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VBA, which stands for Visual Basic for Applications, is a programming language developed by Microsoft — you know, the company run by the richest man in the world. Excel, along with the other members of Microsoft Office 2003, includes the VBA language (at no extra charge). In a nutshell, VBA is the tool that people use to develop programs that control Excel.
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Don’t confuse VBA with VB (which stands for Visual Basic). VB is a programming language that lets you create standalone executable programs (those EXE files). Although VBA and VB have a lot in common, they are different animals.
You’re probably aware that people use Excel for thousands of different tasks. Here are just a few examples:
- Keeping lists of things, such as customer names, students’ grades, or holiday gift ideas
- Budgeting and forecasting
- Analyzing scientific data
- Creating invoices and other forms
- Developing charts from datatabmark
The list could go on and on, but you get the idea. Excel is used for a wide variety of things, and everyone reading this article has different needs and expectations regarding Excel. One thing virtually every reader has in common is the need to automate some aspect of Excel. That is what VBA is all about.
For example, you might create a VBA program to format and print your month-end sales report. After developing and testing the program, you can execute the macro with a single command, causing Excel to automatically perform many time-consuming procedures. Rather than struggle through a tedious sequence of commands, you can grab a cup of joe and let your computer do the work — which is how it’s supposed to be, right?
Here are some brief descriptions of some common uses for VBA macros. One or two of these may push your button.
Inserting a text string
If you often need to enter your company name into worksheets, you can create a macro to do the typing for you. You can extend this concept as far as you like. For example, you might develop a macro that automatically types a list of all salespeople who work for your company.
Automating a task you perform frequently
Assume you’re a sales manager and need to prepare a month-end sales report to keep your boss happy. If the task is straightforward, you can develop a VBA program to do it for you. Your boss will be impressed by the consistently high quality of your reports, and you’ll be promoted to a new job for which you are highly unqualified.
Automating repetitive operations
If you need to perform the same action on, say, 12 different Excel workbooks, you can record a macro while you perform the task on the first workbook and then let the macro repeat your action on the other workbooks. The nice thing about this is that Excel never complains about being bored. Excel’s macro recorder is similar to recording sound on a tape recorder. But it doesn’t require a microphone.
Creating a custom command
Do you often issue the same sequence of Excel menu commands? If so, save yourself a few seconds by developing a macro that combines these commands into a single custom command, which you can execute with a single keystroke or button click.
Creating a custom toolbar button
You can customize the Excel toolbars with your own buttons that execute the macros you write. Office workers tend to be very impressed by this sort of thing.
Creating a custom menu command
You can also customize Excel’s menus with your own commands that execute macros you write. Office workers are even more impressed by this.
Creating a simplified front end
In almost any office, you can find lots of people who don’t really understand how to use computers. (Sound familiar?) Using VBA, you can make it easy for these inexperienced users to perform some useful work. For example, you can set up a foolproof data-entry template so you don’t have to waste your time doing mundane work.
Developing new worksheet functions
Although Excel includes numerous built-in functions (such as SUM and AVERAGE), you can create custom worksheet functions that can greatly simplify your formulas. You’ll be surprised by how easy this is. Even better, the Insert Function dialog box displays your custom functions, making them appear built in. Very snazzy stuff.
Creating complete, macro-driven applications
If you’re willing to spend some time, you can use VBA to create large-scale applications complete with custom dialog boxes, onscreen help, and lots of other accoutrements.
Creating custom add-ins for Excel
You’re probably familiar with some of the add-ins that ship with Excel. For example, the Analysis ToolPak is a popular add-in. You can use VBA to develop your own special-purpose add-ins.
-->Glossary of terms for Visual Basic Editor (VBE).
access key
A key pressed while holding down the ALT key that allows the user to open a menu, carry out a command, select an object, or move to an object. For example, ALT+F opens the File menu.
ActiveX control
An object that you place on a form to enable or enhance a user's interaction with an application. ActiveX Controls have events and can be incorporated into other controls. These controls have an .ocx file name extension.
ActiveX object
An object that is exposed to other applications or programming tools through Automation interfaces.
add-in
A customized tool that adds capabilities to the Visual Basic development environment.
ANSI Character Set
American National Standards Institute (ANSI) 8-bit character set used to represent up to 256 characters (0-255) using your keyboard. The first 128 characters (0-127) correspond to the letters and symbols on a standard U.S. keyboard. The second 128 characters (128-255) represent special characters, such as letters in international alphabets, accents, currency symbols, and fractions.
application
A collection of code and visual elements that work together as a single program. Developers can build and run applications within the development environment, while users usually run applications as executable files outside the development environment.
argument
A constant, variable, or expression passed to a procedure.
array
A set of sequentially indexed elements having the same intrinsic data type. Each element of an array has a unique identifying index number. Changes made to one element of an array don't affect the other elements.
