Fall 2012 Workshop

Revised: June 2014

George Zhao
[email protected]
Goals of the Workshop
 Learn Excel tools by utilizing them in various cases
 Tools and materials covered here are merely a sample of
Excel functionality
 Understand the logic and syntax behind Visual Basic
programming, which interacts with the Excel interface
 No programming background required
 Create dynamic algorithms to approach cases
 When data is changed, but retains its original format,
the algorithm should be able to automatically handle the
transition appropriately

Created by George Zhao 2

Workshop Structure
 Instead of providing function and programming
syntax to memorize, this workshop emphasizes case
studies, through which the skills are utilized
 Cases: applicable situational tasks
 Tutorials: supplemental teaching material to understand
foundational materials
 Best recommended to follow along and do the
exercises with accompanying spreadsheets

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Workshop Resources
www.georgegzhao.com/excel.html

Lesson materials:
 Learning Slides[.pdf]
 Exercises - Blank [.xlsx]
 Exercises - Filled [.xlsm]

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Contents Overview
 Case 1: Multiplication Table
 Case 2: Percentile Calculations
 Tutorial 1: Variables and Arrays
 Case 3: Hello World
 Tutorial 2: Functions
 Tutorial 3: Loops and Decisions
 Case 4: Gradebook Tallying
 Case 5: Loop through Data
 Tutorial 4: Recording Macro
 Case 6: Select, Pull, Display
 Tutorial 5: Userform
 Case 7: Subway Data All-Around Analysis
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Multiplication Table
 Task: If given the following on an Excel worksheet,
how do we fill this up?
1 2 3 4 5
1
2
3
4
5

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First Task: Building the Table
 Suppose we are only given one side of the table
initially:

 We need 1, 2, 3, 4, 5 to be filled up on the top row,

beginning in cell B1, going rightward
 We also want both sets of numbers to be bolded

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Shift + Control + Arrow
 Begin by selecting cell B2
 Shift + Control + Down arrow to select all elements
until an empty cell (or the end of capacity limit of the
worksheet) is reached
 Shift + Control + (Up / Down / Left / Right) arrow all
work similarly
 Control + B for bold
 Control + C for copy

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Paste Special with Shortcut
 Use arrow to move to cell B1
 Can Right Click > Paste Special
 Or simply Alt + E + S
 Select Transpose (E)

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Where to Start
 Use fixed reference cells

1 2 3 4 5
1
2
3
4
5

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1-Dimensional Fixed Reference
 Example: y = (1+r)*x^2, given a fixed value r
r= 0.1

x y
-3 9.9
-2
-1
0
1
2
3
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Show Formulas
 Formulas > Show Formulas
 Toggle on and off between showing / not showing

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 Error: No Fixing Reference
 Error
r= 0.1

x y
-3 9.9
-2 4
-1 #VALUE!
0 0
1 5
2 #VALUE!
3 9
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1-Dimensional Fixed Reference
 Fix cell reference in cells A1, B2, BB32: $A$1, $B$2,
$BB$32
r= 0.1

x y
-3 9.9
-2 4.4
-1 1.1
0 0
1 1.1
2 4.4
3 9.9
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Deeper Look into Fixing Reference
 A1: not fixing column A nor row 1
 $A$1: fixing column A and row 1
 $A1: fixing ONLY column A, not row 1
 A$1: fixing ONLY row 1, not column A

 Whatever (row and/or column) right after the $ sign is

fixed
 If fixing BOTH row and column, press F4 while cursor
is over the reference in the formula editing

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Algorithm: Multiplication Table
 Multiply the row index by the column index
 Do this for each cell in the row, and then for each row

1 2 3 4 5
1
2
3 12
4
5
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Example: Multiplication Table
 Focus again on cell E4: (12 = 3 x 4)
 All entries on row 4: product of 3 (A4) and ___
 All entries on column E: product of 4 (E1) and ___

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Think About It
 Focus on any single row:
 We are traversing through various columns, but want to
fix the first term (A4), so fix the column letter (A)
 Focus on any single column:
 We are traversing through various rows, but want to fix
the second term (E1), so fix the row number (1)

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Result of Fixing
 Fix the column (A) from the first reference, and the
row (1) from the second reference
 F2 to illustrate the formula and the references
(colored)

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Shortcuts to Paste Formula
 Double click on the square at the lower-right corner of
the cell
 This pastes the formula down the column, avoids the
effort of dragging the formula down across rows

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Shortcuts to Paste Formula
 Downside: won’t do the same horizontally across
columns

 Have to manually drag it across the columns

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Performance Evaluation
 How would performance have been if we were dealing
with a 50 x 50 table instead?
 Shift + Control + Down, copy, paste special (transpose)
occurs constant time
 Double clicking to paste to formulas down occurs
constant time
 Manually dragging the formulas across columns
depends linearly on number of columns

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Alt + Enter Pasting Method
 (ere’s the procedure of the method:
 Paste the formula on one corner
 Paste the formula on the other corner
 Select all of the cells in-between to apply the same
formula, using Shift + Control + arrow to get all of the
wanted data
 Click Alt + Enter
 Much more useful when dealing with 1-dimensional
list than 2-dimensional table

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Alt + Enter Illustrated
 Copy the formula in cell B2, paste into F6, select
everything in-between, and hit Alt + Enter
 Difficult to capture the desired region efficiently with
the Shift + Control + arrow method

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Quick Way to Paste Formula
1 2 3 4 5
1 1 2 3 4 5
2 2 4 6 8 10
3 3 6 9 12 15
4 4 8 12 16 20
5 5 10 15 20 25

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Remarks
 When fixing cell reference, think:
 Are we fixing the column?
 Are we fixing the row?
 Both?
 Neither?
 Alt + Enter way to paste formulas is more useful in 1-
dimensional situations

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Pseudocode: The Approach
 Multiply the row index by the column index
 Do this for each cell in the row, and then for each row

1 2 3 4 5
1
2
3 12
4
5
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Actual Code Juxtaposed
 Multiply the row index by the column index
 Do this for each cell in the row, and then for each row

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Task 1
 We are given 20 x 10 matrix of all random numbers
 Upon supplying various integer values between 0 and
100, denoted n, give the n-th percentile of each column

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=PERCENTILE()
 =PERCENTILE([array], k)
 Let k be within [0, 1]

 =PERCENTILE(A1:A10, .75) gives the 75th percentile

value of the data from A1 to A10
 =PERCENTILE(B1:B10, .05) gives the 5th percentile
value of the data from B1 to B10

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Right Formula?

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Need to Fix Reference
 B1:B20 – fix the row? Column? Both? Neither?
 A23/100 – fix the row? Column? Both? Neither?

