Visual basic programming in microsoft excel

What is Programming in Excel?

Programming refers to writing a set of instructions that tell Excel to perform one or more tasks. These instructions are written in the Visual Basic for Applications (VBA) as this is the language understandable to Excel. To write an instruction, one can either write a code in VBA or record a macro in Excel. A macro is recorded to automate repetitive tasks. When a macro is recorded, VBA generates a code in the background.

For example, to submit an Excel report, a table needs to undergo the same set of tasks each time. These tasks include applying a pre-defined border, color, alignment, and font. To program in Excel, a macro can be recorded for performing all these tasks.

The purpose of programming in Excel is to save the user from performing the same tasks again and again. Moreover, it helps accomplish multiple tasks at a great speed that would have taken a lot of time, had they been performed manually.

Stages of Programming in Excel VBA

Programming in Excel VBA is carried out in the following stages:

1. Enable the Developer tab in Excel
2. Record a macro in Excel
3. View and examine the VBA code generated by the recorded macro
4. Test the VBA code of the recorded macro
5. Save the recorded macro (or the VBA code)

Further in this article, every stage of programming ine xcel has been discussed one by one. The steps to be performed in each stage are also listed.

Stage 1–Enable the Developer Tab in Excel

Let us understand how to enable the Developer tabEnabling the developer tab in excel can help the user perform various functions for VBA, Macros and Add-ins like importing and exporting XML, designing forms, etc. This tab is disabled by default on excel; thus, the user needs to enable it first from the options menu.read more in Excel. This tab is enabled to record a macro and access VBA. When the Developer tab is enabled, it appears on the Excel ribbonRibbons in Excel 2016 are designed to help you easily locate the command you want to use. Ribbons are organized into logical groups called Tabs, each of which has its own set of functions.read more. However, by default, Excel does not display the Developer tab.

Note: To know an alternate method to record a macro and access VBA, refer to the “alternative to step 1” in stages 2 and 3.

The steps to enable the Developer tab in Excel are listed as follows:

Step 1: Go to the File tab displayed on the Excel ribbon.

Step 2: Select “options” shown in the following image.

Step 3: The “Excel options” window opens, as shown in the following image. Select “customize ribbon” displayed on the left side of this window.

Step 4: Under “choose commands from” (on the left side of the window), ensure that “popular commands” is selected. Under “customize the ribbon” (on the right side of the window), choose “main tabs” from the drop-down list.

Next, select the checkbox of “developer” and click “Ok.” This checkbox is shown in the following image.

Step 5: The Developer tab appears on the Excel ribbon, as shown in the following image.

Stage 2–Record a Macro in Excel

Let us learn how to record a macroRecording macros is a method whereby excel stores the tasks performed by the user. Every time a macro is run, these exact actions are performed automatically. Macros are created in either the View tab (under the “macros” drop-down) or the Developer tab of Excel.
read more in Excel. When a macro is recorded, all tasks performed by the user (within the workbook) are stored in the Macro Recorder until the “stop recording” option is clicked. Apart from Microsoft Excel, a macro can be recorded for all Office applications that support VBA.

The steps to record a macro in Excel are listed as follows:

Step 1: From the Developer tab, click “record macro” from the “code” group.

Alternative to step 1: One can also click “record macro” from the “macros” group of the View tab of Excel.

Step 2: The “record macro” window opens, as shown in the following image. In this window, one can name the macro before recording it. The default macro name given by Excel is “macro1.”

The rules governing a macro name are stated as follows:

• It should not contain any space ( ), period (.) or exclamation point (!).
• It cannot contain any special characters (like $, @, ^, #, *, &) except the underscore (_).
• It should not begin with a numerical value. Rather, it must start with a letter.
• It cannot exceed 255 characters in length.

Note: It is recommended to use short and meaningful names for macros. Further, one must assign a unique name to each macro. In VBA, two macros within the same code module cannot have the same names.

Step 3: In the “macro name” box, we have entered the name “recording_macro.”

Notice that an underscore has been used as a separator between the two strings (recording and macro) of the name. No spaces, periods or special characters have been used in this name.

Step 4: Click “Ok” to start recording the macro. Once “Ok” is clicked in the preceding window, the “record macro” button (in the Developer tab or the View tab) changes to the “stop recording” button.

