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Editor’s Note: This is the additional of two accessories focused on Excel macros adopted from admirers questions asked at aftermost week’s MrExcel Webcast, “Macros for Budgeting & Corporate Accounting.” The aboriginal commodity about application text-to-columns in a macro was the affair of aftermost week’s column.



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During aftermost week’s Webcast, I covered one simple macro recording archetype — and again covered the four things you absolutely accept to apprentice to actualize able macros. Basically, the Excel macro recorder will never almanac these four items for you. However, already you adept the quartet of items, you can use a aggregate of the macro recorder and the four concepts to break any botheration in Excel. The Webcast ran bristles account long, and I did not get to abode all the Q&A at the end. (By the way, if you absent the Webcast, an annal will anon be accessible at CFO.com’s Webcast page.)

So in this column, I will acknowledgment the third and final catechism I didn’t accept time to altercate during the online session.



Question 3: Can You Access Information in Addition Workbook with a Macro in a Altered Workbook?The acknowledgment is yes. Aback you alpha to accredit to added worksheets and workbooks, you are affective aloft the types of macros that the macro recorder provides and affective on to a able date in your macro architecture progression.



Before bold how to break this problem, anticipate about how the macro recorder works. If you attending at cipher generated by the macro recorder, it deals with added worksheets or workbooks by aboriginal activating the added workbook, selecting the added worksheet, and again operating on the worksheet.

Workbooks(“Accounting Reports.xlsm”).Activate

Sheets(“Balance Sheet”).Select

Range(“G22”). Select

Selection.Copy

While the macro recorder consistently selects commodity afore acting aloft it, this is not all-important aback you are autograph VBA cipher afterwards the macro recorder. You can achieve all four curve aloft in a distinct band of code:

Workbooks(“Accounting Reports.xlsm”). Sheets(“Balance Sheet”).Range(“G22”).Copy

Using Special Variables to Accredit to Workbooks or WorksheetsIn the Webcast, I talked about application simple variables to authority a distinct number, such as FinalRow, TotalRow, FirstRow, and so on. There is addition blazon of capricious in VBA that is alleged an Commodity Variable. An Commodity Capricious can accredit to an absolute worksheet or a workbook or a blueprint or any added commodity in Excel. You should consistently acknowledge the commodity variables at the top of the macro. It is not required, but I consistently activate my workbook commodity variables with WB and my worksheet commodity variables with WS.

Imagine a book in which the macro will be run while a assertive workbook is open. This workbook has a abstracts worksheet and a lookup worksheet. The ambition will be to actualize a aboriginal workbook with a distinct address worksheet. In this scenario, I would use WSD as the capricious for the abstracts worksheet, WSR for the address worksheet, and WSL for the lookup worksheet. I would use WBN to accredit to the new workbook that is created, and I would use WBT to accredit to the aboriginal workbook (the T stands for “This Workbook,” the workbook in which the cipher resides).

To ascertain the commodity variables, use the DIM statement. You would use bristles DIM statements to ascertain the bristles worksheets/workbooks.

Sub MyAmazingMacro()

Dim WBT As Workbook ‘ This Workbook

Dim WBN As Workbook ‘ New workbook

Dim WSD As Worksheet ‘ Data

Dim WSL As Worksheet ‘ Lookup sheet

Dim WSR As Worksheet ‘ Address worksheet, in WBN

Note that the words afterwards the apostrophe in anniversary band are artlessly a animadversion to advice others accept the macro. The comments do not absolutely do annihilation in the macro.

Once you accept authentic the commodity variables, you can accredit a worksheet or a workbook to the capricious application the Set command.

Set WBT = Workbooks(“Raw Data.xlsm”)

Set WSD = WBT.Worksheets(“GLData”)

Set WSL = WBT.Worksheets(“CCtrList”)

Set WBN = Workbooks(“Accounting Reports.xlsm”)

Set WSR = WBN.Worksheets(“Balance Sheet”)

After defining the variables, it becomes simpler to accredit to beef in addition workbook or worksheet. You can accredit to beef in any worksheet afterwards activating the worksheet or workbook, provided the workbook is accessible in the accepted Excel session. The afterward band will archetype corpuscle C4 from the CCtrList worksheet in the accepted workbook out to corpuscle Z9 on the Balance Area workbook in the AccountingReports.xlsm worksheet:

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WSR.Range(“Z9”) = WSL.Range(“C4”)

Tricks of the TradeThere are a lot of tricks for apropos to workbooks and worksheets.

Many times you appetite the macro to accredit to whichever worksheet was alive at the time the macro started running. Excel VBA provides a keyword alleged ActiveSheet to accredit to the currently alive worksheet. If you ascertain WSD as the ActiveSheet, the macro will bethink which worksheet was alive at the alpha of the macro. You can again cross aback to that worksheet later.

Sub ReturnToOriginal()

Dim WSO As Worksheet ‘ Aboriginal worksheet

Dim WSN As Worksheet ‘ new worksheet created by macro

Set WSO = ActiveSheet

‘…. macro actuality to actualize WSN

‘Return aback to aboriginal worksheet

WSO.Select

End Sub

Excel VBA provides two keywords to accredit to workbooks. ActiveWorkbook will accredit to the workbook that is currently alive in the Excel session. ThisWorkbook refers to the workbook area the macro cipher resides. Sometimes those are the aforementioned workbook, but sometimes they are not. Actuality is an example.

Every day the IT administration generates a distinct Excel worksheet with all of the accessible accounts receivable. Every day this workbook arrives with a altered name. Today’s book ability be alleged ARLog20110823.xlsx. Tomorrow’s book would be ARLog20110824.xlsx. Rather than alteration the macro anniversary day to accord with the name, you can set up a activity whereby you accessible the macro workbook, accessible the accepted day’s AR log, and again adjure the macro. You can address the macro bold that the abstracts is in the ActiveWorkbook and that your lookup worksheet is in the macro workbook.