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B1:B20
 Stores the column of data points to be analyzed
 Think of what happens when the formula is dragged
on to adjacent cells
 DO NOT want to shift down to B2:B21 and so forth –
fix the row references
 But DO want shift right to C1:C20 – do not fix the
column references
 B$1:B$20

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A23/100
 Stores the k value
 Think of what happens when the formula is dragged
on to adjacent cells
 DO want to shift down to A24 – do not fix row
references
 DO NOT want to shift right to B23 – fix the column
references
 $A23/100

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Refined Formula

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Dynamic Formulas
 Results updates automatically for different k values

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Task 2
 Given several integers, called x, calculate the percentile
rank of those integers
 What percentile would these integers fit into?
 If x is out of the range, error would return
 )n that case, display a message that it’s out of the range

 =PERCENTRANK([array], x)

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Without Error Trapping
 Similar cell reference fixing as previous
 #N/A errors whenever:
 x is smaller than the minimum value in the set
 x is larger than the maximum value in the set

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=IF()
 Returns different values given the certainty of a
condition
 =IF([condition],[value if true],[value if false]
 =)F = ,"YES","NO" returns YES
 =)F = ,"YES","NO" returns NO
 Suppose cell A contains
 Suppose A2 wants to show the value in A1, but only the
value is divisible by 11, otherwise leave blank
 =IF(MOD(A1,11)=0,A1,"")

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Nested =IF()
 Suppose cell A contains
 In cell A2, type =IF(MOD(A1,2)=0,IF(MOD(A1,3)=0,"DIV
BY 6","DIV BY 2"),"NOT DIV BY 2")
 If divisible by 2:
 )f further divisible by , show that it’s divisible by
 )f not further divisible by , show that it’s merely divisible by
 If not divisible by 2:
 Display that it’s not divisible by
 Change the value in A1 and see the result

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=IFERROR()
 =IFERROR([normal value], [value if error])
 For B23 cell for example, we want
=IFERROR(PERCENTRANK(B$1:B$20,$A32),"Out of
Range")
 Return PERCENTRANK(B$1:B$20,$A32) to B23 cell, but
if that results in an error, return Out of Range
instead

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=IFERROR() vs. =IF()
 Logically,
=IFERROR(PERCENTRANK(B$1:B$20,$A32),"Out of
Range") is essentially this:
=IF(PERCENTRANK(B$1:B$20,$A32)=#N/A,"Out of
Range")
 (owever, we can’t use the latter.
 PERCENTRANK(B$1:B$20,$A32) immediately throws
an error, won’t compare to #N/A
 So =IFERROR() is the only way to trap that error

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=IFERROR() vs. =IF()
 =IFERROR() is also much cleaner
 Suppose in cell row 39, we want to display sum of rows
1 through 20
 (owever, if the sum is less than , display <
instead of the actual sum
 In B23 cell:
=IF(SUM(B1:B20)<1000,"< 1000",SUM(B1:B20))
 )nevitable double-typing the core formula

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=SUMIF()
 In the previous example, output changed depending
on the final output
 If the total final out is less than 1000, display the string
 What if we want conditions for each entry?
 In row 40, sum the entries of rows of 1 to 20, but only
each individual entry is greater than 70

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Criteria
 Boolean condition within quotation marks
 Examples:
 Less than : <
 Equals to : =
 Greater than : >
 Not : <>
 Greater than or equal to : >=
 Less than or equal to : <=
 =SUMIF(B1:B20, ">70") in this scenario

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A Note on This Exercise
 No Visual Basic programming was needed for this
exercise
 Most times, if a dynamic formula in a cell can give us
all the information we need, use them instead of
programs
 Faster, easier debugging
 Much of the functions and algorithms done with
formulas are the backbone for VBA programming
foundation

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Progra i g = Work With…
 Data
 Data
 Data
 Data
 Data

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Let’s Get Started: Variables
 Different types of data. Consider:
 Name of city: New York (words)
 Length of 14th St: 2.00 (decimal)
 Population: 8,000,000 (integer)
 MetroCard fare: 2.25 (currency)
 Longitude: 74 ° ’ longitude
 Variables are categorized by the type of data they hold.
 There are basic types, and there can be user-defined.
 Variables and their types aren’t necessarily units.

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Some Basic Variables
 Consider a course:
 Class size: 30 (integer)
 Class location: Hamilton Hall (string)
 Pass/Fail allowed: false (boolean)
 Average grade: 94.4 (double)
 Average letter grade: A (character)

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Declaring Variables
 Dim size as Integer
 Dim location as String
 Dim passFail as Boolean
 Dim avgGrade as Double
 Dim ltrGrade as Char

 Dim: denote local variables (existence in the running

of procedure)
 Variable Names: begin with letter, only contain letter,
number, or underscore, cannot be reserved word

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Initializing Variables
 Can do all the declaration in one line as follows:
 Dim size as Integer, location as String, passFail as
Boolean, avgGrade as Double, ltrGrade as Char

 size = 30
 location = "Hamilton Hall"
 passFail = False
 avgGrade = 94.4
 ltrGrade = A

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Variants
 Variables not restricted to specific type
 No need to declare by type

 size = 30
 location = "Hamilton Hall"
 passFail = False
 avgGrade = 94.4
 ltrGrade = A

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Multiple Similar Variables
 Suppose we want to store the price of pineapple for
each day of the week
 We can declare 7 separate variables:
 Dim p as Double, p as Double … p6 as Double
 Difficult to keep track of all of the variables
 Difficult to access each of the variables
 Gets particularly difficult when the number of entries
grow higher

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 Solution: Arrays
 Array: block of pigeonholes
 7 pigeonholes, each representing a day of week:
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
Index 0 1 2 3 4 5 6
Price $5.03 $0.13 $1.51 $7.75 $7.24 $1.99 $0.64

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Arrays
 Dim prices(6) as Double
 prices(1) to retrieve entry from index 1 (second entry)
 prices(7) will give out-of-bounds error
 Benefit: the index can be accessed by other variables:
 Dim i as integer
 prices(i) gives the (i+1)th entry

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 Arrays
 prices(0) = 5.03
 prices(1) = 0.13
 prices(2) = 1.51
 prices(3) = 7.75
 prices(4) = 7.24
 prices(5) = 1.99
 prices(6) = 0.64
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
Index 0 1 2 3 4 5 6
Price $5.03 $0.13 $1.51 $7.75 $7.24 $1.99 $0.64
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Multidimensional Array
 Row x column
 Dim matrix(1,2) as Integer
 Creates 2x3 matrix with 2 rows, 3 columns

matrix(0,0) matrix(0,1) matrix(0,2)

matrix(1,0) matrix(1,1) matrix(1,2)

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Dynamic Array
 Dim sample(9) as String
 Creates string array of size 10
 sample(0) = "Introduction"
 Now suppose we want to increase the array size to 100
 ReDim sample(99)
 This would erase existing data, such as )ntroduction in
cell index 0
 ReDim Preserve sample(99)
 This preserves existing data and changes size

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Practice Exercise
 What’s the result after executing this code?

Dim dat(2, 1)
dat(0, 0) = "Criterion"
dat(0, 1) = "Value"
dat(1, 0) = "Budget"
dat(1, 1) = 5123.21
dat(2, 0) = "Enough?"
dat(2, 1) = True
ReDim Preserve dat(2,1)

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Practice Exercise
 Did you catch that: dat originally was 3x2 two-
dimensional variant array? The very last line did
nothing since the new dimension is the same?

0 1
0 Criterion Value
1 Budget 5123.21
2 Enough? TRUE

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Excel Hierarchy
 Workbook Data.xls
 Worksheet Sheet
 Row / Column / A
 Cell A

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Moments to Run Code
 When user selects to run: modules
 User runs the code to tally all the numbers
 User runs the code to form a table from entries
 Etc.
 When some action is performed: worksheet and
workbook codes
 Code is run when the workbook is opened
 Code is run when the worksheet is modified
 Etc.

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Note on Running VBA Codes
 Programs updates automatically
 No need to compile as we would need to in other
programming languages
 No undoing once programs are run and make changes
 Highly recommend saving the file before running the
code
 Even occasionally recommend saving a new copy of the
file to run the code on

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Worksheet Codes
 Task: Display (ello World to the window when
contents of Sheet has been changed.