Next, carry out the tasks to be recorded in the macro “recording_macro.”

Note: Since the Macro Recorder records every action performed by the user, ensure that the actions are executed in the right sequence. If the recorded sequence is correct, Excel will perform the tasks efficiently each time the macro is run.

However, if a sequencing error occurs, one must either re-record the actions or edit the VBA codeVBA code refers to a set of instructions written by the user in the Visual Basic Applications programming language on a Visual Basic Editor (VBE) to perform a specific task.read more manually. If one is recording the macro for the first time, it is recommended to keep a copy of the workbook to prevent any undesired changes to the stored data.

In the following steps (step 4a to step 4c), the tasks to be recorded have been performed.

Step 4a: Select cell A1 of the worksheet. This is the first task that is recorded. The selection is shown in the following image.

Step 4b: Type “welcome to VBA” in cell A1. This is the second task that is recorded. Exclude the beginning and ending double quotation marks while typing.

Step 4c: Press the “Enter” key. As a result, the selection shifts from cell A1 to cell A2. This becomes the third task that is recorded.

The selection is shown in the following image.

Step 5: Click “stop recording” in the “code” group of the Developer tab. By clicking this option, Excel is told to refrain from recording any further tasks.

The “stop recording” option is shown in the following image.

Stage 3–View and Examine the VBA Code Generated by the Recorded Macro

Let us observe and study the VBA code generated by the macro recorded in stage 2. Remember that one can either directly write a code in the Visual Basic Editor (VBE or VB Editor) or let a macro do the same.

The VBE is a tool or program where VBA codes are written, edited, and maintained. When a macro is recorded, a code is automatically written in a new module of VBE. Note that VBA is the programming language of Excel.

The steps to view and study the code generated by the recorded macro are listed as follows:

Step 1: Click “visual basic” from the “code” group of the Developer tab. This option is shown in the following image.

Alternative to step 1: As a substitute for the preceding step, press the keys “Alt+F11” together. This is the shortcutAn Excel shortcut is a technique of performing a manual task in a quicker way.read more to open the VBE window.

Note: “Alt+F11” is a toggle key which when pressed repeatedly, helps to switch between VBE and Excel.

Step 2: The Visual Basic Editor window opens, as shown in the following image.

To the left of the VBE window, the worksheet, workbook, and module are shown. This window on the left (named “Project-VBAProject”) is also known as the Project window or the Project Explorer of VBE.

Step 3: Double-click “modules” shown in the following image.

Note: “Modules” are folders shown in the Project window after recording a macro. They are not shown prior to recording a macro. “Modules” are also shown when a module is inserted manually from the Insert tab of the VBE.

Step 4: Double-click “module1” under modules. A code appears on the right side of the VBE window. This window on the right [named “Book1-Module1 (Code)”] is known as the module code window.

The code is displayed in the following image.

Note: The code generated by recording a macro can be checked in the “modules” folder (in the module code window). In a module code window, one can also write a code manually or copy-paste it from another source.

In the following steps (step 4a to step 4d), the code generated by the recorded macro has been studied.

Step 4a: The first word of the code is “Sub.” “Sub” stands for subroutine or procedure. At the start of the code, the word “Sub,” the macro name (recording_macro), and a pair of empty parentheses are displayed. This is followed by the statements to be executed by the code. These statements are:

ActiveCell.FormulaR1C1 = “Welcome to VBA”

Range (“A2”). Select

The code ends with “End Sub.”

The start or head [Sub Recording_Macro ()] and the end or tail [End Sub] of the code are shown in the following image.

Note 1: The words “macro” and “code” are often used interchangeably by several Excel users. However, some users also distinguish between these two words.

A VBA code is a command created either by writing a code directly in VBE or by recording a macro in Excel. In contrast, a macro consists of instructions that automate tasks in Excel. According to one’s choice, one can decide whether or not to differentiate between the two words.

Note 2: The “Sub” can be preceded by the words “Private,” “Public,” “Friend,” or “Static.” All these words set the scope of the subroutine. The default subroutine used in VBA is “Public Sub.” So, when “Sub” is written in a code, it implies “Public Sub.”

