Bob,
I have a (quick, I hope) question on the VLOOKUP function. Apparently, I'm
supposed to maintain conditional formatting in the columns that hold the test
scores. Therefore, I attempted to convert everything to VBA which has been
causing me problems all day. In the code below, I get Error 2015 on the
designated line, which I think is tied to the VLOOKUP function. The columns
on the spreadsheet, aside from column A, fill with #VALUE!. Any ideas on this
one?
Mark

Private Sub CommandButton1_Click()
Dim RowNdx As Long
Dim ColNdx As Integer
Dim SaveColNdx As Integer
Dim LastRow As Integer

Application.ScreenUpdating = False
ColNdx = 1
RowNdx = 20
' Loop through the items in the ListBox.
For x = 0 To ListBox1.ListCount - 1

' If the item is selected...
If ListBox1.Selected(x) = True Then
Cells(RowNdx + 1, 1).EntireRow.Insert
Rows(RowNdx).Copy
Rows(RowNdx + 1).PasteSpecial Paste:=xlFormats
Application.CutCopyMode = False

' display the Selected item.
Cells(RowNdx, 1).Value = ListBox1.List(x)
For t = 2 To 23
ERROR 2015 == Cells(RowNdx, t).Value = Application.VLookup(Cells(RowNdx,
ColNdx).Value, "C:\Documents and Settings\HP_Owner\My
Documents\Repository.xls Grade 4!$A$1:$X$23", t, 0)
Next t
RowNdx = RowNdx + 1
End If
Next x
Unload Me
Application.ScreenUpdating = True
End Sub


"Bob Bridges" wrote:

You mentioned the first issue before, but I just didn't get it. The list box
is showing more than just the student's name? ...Ok, I see (now that I look
more closely) that you're populating the list box with an intersection of
.UsedRange and columns A through Z. But why? I must repeat that I've never
used a list box in Excel, but it seems to me that if the student's name is in
column B, then you should use Intersect(.Range("B"), .UsedRange) instead.
Again, that looks too obvious so it's possible you just overlooked the
obvious (we all do that) but it's also possible I'm missing something.

As for the second question ("how do I retrieve the record of the test scores
associated with the selected name, if I don't retrieve the entire record
initially?"), that's why I keep talking about VLOOKUP. If the teacher fills
in a couple of students' names in the roster, like this:

A B C D
Bentley, Robert
Branning, Elizabeth B
Harking, Stephen
Homir, Nemo
Lemore, Louis

...then all you need to put in cols B, C, D etc is a VLOOKUP function that
looks up the value in column A in the repository table in that other
workbook. See below for some explanation of VLOOKUP, and of course it's in
the Excel documentation too.

--- "Mark" wrote:
Yes, the list box populates correctly and the teacher is allowed to make
multiple selections, prior to clicking on an 'Add Students' command button on
the form and then the students are added to the roster (name only with this
code).

Private Sub CommandButton1_Click()
Dim LastRow As Object
' Loop through the items in the ListBox.
For x = 0 To ListBox1.ListCount - 1

' If the item is selected...
If ListBox1.Selected(x) = True Then
Set LastRow = Sheet1.Range("a65536").End(xlUp)

LastRow.Offset(1, 0).Value = ListBox1.List(x)

Else
Unload Me
End If
Next x
End Sub

So, the two issues/questions that I have are, first, how can I populate or
display the list box with only the names of the students or is that even
possible? Secondly, how do I retrieve the record of the test scores
associated with the selected name, if I don't retrieve the entire record
initially? Right now, I can make it work, but it's convoluted and appears to
be very poor coding on my part. Am I making any sense or just confusing the
issue?

"Bob Bridges" wrote:
Ah, you're using a form! You say it's preliminary so I guess you've at least
tried it and it's populating the ListBox, right? So that much is right.
Then what? You get your code to put the selected name in column A of the
current row, and then display the form again, 'round and 'round until the
teacher clicks on the No-More-Students button meaning that all the names are
now in place. Right?

Or what? See, you've told me here what you intend, but so far I don't hear
a question....?

--- "Mark" wrote:
I think we're close, but I'm a real idiot when it comes to Excel VBA, so
I'll attach the code (I have changed some of the names since my original
post) that I'm using to populate the list box. This is just preliminary and
on my home machine only:

Private Sub UserForm_Activate()
Dim wkbk As Workbook
Dim rng As Range
Application.ScreenUpdating = False
Set wkbk = Workbooks.Open(FileName:="C:\Documents and Settings\HP_Owner\My Documents\Repository.xls")
With wkbk.Worksheets("Grade 4")
Set rng = Intersect(.Range("A:Z").EntireColumn, .UsedRange)
End With
UserForm1.ListBox1.ColumnCount = 26
UserForm1.ListBox1.List = rng.Value
wkbk.Close SaveChanges:=False
Application.ScreenUpdating = True
End Sub

What I'm trying to do is simply populate the list box with the names and
reduce the clutter in it, which I can do by changing the range to "A:A", yet
still retrieve the data associated with the name (from the repository
workbook) and populate the new spreadsheet. I'll have to play with the
VLOOKUP function to see if I understand it and I do appreciate your help.

"Bob Bridges" wrote:
The fact that the test scores are in a separate workbook is a minor
complication only; VLOOKUP can still look them up for you, it just requires
a little additional information in the lookup-table argument to tell Excel
where to look for the table data. But it sounds like you've changed
questions: In the original post, I understood you to have already
populated the list box and "My question is, how do I get the available
columns of test scores to populate in the adjoining columns of the new
classroom roster?".

But in this round it sounds like you want to know whether "it were possible
to populate the list box with all 1100 students via an array and suppress the
remaining columns". So increasingly I think I don't know what you really
want. I don't use list boxes much, so I can't tell you what the population
limit might be. But I should think you've already tried it and know the
answer, so I'm not sure what you were saying here. And I don't know what
you meant by "suppress the remaining columns", either. You'll have to
rephrase it, I'm afraid, or explain more.

As for the VLOOKUP, you can look it up to get more information if you've
never used it but basically the call is VLOOKUP(<Text,<Table,<RelCol,
0). The <Text is the student's name that you're looking up, the <Table
is the table of student names and grades you're looking it up in, <RelCol
is the column you want to retrieve once VLOOKUP has found the student's
name and 0 means the table is not necessarily sorted on student name
and you want an exact match on the name, not just something close. (Of
course I realize you may not be doing the lookup on the student's name;
you could be using student number or something, but I figure you can
adapt.) What we're looking at here is how to specify the table:

If the table is somewhere in the same worksheet, you just have to specify
the rows and columns:
VLOOKUP(<Text,N10:P43,<RelCol,0)

If the table is in the same workbook but a different worksheet, you have to
specify the worksheet's name like this:
VLOOKUP(<Text,WorksheetNam!N10:P43,<RelCol,0)

...or, if there's a space in the worksheet name,
VLOOKUP(<Text,'Worksheet name'!N10:P43,<RelCol,0)

If it's in a different workbook entirely, you have to specify the path and
filename: VLOOKUP(<Text,'S:\Path\More Path\[4th grade repository.xls]
Worksheet name'!N10:P43,<RelCol,0)

Easier than trying to spell out all that and make sure you get all the
string delimiters in the right positions is to point Excel to the other
workbook and let it fill in the proper syntax. Like this:

1) Open the roster workbook.
2) Open the repository.
3) In a blank cell in the roster, type "=VLOOKUP(A1," and stop there.
DON'T HIT <Enter, just continue to the next step.
4) Using mouse or <Ctl keys, whichever you prefer, switch to the
repository workbook and select the cells that compose the table of student
names and their scores. Notice that in the formula bar, the partially-built
formula is still there and Excel is filling in the reference to these cells.
Again, DO NOT HIT <Enter.
5) Finish the formula by typing ",2,0)". Now you may hit <Enter.

While the repository workbook is open in Excel, the reference to it in your
VLOOKUP formula shows just the file name; after you close it, it'll probably
show the drive and path too. I have occasionally found that this reference
won't work unless the target table (the repository in this case) is actually
open in Excel; other times this is not the case. I'm not sure why, but I
think it has to do with the inaccessible workbooks being on a shared drive,
but I haven't pinned it down any closer than that.

Now you have a working VLOOKUP formula, but you may not have all the
right arguments in there. For example, if you filled in "A1" as I told you to,
now you may have to fill in the right reference for the student's name in
this row. And I said to use 2 for the third argument, but that's right only if
the value you want to look up is in the next column to the right of the
student's name in the table. And of course you'll have to copy the formula
to all the other rows in the roster, too.

If you want to use application.vlookup() in your code, then the workbook with
the table needs to be open.

Maybe you could plop the formula into the cell and then convert it to a value.

But you'll want to create the formula so that it looks like the formula you
would build by hand:
=VLOOKUP(A1,'C:\My Documents\Excel\[book1.xls]Sheet1'!$A:$B,2,FALSE)

with Cells(RowNdx, t)
.formula = "=vlookup(" & Cells(RowNdx, ColNdx).address _
& ",'C:\Documents and Settings\HP_Owner\My Documents\'" _
& "[Repository.xls]Grade 4!$A$1:$X$23," & t & ", 0)"
.value = .value
end with

Untested--watch for typos.


Mark wrote:

Bob,
I have a (quick, I hope) question on the VLOOKUP function. Apparently, I'm
supposed to maintain conditional formatting in the columns that hold the test
scores. Therefore, I attempted to convert everything to VBA which has been
causing me problems all day. In the code below, I get Error 2015 on the
designated line, which I think is tied to the VLOOKUP function. The columns
on the spreadsheet, aside from column A, fill with #VALUE!. Any ideas on this
one?
Mark

Private Sub CommandButton1_Click()
Dim RowNdx As Long
Dim ColNdx As Integer
Dim SaveColNdx As Integer
Dim LastRow As Integer

Application.ScreenUpdating = False
ColNdx = 1
RowNdx = 20
' Loop through the items in the ListBox.
For x = 0 To ListBox1.ListCount - 1

' If the item is selected...
If ListBox1.Selected(x) = True Then
Cells(RowNdx + 1, 1).EntireRow.Insert
Rows(RowNdx).Copy
Rows(RowNdx + 1).PasteSpecial Paste:=xlFormats
Application.CutCopyMode = False

' display the Selected item.
Cells(RowNdx, 1).Value = ListBox1.List(x)
For t = 2 To 23
ERROR 2015 == Cells(RowNdx, t).Value = Application.VLookup(Cells(RowNdx,
ColNdx).Value, "C:\Documents and Settings\HP_Owner\My
Documents\Repository.xls Grade 4!$A$1:$X$23", t, 0)
Next t
RowNdx = RowNdx + 1
End If
Next x
Unload Me
Application.ScreenUpdating = True
End Sub

"Bob Bridges" wrote:

You mentioned the first issue before, but I just didn't get it. The list box
is showing more than just the student's name? ...Ok, I see (now that I look
more closely) that you're populating the list box with an intersection of
.UsedRange and columns A through Z. But why? I must repeat that I've never
used a list box in Excel, but it seems to me that if the student's name is in
column B, then you should use Intersect(.Range("B"), .UsedRange) instead.
Again, that looks too obvious so it's possible you just overlooked the
obvious (we all do that) but it's also possible I'm missing something.

