VBA - The Visual Basic Working Partner

A Introduction to the Programming Language of Office

One of the most outstanding qualities of Visual Basic is that it's a complete development environment. Whatever you want to do, there's a 'flavor' of Visual Basic to help you do the job! You can use Visual Basic for desktop and mobile and remote development (VB.NET), scripting (VBScript) and Office development (VBA !) If you have tried VBA and you want to know more about how to use it, this is the tutorial for you.

(This course is based on the version of VBA found in Microsoft Office 2010.)

If you're searching a course in Microsoft Visual Basic .NET, you have also found the right place. Check out: Visual Basic .NET 2010 Express - A "From the Ground Up" Tutorial

VBA as a general concept will be covered in this article. There's more to VBA than you might think! You can also find articles about the Office VBA sisters:

There are basically two way to develop programs that can work with Office applications: VBA and VSTO. In October 2003, Microsoft introduced an enhancement to the professional programming environment Visual Studio .NET called Visual Studio Tools for Office - VSTO. But even though VSTO leverages the considerable advantages of .NET in Office, VBA remains more popular than VSTO. VSTO requires the use of the Professional or higher version of Visual Studio - which will probably cost you more than the Office application you're using - in addition to the Office application.

But since VBA is integrated with the host Office application, you don't need anything else.

VBA is used primarily by Office experts who want to make their work faster and easier. You seldom see large systems written in VBA. VSTO, on the other hand, is used by professional programmers in larger organizations to create Add-Ins that can be quite sophisticated.

An application from a third party, like a paper company for Word or an accounting firm for Excel, is more likely to be written using VSTO.

In their documentation, Microsoft notes that there are basically three reasons to use VBA:

-> Automation & Repetition - Computers can do the same thing over and over much better and faster than people can.

-> Extensions to User Interaction - Do you want to suggest exactly how someone should format a document or save a file? VBA can do that. Do you want to validate what someone enters? VBA can do that too.

-> Interaction between Office 2010 Applications - A later article in this series is called Word and Excel Working Together. But if this is what you need, you might want to consider Office automation, that is, writing the system using VB.NET and then using the functions from an Office application like Word or Excel as needed.

Microsoft has stated that they will continue to support VBA and it's featured prominently in the Official Microsoft Office 2010 Development Roadmap. So you have as much assurance as Microsoft ever provides that your investment in VBA development won't be obsolete in the near future.

On the other hand, VBA is the last remaining Microsoft product that depends on VB6 "COM" technology.

It's over twenty years old now! In human years, that would make it older than Lestat the Vampire. You might see that as "tried, tested and true" or you might think of it as "ancient, worn-out, and obsolete". I tend to favor the first description but you should be aware of the facts.

The first thing to understand is the relationship between VBA and Office applications like Word and Excel. The Office application is a host for VBA. A VBA program can never be executed by itself. VBA is developed in the host environment (using the Developer tab in the Office application ribbon) and it must be executed as part of a Word document, an Excel workbook, an Access database or some other Office host.

The way VBA is actually used is different too. In an application like Word, VBA is used primarily as a way to access the objects of the host environment such as accessing the paragraphs in a document with the Word's Word.Document.Paragraphs object.

Each host environment contributes unique objects that are not available in the other host environments. (For example, there is no "workbook" in a Word document. A workbook is unique to Excel.) The Visual Basic code is mainly there to make it possible to use objects customized for each Office host application.

The fusion between VBA and host specific code can be seen in this code sample (taken from the Microsoft Northwind sample database) where purely VBA code is shown in red and Access specific code is shown in blue. The red code would be the same in Excel or Word but the blue code is unique to this Access application.

VBA itself is almost the same as it has been for years. The way it integrates with the host Office application and the Help system has been improved more.

The 2010 version of Office doesn't display the Developer tab by default. The Developer tab takes you into the part of the application where you can create VBA programs so the first thing you need to do is change that option. Simply go to the File tab, Options, Customize Ribbon and click the Developer box in Main Tabs.

The Help system works much more smoothly than it has in previous versions. You can get help for your VBA questions either offline, from a system that is installed with your Office application, or online from Microsoft over the Internet. The two interfaces are designed to look a lot alike:

Click Here to display the illustration

If your Internet connection is fast, the online help will give you more and better information. But the locally installed version will probably be faster and in most cases it's just as good. You might want to make the local help the default and then use the online help if the local version doesn't give you what you want. The fastest way to go online is to simply select "All Word" (or "All Excel" or other app) from the Search dropdown in the help. This will immediately go online and perform the same search, but it won't reset your default selection.

Click Here to display the illustration

On the next page, we get started with how to actually create a VBA program.