ASCII Character Set
American Standard Code for Information Interchange (ASCII) 7-bit character set used to represent letters and symbols found on a standard U.S. keyboard. The ASCII character set is the same as the first 128 characters (0-127) in the ANSI character set.
automatic formatting
A feature that automatically formats code as you enter it by capitalizing the first letter for keywords, standardizing spacing, adding punctuation, and setting the foreground and background colors.
Automation object
An object that is exposed to other applications or programming tools through Automation interfaces.
base class
Original class from which other classes can be derived by inheritance.
bitmap
An image represented by pixels and stored as a collection of bits in which each bit corresponds to one pixel. On color systems, more than one bit corresponds to each pixel. A bitmap usually has a .bmp file name extension.
bitwise comparison
A bit-by-bit comparison between identically positioned bits in two numeric expressions.
Boolean expression
An expression that evaluates to either True or False.
Boolean data type
A data type with only two possible values, True (-1) or False (0). Boolean variables are stored as 16-bit (2-byte) numbers. See data type summary.
bound control
A) in a string context.
error number
A whole number in the range 0 - 65,535 that corresponds to the Number property setting of the Err object. When combined with the Description property setting of the Err object, this number represents a particular error message.
event source object
An object that is the source of events that occur in response to an action. An event source object is returned by a property. For example, the CommandBarEvents property returns the CommandBarEvents object.
executable file
A Windows-based application that can run outside the development environment. An executable file has an .exe file name extension.
expression
A combination of keywords, operators, variables, and constants that yields a string, number, or object. An expression can be used to perform a calculation, manipulate characters, or test data.
file number
Number used in the Open statement to open a file. Use file numbers in the range 1-255, inclusive, for files not accessible to other applications. Use file numbers in the range 256-511 for files accessible from other applications.
focus
The ability to receive mouse clicks or keyboard input at any one time. In the Microsoft Windows environment, only one window, form, or control can have this ability at a time. The object that 'has the focus' is normally indicated by a highlighted caption or title bar. The focus can be set by the user or by the application.
form
A window or dialog box. Forms are containers for controls. A multiple-document interface (MDI) form can also act as a container for child forms and some controls.
form module
A file in a Visual Basic project with an .frm file name extension that can contain graphical descriptions of a form; its controls and their property settings; form-level declarations of constants, variables, and external procedures; and event and general procedures.
Function procedure
A procedure that performs a specific task within a program and returns a value. A Function procedure begins with a Function statement and ends with an End Function statement.
general procedure
A procedure that must be explicitly called by another procedure. In contrast, an event procedure is invoked automatically in response to a user or system action.
graphics method
A method that operates on an object such as a Form, PictureBox, or Printer, and performs run-time drawing operations such as animation or simulation. The graphics methods are Circle, Cls, Line, PaintPicture, Point, Print, and PSet.
host application
Any application that supports the use of Visual Basic for Applications, for example, Microsoft Excel, Microsoft Project, and so on.
icon
A graphical representation of an object or concept; commonly used to represent minimized applications in Microsoft Windows. An icon is a bitmap with a maximum size of 32 x 32 pixels. Icons have an .ico file name extension.
identifier
An element of an expression that refers to a constant or variable.
in process
Running in the same address space as an application.
insertable object
An application object that is a type of custom control, such as a Microsoft Excel worksheet.
Integer data type
A data type that holds integer variables stored as 2-byte whole numbers in the range -32,768 to 32,767. The Integer data type is also used to represent enumerated values. The percent sign (%) type-declaration character represents an Integer in Visual Basic. See data type summary.
intrinsic constants
A constant provided by an application. Visual Basic constants are listed in the object library and can be viewed with the Object Browser. Because you can't disable intrinsic constants, you can't create a user-defined constant with the same name.
keyword
A word or symbol recognized as part of the Visual Basic programming language; for example, a statement, function name, or operator.
line-continuation character
The combination of a space followed by an underscore (_) used in the development environment to extend a single logical line of code to two or more physical lines. However, you can't use a line-continuation character to continue a line of code within a string expression.
line label
Used to identify a single line of code. A line label can be any combination of characters that starts with a letter and ends with a colon (:). Line labels are not case sensitive and must begin in the first column.
line number
Used to identify a single line of code. A line number can be any combination of digits that is unique within the module where it is used. Line numbers must begin in the first column.
linked window
A window that is joined to another window other than the main window.
linked window frame
A window frame containing multiple windows that have been linked together.
locale
The set of information that corresponds to a given language and country/region. The code locale setting affects the language of terms such as keywords and defines locale-specific settings such as the decimal and list separators, date formats, and character sorting order.