Sub ProcessTodaysData()

Dim WBT As Workbook ‘ macro workbook

Dim WBD As Workbook ‘ abstracts workbook from I.T.

Dim WBN As Workbook ‘ New workbook, created by macro

Dim WSD As Worksheet ‘ alone worksheet in WBD

Dim WSL As Worksheet ‘ Lookups, in WBT

Dim WSR As Worksheet ‘ Report, created in WBN

‘ Note: They should accept abstracts worksheet be alive afore running

Set WBT = ThisWorkbook

Set WBD = ActiveWorkbook

Set WSL = WBT.Worksheets(“CCtrList”)

Set WSD = WBD.Worksheets(1) ‘ Not abiding what it is alleged anniversary day

In the macro above, you get about not alive the name of the accepted day’s worksheet by apropos to it as ActiveWorkbook. If the worksheet additionally has a altered name anniversary day, application Worksheets(1) to accredit to the aboriginal (in this case, the only) worksheet in the workbook is an able trick.

Opening a WorkbookIf you almanac the activity of aperture a workbook, the macro recorder will produce:

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Workbooks.Open FileName:=”C:DataAccountList.xls”

If you appetite to accredit to this workbook with an commodity variable, you can accept that the opened workbook becomes the alive workbook anon afterwards aperture the workbook:

Dim WBA as Workbook ‘ Account List workbook

Dim WSL as Worksheet ‘ Lookup worksheet

Workbooks.Open FileName:=”C:DataAccountList.xls”

Set WBA = ActiveWorkbook

Set WSL = WBA.Worksheets(1)

Alternatively, you can accessible the workbook and accredit it to an commodity capricious in a distinct band of code. Agenda that you accept to add the parentheses to the Workbooks.Open command:

Dim WBA as Workbook ‘ Account List workbook

Dim WSL as Worksheet ‘ Lookup worksheet

Set WBA = Workbooks.Open(FileName:=”C:DataAccountList.xls”)

Set WSL = WBA.Worksheets(1)

Creating a New Bare WorkbookMany times in a macro, I appetite to actualize a absolutely new workbook. By default, a new workbook in Excel will accept three worksheets. However, abounding adeptness Excellers accept afflicted the absence to alone put a distinct worksheet in their new workbooks. Someone application Excel 97 ability automatically get 16 worksheets in their new workbooks. Rather than leave this to chance, I use a congenital arrangement alleged xlWBATWorksheet to accomplish a new workbook with absolutely one worksheet:

Sub AddAWorkbook()

Dim WBT As Workbook ‘ Aboriginal workbook

Dim WBN As Workbook ‘ New workbook

Set WBT = ActiveWorkbook

Workbooks.Add xlWBATWorksheet

Set WBN = ActiveWorkbook ‘ the new workbook

WBT.Activate ‘ Go aback to aboriginal workbook

Just as in the antecedent example, you can actualize the new workbook and accredit it to an commodity capricious in a distinct band of code. Again, add the parentheses:

Sub AddAWorkbook()

Dim WBT As Workbook ‘ Aboriginal workbook

Dim WBN As Workbook ‘ New workbook

Set WBT = ActiveWorkbook

Set WBN = Workbooks.Add(xlWBATWorksheet)

WBT.Activate ‘ Go aback to aboriginal workbook

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Creating a New Bare Worksheet in the Alive WorkbookWhen you use the Worksheets.Add command, Excel will add a worksheet to the accepted workbook. The worksheet will accept an capricious name (i.e., Sheet4, Sheet6, Sheet17). You apparently will appetite to rename the worksheet. Aback you add a worksheet, the new area is selected, so you can use the ActiveSheet keyword to accredit to the worksheet afterwards abacus it.

Sub AddWorksheet()

Dim WSN As Worksheet

Worksheets.Add after:=ActiveSheet

Set WSN = ActiveSheet

WSN.Name = “Report”

Alternatively, you can actualize the worksheet and accredit it to the commodity capricious in one line:

Sub AddWorksheet2()

Dim WSN As Worksheet

Set WSN = Worksheets.Add(after:=ActiveSheet)

WSN.Name = “Report”

Last Trick: Copying a Worksheet to a New Bare WorkbookRather than creating a workbook with a distinct bare worksheet and again clearing that workbook with data, you could add a worksheet to the alive workbook, abide the worksheet, again archetype the accomplished address to a new workbook.

Simply application the .Copy command on a worksheet will archetype that worksheet to a new workbook. The new workbook becomes active, so you can accredit to the workbook application ActiveWorkbook

Sub CreateReportWorkbook()

Dim WBT As Workbook ‘ This workbook

Dim WBR As Workbook ‘ New workbook created later

Dim WSN As Worksheet ‘ New worksheet

Set WSN = Worksheets.Add(after:=ActiveSheet)

WSN.Name = “Report”

‘ Lots of cipher actuality to accomplish report

‘ Lots of cipher actuality to accomplish report

‘ Lots of cipher actuality to accomplish report

‘ Aback the address is done, archetype to new workbook

WSN.Copy

Set WBR = ActiveWorkbook

WBR.SaveAs “C:ReportsReport.xlsx”

End Sub

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The examples actuality will accord you a starting point for apropos to added worksheets and workbooks in your macros.

Bill Jelen is the columnist of 33 books about Microsoft Excel and the host of MrExcel.com. Submit questions to be advised for approaching accessories by beat on his byline at the top of this commodity and sending him an e-mail bulletin or by sending a agenda anon to BillJelen@cfo.com.

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Last Updated: January 12th, 2019 by admin
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