A “Public Sub” can be initiated by subroutines of different modules. However, a “Private Sub” cannot be initiated by subroutines of other modules.

Step 4b: The first activity we performed (in step 4a of stage 2) was to select cell A1. Accordingly, the following statement of the code tells Excel that the active cell is R1C1.

ActiveCell.FormulaR1C1

When a macro is recorded, VBA uses the R1C1 style for referring to cells. In this style, the letter R is followed by the row number and the letter C is followed by the column number. So, cell R1C1 implies that the row number is 1 and the column number is also 1. In other words, cell R1C1 is the same as cell A1 of Excel.

Step 4c: The second activity we performed (in step 4b of stage 2) was to type “welcome to VBA” in cell A1. So, the following statement of the code tells Excel that the value in cell R1C1 is “welcome to VBA.”

ActiveCell.FormulaR1C1 = “Welcome to VBA”

Step 4d: The third activity we performed (in step 4c of stage 2) was to press the “Enter” key. By pressing this key, the selection had shifted from cell A1 to cell A2. Therefore, the following statement tells Excel to select cell A2.

Range (“A2”). Select

This is the way VBA generates a code for all the activities performed under stage 2 of programming in Excel. Examining the code line-by-line makes it easier to interpret it.

Stage 4–Test the VBA Code of the Recorded Macro

Let us test the code when it is run multiple times. Note that a macro (or code) can be run as many times as one wants. Each time it runs, it performs the recorded tasks in Excel.

The steps to test the code that we examined in stage 3 are listed as follows:

Step 1: Delete the string “welcome to VBA” from cell A1 of Excel. Let A1 remain as a blank, selected cell. The following image shows the empty cell A1.

Note: To go back from VBE to Excel, press the toggle key “Alt+F11.”

Step 2: Go to VBE again by pressing the key “Alt+F11.” Click anywhere within the code. Next, click the “Run Sub/UserForm (F5)” button. This button is shown within a blue box in the following image.

Note: Alternatively, one can press the key F5 to run the VBA code.

Step 3: The output is shown in the following image. The preceding code enters the string “welcome to VBA” in cell A1. Thereafter, the selection shifts to cell A2. The string “welcome to VBA” has been entered in cell A1 because this cell was selected (in step 1) before running the code.

Each time the code is run, the currently selected cell (or the active cell) is filled with the string “welcome to VBA.” Then, the selection shifts to cell A2. So, if cell M10 is the active cell, running the code fills this cell with the stated string and selects cell A2 at the end.

However, had cell A2 been selected, running the code would have filled this cell with the string “welcome to VBA.” Moreover, in the end, cell A2 would have remained the selected cell.

Stage 5–Save the Recorded Macro (or the VBA Code)

Let us learn how to save a workbook containing a recorded macro. If a macro is saved, its VBA code is also saved.

The steps to save a workbook containing a macro (or a VBA code) are listed as follows:

1. Click “save as” from the File tab of Excel. The “save as” dialog box opens, as shown in the following image.
2. Assign a name to the Excel workbook in the “file name” box. We have entered the name “macro class.”
3. Save the workbook with the “.xlsm” extension. So, in the “save as type” box, choose “Excel macro-enabled workbook.”
4. Click “save” to save the workbook.

A workbook containing a macro should always be saved with the “.xlsm” extension. This extension ensures that the macro is saved and can be reused the next time the workbook is opened.

Note 1: The “save as” command is used when a workbook is saved for the first time. It is also used when a new copy of the workbook is to be created and, at the same time, the original copy is to be retained as well.

Note 2: If the workbook containing a macro is saved as a regular workbook (with the “.xlsx” extension), the macro will not be saved. Further, one may lose the code of the recorded macro. 