The system locale setting affects the way locale-aware functionality behaves, for example, when you display numbers or convert strings to dates. You set the system locale using the Control Panel utilities provided by the operating system.
Although the code locale and system locale are generally set to the same setting, they may differ in some situations. For example, in Visual Basic, Standard Edition and Visual Basic, Professional Edition, the code is not translated from English-U.S. The system locale can be set to the user's language and country/region, but the code locale is always set to English-U.S. and can't be changed. In this case, the English-U.S. separators, format placeholders, and sorting order are used.
logic error
A programming error that can cause code to produce incorrect results or stop execution. For example, a logic error can be caused by incorrect variable names, incorrect variable types, endless loops, flaws in comparisons, or array problems.
Long data type
A 4-byte integer ranging in value from -2,147,483,648 to 2,147,483,647. The ampersand (&) type-declaration character represents a Long in Visual Basic. See data type summary.
margin indicator
An icon displayed in the Margin Indicator bar in the Code window. Margin indicators provide visual cues during code editing.
MDI child
A form contained within an MDI form in a multiple-document interface (MDI) application. To create a child form, set the MDIChild property of the MDI form to True.
MDI form
A window that makes up the background of a multiple-document interface (MDI) application. The MDI form is the container for any MDI child forms in the application.
member
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An element of a collection, object, or user-defined type.
metafile
A file that stores an image as graphical objects such as lines, circles, and polygons rather than as pixels. There are two types of metafiles, standard and enhanced. Standard metafiles usually have a .wmf file name extension. Enhanced metafiles usually have a .emf file name extension. Metafiles preserve an image more accurately than pixels when the image is resized.
method
A procedure that acts on an object.
module
A set of declarations followed by procedures.
module level
Describes code in the Declarations section of a module. Any code outside a procedure is referred to as module-level code. Declarations must be listed first, followed by procedures.
module variable
A variable declared outside Function, Sub, or Property procedure code. Module variables must be declared outside any procedures in the module. They exist while the module is loaded and are visible in all procedures in the module.
named argument
An argument that has a name that is predefined in the object library. Instead of providing a value for each argument in a specified order expected by the syntax, you can use named arguments to assign values in any order. For example, suppose a method accepts three arguments:
DoSomeThingnamedarg1, namedarg2, namedarg3
By assigning values to named arguments, you can use the following statement:
Note that the named arguments don't have to appear in the normal positional order in the syntax.
Null
A value indicating that a variable contains no valid data. Null is the result of an explicit assignment of Null to a variable or any operation between expressions that contain Null.
numeric data type
Any intrinsic numeric data type (Byte, Boolean, Integer, Long, Currency, Single, Double, or Date). See data type summary.
numeric expression
Any expression that can be evaluated as a number. Elements of an expression can include any combination of keywords, variables, constants, and operators that result in a number.
numeric type
Any intrinsic numeric data type (Byte, Boolean, Integer, Long, Currency, Single, Double, or Date) or any Variant numeric subtype (Empty, Integer, Long, Single, Double, Currency, Decimal, Date, Error, Boolean, or Byte). See data type summary.
object
A combination of code and data that can be treated as a unit, for example, a control, form, or application component. Each object is defined by a class.
Object box
A list box at the upper-left corner of the Code window that lists the form and controls in the form to which the code is attached, or a list box located at the top of the Properties window that lists the form and its controls.
Object Browser
A dialog box in which you can examine the contents of an object library to get information about the objects provided.
Object data type
A data type that represents any Object reference. Object variables are stored as 32-bit (4-byte) addresses that refer to objects. See data type summary.
object expression
An expression that specifies a particular object and can include any of the object's containers. For example, an application can have an Application object that contains a Document object that contains a Text object.
object library
A file with the .olb extension that provides information to Automation controllers (like Visual Basic) about available objects. You can use the Object Browser to examine the contents of an object library to get information about the objects provided.
object module
A module that contains code specific to an object, for example, class module, form module, and document module. Object modules contain the code behind their associated objects. The rules for object modules differ from those for standard modules.
object type
A type of object exposed by an application through Automation, for example, Application, File, Range, and Sheet. Use the Object Browser or refer to the application's documentation for a complete listing of available objects.
object variable
A variable that contains a reference to an object.
parameter
Variable name by which an argument passed to a procedure is known within the procedure. This variable receives the argument passed into the procedure. Its scope ends when the procedure ends.
path
A string expression specifying a directory or folder location. The location can include a drive specification.
pi
A mathematical constant equal to approximately 3.1415926535897932.
point
A point is 1/72 inch. Font sizes are usually measured in points.
print zone
Print zones begin every 14 columns. The width of each column is an average of the width of all characters in the point size for the selected font.
