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#1
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Macro
2003 Excel
Big pictu I want to create a budget (with a macro) from an Excel file I receive from another department. I would like to save a blank budget file that can be copied and used for different projects where I copy the worksheet I recieve into a "blank budget file" and activate the macro to create the budget. What I receive to convert (project file): This project file has one worksheet that I am interested in. On this worksheet, I only want information from Columns A through F. There are headings for colums in row 7 with data starting with row 8. Headings: A7:SECTION B7:DESCRIPTION D7:RESPONSIBILITY E7:COST F7:SUB COST Data below headings: Section column(Column A): Every row is either blank, contains a five digit number, contains a five digit number with an apostrophe at the beginning, or contains "NO SPEC". Description column(Column B-C): This column of data is made up of columns B & C. Every row contains a blank or text. Column B is the text description of the number section listed in column A. Rows within Column C will have blanks or text as well. When text is listed in column C, it is considered a sub category of the text listed in column B. Responsibility Column(Column D): Contains blanks or text of the name of the assigned party. Cost column(Column E): Contains a number (dollar value), blanks, or text. Subcost column(Column F): Contains a number (dollar value), blanks, or text. Information I do not want: There is also general information describing the project in rows 1-5 that I am not interested in. There is also additional information starting in column G through N I don't want. There are also formulas in cells at the bottom of this data for summary(the row this summary data starts in varies project to project but this particular project starts in row 888 but another project could start in row 2000), but I am not interested in this summary data. What I hope to achieve if possible: A template file that creates budgets from any project file I receive. I would like to be able to copy the worksheet from the project file into the blank budget file where the macro will pull only the information I am interested in from the project worksheet and puts it on another worksheet in the format listed below. Budget file columns: Columns: Account Code: This colum only needs data from the section column. The section number will be the account code, any blanks shoul be ignored, and the No Specs should be included if assigned in value from the cost or subcost column. Account description: This should relate to the account code column with text describing it. This data should come from the description column in column B of the project file. Responsibilty: This should correlate with the section number and description. It should come from the responsibility column from the project file. Labor: This column should be a dollar value for all the labor or installation. Its data comes from cost or subcost of the project sheet. Anywhere there is a text "labor" or "installation" found in the project description column, it should pull the value from cost or sub cost ccolumn and place in this budget material column. Material: This column should be a dollar value for all the material. Its data comes from cost or subcost of the project sheet. Anywhere there is a text "material" or "materials" found in the project description column, it should pull the value from cost or sub cost ccolumn and place in this budget material column. Subcontract: This column should be a dollar value for all subcontracts. It should pull any remaining values from the subcost project column. It value should have its own row with corresponding data in the previous columns. Other: This column should be a dollar value of all remaining cost from the in the project cost column. There should also be corresponding data in previous columns. Total: This columns should just sum up the values of all previous columns listed. This is the last column I need. Additional data - I would like to sum up the total column at the bottom of the data. Also, put a border around all of the data and bold border around the column headings. Although I can record macros and open VB, I cannot write code from scratch, especially to accomplish this task. This is the best solution to what I am trying to accomplish that I could come up with, any other suggestions are welcome. Please let me know if you need any additional information. Thanks in advance for reading my dilemma and any help is greatly appreciated. |