As for the second question ("how do I retrieve the record of the test scores
associated with the selected name, if I don't retrieve the entire record
initially?"), that's why I keep talking about VLOOKUP. If the teacher fills
in a couple of students' names in the roster, like this:

A B C D
Bentley, Robert
Branning, Elizabeth B
Harking, Stephen
Homir, Nemo
Lemore, Louis

...then all you need to put in cols B, C, D etc is a VLOOKUP function that
looks up the value in column A in the repository table in that other
workbook. See below for some explanation of VLOOKUP, and of course it's in
the Excel documentation too.

--- "Mark" wrote:
Yes, the list box populates correctly and the teacher is allowed to make
multiple selections, prior to clicking on an 'Add Students' command button on
the form and then the students are added to the roster (name only with this
code).

Private Sub CommandButton1_Click()
Dim LastRow As Object
' Loop through the items in the ListBox.
For x = 0 To ListBox1.ListCount - 1

' If the item is selected...
If ListBox1.Selected(x) = True Then
Set LastRow = Sheet1.Range("a65536").End(xlUp)

LastRow.Offset(1, 0).Value = ListBox1.List(x)

Else
Unload Me
End If
Next x
End Sub

So, the two issues/questions that I have are, first, how can I populate or
display the list box with only the names of the students or is that even
possible? Secondly, how do I retrieve the record of the test scores
associated with the selected name, if I don't retrieve the entire record
initially? Right now, I can make it work, but it's convoluted and appears to
be very poor coding on my part. Am I making any sense or just confusing the
issue?

"Bob Bridges" wrote:
Ah, you're using a form! You say it's preliminary so I guess you've at least
tried it and it's populating the ListBox, right? So that much is right.
Then what? You get your code to put the selected name in column A of the
current row, and then display the form again, 'round and 'round until the
teacher clicks on the No-More-Students button meaning that all the names are
now in place. Right?

Or what? See, you've told me here what you intend, but so far I don't hear
a question....?

--- "Mark" wrote:
I think we're close, but I'm a real idiot when it comes to Excel VBA, so
I'll attach the code (I have changed some of the names since my original
post) that I'm using to populate the list box. This is just preliminary and
on my home machine only:

Private Sub UserForm_Activate()
Dim wkbk As Workbook
Dim rng As Range
Application.ScreenUpdating = False
Set wkbk = Workbooks.Open(FileName:="C:\Documents and Settings\HP_Owner\My Documents\Repository.xls")
With wkbk.Worksheets("Grade 4")
Set rng = Intersect(.Range("A:Z").EntireColumn, .UsedRange)
End With
UserForm1.ListBox1.ColumnCount = 26
UserForm1.ListBox1.List = rng.Value
wkbk.Close SaveChanges:=False
Application.ScreenUpdating = True
End Sub

What I'm trying to do is simply populate the list box with the names and
reduce the clutter in it, which I can do by changing the range to "A:A", yet
still retrieve the data associated with the name (from the repository
workbook) and populate the new spreadsheet. I'll have to play with the
VLOOKUP function to see if I understand it and I do appreciate your help.

"Bob Bridges" wrote:
The fact that the test scores are in a separate workbook is a minor
complication only; VLOOKUP can still look them up for you, it just requires
a little additional information in the lookup-table argument to tell Excel
where to look for the table data. But it sounds like you've changed
questions: In the original post, I understood you to have already
populated the list box and "My question is, how do I get the available
columns of test scores to populate in the adjoining columns of the new
classroom roster?".

But in this round it sounds like you want to know whether "it were possible
to populate the list box with all 1100 students via an array and suppress the
remaining columns". So increasingly I think I don't know what you really
want. I don't use list boxes much, so I can't tell you what the population
limit might be. But I should think you've already tried it and know the
answer, so I'm not sure what you were saying here. And I don't know what
you meant by "suppress the remaining columns", either. You'll have to
rephrase it, I'm afraid, or explain more.

As for the VLOOKUP, you can look it up to get more information if you've
never used it but basically the call is VLOOKUP(<Text,<Table,<RelCol,
0). The <Text is the student's name that you're looking up, the <Table
is the table of student names and grades you're looking it up in, <RelCol
is the column you want to retrieve once VLOOKUP has found the student's
name and 0 means the table is not necessarily sorted on student name
and you want an exact match on the name, not just something close. (Of
course I realize you may not be doing the lookup on the student's name;
you could be using student number or something, but I figure you can
adapt.) What we're looking at here is how to specify the table:

If the table is somewhere in the same worksheet, you just have to specify
the rows and columns:
VLOOKUP(<Text,N10:P43,<RelCol,0)

If the table is in the same workbook but a different worksheet, you have to
specify the worksheet's name like this:
VLOOKUP(<Text,WorksheetNam!N10:P43,<RelCol,0)

...or, if there's a space in the worksheet name,
VLOOKUP(<Text,'Worksheet name'!N10:P43,<RelCol,0)

If it's in a different workbook entirely, you have to specify the path and
filename: VLOOKUP(<Text,'S:\Path\More Path\[4th grade repository.xls]
Worksheet name'!N10:P43,<RelCol,0)

Easier than trying to spell out all that and make sure you get all the
string delimiters in the right positions is to point Excel to the other
workbook and let it fill in the proper syntax. Like this:

1) Open the roster workbook.
2) Open the repository.
3) In a blank cell in the roster, type "=VLOOKUP(A1," and stop there.
DON'T HIT <Enter, just continue to the next step.
4) Using mouse or <Ctl keys, whichever you prefer, switch to the
repository workbook and select the cells that compose the table of student
names and their scores. Notice that in the formula bar, the partially-built
formula is still there and Excel is filling in the reference to these cells.
Again, DO NOT HIT <Enter.
5) Finish the formula by typing ",2,0)". Now you may hit <Enter.

While the repository workbook is open in Excel, the reference to it in your
VLOOKUP formula shows just the file name; after you close it, it'll probably
show the drive and path too. I have occasionally found that this reference
won't work unless the target table (the repository in this case) is actually
open in Excel; other times this is not the case. I'm not sure why, but I
think it has to do with the inaccessible workbooks being on a shared drive,
but I haven't pinned it down any closer than that.

Now you have a working VLOOKUP formula, but you may not have all the
right arguments in there. For example, if you filled in "A1" as I told you to,
now you may have to fill in the right reference for the student's name in
this row. And I said to use 2 for the third argument, but that's right only if
the value you want to look up is in the next column to the right of the
student's name in the table. And of course you'll have to copy the formula
to all the other rows in the roster, too.

--

Dave Peterson

Thanks, Dave. I did everything you said, and looked for typos, now I get a
"Run time error 1004 Applicatio defined or object defined error".

"Dave Peterson" wrote:

If you want to use application.vlookup() in your code, then the workbook with
the table needs to be open.

Maybe you could plop the formula into the cell and then convert it to a value.

But you'll want to create the formula so that it looks like the formula you
would build by hand:
=VLOOKUP(A1,'C:\My Documents\Excel\[book1.xls]Sheet1'!$A:$B,2,FALSE)

with Cells(RowNdx, t)
.formula = "=vlookup(" & Cells(RowNdx, ColNdx).address _
& ",'C:\Documents and Settings\HP_Owner\My Documents\'" _
& "[Repository.xls]Grade 4!$A$1:$X$23," & t & ", 0)"
.value = .value
end with

Untested--watch for typos.


Mark wrote:

Bob,
I have a (quick, I hope) question on the VLOOKUP function. Apparently, I'm
supposed to maintain conditional formatting in the columns that hold the test
scores. Therefore, I attempted to convert everything to VBA which has been
causing me problems all day. In the code below, I get Error 2015 on the
designated line, which I think is tied to the VLOOKUP function. The columns
on the spreadsheet, aside from column A, fill with #VALUE!. Any ideas on this
one?
Mark

Private Sub CommandButton1_Click()
Dim RowNdx As Long
Dim ColNdx As Integer
Dim SaveColNdx As Integer
Dim LastRow As Integer

Application.ScreenUpdating = False
ColNdx = 1
RowNdx = 20
' Loop through the items in the ListBox.
For x = 0 To ListBox1.ListCount - 1

' If the item is selected...
If ListBox1.Selected(x) = True Then
Cells(RowNdx + 1, 1).EntireRow.Insert
Rows(RowNdx).Copy
Rows(RowNdx + 1).PasteSpecial Paste:=xlFormats
Application.CutCopyMode = False

' display the Selected item.
Cells(RowNdx, 1).Value = ListBox1.List(x)
For t = 2 To 23
ERROR 2015 == Cells(RowNdx, t).Value = Application.VLookup(Cells(RowNdx,
ColNdx).Value, "C:\Documents and Settings\HP_Owner\My
Documents\Repository.xls Grade 4!$A$1:$X$23", t, 0)
Next t
RowNdx = RowNdx + 1
End If
Next x
Unload Me
Application.ScreenUpdating = True
End Sub

"Bob Bridges" wrote:

You mentioned the first issue before, but I just didn't get it. The list box
is showing more than just the student's name? ...Ok, I see (now that I look
more closely) that you're populating the list box with an intersection of
.UsedRange and columns A through Z. But why? I must repeat that I've never
used a list box in Excel, but it seems to me that if the student's name is in
column B, then you should use Intersect(.Range("B"), .UsedRange) instead.
Again, that looks too obvious so it's possible you just overlooked the
obvious (we all do that) but it's also possible I'm missing something.