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Most Important Key Sequence
 To open the screen for Visual Basic editing from the
Excel workbook window:

ALT + F11
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ALT + F11

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Visual Basic Window
 Each sheet has been set by default as an object
 The workbook is also an object
 Codes that runs when actions are performed, are
written from here

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Hello World
 Recall, task: Display (ello World to the window
when contents of Sheet has been changed.
 Double-click on Sheet

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Hello World
 Select Worksheet

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Hello World
 Since we want code to run when this worksheet is
changed, select Change from the right menu

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Hello World
Private Sub Worksheet_Change(ByVal Target As Range)
MsgBox "Hello World"
End Sub

 (ello World is a string

 MsgBox (ello World displays a pop-up box with the
words (ello World

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Hello World

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Other Worksheet Actions
 Activate
 BeforeDoubleClick
 BeforeRightClick
 Calculate
 Change
 Deactivate
 FollowHyperlink
 PivotTableUpdate
 SelectionChange
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Workbook Actions
 Open: codes to be run when the workbook opens

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Practice Exercise
 Suppose you want a pop-up that says Welcome to the
Database when you open the workbook, and then
want a pop-up that says Are you super sure? before
any calculations are performed on Sheet1.

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Practice Exercise
 ThisWorkBook > WorkBook > Open:
Private Sub Workbook_Open()
MsgBox "Welcome to the Database!"
End Sub

 Sheet1 > WorkSheet > Calculate:

Private Sub Worksheet_Calculate()
MsgBox "Are you sure?"
End Sub
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A Word on Functions
 Excel has pre-defined function, including:
 =SUM() returns the sum of an array of numbers
 =AVERAGE() returns the average value of an array of
number
 Etc.
 We can write, define, and use our own functions
 For example, a function that takes an array of numbers,
and returns the product of the maximum value and the
minimum value

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Intro to Modules
 Subroutines (Sub)
 Piece of code that perform a set of actions or
calculations or a combination of the two
 Does not return a value
 Functions
 Exactly like a subroutine except returning a value
 Think of f(x, y, z)
 Can have as many inputs, but returns one value

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Function Example
 Suppose given three digits a, b, c, return the number
abc
 If digits 4, 5, 6 are passed, the function returns 456
 Algorithm: 100*a+10*b+c
 Let’s call this function Concat

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Module
 Can no longer write codes under the worksheet objects
 Right-click Sheet > Insert > Module

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Concat
Function Concat(a, b, c)
Concat = 100 * a + 10 * b + c
End Function

Function name equals the value to be returned

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Using Functions in Excel
 You can use this user-defined function in Excel cells,
just like how you use =sum() or =average()

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Concat(3, 4, 5)
 Should return 345
 And indeed it does

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Practice Exercise 1
 Without using pre-existing Excel functions, write your
own function that does the following:
 Take in 2 integers
 Raise the first integer to the power of the second integer
 Take that result and modulo by the second integer
 Return this final result
 Recall: a modulo b is the remainder after a / b,
performed in VBA via a Mod b

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Practice Exercise 1
Function Special(a, b)
Special = (a ^ b) Mod b
End Function

 In A1 cell, can type =special(2,3)

 Upon hitting enter, 2 would show up in A1
 2^3 = 8, and 8 mod 3 = 2

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Practice Exercise 2
 Without using pre-existing Excel functions, write your
own function that does the following:
 Take in a string and an integer
 Return true or false – as to whether the length of the
string is equal to the integer
 Note: the function Len(string_variable) returns the
length of string_variable as an integer

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Practice Exercise 2
 Function takes in two variables:
 A string
 An integer
 Need to compute the length of the string
 Need to compare the length of the string, to the
integer
 Return whether or not (true or false) the two values are
equal

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Practice Exercise 2
Function StrLength(a, b)
Length = Len(a)
StrLength = (Length = b)
End Function

 Note that (Length = b) is a boolean statement. It is

either true or false.
 =strlength("abc",4) returns FALSE
 =strlength("abc",3) returns TRUE

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Loops and Decisions
 Loops:
 For
 While
 Do Until
 Decisions:
 If statements
 )f … Then … [Else)f … Then … Else …] End)f
 Entries in [ ] is optional

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Sample Exercise
 Print out , … in column A of the first rows

Cells(1,1) = 1
Cells(2,1) = 2
Cells(3,1) = 3
…
Cells(1000,1) = 1000

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For Loop Syntax
For Row = 1 To 1000
Cells(Row, 1) = Row
Next Row

For [variable name] = [start] To [end]

[…codes to be run for each iteration…]
Next [variable name]

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Same Exercise: While Loop
Row = 1
While Row <= 1000
Cells(Row, 1) = Row
Row = Row + 1
Wend

While [conditional statement]

[…does to be run…]
Wend
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Common Fatal Error: While Loop
Row = 1
While Row <= 1000
Cells(Row, 1) = Row
Row = Row + 1
Wend

 For loop forces us to increment our counter: next

Row
 We have to do that on our own for While loop

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Do Until
 Similar to While loop

Row = 1
Do Until Row=1000
Cells(Row, 1) = Row
Row = Row + 1
Loop

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Word on Loops
 Usually interchangeable
 Choice of which loop to use usually coming down to
personal preference
 For loop usually best when the number of iterations
are known

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If Statements
 Given , , … printed in column A
 Display in column B whether each integer is divisible
by 2, 3, both, or neither
 Recall: a number is divisible by if it’s divisible by
both 2 and 3

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Algorithm Approach
 Traverse through , …
 If divisible by 6, note it
 Otherwise … check if it’s divisible by or and note if so
 )mportant: )f it’s divisible by already, no need to
check if it’s divisible by or
 Recall: a Mod b gives the remainder of a / b
 In another words, a is divisible by b if a Mod b = 0

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The Code
For Row = 1 To 1000
If Cells(Row, 1) Mod 6 = 0 Then
Cells(Row, 2) = "Divisible by 6"
ElseIf Cells(Row, 1) Mod 2 = 0 Then
Cells(Row, 2) = "Divisible by 2"
ElseIf Cells(Row, 1) Mod 3 = 0 Then
Cells(Row, 2) = "Divisible by 3"
End If
Next Row
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If Ladder
 An )f ladder begins with )f … Then
 Can include multiple Else)f … Then
 Ladder ends with EndIf
 Within a ladder, as long as the first satisfying
condition is met, other conditions are ignored and
skipped … even if they are true

Created by George Zhao 105

Think About It
 What will happen after this switch or ordering?
For Row = 1 To 1000
If Cells(Row, 1) Mod 2 = 0 Then
Cells(Row, 2) = "Divisible by 2"
ElseIf Cells(Row, 1) Mod 3 = 0 Then
Cells(Row, 2) = "Divisible by 3"
ElseIf Cells(Row, 1) Mod 6 = 0 Then
Cells(Row, 2) = "Divisible by 6"
End If
Next Row
Created by George Zhao 106
Think About it
 Take the number 12:
 Since it 12 % 2 = 0, satisfying the first condition, will
display Divisible by and exit the )f ladder
 Even if it’s divisible by and also…
 Instead, breaking this ladder into multiple different If
statements works successfully