Frequently Asked Questions

Recommended Articles

This has been a guide to Programming in Excel. Here we discuss how to record VBA macros along with practical examples and downloadable Excel templates. You can learn more from the following articles–

• Create Button Macro in ExcelA Macro is nothing but a line of code to instruct the excel to do a specific task. Once the code is assigned to a button control through VBE you can execute the same task any time in the workbook. By just clicking on the button we can execute hundreds of line, it also automates the complicated Report.read more
• What is VBA Macros?
• Excel MacroA macro in excel is a series of instructions in the form of code that helps automate manual tasks, thereby saving time. Excel executes those instructions in a step-by-step manner on the given data. For example, it can be used to automate repetitive tasks such as summation, cell formatting, information copying, etc. thereby rapidly replacing repetitious operations with a few clicks.
  read more
• Code in Excel VBAVBA code refers to a set of instructions written by the user in the Visual Basic Applications programming language on a Visual Basic Editor (VBE) to perform a specific task.read more

Everybody in this country should learn how to program a computer... because it teaches you how to think." -Steve Jobs

I wish to extend the wise words of Steve Jobs and say everyone in the world should learn how to program a computer. You may not necessary end up working as a programmer or writing programs at all but it will teach you how to think.

In this VBA tutorial, we are going to cover the following topics.

• What is Visual Basic for Applications (VBA)?
• Why VBA?
• Personal & Business Applications of VBA in Excel
• Introduction to Visual Basic for Applications
• Step by step example of creating a simple EMI calculator in Excel
• How to use VBA in Excel Example

Before we go into further details, let’s look at what computer programming is in a layman’s language. Assume you have a maid. If you want the maid to clean the house and do the laundry. You tell her what to do using let’s say English and she does the work for you. As you work with a computer, you will want to perform certain tasks. Just like you told the maid to do the house chores, you can also tell the computer to do the tasks for you.

The process of telling the computer what you want it to do for you is what is known as computer programming. Just as you used English to tell the maid what to do, you can also use English like statements to tell the computer what to do. The English like statements fall in the category of high level languages. VBA is a high level language that you can use to bend excel to your all powerful will.

VBA is actually a sub set of Visual Basic 6.0 BASIC stands for Beginners All-Purpose Symbolic Instruction Code.

Personal & Business Applications of VBA in Excel

For personal use, you can use it for simple macros that will automate most of your routine tasks. Read the article on Macros for more information on how you can achieve this.

For business use, you can create complete powerful programs powered by excel and VBA. The advantage of this approach is you can leverage the powerful features of excel in your own custom programs.

Introduction to Visual Basic for Applications

Before we can write any code, we need to know the basics first. The following basics will help you get started.

• Variable – in high school we learnt about algebra. Find (x + 2y) where x = 1 and y = 3. In this expression, x and y are variables. They can be assigned any numbers i.e. 1 and 3 respective as in this example. They can also be changed to say 4 and 2 respectively. Variables in short are memory locations. As you work with VBA Excel, you will be required to declare variables too just like in algebra classes

• Rules for creating variables

  • Don’t use reserved words – if you work as a student, you cannot use the title lecturer or principal. These titles are reserved for the lecturers and the school authority. Reserved words are those words that have special meaning in Excel VBA and as such, you cannot use them as variable names.
  • Variable names cannot contain spaces – you cannot define a variable named first number. You can use firstNumber or first_number.
  • Use descriptive names – it’s very tempting to name a variable after yourself but avoid this. Use descriptive names i.e. quantity, price, subtotal etc. this will make your Excel VBA code easy to read

• Arithmetic operators – The rules of Brackets of Division Multiplication Addition and Subtraction (BODMAS) apply so remember to apply them when working with expressions that use multiple different arithmetic operators. Just like in excel, you can use

  • + for addition
  • – for subtraction
  • * for multiplication
  • / for division.

• Logical operators – The concept of logical operators covered in the earlier tutorials also apply when working with VBA. These include

  • If statements
  • OR
  • NOT
  • AND
  • TRUE
  • FALSE

VBA Hello World!

Now we will demonstrate how to program in VBA programming language. All program in VBA has to start with “Sub” and end with “End sub”. Here the name is the name you want to assign to your program. While sub stands for a subroutine which we will learn in the later part of the tutorial.

Sub name()
.
.
. 
End Sub

We will create a basic VBA program that displays an input box to ask for the user’s name then display a greeting message

This tutorial assumes you have completed the tutorial on Macros in excel and have enabled the DEVELOPER tab in excel.