As for the second question ("how do I retrieve the record of the test scores
associated with the selected name, if I don't retrieve the entire record
initially?"), that's why I keep talking about VLOOKUP. If the teacher fills
in a couple of students' names in the roster, like this:

A B C D
Bentley, Robert
Branning, Elizabeth B
Harking, Stephen
Homir, Nemo
Lemore, Louis

...then all you need to put in cols B, C, D etc is a VLOOKUP function that
looks up the value in column A in the repository table in that other
workbook. See below for some explanation of VLOOKUP, and of course it's in
the Excel documentation too.

--- "Mark" wrote:
Yes, the list box populates correctly and the teacher is allowed to make
multiple selections, prior to clicking on an 'Add Students' command button on
the form and then the students are added to the roster (name only with this
code).

Private Sub CommandButton1_Click()
Dim LastRow As Object
' Loop through the items in the ListBox.
For x = 0 To ListBox1.ListCount - 1

' If the item is selected...
If ListBox1.Selected(x) = True Then
Set LastRow = Sheet1.Range("a65536").End(xlUp)

LastRow.Offset(1, 0).Value = ListBox1.List(x)

Else
Unload Me
End If
Next x
End Sub

So, the two issues/questions that I have are, first, how can I populate or
display the list box with only the names of the students or is that even
possible? Secondly, how do I retrieve the record of the test scores
associated with the selected name, if I don't retrieve the entire record
initially? Right now, I can make it work, but it's convoluted and appears to
be very poor coding on my part. Am I making any sense or just confusing the
issue?

"Bob Bridges" wrote:
Ah, you're using a form! You say it's preliminary so I guess you've at least
tried it and it's populating the ListBox, right? So that much is right.
Then what? You get your code to put the selected name in column A of the
current row, and then display the form again, 'round and 'round until the
teacher clicks on the No-More-Students button meaning that all the names are
now in place. Right?

Or what? See, you've told me here what you intend, but so far I don't hear
a question....?

--- "Mark" wrote:
I think we're close, but I'm a real idiot when it comes to Excel VBA, so
I'll attach the code (I have changed some of the names since my original
post) that I'm using to populate the list box. This is just preliminary and
on my home machine only:

Private Sub UserForm_Activate()
Dim wkbk As Workbook
Dim rng As Range
Application.ScreenUpdating = False
Set wkbk = Workbooks.Open(FileName:="C:\Documents and Settings\HP_Owner\My Documents\Repository.xls")
With wkbk.Worksheets("Grade 4")
Set rng = Intersect(.Range("A:Z").EntireColumn, .UsedRange)
End With
UserForm1.ListBox1.ColumnCount = 26
UserForm1.ListBox1.List = rng.Value
wkbk.Close SaveChanges:=False
Application.ScreenUpdating = True
End Sub

What I'm trying to do is simply populate the list box with the names and
reduce the clutter in it, which I can do by changing the range to "A:A", yet
still retrieve the data associated with the name (from the repository
workbook) and populate the new spreadsheet. I'll have to play with the
VLOOKUP function to see if I understand it and I do appreciate your help.

"Bob Bridges" wrote:
The fact that the test scores are in a separate workbook is a minor
complication only; VLOOKUP can still look them up for you, it just requires
a little additional information in the lookup-table argument to tell Excel
where to look for the table data. But it sounds like you've changed
questions: In the original post, I understood you to have already
populated the list box and "My question is, how do I get the available
columns of test scores to populate in the adjoining columns of the new
classroom roster?".

But in this round it sounds like you want to know whether "it were possible
to populate the list box with all 1100 students via an array and suppress the
remaining columns". So increasingly I think I don't know what you really
want. I don't use list boxes much, so I can't tell you what the population
limit might be. But I should think you've already tried it and know the
answer, so I'm not sure what you were saying here. And I don't know what
you meant by "suppress the remaining columns", either. You'll have to
rephrase it, I'm afraid, or explain more.

As for the VLOOKUP, you can look it up to get more information if you've
never used it but basically the call is VLOOKUP(<Text,<Table,<RelCol,
0). The <Text is the student's name that you're looking up, the <Table
is the table of student names and grades you're looking it up in, <RelCol
is the column you want to retrieve once VLOOKUP has found the student's
name and 0 means the table is not necessarily sorted on student name
and you want an exact match on the name, not just something close. (Of
course I realize you may not be doing the lookup on the student's name;
you could be using student number or something, but I figure you can
adapt.) What we're looking at here is how to specify the table:

If the table is somewhere in the same worksheet, you just have to specify
the rows and columns:
VLOOKUP(<Text,N10:P43,<RelCol,0)

If the table is in the same workbook but a different worksheet, you have to
specify the worksheet's name like this:
VLOOKUP(<Text,WorksheetNam!N10:P43,<RelCol,0)

...or, if there's a space in the worksheet name,
VLOOKUP(<Text,'Worksheet name'!N10:P43,<RelCol,0)

If it's in a different workbook entirely, you have to specify the path and
filename: VLOOKUP(<Text,'S:\Path\More Path\[4th grade repository.xls]
Worksheet name'!N10:P43,<RelCol,0)

Easier than trying to spell out all that and make sure you get all the
string delimiters in the right positions is to point Excel to the other
workbook and let it fill in the proper syntax. Like this:

1) Open the roster workbook.
2) Open the repository.
3) In a blank cell in the roster, type "=VLOOKUP(A1," and stop there.
DON'T HIT <Enter, just continue to the next step.
4) Using mouse or <Ctl keys, whichever you prefer, switch to the
repository workbook and select the cells that compose the table of student
names and their scores. Notice that in the formula bar, the partially-built
formula is still there and Excel is filling in the reference to these cells.
Again, DO NOT HIT <Enter.
5) Finish the formula by typing ",2,0)". Now you may hit <Enter.

While the repository workbook is open in Excel, the reference to it in your
VLOOKUP formula shows just the file name; after you close it, it'll probably
show the drive and path too. I have occasionally found that this reference
won't work unless the target table (the repository in this case) is actually
open in Excel; other times this is not the case. I'm not sure why, but I
think it has to do with the inaccessible workbooks being on a shared drive,
but I haven't pinned it down any closer than that.

Now you have a working VLOOKUP formula, but you may not have all the
right arguments in there. For example, if you filled in "A1" as I told you to,
now you may have to fill in the right reference for the student's name in
this row. And I said to use 2 for the third argument, but that's right only if
the value you want to look up is in the next column to the right of the
student's name in the table. And of course you'll have to copy the formula
to all the other rows in the roster, too.

--

Dave Peterson

I had the closing apostrophe in the wrong spot:

=VLOOKUP(A1,'C:\My Documents\Excel\[book1.xls]Sheet1'!$A:$B,2,FALSE)

with Cells(RowNdx, t)
.formula = "=vlookup(" & Cells(RowNdx, ColNdx).address _
& ",'C:\Documents and Settings\HP_Owner\My Documents\" _
& "[Repository.xls]Grade 4'!$A$1:$X$23," & t & ", 0)"
.value = .value
end With

If that doesn't work, then change the formula so that it looks like a constant:

..formula = "$=vlookup(" & ....

Then the cell won't contain a formula--just that text. But you can manually
edit the formula (remove that leading $) and see what you can do to make it
right.

Post back with the formula that works.

Mark wrote:

Thanks, Dave. I did everything you said, and looked for typos, now I get a
"Run time error 1004 Applicatio defined or object defined error".

"Dave Peterson" wrote:

If you want to use application.vlookup() in your code, then the workbook with
the table needs to be open.

Maybe you could plop the formula into the cell and then convert it to a value.

But you'll want to create the formula so that it looks like the formula you
would build by hand:
=VLOOKUP(A1,'C:\My Documents\Excel\[book1.xls]Sheet1'!$A:$B,2,FALSE)

with Cells(RowNdx, t)
.formula = "=vlookup(" & Cells(RowNdx, ColNdx).address _
& ",'C:\Documents and Settings\HP_Owner\My Documents\'" _
& "[Repository.xls]Grade 4!$A$1:$X$23," & t & ", 0)"
.value = .value
end with

Untested--watch for typos.


Mark wrote:

Bob,
I have a (quick, I hope) question on the VLOOKUP function. Apparently, I'm
supposed to maintain conditional formatting in the columns that hold the test
scores. Therefore, I attempted to convert everything to VBA which has been
causing me problems all day. In the code below, I get Error 2015 on the
designated line, which I think is tied to the VLOOKUP function. The columns
on the spreadsheet, aside from column A, fill with #VALUE!. Any ideas on this
one?
Mark

Private Sub CommandButton1_Click()
Dim RowNdx As Long
Dim ColNdx As Integer
Dim SaveColNdx As Integer
Dim LastRow As Integer

Application.ScreenUpdating = False
ColNdx = 1
RowNdx = 20
' Loop through the items in the ListBox.
For x = 0 To ListBox1.ListCount - 1

' If the item is selected...
If ListBox1.Selected(x) = True Then
Cells(RowNdx + 1, 1).EntireRow.Insert
Rows(RowNdx).Copy
Rows(RowNdx + 1).PasteSpecial Paste:=xlFormats
Application.CutCopyMode = False

' display the Selected item.
Cells(RowNdx, 1).Value = ListBox1.List(x)
For t = 2 To 23
ERROR 2015 == Cells(RowNdx, t).Value = Application.VLookup(Cells(RowNdx,
ColNdx).Value, "C:\Documents and Settings\HP_Owner\My
Documents\Repository.xls Grade 4!$A$1:$X$23", t, 0)
Next t
RowNdx = RowNdx + 1
End If
Next x
Unload Me
Application.ScreenUpdating = True
End Sub

"Bob Bridges" wrote:

You mentioned the first issue before, but I just didn't get it. The list box
is showing more than just the student's name? ...Ok, I see (now that I look
more closely) that you're populating the list box with an intersection of
.UsedRange and columns A through Z. But why? I must repeat that I've never
used a list box in Excel, but it seems to me that if the student's name is in
column B, then you should use Intersect(.Range("B"), .UsedRange) instead.
Again, that looks too obvious so it's possible you just overlooked the
obvious (we all do that) but it's also possible I'm missing something.

As for the second question ("how do I retrieve the record of the test scores
associated with the selected name, if I don't retrieve the entire record
initially?"), that's why I keep talking about VLOOKUP. If the teacher fills
in a couple of students' names in the roster, like this:

A B C D
Bentley, Robert
Branning, Elizabeth B
Harking, Stephen
Homir, Nemo
Lemore, Louis

...then all you need to put in cols B, C, D etc is a VLOOKUP function that
looks up the value in column A in the repository table in that other
workbook. See below for some explanation of VLOOKUP, and of course it's in
the Excel documentation too.