#2
Posted to microsoft.public.excel.programming
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Macro
Hello Evoxfan:
The summary row, is it always the last row of data? Do you prefer the totals to be formulas or values? Values take up less space in a workbook. Do you want to store the source sheet and the generated budget report in the same workbook (separate from the original, of course) or just the generated budget? Rows 1 to 6 are to be discarded? How many worksheets do the source files contain and which sheet contains the data? Do you want the budget file to contain all generated budgets or just the current one? (macro will either add a new workbook or worksheet) You mentioned that blanks in the Section column should be ignored, does that mean the other columns for the same record will also be blank, or is the data in each column independent of the other? If we ignore blanks (assume - remove) the number of rows in each column may change and data displaced. Material/Labour - is it possible that there is a value in both the Cost and Sub Cost columns? Which takes priority? Should they be summed in those instances? Other - how are "remaining" costs determined? are these costs that don't meet the Material/Labour criteria? I've a macro that performs similar tasks, I'll tweak it this weekend, based on your responses, to suit your requirements and you can test it out on a sample book. Steven |
#3
Posted to microsoft.public.excel.programming
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Macro
Hell Steven:
I just now have seen your response, and I have answered your questions for clarification to the best of my ability. I hope this information helps and please let me know if you need any additional clarifications. Thanks for your efforts. " wrote: Hello Evoxfan: The summary row, is it always the last row of data? No, there is fw more cells with data after the summary row, but I can manually delete them if it is necessary for the macro to work. Do you prefer the totals to be formulas or values? Values take up less space in a workbook. When I paste the data worksheet, I plan on pasting it as values instead of formulas. For the macro, I would prefer it to be formulas, but as long as it works in can be values. Do you want to store the source sheet and the generated budget report in the same workbook (separate from the original, of course) or just the generated budget? I definitely plan on keeping the source sheet in the same workbook once it is copied over. Rows 1 to 6 are to be discarded? Yes. How many worksheets do the source files contain and which sheet contains the data? There is only one worksheet that contains the data, which I will copy into the budget workbook. In this workbook, I plan on have the first work sheet with instructions for the macro so others can use it, and a macro button to press. The second worksheet is where I plan on the macro performing its work and the third worksheet is where I plan on pasting the source data values and formats only. Do you want the budget file to contain all generated budgets or just the current one? (macro will either add a new workbook or worksheet) Just the current one. You mentioned that blanks in the Section column should be ignored, does that mean the other columns for the same record will also be blank, or is the data in each column independent of the other? If we ignore blanks (assume - remove) the number of rows in each column may change and data displaced. No. Just because the Section column is blank does not mean the others will be blank. Each column has data independent of each other. Material/Labour - is it possible that there is a value in both the Cost and Sub Cost columns? Which takes priority? Should they be summed in those instances? They should be summed in these instances. Other - how are "remaining" costs determined? are these costs that don't meet the Material/Labour criteria? Any remaining cost that is not material or labor, will be classified as sub or other. Sub will take any remaining cost out the Subcost column and Other will take remaing cost from the Cost column. I've a macro that performs similar tasks, I'll tweak it this weekend, based on your responses, to suit your requirements and you can test it out on a sample book. Steven |