Private
Variables that are visible only to the module in which they are declared.
procedure
A named sequence of statements executed as a unit. For example, Function, Property, and Sub are types of procedures. A procedure name is always defined at module level. All executable code must be contained in a procedure. Procedures can't be nested within other procedures.
Procedure box
A list box at the upper-right corner of the Code window and the Debug window that displays the procedures recognized for the object displayed in the Object box.
procedure call
A statement in code that tells Visual Basic to execute a procedure.
procedure level
Describes statements located within a Function, Property, or Sub procedure. Declarations are usually listed first, followed by assignments and other executable code.
Note that module-level code resides outside a procedure block.
project
A set of modules.
Project window
A window that displays a list of the form, class, and standard modules; the resource file; and references in your project. Files with .ocx and .vbx file name extensions aren't displayed in the Project window.
Properties window
A window used to display or change properties of a selected form or control at design time. Some custom controls have customized Properties windows.
property
A named attribute of an object. Properties define object characteristics such as size, color, and screen location, or the state of an object, such as enabled or disabled.
Property procedure
A procedure that creates and manipulates properties for a class module. A Property procedure begins with a Property Let, Property Get, or Property Set statement and ends with an End Property statement.
Public
Variables declared using the Public statement are visible to all procedures in all modules in all applications unless Option Private Module is in effect. In that case, the variables are public only within the project in which they reside.
referenced project
The project you directly create a link to from the current project you are working on. A project referenced by one of the current project's directly referenced projects is called an indirectly referenced project. Its Public variables are not accessible to the current project except through qualification with its project name. Any combination of direct and indirect references between projects is valid as long as they do not result in a complete cycle.
referencing project
The current project. How you create a link to a project depends on the host application. For example, to directly reference a project in Microsoft Excel, select the project from the References dialog box of the Tools menu. Public variables in a directly referenced project are visible to the directly referencing project, but Public variables in a directly referencing project are not visible to a directly referenced project.
registry
In Microsoft Windows version 3.1, OLE registration information and file associations are stored in the registration database, and program settings are stored in Windows system initialization (.ini) files. In Microsoft Windows 95, the Windows registry serves as a central configuration database for user, application, and computer-specific information, including the information previously contained in both the Windows version 3.1 registration database and .ini files.
resource file
A file in a Visual Basic project with an .res file name extension that can contain bitmaps, text strings, or other data. By storing this data in a separate file, you can change the information without editing your code. Only one resource file can be associated with a project.
run-time error
An error that occurs when code is running. A run-time error results when a statement attempts an invalid operation.
run time
The time during which code is running. During run time, you can't edit the code.
scope
Defines the visibility of a variable, procedure, or object. For example, a variable declared as Public is visible to all procedures in all modules in a directly referencing project unless Option Private Module is in effect. When Option Private Module is in effect, the module itself is private and therefore not visible to referencing projects. Variables declared in a procedure are visible only within the procedure and lose their value between calls unless they are declared Static.
seed
An initial value used to generate pseudorandom numbers. For example, the Randomize statement creates a seed number used by the Rnd function to create unique pseudorandom number sequences.
Single data type
A data type that stores single-precision floating-point variables as 32-bit (4-byte) floating-point numbers, ranging in value from -3.402823E38 to -1.401298E-45 for negative values, and 1.401298E-45 to 3.402823E38 for positive values. The exclamation point (!) type-declaration character represents a Single in Visual Basic. See data type summary.
sort order
A sequencing principle used to order data, for example, alphabetic, numeric, ascending, descending, and so on.
stack
A fixed amount of memory used by Visual Basic to preserve local variables and arguments during procedure calls.
standard module
A module containing only procedure, type, and data declarations and definitions. Module-level declarations and definitions in a standard module are Public by default. A standard module is referred to as a code module in earlier versions of Visual Basic.
statement
A syntactically complete unit that expresses one kind of action, declaration, or definition. A statement generally occupies a single line, although you can use a colon (:) to include more than one statement on a line. You can also use a line-continuation character (_) to continue a single logical line onto a second physical line.
string comparison
A comparison of two sequences of characters. Use Option Compare to specify binary or text comparison. In English-U.S., binary comparisons are case sensitive; text comparisons are not.
string constant
Any constant (defined using the Const keyword) consisting of a sequence of contiguous characters interpreted as the characters themselves rather than as a numeric value.