--- "Mark" wrote:
Yes, the list box populates correctly and the teacher is allowed to make
multiple selections, prior to clicking on an 'Add Students' command button on
the form and then the students are added to the roster (name only with this
code).

Private Sub CommandButton1_Click()
Dim LastRow As Object
' Loop through the items in the ListBox.
For x = 0 To ListBox1.ListCount - 1

' If the item is selected...
If ListBox1.Selected(x) = True Then
Set LastRow = Sheet1.Range("a65536").End(xlUp)

LastRow.Offset(1, 0).Value = ListBox1.List(x)

Else
Unload Me
End If
Next x
End Sub

So, the two issues/questions that I have are, first, how can I populate or
display the list box with only the names of the students or is that even
possible? Secondly, how do I retrieve the record of the test scores
associated with the selected name, if I don't retrieve the entire record
initially? Right now, I can make it work, but it's convoluted and appears to
be very poor coding on my part. Am I making any sense or just confusing the
issue?

"Bob Bridges" wrote:
Ah, you're using a form! You say it's preliminary so I guess you've at least
tried it and it's populating the ListBox, right? So that much is right.
Then what? You get your code to put the selected name in column A of the
current row, and then display the form again, 'round and 'round until the
teacher clicks on the No-More-Students button meaning that all the names are
now in place. Right?

Or what? See, you've told me here what you intend, but so far I don't hear
a question....?

--- "Mark" wrote:
I think we're close, but I'm a real idiot when it comes to Excel VBA, so
I'll attach the code (I have changed some of the names since my original
post) that I'm using to populate the list box. This is just preliminary and
on my home machine only:

Private Sub UserForm_Activate()
Dim wkbk As Workbook
Dim rng As Range
Application.ScreenUpdating = False
Set wkbk = Workbooks.Open(FileName:="C:\Documents and Settings\HP_Owner\My Documents\Repository.xls")
With wkbk.Worksheets("Grade 4")
Set rng = Intersect(.Range("A:Z").EntireColumn, .UsedRange)
End With
UserForm1.ListBox1.ColumnCount = 26
UserForm1.ListBox1.List = rng.Value
wkbk.Close SaveChanges:=False
Application.ScreenUpdating = True
End Sub

What I'm trying to do is simply populate the list box with the names and
reduce the clutter in it, which I can do by changing the range to "A:A", yet
still retrieve the data associated with the name (from the repository
workbook) and populate the new spreadsheet. I'll have to play with the
VLOOKUP function to see if I understand it and I do appreciate your help.

"Bob Bridges" wrote:
The fact that the test scores are in a separate workbook is a minor
complication only; VLOOKUP can still look them up for you, it just requires
a little additional information in the lookup-table argument to tell Excel
where to look for the table data. But it sounds like you've changed
questions: In the original post, I understood you to have already
populated the list box and "My question is, how do I get the available
columns of test scores to populate in the adjoining columns of the new
classroom roster?".

But in this round it sounds like you want to know whether "it were possible
to populate the list box with all 1100 students via an array and suppress the
remaining columns". So increasingly I think I don't know what you really
want. I don't use list boxes much, so I can't tell you what the population
limit might be. But I should think you've already tried it and know the
answer, so I'm not sure what you were saying here. And I don't know what
you meant by "suppress the remaining columns", either. You'll have to
rephrase it, I'm afraid, or explain more.

As for the VLOOKUP, you can look it up to get more information if you've
never used it but basically the call is VLOOKUP(<Text,<Table,<RelCol,
0). The <Text is the student's name that you're looking up, the <Table
is the table of student names and grades you're looking it up in, <RelCol
is the column you want to retrieve once VLOOKUP has found the student's
name and 0 means the table is not necessarily sorted on student name
and you want an exact match on the name, not just something close. (Of
course I realize you may not be doing the lookup on the student's name;
you could be using student number or something, but I figure you can
adapt.) What we're looking at here is how to specify the table:

If the table is somewhere in the same worksheet, you just have to specify
the rows and columns:
VLOOKUP(<Text,N10:P43,<RelCol,0)

If the table is in the same workbook but a different worksheet, you have to
specify the worksheet's name like this:
VLOOKUP(<Text,WorksheetNam!N10:P43,<RelCol,0)

...or, if there's a space in the worksheet name,
VLOOKUP(<Text,'Worksheet name'!N10:P43,<RelCol,0)

If it's in a different workbook entirely, you have to specify the path and
filename: VLOOKUP(<Text,'S:\Path\More Path\[4th grade repository.xls]
Worksheet name'!N10:P43,<RelCol,0)

Easier than trying to spell out all that and make sure you get all the
string delimiters in the right positions is to point Excel to the other
workbook and let it fill in the proper syntax. Like this:

1) Open the roster workbook.
2) Open the repository.
3) In a blank cell in the roster, type "=VLOOKUP(A1," and stop there.
DON'T HIT <Enter, just continue to the next step.
4) Using mouse or <Ctl keys, whichever you prefer, switch to the
repository workbook and select the cells that compose the table of student
names and their scores. Notice that in the formula bar, the partially-built
formula is still there and Excel is filling in the reference to these cells.
Again, DO NOT HIT <Enter.
5) Finish the formula by typing ",2,0)". Now you may hit <Enter.

While the repository workbook is open in Excel, the reference to it in your
VLOOKUP formula shows just the file name; after you close it, it'll probably
show the drive and path too. I have occasionally found that this reference
won't work unless the target table (the repository in this case) is actually
open in Excel; other times this is not the case. I'm not sure why, but I
think it has to do with the inaccessible workbooks being on a shared drive,
but I haven't pinned it down any closer than that.

Now you have a working VLOOKUP formula, but you may not have all the
right arguments in there. For example, if you filled in "A1" as I told you to,
now you may have to fill in the right reference for the student's name in
this row. And I said to use 2 for the third argument, but that's right only if
the value you want to look up is in the next column to the right of the
student's name in the table. And of course you'll have to copy the formula
to all the other rows in the roster, too.

--

Dave Peterson


--

Dave Peterson

Dave,
That worked absolutely perfectly! Thank you so much for your help - I really
appreciate it.
Mark

"Dave Peterson" wrote:

I had the closing apostrophe in the wrong spot:

=VLOOKUP(A1,'C:\My Documents\Excel\[book1.xls]Sheet1'!$A:$B,2,FALSE)

with Cells(RowNdx, t)
.formula = "=vlookup(" & Cells(RowNdx, ColNdx).address _
& ",'C:\Documents and Settings\HP_Owner\My Documents\" _
& "[Repository.xls]Grade 4'!$A$1:$X$23," & t & ", 0)"
.value = .value
end With

If that doesn't work, then change the formula so that it looks like a constant:

..formula = "$=vlookup(" & ....

Then the cell won't contain a formula--just that text. But you can manually
edit the formula (remove that leading $) and see what you can do to make it
right.

Post back with the formula that works.

Mark wrote:

Thanks, Dave. I did everything you said, and looked for typos, now I get a
"Run time error 1004 Applicatio defined or object defined error".

"Dave Peterson" wrote:

If you want to use application.vlookup() in your code, then the workbook with
the table needs to be open.

Maybe you could plop the formula into the cell and then convert it to a value.

But you'll want to create the formula so that it looks like the formula you
would build by hand:
=VLOOKUP(A1,'C:\My Documents\Excel\[book1.xls]Sheet1'!$A:$B,2,FALSE)

with Cells(RowNdx, t)
.formula = "=vlookup(" & Cells(RowNdx, ColNdx).address _
& ",'C:\Documents and Settings\HP_Owner\My Documents\'" _
& "[Repository.xls]Grade 4!$A$1:$X$23," & t & ", 0)"
.value = .value
end with

Untested--watch for typos.


Mark wrote:

Bob,
I have a (quick, I hope) question on the VLOOKUP function. Apparently, I'm
supposed to maintain conditional formatting in the columns that hold the test
scores. Therefore, I attempted to convert everything to VBA which has been
causing me problems all day. In the code below, I get Error 2015 on the
designated line, which I think is tied to the VLOOKUP function. The columns
on the spreadsheet, aside from column A, fill with #VALUE!. Any ideas on this
one?
Mark

Private Sub CommandButton1_Click()
Dim RowNdx As Long
Dim ColNdx As Integer
Dim SaveColNdx As Integer
Dim LastRow As Integer

Application.ScreenUpdating = False
ColNdx = 1
RowNdx = 20
' Loop through the items in the ListBox.
For x = 0 To ListBox1.ListCount - 1

' If the item is selected...
If ListBox1.Selected(x) = True Then
Cells(RowNdx + 1, 1).EntireRow.Insert
Rows(RowNdx).Copy
Rows(RowNdx + 1).PasteSpecial Paste:=xlFormats
Application.CutCopyMode = False

' display the Selected item.
Cells(RowNdx, 1).Value = ListBox1.List(x)
For t = 2 To 23
ERROR 2015 == Cells(RowNdx, t).Value = Application.VLookup(Cells(RowNdx,
ColNdx).Value, "C:\Documents and Settings\HP_Owner\My
Documents\Repository.xls Grade 4!$A$1:$X$23", t, 0)
Next t
RowNdx = RowNdx + 1
End If
Next x
Unload Me
Application.ScreenUpdating = True
End Sub

"Bob Bridges" wrote:

You mentioned the first issue before, but I just didn't get it. The list box
is showing more than just the student's name? ...Ok, I see (now that I look
more closely) that you're populating the list box with an intersection of
.UsedRange and columns A through Z. But why? I must repeat that I've never
used a list box in Excel, but it seems to me that if the student's name is in
column B, then you should use Intersect(.Range("B"), .UsedRange) instead.
Again, that looks too obvious so it's possible you just overlooked the
obvious (we all do that) but it's also possible I'm missing something.

As for the second question ("how do I retrieve the record of the test scores
associated with the selected name, if I don't retrieve the entire record
initially?"), that's why I keep talking about VLOOKUP. If the teacher fills
in a couple of students' names in the roster, like this:

A B C D
Bentley, Robert
Branning, Elizabeth B
Harking, Stephen
Homir, Nemo
Lemore, Louis

...then all you need to put in cols B, C, D etc is a VLOOKUP function that
looks up the value in column A in the repository table in that other
workbook. See below for some explanation of VLOOKUP, and of course it's in
the Excel documentation too.

--- "Mark" wrote:
Yes, the list box populates correctly and the teacher is allowed to make
multiple selections, prior to clicking on an 'Add Students' command button on
the form and then the students are added to the roster (name only with this
code).