#4
Posted to microsoft.public.excel.programming
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Macro
If it helps, below is a somewhat similar macro, but I am not sure how to
tweek it. Sub findandcleanup() ' ' ' Uses find to locate "account code" then copies info wanted to different sheet Dim JUNK ' Copy Project info Sheets("BID Budget").Select Rows("5:6").Select Selection.Copy Sheets("Budget").Select Rows("2:2").Select ActiveSheet.Paste Sheets("BID Budget").Select Rows("8:9").Select Application.CutCopyMode = False Selection.Copy Sheets("Budget").Select Rows("4:4").Select ActiveSheet.Paste ' Find first account code, save address and paste info to Budget sheet Sheets("Budget").Select Range("A8").Select Sheets("BID Budget").Select Range("A1").Select Cells.find(What:="account code", After:=ActiveCell, LookIn:=xlFormulas, _ LookAt:=xlPart, SearchOrder:=xlByRows, SearchDirection:=xlNext, _ MatchCase:=False).Activate JUNK = ActiveCell.Address ActiveCell.Offset(1, 0).Range("A1:E1").Select Selection.Copy Sheets("Budget").Select ActiveSheet.Paste Sheets("BID Budget").Select ActiveCell.Offset(3, 2).Range("A1:K1").Select Application.CutCopyMode = False Selection.Copy Sheets("Budget").Select ActiveCell.Offset(0, 5).Range("A1").Select ActiveSheet.Paste ActiveCell.Offset(1, -5).Range("A1").Select Sheets("BID Budget").Select ActiveCell.Offset(0, -2).Range("A1").Select Cells.find(What:="account code", After:=ActiveCell, LookIn:=xlFormulas, _ LookAt:=xlPart, SearchOrder:=xlByRows, SearchDirection:=xlNext, _ MatchCase:=False).Activate ' Loops to find remaining cost codes Do Until ActiveCell.Address = JUNK ActiveCell.Offset(1, 0).Range("A1:E1").Select Selection.Copy Sheets("Budget").Select ActiveSheet.Paste Sheets("BID Budget").Select ActiveCell.Offset(3, 2).Range("A1:K1").Select Application.CutCopyMode = False Selection.Copy Sheets("Budget").Select ActiveCell.Offset(0, 5).Range("A1").Select ActiveSheet.Paste ActiveCell.Offset(1, -5).Range("A1").Select Sheets("BID Budget").Select ActiveCell.Offset(0, -2).Range("A1").Select Cells.find(What:="account code", After:=ActiveCell, LookIn:=xlFormulas, _ LookAt:=xlPart, SearchOrder:=xlByRows, SearchDirection:=xlNext, _ MatchCase:=False).Activate Loop ' Removes supply column Sheets("Budget").Select Columns("O:O").Select Application.CutCopyMode = False Selection.Insert Shift:=xlToRight Range("N7").Select Selection.Copy Range("O7").Select ActiveSheet.Paste Range("O8").Select Application.CutCopyMode = False ActiveCell.FormulaR1C1 = "=RC[-3]+RC[-1]" Range("O8").Select Selection.AutoFill Destination:=Range("O8:O58") Range("O8:O58").Select ActiveWindow.SmallScroll Down:=3 Columns("O:O").Select Range("O4").Activate Selection.Copy Columns("N:N").Select Range("N4").Activate Selection.PasteSpecial Paste:=xlPasteValues, Operation:=xlNone, SkipBlanks _ :=False, Transpose:=False Columns("O:O").Select Range("O4").Activate Application.CutCopyMode = False Selection.Delete Shift:=xlToLeft Columns("L:L").Select Range("L4").Activate Selection.Delete Shift:=xlToLeft ' Removes tax colummn Columns("O:P").Select Range("O4").Activate Selection.Insert Shift:=xlToRight Range("K7").Select Selection.Copy Range("O7").Select ActiveSheet.Paste Range("M7").Select Application.CutCopyMode = False Selection.Copy Range("P7").Select ActiveSheet.Paste Range("O8").Select Application.CutCopyMode = False ActiveCell.FormulaR1C1 = "=IF(RC[-4]=0,RC[-4],RC[-4]+RC[-1])" Range("O8").Select Selection.AutoFill Destination:=Range("O8:O58") Range("O8:O58").Select ActiveWindow.SmallScroll Down:=0 Range("P8").Select ActiveCell.FormulaR1C1 = "=IF(RC[-5]=0,RC[-3]+RC[-2],RC[-3])" Range("P8").Select Selection.AutoFill Destination:=Range("P8:P58") Range("P8:P58").Select Columns("O:O").Select Range("O6").Activate