted to version 3, it cannot be converted back to an earlier version.

All features of Excel 2007 can be used when you use a PivotTable version number 3 (ie. Excel 2007 format) in Excel 2007. Using PivotTable version numbers 0 to 2 (ie. Excel 2000 & Excel 2002-03 formats) in Excel 2007 will enable use of most but not all features (esp. some filtering options) of Excel 2007.

In the order of: PivotTable Version, PivotTable Version Number, Excel Version, Excel Version Number

xlPivotTableVersion2000, 0, Excel 2000, 9.0

xlPivotTableVersion10, 1, Excel 2002, 10.0

xlPivotTableVersion11, 2, Excel 2003, 11.0

xlPivotTableVersion12, 3, Excel 2007, 12.0

xlPivotTableVersion14, 4, Excel 2010, 14.0

Note: There is no difference in behavior between xlPivotTableVersion10 and xlPivotTableVersion11.

Application.Version Property — returns the Excel version number in which VBA is being executed viz. 10.0, 11.0, 12.0, etc.

PivotTable.Version Property — returns the PivotTable version number, 1, 2, 3, etc.

Example 1:

Use the PivotCaches.Create Method, to add a new PivotTable Cache (version excel 2007). Create a PivotTable report based on a Pivot Cache using the PivotCache.CreatePivotTable method. Add row, column, page (report filter) & data fields.

Sub createPivotTable1()
‘refer Image DataSource for source data. Note that the complete data table extends upto row number 49.
‘refer Image 1 for PivotTable report created after running below code

Dim PvtTbl As PivotTable
Dim wsData As Worksheet
Dim rngData As Range
Dim PvtTblCache As PivotCache
Dim wsPvtTbl As Worksheet
Dim pvtFld As PivotField

‘determine the worksheet which contains the source data
Set wsData = Worksheets(«CarSales»)

‘determine the worksheet where the new PivotTable will be created
Set wsPvtTbl = Worksheets(«Sheet1»)

‘delete all existing Pivot Tables in the worksheet
‘in the TableRange1 property, page fields are excluded; to select the entire PivotTable report, including the page fields, use the TableRange2 property.
For Each PvtTbl In wsPvtTbl.PivotTables

If MsgBox(«Delete existing PivotTable!», vbYesNo) = vbYes Then

‘A Pivot Cache represents the memory cache for a PivotTable report. Each Pivot Table report has one cache only. Create a new PivotTable cache, and then create a new PivotTable report based on the cache.

‘set source data range:
Set rngData = wsData.Range(«A1:G49»)

‘for creating a Pivot Cache (version excel 2007), use the PivotCaches.Create Method. When version is not specified, default version of the PivotTable will be xlPivotTableVersion12.

‘The PivotCache.CreatePivotTable method creates a PivotTable report based on a Pivot Cache. TableDestination is mandatory to specify in the method.

‘create Pivot Cache and PivotTable version excel 2007:
ActiveWorkbook.PivotCaches.Create(SourceType:=xlDatabase, SourceData:=rngData, Version:=xlPivotTableVersion12).createPivotTable TableDestination:=wsPvtTbl.Range («A1»), TableName:= «PivotTable1», DefaultVersion:=xlPivotTableVersion12

Set PvtTbl = wsPvtTbl.PivotTables («PivotTable1»)

‘Default value of ManualUpdate property is False wherein a PivotTable report is recalculated automatically on each change. Turn off automatic updation of Pivot Table during the process of its creation to speed up code.
PvtTbl.ManualUpdate = True

‘add row, column and page (report filter) fields:
Set pvtFld = PvtTbl.PivotFields(«Year»)
pvtFld.Orientation = xlPageField

Set pvtFld = PvtTbl.PivotFields(«Region»)
pvtFld.Orientation = xlRowField

Set pvtFld = PvtTbl.PivotFields(«Car Models»)
pvtFld.Orientation = xlRowField
pvtFld.Position = 1

Set pvtFld = PvtTbl.PivotFields(«Country»)
pvtFld.Orientation = xlColumnField

‘set data field — specifically change orientation to a data field and set its function property:
With PvtTbl.PivotFields(«Sales»)

‘turn on automatic update / calculation in the Pivot Table
PvtTbl.ManualUpdate = False

‘Application.Version Property — returns the Excel version number in which VBA is being executed viz. 9.0, 10.0, 11.0, 12.0, etc.
MsgBox Application.Version

‘PivotTable.Version Property — returns the PivotTable version number, 0, 1, 2, 3, etc.
MsgBox PvtTbl.Version

End Sub

Example 2:

Use the PivotCaches.Create Method, to add a new PivotTable Cache (version excel 2003). Create a PivotTable report, in a new worksheet, based on a Pivot Cache using the PivotCache.CreatePivotTable method. Add row, column and page (report filter) fields using the AddFields method. Add a data field using the AddDataField method.