Private Sub CommandButton1_Click()
Dim LastRow As Object
' Loop through the items in the ListBox.
For x = 0 To ListBox1.ListCount - 1

' If the item is selected...
If ListBox1.Selected(x) = True Then
Set LastRow = Sheet1.Range("a65536").End(xlUp)

LastRow.Offset(1, 0).Value = ListBox1.List(x)

Else
Unload Me
End If
Next x
End Sub

So, the two issues/questions that I have are, first, how can I populate or
display the list box with only the names of the students or is that even
possible? Secondly, how do I retrieve the record of the test scores
associated with the selected name, if I don't retrieve the entire record
initially? Right now, I can make it work, but it's convoluted and appears to
be very poor coding on my part. Am I making any sense or just confusing the
issue?

"Bob Bridges" wrote:
Ah, you're using a form! You say it's preliminary so I guess you've at least
tried it and it's populating the ListBox, right? So that much is right.
Then what? You get your code to put the selected name in column A of the
current row, and then display the form again, 'round and 'round until the
teacher clicks on the No-More-Students button meaning that all the names are
now in place. Right?

Or what? See, you've told me here what you intend, but so far I don't hear
a question....?

--- "Mark" wrote:
I think we're close, but I'm a real idiot when it comes to Excel VBA, so
I'll attach the code (I have changed some of the names since my original
post) that I'm using to populate the list box. This is just preliminary and
on my home machine only:

Private Sub UserForm_Activate()
Dim wkbk As Workbook
Dim rng As Range
Application.ScreenUpdating = False
Set wkbk = Workbooks.Open(FileName:="C:\Documents and Settings\HP_Owner\My Documents\Repository.xls")
With wkbk.Worksheets("Grade 4")
Set rng = Intersect(.Range("A:Z").EntireColumn, .UsedRange)
End With
UserForm1.ListBox1.ColumnCount = 26
UserForm1.ListBox1.List = rng.Value
wkbk.Close SaveChanges:=False
Application.ScreenUpdating = True
End Sub

What I'm trying to do is simply populate the list box with the names and
reduce the clutter in it, which I can do by changing the range to "A:A", yet
still retrieve the data associated with the name (from the repository
workbook) and populate the new spreadsheet. I'll have to play with the
VLOOKUP function to see if I understand it and I do appreciate your help.

"Bob Bridges" wrote:
The fact that the test scores are in a separate workbook is a minor
complication only; VLOOKUP can still look them up for you, it just requires
a little additional information in the lookup-table argument to tell Excel
where to look for the table data. But it sounds like you've changed
questions: In the original post, I understood you to have already
populated the list box and "My question is, how do I get the available
columns of test scores to populate in the adjoining columns of the new
classroom roster?".

But in this round it sounds like you want to know whether "it were possible
to populate the list box with all 1100 students via an array and suppress the
remaining columns". So increasingly I think I don't know what you really
want. I don't use list boxes much, so I can't tell you what the population
limit might be. But I should think you've already tried it and know the
answer, so I'm not sure what you were saying here. And I don't know what
you meant by "suppress the remaining columns", either. You'll have to
rephrase it, I'm afraid, or explain more.

As for the VLOOKUP, you can look it up to get more information if you've
never used it but basically the call is VLOOKUP(<Text,<Table,<RelCol,
0). The <Text is the student's name that you're looking up, the <Table
is the table of student names and grades you're looking it up in, <RelCol
is the column you want to retrieve once VLOOKUP has found the student's
name and 0 means the table is not necessarily sorted on student name
and you want an exact match on the name, not just something close. (Of
course I realize you may not be doing the lookup on the student's name;
you could be using student number or something, but I figure you can
adapt.) What we're looking at here is how to specify the table:

If the table is somewhere in the same worksheet, you just have to specify
the rows and columns:
VLOOKUP(<Text,N10:P43,<RelCol,0)

If the table is in the same workbook but a different worksheet, you have to
specify the worksheet's name like this:
VLOOKUP(<Text,WorksheetNam!N10:P43,<RelCol,0)

...or, if there's a space in the worksheet name,
VLOOKUP(<Text,'Worksheet name'!N10:P43,<RelCol,0)

If it's in a different workbook entirely, you have to specify the path and
filename: VLOOKUP(<Text,'S:\Path\More Path\[4th grade repository.xls]
Worksheet name'!N10:P43,<RelCol,0)

Easier than trying to spell out all that and make sure you get all the
string delimiters in the right positions is to point Excel to the other
workbook and let it fill in the proper syntax. Like this:

1) Open the roster workbook.
2) Open the repository.
3) In a blank cell in the roster, type "=VLOOKUP(A1," and stop there.
DON'T HIT <Enter, just continue to the next step.
4) Using mouse or <Ctl keys, whichever you prefer, switch to the
repository workbook and select the cells that compose the table of student
names and their scores. Notice that in the formula bar, the partially-built
formula is still there and Excel is filling in the reference to these cells.
Again, DO NOT HIT <Enter.
5) Finish the formula by typing ",2,0)". Now you may hit <Enter.

While the repository workbook is open in Excel, the reference to it in your
VLOOKUP formula shows just the file name; after you close it, it'll probably
show the drive and path too. I have occasionally found that this reference
won't work unless the target table (the repository in this case) is actually
open in Excel; other times this is not the case. I'm not sure why, but I
think it has to do with the inaccessible workbooks being on a shared drive,
but I haven't pinned it down any closer than that.

Now you have a working VLOOKUP formula, but you may not have all the
right arguments in there. For example, if you filled in "A1" as I told you to,
now you may have to fill in the right reference for the student's name in
this row. And I said to use 2 for the third argument, but that's right only if
the value you want to look up is in the next column to the right of the
student's name in the table. And of course you'll have to copy the formula
to all the other rows in the roster, too.

--

Dave Peterson


--

Dave Peterson

I was wondering how, or if it's even possible, to substitute variables into
the VLOOKUP formula:

..formula = "=vlookup(" & Cells(RowNdx, ColNdx).address _
& ",'C:\Documents and Settings\HP_Owner\My Documents\" _
& "[Repository.xls]Grade 4'!$A$1:$X$23," & t & ", 0)"

Specifically, the document path, the sheet name, and the range. I have the
document path declared as:
Public Const studentFile As String = "C:\Documents and Settings\HP_Owner\My
Documents\Repository.xls"

The sheet name as:
Public grade As String

And as far as the range, I thought:
Sheets(grade).UsedRange.address

I've tried to substitute these into the formula in various combinations, but
I can't seem to get anything to work. Does anyone have any ideas on this one?
Mark

"Dave Peterson" wrote:

I had the closing apostrophe in the wrong spot:

=VLOOKUP(A1,'C:\My Documents\Excel\[book1.xls]Sheet1'!$A:$B,2,FALSE)

with Cells(RowNdx, t)
.formula = "=vlookup(" & Cells(RowNdx, ColNdx).address _
& ",'C:\Documents and Settings\HP_Owner\My Documents\" _
& "[Repository.xls]Grade 4'!$A$1:$X$23," & t & ", 0)"
.value = .value
end With

If that doesn't work, then change the formula so that it looks like a constant:

..formula = "$=vlookup(" & ....

Then the cell won't contain a formula--just that text. But you can manually
edit the formula (remove that leading $) and see what you can do to make it
right.

Post back with the formula that works.

Mark wrote:

Thanks, Dave. I did everything you said, and looked for typos, now I get a
"Run time error 1004 Applicatio defined or object defined error".

"Dave Peterson" wrote:

If you want to use application.vlookup() in your code, then the workbook with
the table needs to be open.

Maybe you could plop the formula into the cell and then convert it to a value.

But you'll want to create the formula so that it looks like the formula you
would build by hand:
=VLOOKUP(A1,'C:\My Documents\Excel\[book1.xls]Sheet1'!$A:$B,2,FALSE)

with Cells(RowNdx, t)
.formula = "=vlookup(" & Cells(RowNdx, ColNdx).address _
& ",'C:\Documents and Settings\HP_Owner\My Documents\'" _
& "[Repository.xls]Grade 4!$A$1:$X$23," & t & ", 0)"
.value = .value
end with

Untested--watch for typos.


Mark wrote:

Bob,
I have a (quick, I hope) question on the VLOOKUP function. Apparently, I'm
supposed to maintain conditional formatting in the columns that hold the test
scores. Therefore, I attempted to convert everything to VBA which has been
causing me problems all day. In the code below, I get Error 2015 on the
designated line, which I think is tied to the VLOOKUP function. The columns
on the spreadsheet, aside from column A, fill with #VALUE!. Any ideas on this
one?
Mark

Private Sub CommandButton1_Click()
Dim RowNdx As Long
Dim ColNdx As Integer
Dim SaveColNdx As Integer
Dim LastRow As Integer

Application.ScreenUpdating = False
ColNdx = 1
RowNdx = 20
' Loop through the items in the ListBox.
For x = 0 To ListBox1.ListCount - 1

' If the item is selected...
If ListBox1.Selected(x) = True Then
Cells(RowNdx + 1, 1).EntireRow.Insert
Rows(RowNdx).Copy
Rows(RowNdx + 1).PasteSpecial Paste:=xlFormats
Application.CutCopyMode = False

' display the Selected item.
Cells(RowNdx, 1).Value = ListBox1.List(x)
For t = 2 To 23
ERROR 2015 == Cells(RowNdx, t).Value = Application.VLookup(Cells(RowNdx,
ColNdx).Value, "C:\Documents and Settings\HP_Owner\My
Documents\Repository.xls Grade 4!$A$1:$X$23", t, 0)
Next t
RowNdx = RowNdx + 1
End If
Next x
Unload Me
Application.ScreenUpdating = True
End Sub

"Bob Bridges" wrote:

You mentioned the first issue before, but I just didn't get it. The list box
is showing more than just the student's name? ...Ok, I see (now that I look
more closely) that you're populating the list box with an intersection of
.UsedRange and columns A through Z. But why? I must repeat that I've never
used a list box in Excel, but it seems to me that if the student's name is in
column B, then you should use Intersect(.Range("B"), .UsedRange) instead.
Again, that looks too obvious so it's possible you just overlooked the
obvious (we all do that) but it's also possible I'm missing something.