Selection.Copy Columns("K:K").Select Range("K6").Activate Selection.PasteSpecial Paste:=xlPasteValues, Operation:=xlNone, SkipBlanks _ :=False, Transpose:=False Columns("P:P").Select Range("P6").Activate Application.CutCopyMode = False Selection.Copy Columns("M:M").Select Range("M6").Activate Selection.PasteSpecial Paste:=xlPasteValues, Operation:=xlNone, SkipBlanks _ :=False, Transpose:=False Columns("N:P").Select Range("N6").Activate Application.CutCopyMode = False Selection.Delete Shift:=xlToLeft ' Removes rental equipment column Sheets("Budget").Select ActiveWindow.SmallScroll Down:=-42 Columns("K:K").Select Selection.Insert Shift:=xlToRight Range("H7").Select Selection.Copy Range("K7").Select ActiveSheet.Paste Range("K8").Select Application.CutCopyMode = False ActiveCell.FormulaR1C1 = "=RC[-3]+RC[-1]" Range("K8").Select Selection.AutoFill Destination:=Range("K8:K58") Range("K8:K58").Select Columns("K:K").Select Selection.Copy Columns("H:H").Select Selection.PasteSpecial Paste:=xlPasteValues, Operation:=xlNone, SkipBlanks _ :=False, Transpose:=False Columns("J:K").Select Application.CutCopyMode = False Selection.Delete Shift:=xlToLeft Range("A1").Select ' Delete extra column Columns("C:C").Select Selection.Delete Shift:=xlToLeft ' Add totals on the right hand side Sheets("Budget").Select Range("L8").Select ActiveCell.FormulaR1C1 = "=SUM(RC[-7]:RC[-1])" Range("L9").Select ActiveWindow.SmallScroll Down:=-1 Range("L8").Select Selection.AutoFill Destination:=Range("L8:L58") Range("L8:L58").Select ' Format cells to white Sheets("Budget").Select Cells.Select Selection.Borders(xlDiagonalDown).LineStyle = xlNone Selection.Borders(xlDiagonalUp).LineStyle = xlNone Selection.Borders(xlEdgeLeft).LineStyle = xlNone Selection.Borders(xlEdgeTop).LineStyle = xlNone Selection.Borders(xlEdgeBottom).LineStyle = xlNone Selection.Borders(xlEdgeRight).LineStyle = xlNone Selection.Borders(xlInsideVertical).LineStyle = xlNone Selection.Borders(xlInsideHorizontal).LineStyle = xlNone Selection.Interior.ColorIndex = xlNone ' Add Idle info Sheets("Instructions").Select Rows("31:33").Select Selection.Copy Sheets("Budget").Select ActiveWindow.SmallScroll Down:=-12 Rows("8:8").Select Range("B8").Activate Selection.Insert Shift:=xlDown ' Sort by account code Rows("8:100").Select Selection.Sort Key1:=Range("A8"), Order1:=xlAscending, Header:=xlNo, _ OrderCustom:=1, MatchCase:=False, Orientation:=xlTopToBottom, _ DataOption1:=xlSortNormal ' Format Account Code Sheets("Budget").Select Range("A8:A100").Select Selection.NumberFormat = "00000" Range("A8:A100").Select With Selection .HorizontalAlignment = xlCenter .VerticalAlignment = xlBottom .WrapText = False .Orientation = 0 .AddIndent = False .IndentLevel = 0 .ShrinkToFit = False .ReadingOrder = xlContext .MergeCells = False End With ' Format Bid Quantity column Range("C8:C100").Select Selection.NumberFormat = "0" With Selection .HorizontalAlignment = xlCenter .VerticalAlignment = xlBottom .WrapText = False .Orientation = 0 .AddIndent = False .IndentLevel = 0 .ShrinkToFit = False .ReadingOrder = xlContext .MergeCells = False End With ' Format numbers as accounting style Range("E8:L100").Select Selection.Style = "Currency" ' Copy and Paste Header Sheets("Instructions").Select Rows("24:24").Select Selection.Copy Sheets("Budget").Select Rows("7:7").Select ActiveSheet.Paste ' Hours lookups Sheets("L&E emp by acct by CI").Select Columns("A:J").Select ActiveWorkbook.Names.Add Name:="hours", RefersToR1C1:= _ "='L&E emp by acct by CI'!C1:C10" Sheets("Budget").Select Range("M8").Select ActiveCell.FormulaR1C1 = _ "=IF(ISERROR(VLOOKUP(RC[-12],hours,7,FALSE)),0,VLOOKUP(RC[-12],hours,7,FALSE))" Range("M8").Select Selection.AutoFill Destination:=Range("M8:M58"), Type:=xlFillDefault Range("M8:M100").Select ActiveWindow.SmallScroll Down:=-39 Range("N8").Select ActiveCell.FormulaR1C1 = _ "=IF(ISERROR(VLOOKUP(RC[-13],hours,8,FALSE)),0,VLOOKUP(RC[-13],hours,8,FALSE))" Range("N8").Select Selection.AutoFill Destination:=Range("N8:N58") Range("N8:N100").Select Columns("M:N").Select Selection.Copy Selection.PasteSpecial Paste:=xlPasteValues, Operation:=xlNone, SkipBlanks _ :=False, Transpose:=False ' Format Hours Range("M8:N100").Select