Project Managers often report financial numbers to the management. In a dynamic world, these numbers are usually based on a lot of factors that may or may not be under your control. So the top management demands that the numbers be reported as per different economic scenarios – Optimistic, Normal or Pessimistic.
It is important to report and present the numbers in a usable format to the top management. They should be able to toggle the scenarios comfortably and see the results. Offset function comes to your rescue to ensure a great looking model with the flexibility of reporting multiple scenarios.
What is the offset function?
A few months back, I had written about the offset function and how it can be used to create flexible models. I had discussed at that point of time, why offset function is one of the most versatile functions and at the same point of time quite dangerous as well.
In this tutorial, we would see another usage (I feel simpler than last time!) of the offset function
If I were to borrow the signature of the function from my last post, the offset function reads something like: Offset( range, rows, columns, height, width )
I will use a similar example, but change the usage of the function a little bit!
So in the illustrated example, it starts from the C3 cell, moves 1 rows and 3 columns and then gives the value (15 in this case)!
This time Offset is NOT returning an array. It is returning a single value!
[Related: OFFSET, VLOOKUP & MATCH explained in simple words]
So how can this be useful?
The offset function can move the reference of the cell by n rows and m columns. That means that if I structure the sheet with different economic possibilities in different rows, I can always move the scenarios using offset function.
How was this achieved?
Step 1: The layout of the sheet helps me achieve this objective very easily. The first part of the sheet to select the scenarios is achieved using form controls
Step 2: The Scenarios are listed in sequential order, one after the other and the form control (combo box in this case) is linked to the name of the scenarios.
Step 3: Depending on the scenario selected, the index number of the selection changes. This number is fed into the growth rate and cost selection using the offset function.
Step 4: The model is linked to the selected scenario to report the P&L figures
As I told you, offset function is quite versatile in nature and can help you achieve a lot of flexibility in your model
Bonus Step
From your PM career you would have known that preparing a nice looking report as important (if not more) as generating correct results! In our scenario selection model, we highlight the selected scenario (the pink colored row) to give clarity to the end user. This is achieved using
Step A: A simple formula in conditional formatting and
Step B: Then using the $ referencing intelligently.
What functions do you use in reporting?
I am sure that if you are generating flexible reports and dashboards for reporting, you would be using some interesting functions and tools in Excel. I use Offset, Index, Match, Indirect, Mod. Which ones do you use?
Templates to download
I have created a template for you, where the subheadings are given and you have to link the model! You can download the same from here. You can go through the case and fill in the yellow boxes. I also recommend that you try to create this structure on your own (so that you get a hang of what information is to be recorded).
Also you can download this filled template and check, if the information you recorded, matches mine or not!
Next Steps
Chandoo and I are running a course on Excel for Project Managers to share with you the various tools and techniques in Excel that can make you an awesome Project Manager. We comprehensively cover aspects related to Planning, Tracking and Reporting apart from Basics of Finance and Advanced Techniques like Monte Carlo Simulation in Project Management in the course. If you are interested in learning more about the course, you can click here.
For any queries regarding the using Excel for Project Management, feel free to put the comments in the blog or write an email to paramdeep@edupristine.com
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