As for the second question ("how do I retrieve the record of the test scores
associated with the selected name, if I don't retrieve the entire record
initially?"), that's why I keep talking about VLOOKUP. If the teacher fills
in a couple of students' names in the roster, like this:

A B C D
Bentley, Robert
Branning, Elizabeth B
Harking, Stephen
Homir, Nemo
Lemore, Louis

...then all you need to put in cols B, C, D etc is a VLOOKUP function that
looks up the value in column A in the repository table in that other
workbook. See below for some explanation of VLOOKUP, and of course it's in
the Excel documentation too.

--- "Mark" wrote:
Yes, the list box populates correctly and the teacher is allowed to make
multiple selections, prior to clicking on an 'Add Students' command button on
the form and then the students are added to the roster (name only with this
code).

Private Sub CommandButton1_Click()
Dim LastRow As Object
' Loop through the items in the ListBox.
For x = 0 To ListBox1.ListCount - 1

' If the item is selected...
If ListBox1.Selected(x) = True Then
Set LastRow = Sheet1.Range("a65536").End(xlUp)

LastRow.Offset(1, 0).Value = ListBox1.List(x)

Else
Unload Me
End If
Next x
End Sub

So, the two issues/questions that I have are, first, how can I populate or
display the list box with only the names of the students or is that even
possible? Secondly, how do I retrieve the record of the test scores
associated with the selected name, if I don't retrieve the entire record
initially? Right now, I can make it work, but it's convoluted and appears to
be very poor coding on my part. Am I making any sense or just confusing the
issue?

"Bob Bridges" wrote:
Ah, you're using a form! You say it's preliminary so I guess you've at least
tried it and it's populating the ListBox, right? So that much is right.
Then what? You get your code to put the selected name in column A of the
current row, and then display the form again, 'round and 'round until the
teacher clicks on the No-More-Students button meaning that all the names are
now in place. Right?

Or what? See, you've told me here what you intend, but so far I don't hear
a question....?

--- "Mark" wrote:
I think we're close, but I'm a real idiot when it comes to Excel VBA, so
I'll attach the code (I have changed some of the names since my original
post) that I'm using to populate the list box. This is just preliminary and
on my home machine only:

Private Sub UserForm_Activate()
Dim wkbk As Workbook
Dim rng As Range
Application.ScreenUpdating = False
Set wkbk = Workbooks.Open(FileName:="C:\Documents and Settings\HP_Owner\My Documents\Repository.xls")
With wkbk.Worksheets("Grade 4")
Set rng = Intersect(.Range("A:Z").EntireColumn, .UsedRange)
End With
UserForm1.ListBox1.ColumnCount = 26
UserForm1.ListBox1.List = rng.Value
wkbk.Close SaveChanges:=False
Application.ScreenUpdating = True
End Sub

What I'm trying to do is simply populate the list box with the names and
reduce the clutter in it, which I can do by changing the range to "A:A", yet
still retrieve the data associated with the name (from the repository
workbook) and populate the new spreadsheet. I'll have to play with the
VLOOKUP function to see if I understand it and I do appreciate your help.

"Bob Bridges" wrote:
The fact that the test scores are in a separate workbook is a minor
complication only; VLOOKUP can still look them up for you, it just requires
a little additional information in the lookup-table argument to tell Excel
where to look for the table data. But it sounds like you've changed
questions: In the original post, I understood you to have already
populated the list box and "My question is, how do I get the available
columns of test scores to populate in the adjoining columns of the new
classroom roster?".

But in this round it sounds like you want to know whether "it were possible
to populate the list box with all 1100 students via an array and suppress the
remaining columns". So increasingly I think I don't know what you really
want. I don't use list boxes much, so I can't tell you what the population
limit might be. But I should think you've already tried it and know the
answer, so I'm not sure what you were saying here. And I don't know what
you meant by "suppress the remaining columns", either. You'll have to
rephrase it, I'm afraid, or explain more.

As for the VLOOKUP, you can look it up to get more information if you've
never used it but basically the call is VLOOKUP(<Text,<Table,<RelCol,
0). The <Text is the student's name that you're looking up, the <Table
is the table of student names and grades you're looking it up in, <RelCol
is the column you want to retrieve once VLOOKUP has found the student's
name and 0 means the table is not necessarily sorted on student name
and you want an exact match on the name, not just something close. (Of
course I realize you may not be doing the lookup on the student's name;
you could be using student number or something, but I figure you can
adapt.) What we're looking at here is how to specify the table:

If the table is somewhere in the same worksheet, you just have to specify
the rows and columns:
VLOOKUP(<Text,N10:P43,<RelCol,0)

If the table is in the same workbook but a different worksheet, you have to
specify the worksheet's name like this:
VLOOKUP(<Text,WorksheetNam!N10:P43,<RelCol,0)

...or, if there's a space in the worksheet name,
VLOOKUP(<Text,'Worksheet name'!N10:P43,<RelCol,0)

If it's in a different workbook entirely, you have to specify the path and
filename: VLOOKUP(<Text,'S:\Path\More Path\[4th grade repository.xls]
Worksheet name'!N10:P43,<RelCol,0)

Easier than trying to spell out all that and make sure you get all the
string delimiters in the right positions is to point Excel to the other
workbook and let it fill in the proper syntax. Like this:

1) Open the roster workbook.
2) Open the repository.
3) In a blank cell in the roster, type "=VLOOKUP(A1," and stop there.
DON'T HIT <Enter, just continue to the next step.
4) Using mouse or <Ctl keys, whichever you prefer, switch to the
repository workbook and select the cells that compose the table of student
names and their scores. Notice that in the formula bar, the partially-built
formula is still there and Excel is filling in the reference to these cells.
Again, DO NOT HIT <Enter.
5) Finish the formula by typing ",2,0)". Now you may hit <Enter.

While the repository workbook is open in Excel, the reference to it in your
VLOOKUP formula shows just the file name; after you close it, it'll probably
show the drive and path too. I have occasionally found that this reference
won't work unless the target table (the repository in this case) is actually
open in Excel; other times this is not the case. I'm not sure why, but I
think it has to do with the inaccessible workbooks being on a shared drive,
but I haven't pinned it down any closer than that.

Now you have a working VLOOKUP formula, but you may not have all the
right arguments in there. For example, if you filled in "A1" as I told you to,
now you may have to fill in the right reference for the student's name in
this row. And I said to use 2 for the third argument, but that's right only if
the value you want to look up is in the next column to the right of the
student's name in the table. And of course you'll have to copy the formula
to all the other rows in the roster, too.

--

Dave Peterson


--

Dave Peterson

Untested!

You'll want to split that studentfile string into two pieces--on with the path
and one with the filename. You could use code or just make a couple of
constants:

'include the trailing backslash
Constant myPath as string = "C:\documents and settings\HP_Owner\my documents\"
Constant myWkbkName as string = "Repository.xls"
constant myWorksheetName as string = "Grade 4"
constant myAddress as string = "$a$1:$x$23"

dim StudentFile as string
studentfile = mypath & mywkbkname

..formula = "=vlookup(" & Cells(RowNdx, ColNdx).address _
& ",'" & myPath _
& "[" & myWkbkName & "]" _
& myworksheetname & "'!" _
& myAddress & "," & t & ", 0)"

=========
If that repository.xls workbook is open, then you could get the usedrange. But
if that workbook is closed, then you won't be able to.

Mark wrote:

I was wondering how, or if it's even possible, to substitute variables into
the VLOOKUP formula:

.formula = "=vlookup(" & Cells(RowNdx, ColNdx).address _
& ",'C:\Documents and Settings\HP_Owner\My Documents\" _
& "[Repository.xls]Grade 4'!$A$1:$X$23," & t & ", 0)"

Specifically, the document path, the sheet name, and the range. I have the
document path declared as:
Public Const studentFile As String = "C:\Documents and Settings\HP_Owner\My
Documents\Repository.xls"

The sheet name as:
Public grade As String

And as far as the range, I thought:
Sheets(grade).UsedRange.address

I've tried to substitute these into the formula in various combinations, but
I can't seem to get anything to work. Does anyone have any ideas on this one?
Mark

"Dave Peterson" wrote:

I had the closing apostrophe in the wrong spot:

=VLOOKUP(A1,'C:\My Documents\Excel\[book1.xls]Sheet1'!$A:$B,2,FALSE)

with Cells(RowNdx, t)
.formula = "=vlookup(" & Cells(RowNdx, ColNdx).address _
& ",'C:\Documents and Settings\HP_Owner\My Documents\" _
& "[Repository.xls]Grade 4'!$A$1:$X$23," & t & ", 0)"
.value = .value
end With

If that doesn't work, then change the formula so that it looks like a constant:

..formula = "$=vlookup(" & ....

Then the cell won't contain a formula--just that text. But you can manually
edit the formula (remove that leading $) and see what you can do to make it
right.

Post back with the formula that works.

Mark wrote:

Thanks, Dave. I did everything you said, and looked for typos, now I get a
"Run time error 1004 Applicatio defined or object defined error".

"Dave Peterson" wrote:

If you want to use application.vlookup() in your code, then the workbook with
the table needs to be open.

Maybe you could plop the formula into the cell and then convert it to a value.

But you'll want to create the formula so that it looks like the formula you
would build by hand:
=VLOOKUP(A1,'C:\My Documents\Excel\[book1.xls]Sheet1'!$A:$B,2,FALSE)

with Cells(RowNdx, t)
.formula = "=vlookup(" & Cells(RowNdx, ColNdx).address _
& ",'C:\Documents and Settings\HP_Owner\My Documents\'" _
& "[Repository.xls]Grade 4!$A$1:$X$23," & t & ", 0)"
.value = .value
end with

Untested--watch for typos.