• Create a new work book
• Save it in an excel macro enabled worksheet format *.xlsm
• Click on the DEVELOPER tab
• Click on INSERT drop down box under controls ribbon bar
• Select a command button as shown in the image below

Draw the command button anywhere on the worksheet

You will get the following dialogue window

• Rename the macro name to btnHelloWorld_Click
• Click on new button
• You will get the following VBA code window

Enter the following instruction codes

Dim name As String
name = InputBox("Enter your name")
MsgBox "Hello " + name

HERE,

• “Dim name as String” creates a variable called name. The variable will accept text, numeric and other characters because we defined it as a string
• “name = InputBox(“Enter your name”)” calls the built in function InputBox that displays a window with the caption Enter your name. The entered name is then stored in the name variable.
• “MsgBox “Hello ” + name” calls the built in function MsgBox that display Hello and the entered name.

Your complete code window should now look as follows

• Close the code window
• Right click on button 1 and select edit text
• Enter Say hello

• Click on Say Hello
• You will get the following input box

• Enter your name i.e. Jordan
• You will get the following message box

Congratulations, you just created your first VBA program in excel

Step by step example of creating a simple EMI calculator in Excel

In this tutorial exercise, we are going to create a simple program that calculates the EMI. EMI is the acronym for Equated Monthly Instalment. It’s the monthly amount that you repay when you get a loan. The following image shows the formula for calculating EMI.

The above formula is complex and can be written in excel. The good news is excel already took care of the above problem. You can use the PMT function to compute the above.

The PMT function works as follows

=PMT(rate,nper,pv)

HERE,

• “rate” this is the monthly rate. It’s the interest rate divided by the number of payments per year
• “nper” it is the total number of payments. It’s the loan term multiplied by number of payments per year
• “pv” present value. It’s the actual loan amount

Create the GUI using excel cells as shown below

Add a command button between rows 7 and 8

Give the button macro name btnCalculateEMI_Click

Click on edit button

Enter the following code

Dim monthly_rate As Single, loan_amount As Double, number_of_periods As Single, emi As Double
monthly_rate = Range("B6").Value / Range("B5").Value
loan_amount = Range("B3").Value
number_of_periods = Range("B4").Value * Range("B5").Value 
emi = WorksheetFunction.Pmt(monthly_rate, number_of_periods, -loan_amount)
Range("B9").Value = emi

HERE,

• “Dim monthly_rate As Single,…” Dim is the keyword that is used to define variables in VBA, monthly_rate is the variable name, Single is the data type that means the variable will accept number.
• “monthly_rate = Range(“B6”).Value / Range(“B5″).Value” Range is the function used to access excel cells from VBA, Range(“B6”).Value makes reference to the value in B6
• “WorksheetFunction.Pmt(…)” WorksheetFunction is the function used to access all the functions in excel

The following image shows the complete source code

• Click on save and close the code window
• Test your program as shown in the animated image below

How to use VBA in Excel Example

Following steps will explain how to use VBA in Excel.

Step 1) Open your VBA editor

Under Developer tab from the main menu, click on “Visual Basic” icon it will open your VBA editor.

Step 2) Select the Excel sheet & Double click on the worksheet

It will open a VBA editor, from where you can select the Excel sheet where you want to run the code. To open VBA editor double click on the worksheet.

It will open a VBA editor on the right-hand side of the folder. It will appear like a white space.

Step 3) Write anything you want to display in the MsgBox

In this step we are going to see our first VBA program. To read and display our program we need an object. In VBA that object or medium in a MsgBox.

• First, write “Sub” and then your “program name” (Guru99)
• Write anything you want to display in the MsgBox (guru99-learning is fun)
• End the program by End Sub

Step 4) Click on the green run button on top of the editor

In next step you have to run this code by clicking on the green run button on top of the editor menu.

Step 5) Select the sheet and click on “Run” button

When you run the code, another window will pops out. Here you have to select the sheet where you want to display the program and click on “Run” button

Step 6) Display the msg in MsgBox

When you click on Run button, the program will get executed. It will display the msg in MsgBox.

Download the above Excel Code

Summary

VBA Full Form : Visual Basic for Application. It’s a sub component of visual basic programming language that you can use to create applications in excel. With VBA, you can still take advantage of the powerful features of excel and use them in VBA.