Created by George Zhao 107

Hypothetical Revision
 Overriding each time … just inefficient

If Cells(Row, 1) Mod 2 = 0 Then

Cells(Row, 2) = "Divisible by 2"
End If

If Cells(Row, 1) Mod 3 = 0 Then

Cells(Row, 2) = "Divisible by 3"
End If

If Cells(Row, 1) Mod 6 = 0 Then

Cells(Row, 2) = "Divisible by 6"
End If
Created by George Zhao 108
Remember This?
 Nested for loop
 i, j = , , , … , , , , , … , , , …
, , , … , , , … ,

Created by George Zhao 109

Task
 Suppose this grading scheme:
 With the caveat that up to 2 assignments can be
dropped
 Compute the overall grade
Assignment Weight Points Total
HW 1 10%
Quiz 1 15%
HW 2 10%
Quiz 2 15%
Test 1 20%
HW 3 10%
Test 2 20%
Created by George Zhao 111
Illustration
 For example, if Quiz 1 and Test 1 are dropped:
 35% of the assignments are dropped
 HW 1 is now worth (10%) / (1 – . and so on…
Assignment Weight Points Total
HW 1 10%
Quiz 1 15%
HW 2 10%
Quiz 2 15%
Test 1 20%
HW 3 10%
Created by George Zhao Test 2 20% 112
Approach
 Take into consideration:
 Varying total points for assignments
 Unexpected position of empty slots
Assignment Weight Points Total
HW 1 10% 18 20
Quiz 1 15% 10
HW 2 10% 43 50
Quiz 2 15% 23 24
Test 1 20% 50
HW 3 10% 9 20
Test 2 20% 49 50
Created by George Zhao 113
Approach
 Calculate grade for each assignment
 If score cell is empty, keep track of the weight of the
assignment
 Need Excel functions:
 Determine if cell is empty
 Return different depending on whether or not another
cell is blank

Created by George Zhao 114

Useful Excel Functions
 =IF() in Excel
 =IF([boolean statement], [value if true], [value if false])
 =)F = , , would return since = is true
 =)F = , , would return since = is false
 =ISBLANK() in Excel
 =ISBLANK([cell reference])
 Returns TRUE or FALSE
 If A1 is empty, =ISBLANK(A1) returns TRUE

Created by George Zhao 115

Approach
 If no points are listed in the POINTS column, a grade
should not be calculated: not 0%!

Assignment Weight Points Total Grade %

HW 1 10% 18 20 90.00%
Quiz 1 15% 10
HW 2 10% 43 50 86.00%
Quiz 2 15% 23 24 95.83%
Test 1 20% 50
HW 3 10% 9 20 45.00%
Test 2 20% 49 50 98.00%
Created by George Zhao 116
Approach
 )f the Points column is blank, return blank in the %
column. Otherwise, give the result of points / total

Created by George Zhao 117

 Approach
 Multiply each assignment grade by the assignment
weight, sum the product
 Normalize the overall weight, to take into
consideration dropped assignments
Assignment Weight Points Total %
HW 1 10% 18 20 90.00% Sum: 56.08%
Quiz 1 15% 10 Normalized Sum: 86.27%
HW 2 10% 43 50 86.00%
Quiz 2 15% 23 24 95.83%
Test 1 20% 50
HW 3 10% 9 20 45.00%
Test 2 20% 49 50 98.00%
Created by George Zhao 118
Calculation
 10% * 90% + 10% * 86% + 15% * 95.83% + 10% * 45% +
20% * 98% = 56.08%
 56.08% / (100% - 15% - 20%) = 86.27%

Assignment Weight Points Total %

HW 1 10% 18 20 90.00% Sum: 56.08%
Quiz 1 15% 10 Normalized Sum: 86.27%
HW 2 10% 43 50 86.00%
Quiz 2 15% 23 24 95.83%
Test 1 20% 50
HW 3 10% 9 20 45.00%
Test 2 20% 49 50 98.00%
Created by George Zhao 119
=SUMPRODUCT(): cross product
 10% * 90% + 10% * 86% + 15% * 95.83% + 10% * 45% +
20% * 98% = 56.08%
 Numbers in red represent the weights, multiplied by
its corresponding grade %
 We multiply each weight by its corresponding %, and
tally them: cross product of vectors in calculus

Created by George Zhao 120

Normalized Sum
 56.08% / (100% - 15% - 20%) = 86.27%
 )f Points column is empty, take the Weight value of
that row … tally this sum, to be subtracted later
Assignment Weight Points Total %
HW 1 10% 18 20 90.00% Sum: 56.08%
Quiz 1 15% 10 Normalized Sum: 86.27%
HW 2 10% 43 50 86.00%
Quiz 2 15% 23 24 95.83%
Test 1 20% 50
HW 3 10% 9 20 45.00%
Test 2 20% 49 50 98.00%

Created by George Zhao 121

Normalized Sum
 Added Column F to display the weight of the
assignment, if there is no grade for that

Created by George Zhao 122

Programming Approach
 We already have the algorithms down
 Just need to translate to VBA codes
 Given the following structure to begin with:

Created by George Zhao 123

Psuedocode
 Start from row 2
 Traverse down the rows, as long as there is an
assignment
 For each row, compute % if there is a score
 Otherwise, keep track of the weight, to be backed out
later
 Sum-product Weights and % for the sum
 Divide Sum by (100% - backed out weights) for
normalized sum

Created by George Zhao 124

The Code
Sub Tally()
Row = 2
BackedOut = 0
Sum = 0

While Cells(Row, 1) <> ""

If Cells(Row, 3) <> "" Then
Sum = Sum + Cells(Row, 2) * Cells(Row, 3) / Cells(Row, 4)
Else
BackedOut = BackedOut + Cells(Row, 2)
End If
Row = Row + 1
Wend

Cells(2, 9) = Sum / (1 - BackedOut)

End Sub
Created by George Zhao 125
Set-Up
Sub Tally()
Row = 2
BackedOut = 0
Sum = 0

 Start from row 2

 Sum and weights to back out begin with 0

Created by George Zhao 126

Loop Running Condition
While Cells(Row, 1) <> ""

 Cells , returns the value of row , column … also

known as cellA2
 <> means not equal to
 <> means not equal to blank cell … in another
words, the cell contains something

Created by George Zhao 127

Normal Entries
If Cells(Row, 3) <> "" Then
Sum = Sum + Cells(Row, 2) * Cells(Row, 3) / Cells(Row, 4)

 Recall: column column C is the Points column

 If content of column C for each row is empty, then:
 Sum is the previous sum + (weight of assignment) *
(points earned on assignment)/ (total number of
points)

Created by George Zhao 128

Empty Entries
Else
BackedOut = BackedOut + Cells(Row, 2)
End If

 Otherwise, the weight of that assignment entry

(column 2) is tallied
 EndIf to denote the end of an If statement block

Created by George Zhao 129

Traversing
Row = Row + 1
Wend
Cells(2, 9) = Sum / (1 - BackedOut)
Cells(2, 9).NumberFormat = "0.00%"
End Sub

 Move onto the next row

 Wend to denote the end of a While loop
 End Sub to denote the end of the Subroutine
Created by George Zhao 130
Remarks
 This code can handle any number of assignment
entries in this format
 Takes one click to run the program

Created by George Zhao 131

Refer to Excel Data

Created by George Zhao 133

Task
 Give the percentage of days in which the stock index
(S&P 500) closed above the previous day
 The last date on the table wouldn’t be factored
 )f there are dates of raw data, there’ll only be
entries for this exercise of computing daily changes
 Accommodate the algorithm for future entries to be
added below
 Perform the task without programming, and then with
programming