Mark wrote:

Bob,
I have a (quick, I hope) question on the VLOOKUP function. Apparently, I'm
supposed to maintain conditional formatting in the columns that hold the test
scores. Therefore, I attempted to convert everything to VBA which has been
causing me problems all day. In the code below, I get Error 2015 on the
designated line, which I think is tied to the VLOOKUP function. The columns
on the spreadsheet, aside from column A, fill with #VALUE!. Any ideas on this
one?
Mark

Private Sub CommandButton1_Click()
Dim RowNdx As Long
Dim ColNdx As Integer
Dim SaveColNdx As Integer
Dim LastRow As Integer

Application.ScreenUpdating = False
ColNdx = 1
RowNdx = 20
' Loop through the items in the ListBox.
For x = 0 To ListBox1.ListCount - 1

' If the item is selected...
If ListBox1.Selected(x) = True Then
Cells(RowNdx + 1, 1).EntireRow.Insert
Rows(RowNdx).Copy
Rows(RowNdx + 1).PasteSpecial Paste:=xlFormats
Application.CutCopyMode = False

' display the Selected item.
Cells(RowNdx, 1).Value = ListBox1.List(x)
For t = 2 To 23
ERROR 2015 == Cells(RowNdx, t).Value = Application.VLookup(Cells(RowNdx,
ColNdx).Value, "C:\Documents and Settings\HP_Owner\My
Documents\Repository.xls Grade 4!$A$1:$X$23", t, 0)
Next t
RowNdx = RowNdx + 1
End If
Next x
Unload Me
Application.ScreenUpdating = True
End Sub

"Bob Bridges" wrote:

You mentioned the first issue before, but I just didn't get it. The list box
is showing more than just the student's name? ...Ok, I see (now that I look
more closely) that you're populating the list box with an intersection of
.UsedRange and columns A through Z. But why? I must repeat that I've never
used a list box in Excel, but it seems to me that if the student's name is in
column B, then you should use Intersect(.Range("B"), .UsedRange) instead.
Again, that looks too obvious so it's possible you just overlooked the
obvious (we all do that) but it's also possible I'm missing something.

As for the second question ("how do I retrieve the record of the test scores
associated with the selected name, if I don't retrieve the entire record
initially?"), that's why I keep talking about VLOOKUP. If the teacher fills
in a couple of students' names in the roster, like this:

A B C D
Bentley, Robert
Branning, Elizabeth B
Harking, Stephen
Homir, Nemo
Lemore, Louis

...then all you need to put in cols B, C, D etc is a VLOOKUP function that
looks up the value in column A in the repository table in that other
workbook. See below for some explanation of VLOOKUP, and of course it's in
the Excel documentation too.

--- "Mark" wrote:
Yes, the list box populates correctly and the teacher is allowed to make
multiple selections, prior to clicking on an 'Add Students' command button on
the form and then the students are added to the roster (name only with this
code).

Private Sub CommandButton1_Click()
Dim LastRow As Object
' Loop through the items in the ListBox.
For x = 0 To ListBox1.ListCount - 1

' If the item is selected...
If ListBox1.Selected(x) = True Then
Set LastRow = Sheet1.Range("a65536").End(xlUp)

LastRow.Offset(1, 0).Value = ListBox1.List(x)

Else
Unload Me
End If
Next x
End Sub

So, the two issues/questions that I have are, first, how can I populate or
display the list box with only the names of the students or is that even
possible? Secondly, how do I retrieve the record of the test scores
associated with the selected name, if I don't retrieve the entire record
initially? Right now, I can make it work, but it's convoluted and appears to
be very poor coding on my part. Am I making any sense or just confusing the
issue?

"Bob Bridges" wrote:
Ah, you're using a form! You say it's preliminary so I guess you've at least
tried it and it's populating the ListBox, right? So that much is right.
Then what? You get your code to put the selected name in column A of the
current row, and then display the form again, 'round and 'round until the
teacher clicks on the No-More-Students button meaning that all the names are
now in place. Right?

Or what? See, you've told me here what you intend, but so far I don't hear
a question....?

--- "Mark" wrote:
I think we're close, but I'm a real idiot when it comes to Excel VBA, so
I'll attach the code (I have changed some of the names since my original
post) that I'm using to populate the list box. This is just preliminary and
on my home machine only:

Private Sub UserForm_Activate()
Dim wkbk As Workbook
Dim rng As Range
Application.ScreenUpdating = False
Set wkbk = Workbooks.Open(FileName:="C:\Documents and Settings\HP_Owner\My Documents\Repository.xls")
With wkbk.Worksheets("Grade 4")
Set rng = Intersect(.Range("A:Z").EntireColumn, .UsedRange)
End With
UserForm1.ListBox1.ColumnCount = 26
UserForm1.ListBox1.List = rng.Value
wkbk.Close SaveChanges:=False
Application.ScreenUpdating = True
End Sub

What I'm trying to do is simply populate the list box with the names and
reduce the clutter in it, which I can do by changing the range to "A:A", yet
still retrieve the data associated with the name (from the repository
workbook) and populate the new spreadsheet. I'll have to play with the
VLOOKUP function to see if I understand it and I do appreciate your help.

"Bob Bridges" wrote:
The fact that the test scores are in a separate workbook is a minor
complication only; VLOOKUP can still look them up for you, it just requires
a little additional information in the lookup-table argument to tell Excel
where to look for the table data. But it sounds like you've changed
questions: In the original post, I understood you to have already
populated the list box and "My question is, how do I get the available
columns of test scores to populate in the adjoining columns of the new
classroom roster?".

But in this round it sounds like you want to know whether "it were possible
to populate the list box with all 1100 students via an array and suppress the
remaining columns". So increasingly I think I don't know what you really
want. I don't use list boxes much, so I can't tell you what the population
limit might be. But I should think you've already tried it and know the
answer, so I'm not sure what you were saying here. And I don't know what
you meant by "suppress the remaining columns", either. You'll have to
rephrase it, I'm afraid, or explain more.

As for the VLOOKUP, you can look it up to get more information if you've
never used it but basically the call is VLOOKUP(<Text,<Table,<RelCol,
0). The <Text is the student's name that you're looking up, the <Table
is the table of student names and grades you're looking it up in, <RelCol
is the column you want to retrieve once VLOOKUP has found the student's
name and 0 means the table is not necessarily sorted on student name
and you want an exact match on the name, not just something close. (Of
course I realize you may not be doing the lookup on the student's name;
you could be using student number or something, but I figure you can
adapt.) What we're looking at here is how to specify the table:

If the table is somewhere in the same worksheet, you just have to specify
the rows and columns:
VLOOKUP(<Text,N10:P43,<RelCol,0)

If the table is in the same workbook but a different worksheet, you have to
specify the worksheet's name like this:
VLOOKUP(<Text,WorksheetNam!N10:P43,<RelCol,0)

...or, if there's a space in the worksheet name,
VLOOKUP(<Text,'Worksheet name'!N10:P43,<RelCol,0)

If it's in a different workbook entirely, you have to specify the path and
filename: VLOOKUP(<Text,'S:\Path\More Path\[4th grade repository.xls]
Worksheet name'!N10:P43,<RelCol,0)

Easier than trying to spell out all that and make sure you get all the
string delimiters in the right positions is to point Excel to the other
workbook and let it fill in the proper syntax. Like this:

1) Open the roster workbook.
2) Open the repository.
3) In a blank cell in the roster, type "=VLOOKUP(A1," and stop there.
DON'T HIT <Enter, just continue to the next step.
4) Using mouse or <Ctl keys, whichever you prefer, switch to the
repository workbook and select the cells that compose the table of student
names and their scores. Notice that in the formula bar, the partially-built
formula is still there and Excel is filling in the reference to these cells.
Again, DO NOT HIT <Enter.
5) Finish the formula by typing ",2,0)". Now you may hit <Enter.

While the repository workbook is open in Excel, the reference to it in your
VLOOKUP formula shows just the file name; after you close it, it'll probably
show the drive and path too. I have occasionally found that this reference
won't work unless the target table (the repository in this case) is actually
open in Excel; other times this is not the case. I'm not sure why, but I
think it has to do with the inaccessible workbooks being on a shared drive,
but I haven't pinned it down any closer than that.

Now you have a working VLOOKUP formula, but you may not have all the
right arguments in there. For example, if you filled in "A1" as I told you to,
now you may have to fill in the right reference for the student's name in
this row. And I said to use 2 for the third argument, but that's right only if
the value you want to look up is in the next column to the right of the
student's name in the table. And of course you'll have to copy the formula
to all the other rows in the roster, too.

--

Dave Peterson


--

Dave Peterson


--

Dave Peterson

Thanks, Dave, that cleared up a lot for me. Is there a way to set a range
within the VLOOKUP formula to keep me out of trouble? I know I can apparently
use $A$1:$X$500 without causing any problems, but I would like have it work
like populating the combo box. I've tried setting the score range the same,
but it fills the remaining cells with #NAME. Below is the Userform code as it
stands now and it does work correctly:

Private Sub UserForm_Activate()
Dim wkbk As Workbook
Dim Rng As Range
Dim scores As Range
Application.ScreenUpdating = False
Set wkbk = Workbooks.Open(FileName:=studentFile & myWkbkName)
With wkbk.Worksheets(grade)
Set Rng = Intersect(.Range("A:A").EntireColumn, .UsedRange)
'Can I set the "scores" range here?
End With
RosterForm.ListBox1.ColumnCount = Rng.Rows.Count
RosterForm.ListBox1.List = Rng.Value
wkbk.Close SaveChanges:=False
Application.ScreenUpdating = True
End Sub

Private Sub CommandButton1_Click()
Dim RowNdx As Long
Dim ColNdx As Integer
Dim SaveColNdx As Integer
Dim wkbk As Workbook
Application.ScreenUpdating = False
ColNdx = 1
RowNdx = 13
For X = 0 To ListBox1.ListCount - 1

If ListBox1.Selected(X) = True Then
Cells(RowNdx + 1, 1).EntireRow.Insert
Rows(RowNdx).Copy
Rows(RowNdx + 1).PasteSpecial Paste:=xlFormats
Application.CutCopyMode = False
Cells(RowNdx, 1).Value = ListBox1.List(X)
For t = 2 To ActiveSheet.UsedRange.Columns.Count
With Cells(RowNdx, t)
.Formula = "=vlookup(" & Cells(RowNdx, ColNdx).address _
& ",'" & studentPath & "[" & myWkbkName & "]" & grade &
"'!$A$1:$X$500," & t & ", 0)"
.Value = .Value
End With
Next t
RowNdx = RowNdx + 1
End If
Next X
Rows(RowNdx).Delete Shift:=xlUp
Unload Me
Application.ScreenUpdating = True
End Sub

The string "grade" is set based upon the User's selection prior to
populating the combo box.

"Dave Peterson" wrote:

Untested!

You'll want to split that studentfile string into two pieces--on with the path
and one with the filename. You could use code or just make a couple of
constants:

'include the trailing backslash
Constant myPath as string = "C:\documents and settings\HP_Owner\my documents\"
Constant myWkbkName as string = "Repository.xls"
constant myWorksheetName as string = "Grade 4"
constant myAddress as string = "$a$1:$x$23"

dim StudentFile as string
studentfile = mypath & mywkbkname

..formula = "=vlookup(" & Cells(RowNdx, ColNdx).address _
& ",'" & myPath _
& "[" & myWkbkName & "]" _
& myworksheetname & "'!" _
& myAddress & "," & t & ", 0)"

=========
If that repository.xls workbook is open, then you could get the usedrange. But
if that workbook is closed, then you won't be able to.