Sub createPivotTable2()
‘refer Image DataSource for source data. Note that the complete data table extends upto row number 49.
‘refer Image 2 for PivotTable report created after running below code

Dim PvtTbl As PivotTable
Dim wsData As Worksheet
Dim rngData As Range
Dim PvtTblCache As PivotCache
Dim pvtFld As PivotField

‘determine the worksheet which contains the source data
Set wsData = Worksheets(«CarSales»)

‘A Pivot Cache represents the memory cache for a PivotTable report. Each Pivot Table report has one cache only. Create a new PivotTable cache, and then create a new PivotTable report based on the cache.

‘determine source data range (dynamic):
‘last row in column no. 1:
lastRow = wsData.Cells(Rows.Count, 1).End(xlUp).Row
‘last column in row no. 1:
lastColumn = wsData.Cells(1, Columns.Count).End(xlToLeft).Column

Set rngData = wsData.Cells(1, 1).Resize(lastRow, lastColumn)

‘for creating a Pivot Cache (version excel 2003), use the PivotCaches.Create Method. When version is not specified, default version of the PivotTable will be xlPivotTableVersion12:
Set PvtTblCache = ActiveWorkbook.PivotCaches.Create(SourceType:=xlDatabase, SourceData:=rngData, Version:=xlPivotTableVersion11)

‘create a PivotTable report based on a Pivot Cache, using the PivotCache.CreatePivotTable method. TableDestination is mandatory to specify in this method.

‘create PivotTable in a new worksheet:
ActiveWorkbook.Worksheets(«CarSales»).Activate
Set PvtTbl = PvtTblCache.createPivotTable(TableDestination:= «» , TableName:= «PivotTable1» , DefaultVersion:=xlPivotTableVersion11)

‘rename the new worksheet in which the PivotTable report is created:
ActiveSheet.Name = «PT_CarSales1»

‘change style of the new PivotTable:
PvtTbl.TableStyle2 = «PivotStyleMedium3»

‘to view the PivotTable in Classic Pivot Table Layout, set InGridDropZones property to True, else set to False:
PvtTbl.InGridDropZones = False

‘Default value of ManualUpdate property is False wherein a PivotTable report is recalculated automatically on each change. Turn off automatic updation of Pivot Table during the process of its creation to speed up code.
PvtTbl.ManualUpdate = True

‘Add row, column and page fields in a Pivot Table using the AddFields method:
‘add row, column and page (report filter) fields using the .AddFields method:-
PvtTbl.AddFields RowFields:=Array( «Car Models», «Region» ), ColumnFields:= «Country» , PageFields:= «Year»

‘using the AddDataField method to add a data field in a PivotTable report
‘This method includes 3 arguments of Field, Caption & Summary Function. While it is mandatory to specify the Field object, Caption & Summary Function arguments are optional, default being SUM.
PvtTbl.AddDataField PvtTbl.PivotFields(«Sales»)

Dim PvtDataFld As PivotField
Set PvtDataFld = PvtTbl.PivotFields(«Sum of Sales»)

‘turn on automatic update / calculation in the Pivot Table
PvtTbl.ManualUpdate = False

‘Application.Version Property — returns the Excel version number in which VBA is being executed viz. 9.0, 10.0, 11.0, 12.0, etc.
MsgBox Application.Version

‘PivotTable.Version Property — returns the PivotTable version number, 0, 1, 2, 3, etc.
MsgBox PvtTbl.Version

End Sub

Example 3:

Add a new PivotTable Cache, using the PivotCaches.Add Method. Create a PivotTable report (version excel 2003) based on a Pivot Cache using the PivotTables.Add Method. Add row, column, page (report filter) & data fields.