Created by George Zhao 134

Algorithm Reasoning
 )n column C, return if the value in same row’s column
B is greater than previous row’s column B
 Otherwise, return 0
 Drag the formula down to the penultimate entry
 Sum up column C, divided by the number of entries in
column C

Created by George Zhao 135

No Programming

Created by George Zhao 136

Programming Reasoning
 For loop would not be appropriate, since the number
of iterations isn’t known at first
 While loop or Do Until loop
 Similar reasoning as the non-programming approach

Created by George Zhao 137

While Loop
Row = 2
Sum = 0
Total = 0
While Cells(Row,1) <> ""
If Cells(Row,2) > Cells(Row+1,2) Then
Sum = Sum + 1
End If
Total = Total + 1
Row = Row + 1
Wend
Cells(Row-1,3) = ""
Cells(2,5) = (Sum-1) / (Total-1) to discount the last entry

Created by George Zhao 138

ActiveCell
 ActiveCell, as the name suggests, refers to the
currently selected cell
 ActiveCell.Value returns the value of the current cell
 Say cell B4 is to be selected:
 Cells(4,2).Select
 By the way, Range B and Cells , refers to the same
 ActiveCell.Value now returns the value of cell B4

Created by George Zhao 139

Offset
 Very important function used both in programming
and functions
 [Original cell].Offset([rows], [columns])
 Cells(2,2).Offset(1,1) returns Cells(3,3)
 Cells(2,2).Offset(3,0) returns Cells(5,2)
 Cells(2,2).Offset(-1,1) returns Cells(1,3)
 ActiveCell.Offset(1,0).Select
 Select the cell one row beneath, in the same column
 Potential for loops?

Created by George Zhao 140

Offset Looping
 Given rows of entries, begin with cell A1 and loop
down the rows, until there are no more entries
 No more the need to keep track of a Row variable

Range("A1").Select
Do Until IsEmpty(ActiveCell.Value)
[Can do something here for each row]
ActiveCell.Offset(1,0).Select
Loop

Created by George Zhao 141

Try With This
 Use offset function in program

Created by George Zhao 142

Programming
Range("B2").Select
Sum = 0
Total = 0
Do Until IsEmpty(ActiveCell.Value)
Total = Total + 1
If ActiveCell.Value > ActiveCell.Offset(1,0).Value Then
Sum = Sum + 1
EndIf
ActiveCell.Offset(1,0).Select
Loop
Range("E2").Value = (Sum – 1) / (Total – 1)
Created by George Zhao 143
Unlike Other Programming Lang.
 Don’t need to know how to write all types of codes
 Asking why learn it then?
 Excel can record actions performed by the user and
give the code (macro) that, once upon run, would
perform the same actions
 But what about tweaking a mini detail?
 Challenge then becomes deciphering the codes, to
adapt to similar but different scenarios
 Therefore, still important to learn VBA

Created by George Zhao 145

Sorting
 Refer to Excel file
 Wish to sort by values in column B, smallest to largest,
expanding the selection
 Easy to perform manually
 Record macro to see the syntax to automate the action
 Record macro
 Perform action manually
 Stop macro
 Read macro code

Created by George Zhao 146

Record Macro
 Essentially subroutines

Created by George Zhao 147

View Macro Codes

Created by George Zhao 148

Look at the Codes
Columns("B:B").Select
ActiveWorkbook.Worksheets("Tutorial 4").Sort.SortFields.Clear
ActiveWorkbook.Worksheets("Tutorial 4").Sort.SortFields.Add
Key:=Range("B1") _
, SortOn:=xlSortOnValues, Order:=xlAscending,
DataOption:=xlSortNormal
With ActiveWorkbook.Worksheets("Tutorial 4").Sort
.SetRange Range("A1:B20")
.Header = xlNo
.MatchCase = False
.Orientation = xlTopToBottom
.SortMethod = xlPinYin
.Apply
End With

Created by George Zhao 149

Pick Out Characteristics
Columns("B:B").Select
ActiveWorkbook.Worksheets("Tutorial 4").Sort.SortFields.Clear
ActiveWorkbook.Worksheets("Tutorial 4").Sort.SortFields.Add
Key:=Range("B1") _
, SortOn:=xlSortOnValues, Order:=xlAscending,
DataOption:=xlSortNormal
With ActiveWorkbook.Worksheets("Tutorial 4").Sort
.SetRange Range("A1:B20")
.Header = xlNo
.MatchCase = False
.Orientation = xlTopToBottom
.SortMethod = xlPinYin
.Apply
End With

Created by George Zhao 150

Expanded Exercise
 Suppose in a table of data, spanning from columns A
to E, rows 1 to 100, sort by values in column A
 Replace references of column B with column A
 Range "A :B " becomes Range A :E

Created by George Zhao 151

Tasks Recording Macro Can Teach
 Inserting row
 Hiding a sheet
 Formatting cell text to be italic, red, and value
displayed as percentage
 Copying, cutting, pasting
 Moving selection to the top row of a table entry
 Defining a formula in a cell
 RC format just like offset

Created by George Zhao 152

RC Reference: Row / Column
 Let cell C3 be value of A1 squared
 In the worksheet, formula of C3 would be: =A1^2
 This involves hard-coding the A in the formula
 However, functions without treating A1 as hard-coded.
 Select the x table of A :C and move it anywhere … the
formula updates accordingly
 )t’s as if the formula of the bottom-right cell (while in
C3) is more like: =OFFSET(C3,-2,-2)^2
 Now no reference of A1 necessary
 Both works fine

Created by George Zhao 153

RC Reference: Row / Column
 In VBA, only the equivalent of =OFFSET() works
 Select cell A1 and record this macro:
 Type 3 in A1
 Type =A ^ in C
 Stop macro

ActiveCell.FormulaR1C1 = "3"
Range("C3").Select
ActiveCell.FormulaR1C1 = "=R[-2]C[-2]^2"
Range("C4").Select
Created by George Zhao 154
Defining Function in VBA
 Look at this line of code:
 ActiveCell.FormulaR1C1 = "=R[-2]C[-2]^2"
 ActiveCell can be substituted for other equivalents:
 Cells(2,3)
 ActiveCell.Offset(1,2)
 Range("F5:G9")
 Range("F5:G9").Offset(10, 10)
 =R[-2]C[- ]^
 Offset from current cell, 2 rows above and 2 columns left

Created by George Zhao 155

Note on Recording Macro
 Should not be substituted for learning code syntax
 Useful tool to learn the syntax
 Need to understand the algorithm of the codes, in
order to know how and where to change the recorded
codes to fit in the specific task
 This workshop will not be able to cover all types of
scenarios in Excel, but knowing how to approach new
problems is the most crucial component of problem
solving

Created by George Zhao 156

Google Finance Data

Created by George Zhao 158

Task
 Create a customized data, whereby the user can enter
and change 5 selected dates
 For those 5 dates, the customized data would pull all of
the data to display from the original table
 For those 5 dates, make a bar graph, with the Opening
and Closing values displayed on top of another for
each date
 When the user changes the dates, the customized
table and graphs should update automatically

Created by George Zhao 159

Algorithm
 Need a function that would take a value (user-inputted
date) and search for that value within a bigger table
 =VLOOKUP() very useful when data is presented row-
by-row
 For example, if the look-up value is / /
 Looks through the master table, looking for the row
entry with / / in the first column
 Function can return specific column entry
 =HLOOKUP() not used as often, for when each data
entry presented column-by-column

Created by George Zhao 160

=VLOOKUP()
 User inputs / / … for Opening value:
 =VLOOKUP(I2,A1:F31,2,FALSE)
 I2 is the look-up value
 A1:F31 is the master table to search from
 2 signifies return the 2nd column value from master table
 FALSE means return only exact results (TRUE would
yield approximate result when no exact result is found)

Created by George Zhao 161

=VLOOKUP()

Created by George Zhao 162

Fixing Some References
 (ere’s what would happen if the formula is dragged
down to the following row:
 A1:F31 reference gets shifted
 We don’t want this, instead want fixed for all searches, across
columns and rows
 Fix both the row and column: $A$1:$F$31
 Dragging across column, the look-up value reference
gets shifted
 We want to only fixed the column reference, not the row
reference
 Fix just the column: $I2

Created by George Zhao 163

Refined Formula
 =VLOOKUP($I2,$A$1:$F$31,2,FALSE)

Created by George Zhao 164

Problem
 Upon dragging the formula to the right, nothing
changes
 Need to change the 2 in the formula to 2, 3, etc.