Mark wrote:

I was wondering how, or if it's even possible, to substitute variables into
the VLOOKUP formula:

.formula = "=vlookup(" & Cells(RowNdx, ColNdx).address _
& ",'C:\Documents and Settings\HP_Owner\My Documents\" _
& "[Repository.xls]Grade 4'!$A$1:$X$23," & t & ", 0)"

Specifically, the document path, the sheet name, and the range. I have the
document path declared as:
Public Const studentFile As String = "C:\Documents and Settings\HP_Owner\My
Documents\Repository.xls"

The sheet name as:
Public grade As String

And as far as the range, I thought:
Sheets(grade).UsedRange.address

I've tried to substitute these into the formula in various combinations, but
I can't seem to get anything to work. Does anyone have any ideas on this one?
Mark

"Dave Peterson" wrote:

I had the closing apostrophe in the wrong spot:

=VLOOKUP(A1,'C:\My Documents\Excel\[book1.xls]Sheet1'!$A:$B,2,FALSE)

with Cells(RowNdx, t)
.formula = "=vlookup(" & Cells(RowNdx, ColNdx).address _
& ",'C:\Documents and Settings\HP_Owner\My Documents\" _
& "[Repository.xls]Grade 4'!$A$1:$X$23," & t & ", 0)"
.value = .value
end With

If that doesn't work, then change the formula so that it looks like a constant:

..formula = "$=vlookup(" & ....

Then the cell won't contain a formula--just that text. But you can manually
edit the formula (remove that leading $) and see what you can do to make it
right.

Post back with the formula that works.

Mark wrote:

Thanks, Dave. I did everything you said, and looked for typos, now I get a
"Run time error 1004 Applicatio defined or object defined error".

"Dave Peterson" wrote:

If you want to use application.vlookup() in your code, then the workbook with
the table needs to be open.

Maybe you could plop the formula into the cell and then convert it to a value.

But you'll want to create the formula so that it looks like the formula you
would build by hand:
=VLOOKUP(A1,'C:\My Documents\Excel\[book1.xls]Sheet1'!$A:$B,2,FALSE)

with Cells(RowNdx, t)
.formula = "=vlookup(" & Cells(RowNdx, ColNdx).address _
& ",'C:\Documents and Settings\HP_Owner\My Documents\'" _
& "[Repository.xls]Grade 4!$A$1:$X$23," & t & ", 0)"
.value = .value
end with

Untested--watch for typos.


Mark wrote:

Bob,
I have a (quick, I hope) question on the VLOOKUP function. Apparently, I'm
supposed to maintain conditional formatting in the columns that hold the test
scores. Therefore, I attempted to convert everything to VBA which has been
causing me problems all day. In the code below, I get Error 2015 on the
designated line, which I think is tied to the VLOOKUP function. The columns
on the spreadsheet, aside from column A, fill with #VALUE!. Any ideas on this
one?
Mark

Private Sub CommandButton1_Click()
Dim RowNdx As Long
Dim ColNdx As Integer
Dim SaveColNdx As Integer
Dim LastRow As Integer

Application.ScreenUpdating = False
ColNdx = 1
RowNdx = 20
' Loop through the items in the ListBox.
For x = 0 To ListBox1.ListCount - 1

' If the item is selected...
If ListBox1.Selected(x) = True Then
Cells(RowNdx + 1, 1).EntireRow.Insert
Rows(RowNdx).Copy
Rows(RowNdx + 1).PasteSpecial Paste:=xlFormats
Application.CutCopyMode = False

' display the Selected item.
Cells(RowNdx, 1).Value = ListBox1.List(x)
For t = 2 To 23
ERROR 2015 == Cells(RowNdx, t).Value = Application.VLookup(Cells(RowNdx,
ColNdx).Value, "C:\Documents and Settings\HP_Owner\My
Documents\Repository.xls Grade 4!$A$1:$X$23", t, 0)
Next t
RowNdx = RowNdx + 1
End If
Next x
Unload Me
Application.ScreenUpdating = True
End Sub

"Bob Bridges" wrote:

You mentioned the first issue before, but I just didn't get it. The list box
is showing more than just the student's name? ...Ok, I see (now that I look
more closely) that you're populating the list box with an intersection of
.UsedRange and columns A through Z. But why? I must repeat that I've never
used a list box in Excel, but it seems to me that if the student's name is in
column B, then you should use Intersect(.Range("B"), .UsedRange) instead.
Again, that looks too obvious so it's possible you just overlooked the
obvious (we all do that) but it's also possible I'm missing something.

As for the second question ("how do I retrieve the record of the test scores
associated with the selected name, if I don't retrieve the entire record
initially?"), that's why I keep talking about VLOOKUP. If the teacher fills
in a couple of students' names in the roster, like this:

A B C D
Bentley, Robert
Branning, Elizabeth B
Harking, Stephen
Homir, Nemo
Lemore, Louis

...then all you need to put in cols B, C, D etc is a VLOOKUP function that
looks up the value in column A in the repository table in that other
workbook. See below for some explanation of VLOOKUP, and of course it's in
the Excel documentation too.

--- "Mark" wrote:
Yes, the list box populates correctly and the teacher is allowed to make
multiple selections, prior to clicking on an 'Add Students' command button on
the form and then the students are added to the roster (name only with this
code).

Private Sub CommandButton1_Click()
Dim LastRow As Object
' Loop through the items in the ListBox.
For x = 0 To ListBox1.ListCount - 1

' If the item is selected...
If ListBox1.Selected(x) = True Then
Set LastRow = Sheet1.Range("a65536").End(xlUp)

LastRow.Offset(1, 0).Value = ListBox1.List(x)

Else
Unload Me
End If
Next x
End Sub

So, the two issues/questions that I have are, first, how can I populate or
display the list box with only the names of the students or is that even
possible? Secondly, how do I retrieve the record of the test scores
associated with the selected name, if I don't retrieve the entire record
initially? Right now, I can make it work, but it's convoluted and appears to
be very poor coding on my part. Am I making any sense or just confusing the
issue?

"Bob Bridges" wrote:
Ah, you're using a form! You say it's preliminary so I guess you've at least
tried it and it's populating the ListBox, right? So that much is right.
Then what? You get your code to put the selected name in column A of the
current row, and then display the form again, 'round and 'round until the
teacher clicks on the No-More-Students button meaning that all the names are
now in place. Right?

Or what? See, you've told me here what you intend, but so far I don't hear
a question....?

--- "Mark" wrote:
I think we're close, but I'm a real idiot when it comes to Excel VBA, so
I'll attach the code (I have changed some of the names since my original
post) that I'm using to populate the list box. This is just preliminary and
on my home machine only:

Private Sub UserForm_Activate()
Dim wkbk As Workbook
Dim rng As Range
Application.ScreenUpdating = False
Set wkbk = Workbooks.Open(FileName:="C:\Documents and Settings\HP_Owner\My Documents\Repository.xls")
With wkbk.Worksheets("Grade 4")
Set rng = Intersect(.Range("A:Z").EntireColumn, .UsedRange)
End With
UserForm1.ListBox1.ColumnCount = 26
UserForm1.ListBox1.List = rng.Value
wkbk.Close SaveChanges:=False
Application.ScreenUpdating = True
End Sub

What I'm trying to do is simply populate the list box with the names and
reduce the clutter in it, which I can do by changing the range to "A:A", yet
still retrieve the data associated with the name (from the repository
workbook) and populate the new spreadsheet. I'll have to play with the
VLOOKUP function to see if I understand it and I do appreciate your help.

"Bob Bridges" wrote:
The fact that the test scores are in a separate workbook is a minor
complication only; VLOOKUP can still look them up for you, it just requires
a little additional information in the lookup-table argument to tell Excel
where to look for the table data. But it sounds like you've changed
questions: In the original post, I understood you to have already
populated the list box and "My question is, how do I get the available
columns of test scores to populate in the adjoining columns of the new
classroom roster?".

But in this round it sounds like you want to know whether "it were possible
to populate the list box with all 1100 students via an array and suppress the
remaining columns". So increasingly I think I don't know what you really
want. I don't use list boxes much, so I can't tell you what the population
limit might be. But I should think you've already tried it and know the
answer, so I'm not sure what you were saying here. And I don't know what
you meant by "suppress the remaining columns", either. You'll have to
rephrase it, I'm afraid, or explain more.

As for the VLOOKUP, you can look it up to get more information if you've
never used it but basically the call is VLOOKUP(<Text,<Table,<RelCol,
0). The <Text is the student's name that you're looking up, the <Table
is the table of student names and grades you're looking it up in, <RelCol
is the column you want to retrieve once VLOOKUP has found the student's
name and 0 means the table is not necessarily sorted on student name
and you want an exact match on the name, not just something close. (Of
course I realize you may not be doing the lookup on the student's name;
you could be using student number or something, but I figure you can
adapt.) What we're looking at here is how to specify the table:

If the table is somewhere in the same worksheet, you just have to specify
the rows and columns:
VLOOKUP(<Text,N10:P43,<RelCol,0)

If the table is in the same workbook but a different worksheet, you have to
specify the worksheet's name like this:
VLOOKUP(<Text,WorksheetNam!N10:P43,<RelCol,0)

...or, if there's a space in the worksheet name,
VLOOKUP(<Text,'Worksheet name'!N10:P43,<RelCol,0)

If it's in a different workbook entirely, you have to specify the path and
filename: VLOOKUP(<Text,'S:\Path\More Path\[4th grade repository.xls]
Worksheet name'!N10:P43,<RelCol,0)

Easier than trying to spell out all that and make sure you get all the
string delimiters in the right positions is to point Excel to the other
workbook and let it fill in the proper syntax. Like this:

1) Open the roster workbook.
2) Open the repository.
3) In a blank cell in the roster, type "=VLOOKUP(A1," and stop there.
DON'T HIT <Enter, just continue to the next step.
4) Using mouse or <Ctl keys, whichever you prefer, switch to the
repository workbook and select the cells that compose the table of student
names and their scores. Notice that in the formula bar, the partially-built
formula is still there and Excel is filling in the reference to these cells.
Again, DO NOT HIT <Enter.
5) Finish the formula by typing ",2,0)". Now you may hit <Enter.

While the repository workbook is open in Excel, the reference to it in your