Tag: Excel VBA Training

Posted on

What is Excel VBA and why should I learn it?

A common theme for me in Excel training is the comment “I didn’t know Excel could do that” – and training is a good way of finding out what Excel can do (beyond what we are currently using in our work environments).

Excel VBA has been a bit of a mystery to me, and without knowing what it is, why should I add that to the list of Excel skills I want to acquire?  Here is a really basic guide to Excel VBA.

What does VBA stand for?
VBA stands for Visual Basic for Applications.

What is Excel VBA for?
VBA is a language used for programming tasks and actions in Excel or developing additional functions in Excel worksheets that are customised to your work needs.

VBA is great for automating actions – saving time by performing programmed actions time and time again.  So you don’t have to set things up from scratch each time.

For example, if you are at an intermediate level, you can use macros without opting for the use of VBA.  However, understanding and using VBA gives you more flexibility to set up Excel to act on commands that may be too complex to be recorded in a macro. In this situation, VBA is suited to more advanced users of Excel.

Uses for VBA in the work environment 
For those users who can apply VBA, it can make life easier for us who are still developing our skills.

Automating procedures – for example, a monthly summary report can be set up using VBA – so you can press a button and the report is generated (conducting all the different actions so you don’t have to).

Speeding up work by using VBA macro to automate repetitive actions – if you find yourself completing the same action over a number of Excel workbooks, consider that  VBA could save you lots of time, by automating the action.

Customise Excel so that anyone in the organisation can use it.  If, like me, you aren’t using VBA yet, it is a breath of fresh air if someone can sets up commands and functions so I can just get on with my work.  So no matter whether the staff member is using Excel everyday, or infrequently, VBA is key to speeding up work and cutting out inaccuracies for everyone in the organisation.

For more information on our range of Excel VBA Training, please see VBA Training London.

Posted on

Understanding the different types of commands on the Ribbon

When I made the switch from Excel 2003 to Excel 2010, the Ribbon confused me and  it still takes me a while to figure out which tab holds the functions I need.  When I was on the intermediate Excel course the other week, I did notice that the trainer was talking about the buttons in different ways.

I felt it was time to devote a bit of time to learn about how to use the Ribbon more effectively including understanding the different types of commands.

ribbon-excel-vba-training
The Ribbon in its full glory.

Minimising the Ribbon I kept losing the Ribbon this week.  Didn’t know why, but it seemed to minimise on a whim.  That was until I learned that if I double-clicked on any tab, the Ribbon minimised.  To get it back, I needed to double-click on any tab again.   It is helpful to minimise the Ribbon when you want to see more rows (you can gain 5 more rows in the view if you minimise (not so helpful when you do this by accident and can’t work out what you did!)

Tip:  the shortcut to minimise the ribbon or bring it back to its full size, use Control and F1.

What are the types of commands on the Ribbon?  There are six main categories for commands: one-click, toggle, split buttons, drop-down and tick box.  Categories can be mixed so it is useful to understand the basics to develop your Excel skills.

The does-what-it-says-one-click button. These perform a simple action or function when you click on it. For example, clicking on the text alignment button applies the format to the active cell.  Other simple buttons in formatting include the Italic button, or bold, or increase or decrease font size buttons.

alignment-button-excel-vba-training
Click on the alignment button to format a cell in one click

Toggle buttons, now this is pretty neat, and hadn’t spotted this until someone pointed it out to me.  Excel tells me when I’ve applied this button to a cell, by changing the colour of the button, so I can toggle between applying and deselecting. This is incredibly helpful when I have different formats applied to cells and I need a reminder, or want to deselect the format quickly.

toggle-excel-vba-training
In this example, my category headings have bold and bottom alignment applied, and the buttons are yellow to show me that.

Drop down buttons have little arrows next to the button, reminding me that there are more options available.  A good example is the Borders button, which offers me different borders to apply to the cells I have selected.  Colour fill is another example, where I can click on the down arrow, select a colour and it is applied.

simple-button-borders-excel-vba-training
Drop down button options are displayed for me to select.

Split buttons are a hybrid of drop down buttons and one-click wonders.  So you can click on the button itself and the action is applied.  Click on the down arrow next to it, and more options are available and you can apply them from there.  You still have the benefit of the button changing colour so you know when an action is applied.

Tick box buttons are on/off kind of buttons.   A good example is in the View tab, where I can tick when I want to view gridlines, or show headings.  Quick to apply or deselect.

view-tab-tick-box-excel-vba-training
Tick box options in the View tab, so I can tick or untick actions such as show grid lines, or headings.

If you can’t remember what a button does, hold your mouse over the icon, and Excel will give the description.  If you use a button frequently, right click on it and add it to your Quick Access Toolbar, to save you from locating it on the ribbon each time.

The more familiar you get with the Ribbon, and the styles of buttons, the faster it will be to apply actions and functions.  By understanding the Ribbon better, I can also speed up my learning on courses – knowing the terms and locations makes it easier to follow exercises.  So I am focusing on understanding the commands and applying them so that I can move up to Excel VBA training soon.  For more background on the different skills and levels offered, have a look at https://www.stl-training.co.uk/microsoft/excel-training-london.php