Created by George Zhao 165

Possible Solutions
 Manually change
 If the customized table will not be moved, can use a
function that determines the current column value,
and rearrange accordingly
 =COLUMN() returns the column number of the cell
 Column A returns 1
 Column B returns 2
 Etc.

Created by George Zhao 166

As It Stands
 Formula in J would’ve been:
 =VLOOKUP($I2,$A$1:$F$31,2,FALSE)
 Formula in K would’ve been:
 =VLOOKUP($I2,$A$1:$F$31,3,FALSE)
 Formula in L would’ve been:
 =VLOOKUP($I2,$A$1:$F$31,4,FALSE)
 Formula in M would’ve been:
 =VLOOKUP($I2,$A$1:$F$31,5,FALSE)
 Formula in N would’ve been:
 =VLOOKUP($I2,$A$1:$F$31,6,FALSE)

Created by George Zhao 167

Use =COLUMN()
 Column J is really column 10
 Column K is really column 11
 Column L is really column 12
 Column M is really column 13
 Column N is really column 14
 In all cases, COLUMN()-8 would give the appropriate
number to incorporate into the formula

Created by George Zhao 168

Refined Formula

Created by George Zhao 169

Improvement
 =VLOOKUP() returns #N/A error is the look-up value
is not found in the original table
 We can error trap using =IFERROR() function
 =IFERROR([value if no error], [value if error])
 Suppose we want to display ***NO DATA*** if there
is no data
 In cell J2, to be dragged in both directions:
 =IFERROR(VLOOKUP($I2,$A$1:$F$31,COLUMN()-
8,FALSE),"***NO DATA***")

Created by George Zhao 170

Refined Table
 Manually efficient
 Dynamic

Created by George Zhao 171

Bar Chart
 Select the customized table, and choose bar graph
 (orrendous output, nothing like what we’re looking
for

Created by George Zhao 172

Do ’t Worry
 We can manipulate a lot about the chart
 Right click > Select Data

Created by George Zhao 173

End Result
 Series
 Categories
3000

2500

2000

1500 Close
Open

1000

500

0
7/20/2012 7/18/2012 6/25/2012 6/24/2012 6/18/2012

Created by George Zhao 174

Series and Categories
 Categories: different entries of similar types
 Date 1, date 2, etc.
 Product 1, product 2, etc.
 Each of the 5 dates selected in the customized table
 Series: different types of values for each entry
 High temp and low temp for each day
 Number of hits and number of homeruns for each
baseball player
 Opening Price and Closing Price for each of the 5 days

Created by George Zhao 175

Series
 Series name: cell containing Open
 Series 1 value: cell range containing opening prices
 Series name: cell containing Closing
 Series 2 value: cell range containing closing prices

Created by George Zhao 176

Category
 Select the 5 dates

Created by George Zhao 177

 2000

1000
3000

0
2500

1500

500
6/18/2012
6/19/2012
6/20/2012
6/21/2012
6/22/2012

Created by George Zhao

6/23/2012
6/24/2012
6/25/2012
6/26/2012
6/27/2012
6/28/2012
6/29/2012
6/30/2012
7/1/2012
7/2/2012
7/3/2012
7/4/2012
7/5/2012
7/6/2012
7/7/2012
7/8/2012
7/9/2012
7/10/2012
7/11/2012
7/12/2012
7/13/2012
7/14/2012
7/15/2012
7/16/2012
7/17/2012
7/18/2012
Probably See This Initially

7/19/2012
7/20/2012
Close
Open

178
The Problem
 Axis is arranged numerically, treating the dates on a
continuous spectrum
 We want discrete spectrum, treating the dates not as
numerical, but as text
 Luckily, there’s feature for that
 Right click axis > Format Axis > Axis Type: Text Axis

Created by George Zhao 179

You’re See So e Already

Created by George Zhao 181

Message Box
 So far, we’ve worked with only the simplest type of
message box: user can only click Okay
 MsgBox "Message Body", vbInformation, "Optional
Title Goes Here"

Created by George Zhao 182

Message Box Icon Displays
 MsgBox "Message Body", vbCritical, "Optional Title
Goes (ere
 MsgBox "Message Body", vbQuestion, "Optional Title
Goes (ere
 MsgBox "Message Body", vbExclamation, "Optional
Title Goes Here"

Created by George Zhao 183

Multi-Option Message Box
 What if we want some other button than just Okay ?
 )n this case, we want to capture the clicking response
 Will then use If-Else ladders to determine the course of
action

Created by George Zhao 184

Yes or No
 Capture the user response onto the variable response

response = MsgBox("Choose yes or no", vbYesNoCancel,

"Choices")
If response = vbYes Then
MsgBox "You clicked yes"
ElseIf response = vbNo Then
MsgBox "You clicked no"
Else
MsgBox "Why can't you follow directions?"
End If
Created by George Zhao 185
Customized Userform
 Begin by inserting a blank userform

Created by George Zhao 186

Blank Userform

Created by George Zhao 187

Remember this Slide?

Created by George Zhao 188

Userform Hierarchy
 Book1 (.xls file)
 Userform1
 Lablel1
 ComboBox1
 TextBox1

Created by George Zhao 189

Properties Tab
 Important to keep track of for what the information is
relating to: Userform1? Label1?

Created by George Zhao 190

Label
 Create event-driven programs (much like worksheet
programs, running when the Excel book opens, etc)

Created by George Zhao 191

Useful Controls in the Toolbox
 Label
 Clicking it can enable some codes of action
 TextBox
 Users can enter text into the box, that can be read into
codes
 ComboBox
 Users choose one of several determined options, and the
selection can be read into codes

Created by George Zhao 192

Continued
 ListBox
 Similar to ComboBox, but multiple columns allowed
 CheckBox
 Useful for boolean (true / false) conditions
 OptionBox
 Can only choose one option, given multiple

 Rather than demonstrating the use for each, why not

delve right into a case example to see how it works

Created by George Zhao 193

MTA Subway Ridership Data
 http://www.mta.info/nyct/facts/ridership/ridership_s
ub_annual.htm

Created by George Zhao 195

Pasting Data into Excel
 Directly copying, and pasting into Excel may or may
not function, depending on the version of the software
 If dysfunctional:
 Copy from website
 Paste into Notepad
 Copy from Notepad
 Paste into Excel

Created by George Zhao 196

Task Bundle 1: Clean the Data
 The station name and the numerical data are off-
aligned by one row (besides the first entry)
 Fix this
 Add an identifier to each row designating which
borough the station is from
 Can do this manually
 Clean out all of the train icon from the station names
 Current format: St-Yankee Stadium B train icon D
train icon train icon
 New format: St-Yankee Stadium: [B, D, ]
Created by George Zhao 197
Adding Identifier
 Insert blank column to the left of column A
 Type the borough name, and drag it down until the
end of the list for that borough
 Since there are only 4 boroughs (Staten Island not part
of the Subway system , it’s faster to do this one-time
step completely manually
 Need to recognize when to perform tasks manually vs.
investing in the time to write functions or programs

Created by George Zhao 198

Off-Align
 For each station:
 Take the numerical data, and move them up one row
 Delete the row where the data used to reside in
 Do this for all stations in the borough
 Do this for the other boroughs
 This process needs to be done for all of the 400+
stations, so definitely an automated process is better.