When VBA is "hosted" by an application like Word or Excel, the program "lives" in the document file that's used by the host. For example, in Word you can save your 'Word macro' (it's not a 'macro', but we won't quibble about terminology right now) either in a Word document or a Word template.

Now suppose this VBA program is created in Word (this simple program just changes the font to bold for a selected line) and is saved in a Word document:

Sub AboutMacro()
' AboutMacro Macro
' Macro recorded 9/9/9999 by Dan Mabbutt
 Selection.HomeKey Unit:=wdStory
 Selection.EndKey Unit:=wdLine, Extend:=wdExtend
 Selection.Font.Bold = wdToggle
 Selection.EndKey Unit:=wdStory
End Sub

In earlier versions of Office, you could clearly see the VBA code stored as part of the document file in the saved Word document by viewing it in Notepad where everything in the Word document can seen. This illustration was produced with a previous version of Word because Microsoft changed the document format in the current version and VBA program code doesn't show up clearly as plain text anymore. But the principal is the same. Similarly, if you create an Excel spreadsheet with an "Excel macro" it will be saved as part of an .xlsm file.

Click Here to display the illustration

VBA and Security

One of the most effective computer virus tricks in the past was to insert malicious VBA code into an Office document.

With previous versions of Office, when a document was opened, the virus could run automatically and create havoc on your machine. This open security hole in Office was starting to impact Office sales and that really got Microsoft's attention. With the current 2010 generation of Office, Microsoft has thoroughly plugged the hole.

In addition to the improvements mentioned here, Microsoft has enhanced Office security in ways that you might not even notice right down to the hardware level. If you're hesitant to use VBA because you heard that it wasn't safe, be assured that Microsoft has gone the extra mile to change that now.

The most important change was to create a special document type just for Office documents that include VBA programs. In Word, for example, MyWordDoc.docx cannot contain a VBA program because Word will not allow programs in a file saved with a "docx" file extension. The file must be saved as a "MyWordDoc.docm" for the VBA programming to be allowed as part of the file. In Excel, the file extension is ".xlsm".

To go along with this enhanced document type, Microsoft created a new security subsystem in Office called the Trust Center. Essentially, you can customize how your Office application treats documents containing VBA code in fine detail. You open the Trust Center from the Developer tab in your Office application by clicking Macro Security in the Code section of the ribbon.

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Some of the options are designed to "harden" your Office applications so malicious code doesn't run and others are designed to make it easier for developers and users to use VBA without having security unnecessarily slowing things down.

As you can see, there are a lot of ways that you can customize security and going through all of them is far beyond the scope of this article. Fortunately, Microsoft's site has extensive documentation on this topic. And it's also fortunate that the default security settings are good for most requirements.

Since VBA is tied to the host Office application, you have to run it there. That topic is covered starting on the next page.

How Do I Run a VBA Application

That's actually a very good question because it's the first one that users of your application will ask. There are basically two ways:

-> If you decide not to use a control, like a Button, to start the program, then you must use the Macros command on the ribbon (Developer tab, Code group). Select the VBA program and click Run. But this might seem a little too much to some of your users.

For example, you might not want the Developer tab to even be available to them. In that case ...

-> You need to add something that the user can click or type to start the application. In this article, we will look at the Button control. But it could be clicking a shortcut, an icon on a toolbar or even the act of entering data. These are called events and what we will write in this and later articles is event code - program code that is automatically run when some specific event - like clicking a Button control - happens.

UserForms, Form Controls and ActiveX Controls

If you're not just selecting a macro, the most common way to run a VBA program is to click a button. That button can either be a form control or an ActiveX control. To a degree, your choices depend on the Office application that you're using. Excel provides slightly different choices than Word, for example. But these fundamental types of controls are the same.

Because it offers the most flexibility, let's look at what you can do with Excel 2010. A simple text message will be inserted into a cell when several different buttons are clicked just to make the differences more clear.

To get started, create a new Excel workbook and select the Developer tab. (If you have another Office application, a variation of these instructions should work.)

Click the Insert icon. We'll work with the Form Controls button first.

Form controls are the older technology. In Excel, they were first introduced in version 5.0 in 1993. We'll work with VBA UserForms next but form controls can't be used with them. They're also not compatible with the web. Form controls are placed directly on the worksheet surface. On the other hand, some ActiveX controls - which we consider next - can't be used directly on worksheets.

Form controls are used with a "click and draw" technique. Click the Button form control. The mouse pointer will change into a plus sign. Draw the control by dragging over the surface. When you release the mouse button, a dialog pops up asking for a macro command to connect with the button.

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Especially when you're creating a control for the first time, you won't have a VBA macro waiting to be connected with the button, so click New and the VBA Editor will open with the suggested name already filled into the shell of an event subroutine.

