A few weeks back I was asked “Is it possible to setup a control and then drag it down a range, so that it links to all the cells below it?”
The answer is, of course, No.
But it got me thinking about why not allow one control to control a number of cells.
This post describes the solution, One Control Three Cells.
But it could just as easily be applied to a larger group of controls in a much larger system.
I have attached a sample file demonstrating the technique: Download sample file
The Old
In the sample file select the Old worksheet.
Typically if you had 3 cells and wanted to add automation, you would add a control to each cell.
Here I have added 3 controls. Each Control in Column E controls the Cells value to the left of it.
Each Control is independent and has no relationship to other cells or other controls.
Each control is setup and linked as shown below to a single cell.
This whole setup has to be applied individually to each control and associated cell.
The Cell link: dialog above cannot have a range
Well it can hold a range, but it only links the control to the upper left cell of the range, C3 in the example above.
But this got me thinking, why not link the control’s Cell Link to a Named Formula, which would return the range based on say where the active cell was.
The New
Change to the New Worksheet.
Notice how we now have a single control next to the 3 cells we wish to control.
You can see that in action here
Lets first examine what has been setup, then we will work through how it works.
First, Goto the Name Manager in the Formulas, Name Manager tab.
There are 3 Named Formula setup
SelectedRow : is a direct Link to cell A1
ControlRange: is a direct Link to cells C3:C5
ControlLink : is a named Formula containing a formula =OFFSET(New!$C$1,SelectedRow-1,0)
Next Right click on the Control and notice that it is linked to the ControlLink Named Formula.
There is more, but lets follow this through first.
Cell A1 “SelectedRow” contains the value 4.
The Named Formula ControlLink has a formula =OFFSET(New!$C$1, SelectedRow-1, 0)
which evaluates to =OFFSET(New!$C$1, 4-1, 0)
which simplifies to =OFFSET(New!$C$1, 3, 0)
The offset of C1 by 3 rows and 0 columns is C4
so the Named Formula ControlLink =OFFSET(New!$C$1, SelectedRow-1, 0)
returns the address of C4
So the Control uses an Address of C4 when the value of A1 is 4
But we didn’t change cell A1 ?
I did say there was more, and the more is a small piece of VBA code, which does some checking for us and places an appropriate value in A1
Goto VBA by pressing Alt+F11
Double click on the Sheet1(New) object and you should now see the code in the Code Pane
This tiny piece of code is the secret behind what makes this technique work.
Lets look at what it does
Private Sub Worksheet_SelectionChange(ByVal Target As Range)
If Intersect(Target, Range(“ControlRange”)) Is Nothing Then
Range(“SelectedRow”).Value = 0
Exit Sub
End If
Range(“SelectedRow”).Value = Target.Row
Application.CalculateFull
End Sub
The code is encapsulated in what is known as a Worksheet event.
Worksheet events, as the name implies, are events that occur on the worksheet.
In this case it is the SelectionChange event. That is every time you change the cell by clicking on it or using the keyboard arrows etc to change the active cell, this event is triggered and the enclosed code executed.
When the event is triggered the code starts and a variable Target is assigned to the new active cell. It is the Target of the events occurrence, ie: Your click on another cell.
The next piece of code handles what happens next
If Intersect(Target, Range(“ControlRange”)) Is Nothing Then
Range(“SelectedRow”).Value = 0
Exit Sub
End If
It basically says If the Target and the ControlRange Don’t Intersect then do the enclosed code
That is if the Target doesn’t intersect with the ControlRange, then set the SelectedRange cell A1 to 0
Then exit the subroutine
This is done so that cells that are selected whilst using the worksheet don’t interfere with the control.
But the important thing is what happens if the Target and ControlRange do intersect
The code says If there is not an intersection do what is inside the If / End If statements
If Intersect(Target, Range(“ControlRange”)) Is Nothing Then
Range(“SelectedRow”).Value = 0
Exit Sub
End If
But if the two ranges Do Intersect, the code simply passes over the included code and continues past to the next code.
The next code is
Range(“SelectedRow”).Value = Target.Row
Application.CalculateFull
This is where the SelectedRow cell A1 is assigned the value which is the Row number of the Target cell.
That is if we click in a cell in the ControlRange, the SelectedRow is assigned the value of the Target cells Row.
The worksheet is then calculated. This simply forces the named Formula to update.
Then the VBA finishes executing.
When the Worksheet was recalculated just above, the LinkedCell was updated.
Now when a user presses the Spin Button Control, it will use the new value in the LinkedCell named range as the Link cell and update the value of the cell according to whether you pressed the Up or Down arrow.
Final
This code can be applied to any number of controls as well as to complex ranges
If you wanted to control the values in the 9, dashed green, cells shown below highlighted
You would change the formula for ControlRange to
ControlRange : =New!$B$8:$B$10,New!$C$11:$C$13,New!$B$14:$B$16
Comments:
What do you think about this technique?
Let me know in the comments below:
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