Created by George Zhao 199

Excel Sheet At the Moment

Created by George Zhao 200

PsuedoCode
 Think from a top-down overview approach:
 Have a variable that tracks the number of boroughs
processed
 Run the program in a loop until all 4 boroughs are
traversed through:
 For each station, copy the numerical data, and then
delete the row with that data
 End of a section of boroughs is reached when value in
column A is empty
 Delete that row and continue on

Created by George Zhao 201

The Codes
Sub Align()
Range("A5").Select
boroughsTraversedThrough = 0
Do Until boroughsTraversedThrough = 4
For i = 2 To 9
Range(ActiveCell.Offset(0, i), ActiveCell.Offset(0, i)) = Range(ActiveCell.Offset(1, i),
ActiveCell.Offset(1, i))
Next i
Rows(ActiveCell.Row + 1).Delete Shift:=xlUp
ActiveCell.Offset(1, 0).Select
If IsEmpty(ActiveCell.Value) Then
Rows(ActiveCell.Row).Delete Shift:=xlUp
boroughsTraversedThrough = boroughsTraversedThrough + 1
End If
Loop
End Sub
Created by George Zhao 202
Processed Data
 All entries on one row, with the borough identified
 Clean transition from borough to borough

Created by George Zhao 203

Small Manual Cleanup
 Move Rank to column J
 Delete the original row 3

Created by George Zhao 204

Station Name Processing
 Change St-Yankee Stadium B train icon D train
icon train icon to St-Yankee Stadium [B, D, 4]
 Useful ideas:
 train icon designation
 Whether B or 4, the identifier is 1 character
 Loop through column B and do this processing for all
entries

Created by George Zhao 205

InStr Function
 We need a function that finds a string train icon
within a larger string
 InStr( [start], string, substring, [compare] )
 InStr("161 St-Yankee Stadium B train icon D train icon 4
train icon", "train icon") returns 25 (first instance)
 InStr(26, "161 St-Yankee Stadium B train icon D train icon
4 train icon", "train icon") returns 38 (second instance)
 InStr(52, "161 St-Yankee Stadium B train icon D train icon
4 train icon", "train icon") returns 0 (none found
anymore)

Created by George Zhao 206

Mid Function
 Similar to substring() function in Java
 Mid "abcdefg", , returns bcd
 2 is the start position (starts counting from 1, not 0)
 3 is the length to extract
 Mid "abcdefg", returns bcdefg
 If the second number is not specified, assumes rest of
the string

Created by George Zhao 207

Psuedocode
 For all entries (station names) in column B:
 Start with position 1, and run Instr() function search in
for train icon
 Loop through the text until Instr() function returns 0
 Record the letter / number (B, 4, etc), which is always
two spaces to the left of the Instr() value given
 Search again, except starting from the Instr() value + 1,
so we can search for subsequent instances of train icon
 Retain the station name, and add the appropriate
brackets syntax

Created by George Zhao 208

The Code
Sub NameProcess()

Range("B3").Select
Do Until IsEmpty(ActiveCell.Value)
fullText = ActiveCell.Value
startPosition = 1
bracketedText = "["

Created by George Zhao 209

The Code
While InStr(startPosition, fullText, "train icon") <> 0
result = InStr(startPosition, fullText, "train icon")
bracketedText = bracketedText & Mid(fullText, result - 2,
1) & ", "
startPosition = result + 1
Wend

Created by George Zhao 210

The Code
stationName = Left(fullText, InStr(fullText, "train icon")
- 3) & bracketedText
stationName = Left(stationName, Len(stationName) - 2)
& "]"
ActiveCell.Value = stationName
ActiveCell.Offset(1, 0).Select
Loop
End Sub

Created by George Zhao 211

Looks Much Better
 Task bundle 1 complete!

Created by George Zhao 212

Task Bundle 2: Extreme Trends
 Identify the stations that has had, over the span of the
data:
 Decreasing ridership in each successive year
 Increasing ridership in each successive year
 Summarize in a condensed table, the percentage of stations in
each borough that satisfied this quality
 Largest percentage increase in ridership
 Largest percentage decrease in ridership

Created by George Zhao 213

Strategy
 For stations with increasing ridership in each
successive year:
 Value in column G > value in column F
 AND column F > column E
 AND column E > column D
 AND column D > column C

Created by George Zhao 214

AND Operator
 In VBA programming:
 )f [condition ] AND [condition ] Then …
 But in Excel cells:
 AND [condition ], [condition ] …

Created by George Zhao 215

Decreasing and Increasing

Created by George Zhao 216

Borough Tally Chart
 Count the number of entries with YES
 =COUNT)F [Range], =YES
 Count the number of total entries
 =COUNTA([Range])
 Row ranges of the boroughs can be hard-coded, since
there are only of them, and that they are one-time
items

Created by George Zhao 217

Different COUNT Methods
 Empty vs. blank
 A cell with is blank but NOT empty
 =COUNT([Range])
 Cells that contain numbers
 =COUNTA([Range])
 Cells that are not empty
 =COUNTBLANK([Range])
 Cells that are blank
 =COUNTIF([Range], [Condition])
 Cells that satisfy the condition
Created by George Zhao 218
Results Table

Created by George Zhao 219

Determining Max / Min Change
 Create a new column (column R) that calculates the %
change in ridership from 2011 to 2007
 Determine the max and min from the column, and
determine the station name for those rows

Created by George Zhao 220

Error Trap
 Even with a calculation as simple as percentage
change: (G3-C3)/C3
 Needs to take into consideration of bad data
 Having #DIV/0! Error will not allow for further
calculations, such as the max and min
 =IFERROR((G3-C3)/C3,"")

Created by George Zhao 221

Problem with =VLOOKUP()
 Suppose we wanted to use this:
 =VLOOKUP(MAX(R3:R423),A3:R423,2,FALSE)
 After all, the station name is in column B (second
column)
 Problem is that the lookup value must be in the first
column of the search table
 Alas, the lookup value % change values are on the
very last column

Created by George Zhao 222

Offset?
 Can we locate the row containing the max value, and
then use offset to move over to the correct column?
 =OFFSET() needs a reference cell
 Unfortunately, =VLOOKUP() returns only the value,
not the reference
 Need a function that returns a reference in an array,
given a lookup value

Created by George Zhao 223

=MATCH()
 =MATCH([lookup value], [lookup array], [match
type])
 0 as the match type for exact match

Created by George Zhao 224

Back to Determining Max / Min
 First create a column to house the numerical max and
min values

 Think about it:

