1. XP
Troubleshooting Workbooks and
Creating Excel Applications
Chapter 10
“For every failure, there’s an alternative course of action. You just have
to find it. When you come to a roadblock, take a detour.”
-Mary Kay Ash
2. XP
Chapter Introduction
• Information system
Collects, organizes, and processes data
Communicates and distributes coordinated results
• Decision support system (DSS)
Helps managers model business scenarios, especially
through what-if analysis
• Minimizing data-entry errors in Excel workbooks
• Documenting workbooks and troubleshooting
worksheet errors
3. XP
Chapter Introduction (continued)
• Automating tasks to further enhance usefulness and
reliability of workbooks
• Tools covered in this chapter: Data Validation,
Formula Auditing, Macro Recorder, Visual Basic
Editor
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Tools Covered in this Chapter
• Data Validation
• Formula Auditing
• Macro Recorder
• Visual Basic Editor
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Level 1 Objectives:
Preparing Error-Free Workbooks
• Plan an Excel application
• Validate data entry
• Protect workbooks
• Document workbooks
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Planning an Excel Application
• Workbooks designed so others can use them
• Usually a decision support system
Support decisions by allowing what-if analysis and
other types of data analysis
• Typically provide an easy-to-use interface
Custom buttons
Clearly written documentation
Instructions for entering data and performing
calculations
8. XP
Controlling Data-Entry Errors
Data validation
tool
• Creates rules that define what data is
valid in a particular cell
• Ensures that data entered in a cell
meets specified criteria
Validation rule • Specifies type of data that is appropriate
• Specifies range of acceptable values
Input message • Identifies kind of data user should enter
Error alert •Displays a message of varying severity
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Validating Data Using
the Data Validation Tool
1. Set up the data validation rule
2. Create the input message
3. Specify the error alert style and message
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Protecting Workbooks
• Ways to protect workbooks
Lock cells so users cannot change contents
Hide cells so users cannot see them
Specify which actions users can perform
Prevent a worksheet from being deleted from a
workbook
• Select appropriate level of protection (worksheet,
workbook, file)
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Locking and Unlocking Cells
• To allow users to change contents of unlocked cell,
but not the contents of locked cells:
Unlock cells you want users to change access
(Locked property of a cell)
Protect the worksheet to engage the Locked property
of the cells
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Protecting a Worksheet
• Users cannot change content of locked cells
• Specify what users can do in the worksheet (format,
enter data)
• Can specify passwords that users enter a case-
sensitive password before they remove protection
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Protecting a Workbook
• To prohibit users from adding, renaming, or deleting
worksheets in the workbook
• Secure workbook structure or its windows
Structure (cannot insert, delete, or rename worksheets)
Windows (Excel windows are same size and position
each time workbook opens)
• Can specify that users enter a case-sensitive
password before they remove protection
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Documenting Workbooks
• Documentation
All records that describe how and why a system has
been developed and how it should be used
Tremendous time-saver
Can include within a workbook or print workbook
information (documentation worksheet or workbook’s
formulas)
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Types of Documentation
for Excel Applications
• Basic information (workbook author, date of creation,
purpose)
• Step-by-step instructions for entering data and
performing calculations
• Notes or comments that identify the source of data
• Notes or comments that define terms, explain
calculations, describe assumptions
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Level 1 Summary
• Planning an Excel application that others can use
• Validating data entry
• Protecting a workbook
• Providing thorough documentation for users
Documentation worksheet
Cell comments
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Level 2 Objectives:
Preventing Errors in Formulas
• Audit formulas for accuracy and validity
• Evaluate and trace formula errors
• Identify, analyze, and correct errors
• Set error-checking options
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Auditing Formulas
• Taking advantage of more sophisticated Excel tools
that help find and respond to formula errors
Address error messages caused by problems with the
formulas in the workbook
Audit formulas
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Addressing Error Messages Caused
by Problems with Formulas
• Fix obvious errors
• Use the Error Alert button
• Examine the formula
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Using the Formula Auditing Tools
• Permit review of structure and behavior of formula
• Grouped on Formula Auditing toolbar
• May display tracer arrows
Precedent cells (contain a value used in a formula)
Dependent cells (contain a formula that refers to other
cells)
• Can result in false positives and false negatives
44. XP
Level 2 Summary
• Using Excel formula auditing tools to trace and
correct errors
Auditing formulas
Evaluating error messages in cells
45. XP
Level 3 Objectives:
Automating Excel Tasks
• Plan and record macros to automate repetitive tasks
and create Excel applications
• Run and test macros
• Add buttons to a worksheet
• Edit macros using the Visual Basic Editor
46. XP
Understanding Macros
• Series of commands that you store and then run
when you need to perform a task
• Steps – stored as Visual Basic for Applications (VBA)
commands in the macro – are performed in sequence
when you run the macro
• To create a macro
Use macro recorder, or
Write from scratch by entering VBA commands in the
Visual Basic Editor
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Recording a Macro
• Use macro recorder to record keystrokes and mouse
actions
• Assign a macro to a shortcut key
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Level 3 Summary
• Automating a workbook by creating and running a
macro
• Assigning a button to the macro to make it easy to
use
• Working in the Visual Basic Editor window to edit a
macro so it runs more efficiently
57. XP
Chapter Summary
• Creating an Excel application that functions as a
decision support system
Preparing error-free workbooks
Preventing errors in formulas
Automating Excel tasks