String data type
A data type consisting of a sequence of contiguous characters that represent the characters themselves rather than their numeric values. A String can include letters, numbers, spaces, and punctuation. The String data type can store fixed-length strings ranging in length from 0 to approximately 63K characters and dynamic strings ranging in length from 0 to approximately 2 billion characters. The dollar sign ($) type-declaration character represents a String in Visual Basic. See data type summary.
string expression
Any expression that evaluates to a sequence of contiguous characters. Elements of a string expression can include a function that returns a string, a string literal, a string constant, a string variable, a string Variant, or a function that returns a string Variant (VarType 8).
string literal
Any expression consisting of a sequence of contiguous characters surrounded by quotation marks that is literally interpreted as the characters within the quotation marks.
Sub procedure
A procedure that performs a specific task within a program, but returns no explicit value. A Sub procedure begins with a Sub statement and ends with an End Sub statement.
syntax checking
A feature that checks your code for correct syntax. If the syntax checking feature is enabled, a message is displayed when you enter code that contains a syntax error and the suspect code is highlighted.
syntax error
An error that occurs when you enter a line of code that Visual Basic doesn't recognize.
Note that syntax rules for individual keywords are defined in the Syntax section of the associated Help topic. To get Help on a keyword from within the development environment, select the keyword and press F1.
tab order
The order in which the focus moves from one field to the next as you press TAB or SHIFT+TAB.
time expression
Any expression that can be interpreted as a time. This includes any combination of time literals, numbers that look like times, strings that look like times, and times returned from functions.
Times are stored as part of a real number. Values to the right of the decimal represent the time. For example, midday (12:00 P.M.) is represented by 0.5.
twip
A unit of screen measurement equal to 1/20 point. A twip is a screen-independent unit used to ensure that placement and proportion of screen elements in your screen application are the same on all display systems. There are approximately 1440 twips to a logical inch or 567 twips to a logical centimeter (the length of a screen item measuring one inch or one centimeter when printed).
type-declaration character
A character appended to a variable name indicating the variable's data type. By default, variables are of type Variant unless a corresponding Deftype statement is present in the module.
type library
A file or component within another file that contains standard descriptions of exposed objects, properties, and methods that are available for Automation. Object library files (.olb) contain type libraries.
Unicode
International Standards Organization (ISO) character standard. Unicode uses a 16-bit (2-byte) coding scheme that allows for 65,536 distinct character spaces. Unicode includes representations for punctuation marks, mathematical symbols, and dingbats, with substantial room for future expansion.
universal date format
The universal date format is #yyyy-mm-dd hh:mm:ss#. However, both the date component ( #yyyy-mm-dd#) and the time component ( #hh:mm:ss#) can be represented separately.
user-defined type
Any data type defined using the Type statement. User-defined data types can contain one or more elements of any data type. Arrays of user-defined and other data types are created using the Dim statement. Arrays of any type can be included within user-defined types. See data type summary.
variable
A named storage location that can contain data that can be modified during program execution. Each variable has a name that uniquely identifies it within its scope. A data type can be specified or not.
Variable names must begin with an alphabetic character, must be unique within the same scope, can't be longer than 255 characters, and can't contain an embedded period or type-declaration character.
Variant data type
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A special data type that can contain numeric, string, or date data as well as user-defined types and the special values Empty and Null. The Variant data type has a numeric storage size of 16 bytes and can contain data up to the range of a Decimal, or a character storage size of 22 bytes (plus string length), and can store any character text. The VarType function defines how the data in a Variant is treated. All variables become Variant data types if not explicitly declared as some other data type. See data type summary.
variant expression
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Any expression that can evaluate to numeric, string, or date data, as well as the special values Empty and Null.
watch expression
A user-defined expression that enables you to observe the behavior of a variable or expression. Watch expressions appear in the Watch window of the Visual Basic Editor and are automatically updated when you enter break mode. The Watch window displays the value of an expression within a given context. Watch expressions are not saved with your code.
z-order
The visual layering of controls on a form along the form's z-axis (depth). The z-order determines which controls are in front of other controls.
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See also
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