Sub createPivotTable3()
‘refer Image DataSource for source data. Note that the complete data table extends upto row number 49.
‘refer Image 3 for PivotTable report created after running below code

Dim PvtTbl As PivotTable
Dim wsData As Worksheet
Dim rngData As Range
Dim PvtTblCache As PivotCache
Dim wsPvtTbl As Worksheet
Dim pvtFld As PivotField

‘add new worksheet
Worksheets.Add
ActiveSheet.Name = «PT_CarSales2»

‘determine the worksheet which contains the source data
Set wsData = Worksheets(«CarSales»)

‘determine the worksheet where the new PivotTable will be created
Set wsPvtTbl = Worksheets(«PT_CarSales2»)

‘A Pivot Cache represents the memory cache for a PivotTable report. Each Pivot Table report has one cache only. Create a new PivotTable cache, and then create a new PivotTable report based on the cache.
‘set source data range:
Set rngData = wsData.Range(«A1:G49»)

‘for creating a Pivot Cache, use the PivotCaches.Add Method:
Set PvtTblCache = ActiveWorkbook.PivotCaches.Add(SourceType:=xlDatabase, SourceData:=rngData)

‘Create a PivotTable report (version excel 2003) based on a Pivot cache using the PivotTables.Add Method. This is alternate to the PivotCache.CreatePivotTable method mentioned earlier.
‘In the Add method, it is necessary to specify the arguments of PivotCache and TableDestination.
wsPvtTbl.PivotTables.Add PivotCache:=PvtTblCache, TableDestination:=wsPvtTbl.Cells(3, 1), TableName:= «PivotTable1» , DefaultVersion:=xlPivotTableVersion11
Set PvtTbl = wsPvtTbl.PivotTables( «PivotTable1» )

‘Default value of ManualUpdate property is False wherein a PivotTable report is recalculated automatically on each change. Turn off automatic updation of Pivot Table during the process of its creation to speed up code.
PvtTbl.ManualUpdate = True

‘add row, column and page (report filter) fields:
Set pvtFld = PvtTbl.PivotFields( «Year» )
pvtFld.Orientation = xlPageField

Set pvtFld = PvtTbl.PivotFields( «Region» )
pvtFld.Orientation = xlRowField

Set pvtFld = PvtTbl.PivotFields( «Car Models» )
pvtFld.Orientation = xlRowField
pvtFld.Position = 1

Set pvtFld = PvtTbl.PivotFields( «Country» )
pvtFld.Orientation = xlColumnField

‘set data field — specifically change orientation to a data field and set its function property:

With PvtTbl.PivotFields(«Budgeted Sales»)

‘turn on automatic update / calculation in the Pivot Table
PvtTbl.ManualUpdate = False

‘Application.Version Property — returns the Excel version number in which VBA is being executed viz. 9.0, 10.0, 11.0, 12.0, etc.
MsgBox Application.Version

‘PivotTable.Version Property — returns the PivotTable version number, 0, 1, 2, 3, etc.
MsgBox PvtTbl.Version

End Sub

The PivotTableWizard method: PivotTable creation in vba was significantly altered in Excel 2000 when the PivotCache object was introduced, which enables creating a PivotCache and then creating PivotTable reports from the PivotCache. Excel 97 used the PivotTableWizard method to create a PivotTable report in a single step. To create a PivotTable report with vba in Excel 97, the PivotTableWizard method is the only option.

All arguments are optional to specify in the PivotTableWizard method. Omitting SourceType will default to xlDatabase (ie. Excel List or Database); SourceData, though optional, should invariably be specified else Excel considers the source to be a named range «Database» and if this named range does not exist the method will fail if certain conditions are not met. If SourceData is specified then SourceType should also be specified. Omitting the TableDestination argument will place the report at the active cell, and if the active cell lies within the range of SourceData, the report gets placed either in a new worksheet or in the separate worksheet specified in the method by the WorksheetObjectVariable.

Example 4:

Create a PivotTable report using the PivotTableWizard Method. Add row, column and page (report filter) fields using the AddFields method. Add a data field using the AddDataField method.

Sub createPivotTable4()
‘refer Image DataSource for source data. Note that the complete data table extends upto row number 49.
‘refer Image 4 for PivotTable report created after running below code

Dim PvtTbl As PivotTable
Dim wsData As Worksheet
Dim rngData As Range
Dim PvtTblCache As PivotCache
Dim wsPvtTbl As Worksheet
Dim pvtFld As PivotField

‘determine the worksheet which contains the source data
Set wsData = Worksheets(«CarSales»)

‘determine the worksheet where the new PivotTable will be created
Set wsPvtTbl = Worksheets(«Sheet1»)

‘delete all existing Pivot Tables in worksheet
‘in the TableRange1 property, page fields are excluded; to select the entire PivotTable report, including the page fields, use the TableRange2 property
For Each PvtTbl In wsPvtTbl.PivotTables

If MsgBox(«Delete existing PivotTable!», vbYesNo) = vbYes Then

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