Selection.NumberFormat = "0" With Selection .HorizontalAlignment = xlCenter .VerticalAlignment = xlBottom .WrapText = False .Orientation = 0 .AddIndent = False .IndentLevel = 0 .ShrinkToFit = False .ReadingOrder = xlContext .MergeCells = False End With ' Delete rows with none and any others below that Sheets("Budget").Select Cells.find(What:="none", After:=ActiveCell, LookIn:=xlFormulas, LookAt _ :=xlPart, SearchOrder:=xlByRows, SearchDirection:=xlNext, MatchCase:= _ False, SearchFormat:=False).Activate ActiveCell.Rows("1:100").EntireRow.Select Selection.Delete Shift:=xlUp ' Change format to bold ActiveCell.Offset(1, 0).Rows("1:4").EntireRow.Select Selection.Font.Bold = True ' Copy header info Sheets("Instructions").Select Range("A26:A29").Select Selection.Copy Sheets("Budget").Select ActiveCell.Offset(0, 1).Range("A1").Select ActiveSheet.Paste ActiveCell.Offset(0, 3).Range("A1").Select Application.CutCopyMode = False ' Add totals and profit ActiveCell.FormulaR1C1 = "=SUM(R8C:R[-1]C)" ActiveCell.Select Selection.AutoFill Destination:=ActiveCell.Range("A1:J1"), Type:= _ xlFillDefault ActiveCell.Range("A1:J1").Select ActiveCell.Range("A1:H1").Select Selection.Style = "Currency" ActiveCell.Offset(2, 7).Range("A1").Select ActiveCell.FormulaR1C1 = "=R[-1]C-R[-2]C" ActiveCell.Offset(1, 0).Range("A1").Select ActiveWindow.SmallScroll Down:=-1 ActiveCell.Offset(-3, 0).Range("A1:A3").Select Selection.Style = "Currency" ' Input income value ActiveCell.Offset(1, 0).Range("A1").Select ActiveCell = Application.InputBox( _ prompt:="Enter the Income # for this project", _ Title:="INCOME", Default:=0, Left:=20, Top:=20, Type:=1) ' Insert profit formula ActiveCell.Offset(1, 0).Range("A1").Select ActiveWindow.SmallScroll Down:=-1 ActiveCell.Offset(1, 0).Range("A1").Select ActiveCell.FormulaR1C1 = "=R[-1]C/R[-2]C" ActiveCell.Offset(1, 0).Range("A1").Select ActiveWindow.SmallScroll Down:=-1 ActiveCell.Offset(-1, 0).Range("A1").Select Selection.NumberFormat = "0.00%" ' Format Columns Range("M8:N100").Select Selection.NumberFormat = "#,##0_);(#,##0)" Columns("D:N").Select With Selection .HorizontalAlignment = xlCenter .VerticalAlignment = xlBottom .WrapText = False .Orientation = 0 .AddIndent = False .IndentLevel = 0 .ShrinkToFit = False .ReadingOrder = xlContext End With ' Resize columns Sheets("Budget").Select Columns("A:N").Select Columns("A:N").EntireColumn.AutoFit ' Copy and Paste Note Sheets("Instructions").Select Range("C22:N22").Select Application.CutCopyMode = False Selection.Copy Sheets("Budget").Select Range("C5").Select ActiveSheet.Paste ' Select first cell on sheet Sheets("Instructions").Select Range("A1").Select Sheets("Budget").Select Range("A1").Select End Sub Sub find() ' ' Macro by Judsen Jones ' ' ' Uses find to locate "account code" then copies info wanted to different sheet Dim JUNK ' Copy Project info Sheets("BID Budget").Select Rows("5:6").Select Selection.Copy Sheets("Budget").Select Rows("2:2").Select ActiveSheet.Paste Sheets("BID Budget").Select Rows("8:9").Select Application.CutCopyMode = False Selection.Copy Sheets("Budget").Select Rows("4:4").Select ActiveSheet.Paste ' Find first account code, save address and paste info to Budget sheet Sheets("Budget").Select Range("A8").Select Sheets("BID Budget").Select Range("A1").Select Cells.find(What:="account code", After:=ActiveCell, LookIn:=xlFormulas, _ LookAt:=xlPart, SearchOrder:=xlByRows, SearchDirection:=xlNext, _ MatchCase:=False).Activate JUNK = ActiveCell.Address ActiveCell.Offset(1, 0).Range("A1:E1").Select Selection.Copy Sheets("Budget").Select ActiveSheet.Paste Sheets("BID Budget").Select ActiveCell.Offset(3, 2).Range("A1:K1").Select Application.CutCopyMode = False Selection.Copy Sheets("Budget").Select ActiveCell.Offset(0, 5).Range("A1").Select ActiveSheet.Paste ActiveCell.Offset(1, -5).Range("A1").Select Sheets("BID Budget").Select ActiveCell.Offset(0, -2).Range("A1").Select Cells.find(What:="account code", After:=ActiveCell, LookIn:=xlFormulas, _ LookAt:=xlPart, SearchOrder:=xlByRows, SearchDirection:=xlNext, _ MatchCase:=False).Activate ' Loops to find remaining cost codes Do Until ActiveCell.Address = JUNK ActiveCell.Offset(1, 0).Range("A1:E1").Select Selection.Copy Sheets("Budget").Select