Click Here to display the illustration

To complete this very simple application, just type this VBA code statement inside the Sub:

Cells(2, 2).Value = "Form Button Clicked"

An ActiveX button is almost exactly the same. One difference is that VBA places this code in the worksheet, not in a separate module. Here's the complete event code.

Private Sub CommandButton1_Click()
 Cells(4, 2).Value = "ActiveX Button Clicked"
End Sub

In addition to placing these controls directly on the worksheet, you can also add a UserForm to the project and place controls on that instead. UserForms - about the same thing as Windows forms - have a lot of advantages in being able to manage your controls more like a normal Visual Basic application. Add a UserForm to the project in the Visual Basic editor. Use the View menu or right-click in Project Explorer.

Click Here to display the illustration

The default for a UserForm is to not display the form. So to make it visible (and make the controls on it available to the user), execute the Show method of the form.

I added another form button just for this.

Sub Button2_Click()
End Sub

You'll notice that the UserForm is modal by default. That means that when the form is active, everything else in the application is inactive. (Clicking the other buttons does nothing, for example.) You can change this by changing the ShowModal property of the UserForm to False. But this is getting us deeper into programming. The next articles in this series will explain more about this.

The code for the UserForm is placed in the UserForm object. If you select View Code for all of the objects in Project Explorer, you will see that there are three separate Click event subroutines that are contained in three different objects. But they're all available to the same workbook.

Click Here to display the illustration

In addition to forcing an event by clicking a button, VBA is also used to react to events in the objects in the hosting application. For example, you can detect when a spreadsheet changes in Excel. Or you can detect when a row is added to a database in Access and write a program to handle that event.

In addition to the familiar command buttons, text boxes, and other components that you see in programs all the time, you can add components that are actually part of your Excel spreadsheet in your Word document. Or do the reverse. This goes way beyond "copy and paste". For example, you can show an Excel spreadsheet in a Word document.

VBA allows you to use the whole power of one Office application in another. For example, Word has relatively simple calculation ability built in. But Excel - well - "excels" at calculation. Suppose you wanted to use the natural log of the Gamma function (a relatively sophisticated math calculation) in your Word document? With VBA, you can pass values to that function in Excel and get the answer back in your Word document.

And you can use much more than the Office applications! If you click the "More Controls" icon, you can see a considerable list of things that are installed on your computer.

Not all of these work "out of the box" and you should have the documentation for each of them available, but it gives you an idea about how broad the support is for VBA.

Of all the features in VBA, there is one that is clearly more useful than any other. Find out what it is on the next page.

I've saved the best for last! Here's a technique that applies across the board to all of the Office applications. You'll find yourself using it a lot so we're covering it here in the Introduction.

As you start to code more sophisticated VBA programs, one of the first problems you will run into is how to find out about methods and properties of Office objects. If you're writing a VB.NET program, you'll often look for code samples and examples to solve this problem.

But when you consider all the different hosting applications and the fact that each of them have hundreds of new objects, you usually can't find something that exactly matches what you need to do.

The answer is the "Record Macro ..."

The basic idea is to turn on "Record Macro," go through the steps of a process that is similar to what you want your program to accomplish, and then check the resulting VBA program for code and ideas.

Many people make the mistake of thinking that you have to be able to record exactly the program you need. But it's not at all necessary to be that exact. It's usually good enough to record a VBA program that is just "close" to what you want and then add the code modifications to make it do the job precisely. It's so easy and useful that I will sometimes record a dozen programs with slight differences just to see what the code differences are in the result. Remember to delete all the experiments when you're finished looking at them!

As an example, I clicked Record Macro in the Word Visual Basic Editor and typed several lines of text. Here's the result. (Line continuations have been added to make them shorter.)

Sub Macro1()
' Macro1 Macro
 Selection.TypeText Text:= _
 "These are the times that "
 Selection.TypeText Text:= _
 "try men's souls. The "
 Selection.TypeText Text:= _
 "summer soldier"
 Selection.TypeText Text:= _
 " and the sunshine patriot "
 Selection.TypeText Text:= _
 "will, in these times, shrink from "
 Selection.TypeText Text:= _
 "the service of their country."
 Selection.MoveUp Unit:=wdLine, Count:=1
 Selection.HomeKey Unit:=wdLine
 Selection.MoveRight Unit:=wdCharacter, _
 Count:=5, Extend:=wdExtend
 Selection.Font.Bold = wdToggle
End Sub

Nobody studies VBA just for itself. You always use it along with a specific Office application. So, to continue learning, there are articles here that demonstrate VBA used with both Word and Excel:

-> Getting Started Using VBA: The Word Working Partner

-> Getting Started Using VBA: The Excel Working Partner