 =OFFSET() needs a baseline reference, and two
directions to branch out to
 =MATCH() needs a data set, and returns a subsequent
reference
 Any way to use both simultaneously?
Created by George Zhao 225
Work from Inside Out
 MATCH(U2,$R$3:$R$423,0)
 Returns n, where the max value is the n-th entry in the
numerical data in column R
 Or, think of it as the number of row to offset down from
R2

Created by George Zhao 226

What We Want
 We want the station name (column B)
 Recall from previous slide: MATCH(U2,$R$3:$R$423,0)
is the number of row to offset down from R2
 What about the number of columns?
 -16 (with reference at column R, column B is 16 columns
to the left)
 So the overall formula we want is:
 =OFFSET($R$2,MATCH(U2,$R$3:$R$423,0),-16)

Created by George Zhao 227

Task Bundle 3: Select Numbers
 Create an userform that allows the user to input two
numbers to create a range
 Allow for blank entries for unbounded
 Pull all of the name of stations whose 2011 ridership
was between the user-chosen range
 Given the stations that fall into this criteria, create a
chart sorting the stations by boroughs
 Even though the second task did not specify that the
borough be pulled also, it may seem helpful to do that as
well, given this final task

Created by George Zhao 228

Userform Design
 Which option in the Toolbox would be the most
helpful?
 We want a form with the following features:
 Text to display directions
 Label merely with text
 Two boxes for users to type numbers
 TextBox
 Button for user to click when done
 Label with an option to run more programs when clicked

Created by George Zhao 229

Userform Design

Created by George Zhao 230

Programs for Clicking
Private Sub Label4_Click()
End Sub

 Need to write codes here:

 Look through column G (2011 ridership stat) and find
entries who value is between the range
 Deal with unbounded values
 Paste the station and borough name down column X
and Y (arbitrarily chosen: merely our next empty
columns)
Created by George Zhao 231
Unbounded Values
 If TextBox1.Value is blank, we could set it to 0
 Similarly, if TextBox2.Value is blank, set to some
enormous number like 999,999,999
 In general, this is not a good practice, especially when
we don’t know the extent of the data we’re dealing with
 But the benefit is simplicity: otherwise we need more
If-Else for when they are blank
 Since we roughly know the range of data here,
acceptable to hardcode the values here

Created by George Zhao 232

Unbounded Values
Private Sub Label4_Click()
If TextBox1.Value = "" Then
Min = 0
Else: Min = 1# * TextBox1.Value
End If

If TextBox2.Value = "" Then

Max = 999999999
Else: Max = 1# * TextBox2.Value
End If
Created by George Zhao 233
Quick Review & Important Note
 In the previous slide, we would not have been able to
use IsEmpty in replace of TextBox1.Value = ""
 By inputting nothing, we entered a blank entry, but
not an empty entry
 Best way to capture blank entry is to test equality to

 )n 1# * TextBox1.Value, it was necessary to include #

* because otherwise, it would treat TextBox1.Value as a
text, not number, and make inequity impossible to
check
Created by George Zhao 234
Traversing Data
 We could use ActiveCell and Offset to traverse down
column G until ActiveCell is empty
 Select this
 We then need another tracker for the data we’re
pasting into column X and Y (24 and 25)
 Do not select this
 currentRow = currentRow + 1

Range("G3").Select
currentRow = 1
Created by George Zhao 235
Traversing Data
Columns("X:Y").Clear
Do Until IsEmpty(ActiveCell)
If ActiveCell.Value >= Min And ActiveCell.Value <= Max
Then
Cells(currentRow, 24) = ActiveCell.Offset(0, -6)
Cells(currentRow, 25) = ActiveCell.Offset(0, -5)
currentRow = currentRow + 1
End If
ActiveCell.Offset(1, 0).Select
Loop
Created by George Zhao 236
Auto Fit Column & Hide Form
Columns X:Y" .EntireColumn.AutoFit
UserForm1.Hide
End Sub

 Recording a simple macro can give the necessary

syntax for the auto-fitting
 After recording the macro, recognize the need to
change the parameters to columns X and Y
 Able to add other customization (font size, cell style,
etc) this way (recall the tutorial on Recording Macros)
Created by George Zhao 237
To Run This
 Recall these codes are within the userform
 We need the userform to be displayed
 We can write a short code for that
 Then simply assign an object (text box, etc) to run that
short code upon being clicked

Sub Show()
UserForm1.Show
End Sub

Created by George Zhao 238

Assign Macro to Objects

Created by George Zhao 239

Final Task: Design the Chart
 Part one: pull data
 Take the data from column X and Y (only really need X)
 Count the frequency for each borough
 Paste the frequency by borough in columns AA and AB
 Part two: create the chart
 Create pie chart using the data in columns AA and AB
 Record the macro to determine the formatting syntax
 Data for the data will have fixed size – easier to automate

Created by George Zhao 240

Pull Data
 Use =COUNTIF() method for each borough
 Look up the borough names in column X
 Efficient coding:
 We’re repeating the same operation times, with the
only difference of the borough name
 To avoid writing similar codes, use arrays to store the
borough names

Created by George Zhao 241

Create Chart
 Record a macro and manually create the desired chart
Ridership between 5000000 and 20000000
2

16 10

The Bronx
Brooklyn
Manhattan
Queens

50

Created by George Zhao 242

Recording Macro
Range("AA1:AB4").Select
ActiveSheet.Shapes.AddChart.Select
ActiveChart.SetSourceData Source:=Range("'Case
7'!$AA$1:$AB$4")
ActiveChart.ChartType = xlPie
ActiveChart.SeriesCollection(1).Select
ActiveChart.SeriesCollection(1).ApplyDataLabels
ActiveChart.ChartArea.Select
ActiveChart.SetElement (msoElementChartTitleCenteredOverlay)
ActiveChart.ChartTitle.Text = "Ridership between " & Min & "
and " & Max
Created by George Zhao 243
Assignments
 Short mini case studies, demonstrating the use of
Excel and VBA to handle data in different ways
 Includes function syntaxes as references
 More information includes than needed
 Need to discern which functions will be useful in each
case
 Snippets of each assignment shown in the following
sides…

Created by George Zhao 245

Assignment 1
 At a fair, the participants were asked to input their
name in the first column and their Columbia University
UNI on the second column of an Excel document. Write
the codes in VBA that can complete the task of
automating the process by which the collected UN) s
can be bundled together into one text, which can be
directly pasted into an email to send out to all
participants…

Created by George Zhao 246

Assignment 2
 …the responses were typed up onto column A in an
Excel worksheet. Participants may have used different
cases of letters or added spaces between the words, but
they refer to same entry. For example, the following
entries should all be treated the same: Coldplay ,
ColdPlay , Cold play , c o Ld p lAy
 Write the codes in VBA that will create a sorted tally
table that displays the distinct entries with their count
in the dataset…

Created by George Zhao 247

Assignment 3
 Suppose that at an institution, the unique ID code for
each student is comprised of two letters (use lower-case
in this exercise) of the alphabet, followed by one, two,
or three digits of numbers. If two or more digits are
present in the ID, the numerical portion of the ID will
not begin with ….
 Write a VBA that will generate all of the combinations
of the )D s in column A, and then randomize the order…

Created by George Zhao 248

Final Marks
 This workshop was designed to give an overview of
some of the noteworthy functions and the foundations
of VBA programming.
 There are many more functionalities in Excel. One can
always learn more by browsing through the functions
list or searching for them online. For VBA, one can
always record some macros.
 Having a solid foundation enables one to more easily
learn new essentials.

Created by George Zhao 249