ActiveSheet.Paste Sheets("BID Budget").Select ActiveCell.Offset(3, 2).Range("A1:K1").Select Application.CutCopyMode = False Selection.Copy Sheets("Budget").Select ActiveCell.Offset(0, 5).Range("A1").Select ActiveSheet.Paste ActiveCell.Offset(1, -5).Range("A1").Select Sheets("BID Budget").Select ActiveCell.Offset(0, -2).Range("A1").Select Cells.find(What:="account code", After:=ActiveCell, LookIn:=xlFormulas, _ LookAt:=xlPart, SearchOrder:=xlByRows, SearchDirection:=xlNext, _ MatchCase:=False).Activate Loop End Sub Sub CombineDuplicates() 'Combine Duplicates in Column called out "A" Dim LastRow As Long Dim i As Long Application.ScreenUpdating = False LastRow = Range("A" & Rows.Count).End(xlUp).Row For i = LastRow To 1 Step -1 If WorksheetFunction.CountIf(Range("A:A"), Range("A" & i)) 1 Then Range("A" & i).Select ActiveCell.Offset(1, 0).EntireRow.Insert ActiveCell.Offset(1, 4).Select ActiveCell.FormulaR1C1 = "=R[-2]C+R[-1]C" Selection.AutoFill Destination:=ActiveCell.Range("A1:G1"), Type:= _ xlFillDefault ActiveCell.Range("A1:G1").Select Selection.Copy ActiveCell.Offset(-2, 0).Range("A1").Select Selection.PasteSpecial Paste:=xlPasteValues, Operation:=xlNone, SkipBlanks _ :=False, Transpose:=False ActiveCell.Offset(1, 0).Rows("1:2").EntireRow.Select Application.CutCopyMode = False Selection.Delete Shift:=xlUp End If Next 'i Application.ScreenUpdating = True End Sub "evoxfan" wrote: Hell Steven: I just now have seen your response, and I have answered your questions for clarification to the best of my ability. I hope this information helps and please let me know if you need any additional clarifications. Thanks for your efforts. " wrote: Hello Evoxfan: The summary row, is it always the last row of data? No, there is fw more cells with data after the summary row, but I can manually delete them if it is necessary for the macro to work. Do you prefer the totals to be formulas or values? Values take up less space in a workbook. When I paste the data worksheet, I plan on pasting it as values instead of formulas. For the macro, I would prefer it to be formulas, but as long as it works in can be values. Do you want to store the source sheet and the generated budget report in the same workbook (separate from the original, of course) or just the generated budget? I definitely plan on keeping the source sheet in the same workbook once it is copied over. Rows 1 to 6 are to be discarded? Yes. How many worksheets do the source files contain and which sheet contains the data? There is only one worksheet that contains the data, which I will copy into the budget workbook. In this workbook, I plan on have the first work sheet with instructions for the macro so others can use it, and a macro button to press. The second worksheet is where I plan on the macro performing its work and the third worksheet is where I plan on pasting the source data values and formats only. Do you want the budget file to contain all generated budgets or just the current one? (macro will either add a new workbook or worksheet) Just the current one. You mentioned that blanks in the Section column should be ignored, does that mean the other columns for the same record will also be blank, or is the data in each column independent of the other? If we ignore blanks (assume - remove) the number of rows in each column may change and data displaced. No. Just because the Section column is blank does not mean the others will be blank. Each column has data independent of each other. Material/Labour - is it possible that there is a value in both the Cost and Sub Cost columns? Which takes priority? Should they be summed in those instances? They should be summed in these instances. Other - how are "remaining" costs determined? are these costs that don't meet the Material/Labour criteria? Any remaining cost that is not material or labor, will be classified as sub or other. Sub will take any remaining cost out the Subcost column and Other will take remaing cost from the Cost column. I've a macro that performs similar tasks, I'll tweak it this weekend, based on your responses, to suit your requirements and you can test it out on a sample book. Steven |
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