Ok, since excel school 3rd batch is going to open on 15th, I wasnt going to write anything today. I have slept just 4 hours last night, blame it on work (and that funny video on youtube). But I found 30 minutes free time, so here you go, a quick but delicious tip on making your data validation dynamic.
Dynamic Data Validation?!? What in the name of slice bread and peanut butter is that?
We all know that you can tell Excel to limit the input values in a cell to just a list of possible values using data validation (Here is a tutorial).
Let us say, you have set up a nice little data validation list to let your users select one of the several products listed. Like shown to the right.
But there is a problem, the list of products doesnt change whenever we add or remove products.
This is where the dynamic data validation thingie comes in to picture. It same as regular data validation, but with the ability to change input list whenever you have new data. See this short demo to understand:
So, how to setup a dynamic data validation list?
if you are running Excel 2007 or above:
- Select your list of products (or invoices or cats) and make it in to a table. (here is a helpful tutorial on excel tables).
- Now, create a new named range and point it to the table, like this:
- Finally, give the named range as input list in data validation.
- That simple!
if you are running Excel 2003 or earlier:
You are in for a lot of circus now. But be patient and take a sip of coffee. Then,
- Make a dynamic range from your list using OFFSET formula, like this:
- Now, use the range name as input list in data validation.
- Pray to IT infrastructure gods that you should be given Excel 2010, really soon.
Download Example Workbook – Dynamic Data Validation in Excel
Go ahead and download example workbook and understand this concept better. Say goodbye to invalid data!
More resources on data validation & magic:
Some kicks ass stuff to help you do magic in excel thru data validation:
- Excel OFFSET formula tutorial
- Set up data validation in excel
- Advanced data validation tricks
- Excel tables – 10 reasons why you should use them
- …. more data validation tips & tricks
PS: If you like this trick, you are going to enjoy my excel school program. You should sign up, like today.
14 Responses to “How to Add your Macros to QAT or Excel toolbars?”
We have only just got excel 2007 so this is helping me navigate my way through the differences cheers.
For Macro's i always add a Command Button, rename it something obvious, change the colour of it and finally add the following to its View Code section.
Application.Run "MAcro1"
This way anyone opening the file knows what to do if i ever win the lottery and dont make it in 🙂
Hi,
Good article. But I have this problem.
1) Customized QAT with a macro. Macro name = MacroX
2) Runs OK from original location (e.g. C:\TestLoaction1\TestFile.xls)
3) Copy past file to new location (e.g. C:\TestLoaction2\TestFile.xls)
Menu button now fails:
Cannot run the macro "C:\TestLoaction1\TestFile.xls'!MacroX' The macro may not be available in this workbook...
Of course the code is there, and macros are enabled.
Could get it to work after deleting and recreating macro custom buttons. So have to re-assign macro to QAT button every time I move the file?
If I put a form button on he worksheet and assign the macro to that, it's location independent.
Any ideas?
Thanks
@Ron
What you have said is correct
Macros within a worksheet are stored within the worksheet and hence follow it.
Macros referenced by a button in the QAT or elsewhere are locaed in a file and if that file is moved the linkages don't follow.
The easiest way around this is to store all your macros in a location that doesn't move and is in fact reloaded everytime that Excel starts and that is called the Personal.xlsx/b file.
These are refered to several time at Chandoo.org or have a read of
http://www.rondebruin.nl/personal.htm
or
http://office.microsoft.com/en-us/excel-help/deploy-your-excel-macros-from-a-central-file-HA001087296.aspx
In Excel 2003 and prior versions, a button added to the Toolbar maintained a DYNAMIC link to the file (e.g. Personal.xlsb) holding the assigned macro, such that if the file was relocated for any reason (by using Excel's native Save As command rather than just moving it via Windows Explorer), the link between the button and the file was updated.
I expected the same to occur with Excel 2007+, but alas, Microsoft in their infinite wisdom have removed another feature useful to advanced users (just as they did by removing the ability to design your own buttons)!!
So having just done some reorganisation of my files, I now have to remove and recreate every friggin macro button on my QAT (I have lots) - what a pain in the proverbial!!
Hi Hui,
Thanks for the help, that's really useful.
1) The macros I'm adding are for one specific Excel application, so I really wanted the macros to follow the file
2) I didn't want to have to pass other files around too and have users installing those - either Personal.xlsx/b or as an Add-In.
3) I realise now that the QAT additions will appear for other Excel workbooks in which I don't want the macros available.
So, it looks like I need to keep it local, by using a button on the worksheet. Unless you can suggest any way of adding to menus just for a specific workbook.
Thanks again for your help. Great site, so I'll be signing up for the emails.
Ron
I know I'm a little late jumping on this post, but wondering if anyone knows how to add a UDF to the QAT? I've saved my UDF in my personal workbook, but it does not show up in my list when I choose Macros when customizing my QAT. Suggestions? Thanks!!
@Cheryl: UDFs cannot be accessed like Macros. You can use them from other macros or from worksheet cells as formulas...
@David: If you save your macros file and then install it as an add-in then it will be always available for you.
The instructions work great when you are creating a new file, and it is still open. I find that I can't access macros after I've saved a file as an xlam and closed it. When I reopen the xlam, either by browsing to it, or by having it set to open as an addin using Excel Options, the macros are no longer available in the macros list when I go to edit the QAT. Any way around that?
[...] Add this macro as a button to Quick Access Toolbar [...]
I need to create a button that will run a macro. Once you click the button it needs to open up a browser asking you to select a report/file. Once you select the file, it will run the macro on the selected file and then save it as a new report with a name and the current date. I created the macro to sort/modify the report but I do not know how to do what I mentioned above. I hope this makes sense.
I'm having trouble adding a macro to the QAT. I've done everything up to step 5 but my macro isn't showing up. What am I doing wrong?
[...] Add Macros to Quick Access Toolbar (works in Excel 2003 & above) [...]
Hi,
Thank you for the explanation. Very useful for a recent switcher from office 2003 to office 2010.
My follow-up question is: in Excel (or ppt) 2010, can you customize the macro button that you put in the QAT?
In office 2003, once you chose the custom button for your Macro, you could then edit pixel by pixel the said button.
For instance, I've created 2 Macros in PPT that are converting all my slides to either English or French language, so I'd like one button to show EN and the other FR... that would be more meaningful that any of the possible "custom" office 2010 buttons
I read all the post and one important aspect to the QAT was never mentioned. That is, you have a macro driven worksheet that you want to share with other. You have customized the QAT with two icons to run the macros (VBA programs in reality). However, when the others receive the workbook, the icons are no where to be found. It's my understanding those "customized buttons" have been saved to an outside file, Excel.qat. QUESTION: Could one simply attach that file to your email, along with the worksheet, and tell the recipients to copy that file to correct location on their computer - C:\Users\\AppData\Local\Microsoft\Office|\
Would the customize macro buttons then appear in the worksheet and, more importantly, work? Thanks for your thoughtfulness and thanks for well written instructions Chandoo!
MortW