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In addition to this, you can also create a group using the Select method of the Worksheet object. The

first sheet is selected in the normal way. Other worksheets are added to the group by using the Select

method while setting its Replace parameter to False:

Sub GroupSheets()

Dim asNames(1 To 3) As String

Dim i As Integer

asNames(1) = “Jan 2007”

asNames(2) = “Mar 2007”

asNames(3) = “May 2007”

Worksheets(asNames(1)).Select

For i = 2 To 3

Worksheets(asNames(i)).Select Replace:=False

Next i

End Sub

This technique is particularly useful when the names have been specified by user input, via a multi-

select list box, for example.

The following code places the value 100 into the A1 cell of worksheets with index numbers 1, 3, and 5

and bolds the numbers:

Sub FormatGroup()

Dim shts As Sheets

Dim wks As Worksheet

Set shts = Worksheets(Array(1, 3, 5))

For Each wks In shts

wks.Range(“A1”).Value = 100

wks.Range(“A1”).Font.Bold = True

Next wks

End Sub

One benefit of grouping sheets manually is that any data inserted into the active

sheet and any formatting applied to the active sheet is automatically copied to the

other sheets in the group. However, only the active sheet is affected when you apply

changes to a grouped sheet using VBA code. If you want to change the other mem-

bers of the group, you need to set up a ForEach...Nextloop and carry out the

changes on each member.

Chapter 3: Workbooks and Worksheets

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The Window Object

In VBA, if you want to detect what sheets are currently grouped, you use the SelectedSheets property of

the Windowobject. You might think that SelectedSheetsshould be a property of the Workbook object,

but that is not the case. SelectedSheets is a property of the Window object, because you can open many

windows on the same workbook and each window can have different groups, as Figure 3-5 shows.

Figure 3-5

There are many other common workbook and worksheet properties that you might presume to be prop-

erties of the Workbook object or the Worksheet object, but which are actually Window object properties.

Some examples of these are ActiveCell, DisplayFormulas, DisplayGridlines, DisplayHeadings,

and Selection. See the Window object in Appendix Afor a full list.

The following code determines which cells are selected on the active sheet, makes them bold, and then

goes on to apply bold format to the corresponding ranges on the other sheets in the group:

Sub FormatSelectedGroup()

Dim sht As Object

Dim sRangeAddress As String

sRangeAddress = Selection.Address

For Each sht In ActiveWindow.SelectedSheets

If TypeName(sht) = “Worksheet” Then

sht.Range(sRangeAddress).Font.Bold = True

End If

Next sht

End Sub

Chapter 3: Workbooks and Worksheets

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The address of the selected range on the active sheet is captured in sRangeAddress as a string. It is possi-

ble to activate only the selected sheets and apply bold format to the selected cells. Group mode ensures that

the selections are the same on each worksheet. However, activating sheets is a slow process. By capturing

the selection address as a string, you can generate references to the same range on other sheets using the

Rangeproperty of the other sheets. The address is stored as a string in the form “$B$2:$E$2,$A$3:$A$4”,

for example, and need not be a single contiguous block.

FormatSelectedGroupallows for the possibility that the user can include a chart sheet or another type

of sheet in the group of sheets. It checks that the TypeName of the sheet is indeed “Worksheet” before

applying the new format.

Synchronizing Worksheets

When you move from one worksheet in a workbook to another, the sheet you activate will be configured

as it was when it was last active. The top-left corner cell, the selected range of cells, and the active cell

will be in exactly the same positions as they were the last time the sheet was active, unless you are in

Group mode. In Group mode, the selection and active cell are synchronized across the group. However,

the top-left corner cell is not synchronized in Group mode, and it is possible that you will not be able to

see the selected cells and the active cell when you activate a worksheet.

If you want to synchronize your worksheets completely, even out of Group mode, you can add the fol-

lowing code to the ThisWorkbookmodule of your workbook:

Dim mshtOldSheet As Object

Private Sub Workbook_SheetDeactivate(ByVal Sht As Object)

‘If the deactivated sheet is a worksheet,

‘store a reference to it in mshtOldSheet

If TypeName(Sht) = “Worksheet” Then Set mshtOldSheet = Sht

End Sub

Private Sub Workbook_SheetActivate(ByVal NewSheet As Object)

Dim lCurrentCol As Long

Dim lCurrentRow As Long

Dim sCurrentCell As String

Dim sCurrentSelection As String

On Error GoTo Fin

If mshtOldSheet Is Nothing Then Exit Sub

If TypeName(NewSheet) <> “Worksheet” Then Exit Sub

Application.ScreenUpdating = False

Application.EnableEvents = False

mshtOldSheet.Activate ‘Get the old worksheet configuration

lCurrentCol = ActiveWindow.ScrollColumn

lCurrentRow = ActiveWindow.ScrollRow

It is necessary to declare shtas the generic Object type if you want to allow it to

refer to different sheet types. There is a Sheets collection in the Excel object model,

but there is no Sheet object.

Chapter 3: Workbooks and Worksheets

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sCurrentSelection = Selection.Address

sCurrentCell = ActiveCell.Address

NewSheet.Activate ‘Set the new worksheet configuration

ActiveWindow.ScrollColumn = lCurrentCol

ActiveWindow.ScrollRow = lCurrentRow

Range(sCurrentSelection).Select

Range(sCurrentCell).Activate

Fin:

Application.EnableEvents = True

End Sub

The DimmshtOldSheetasObject statement must be at the top of the module in the declarations area,

so that mshtOldSheetis a module-level variable that will retain its value while the workbook is open

and can be accessed by the two event procedures. The Workbook_SheetDeactivate event procedure

is used to store a reference to any worksheet that is deactivated. The Deactivate event occurs after

another sheet is activated, so it is too late to store the active window properties. The procedure’s Sht

parameter refers to the deactivated sheet and its value is assigned to mshtOldSheet.

The Workbook_SheetActivate event procedure executes after the Deactivate procedure. The On

Error GoTo Finstatement ensures that, if an error occurs, there are no error messages displayed and

that control jumps to the Fin: label where event processing is enabled, just in case event processing has

been switched off.

The first If tests check that mshtOldSheet has been defined, indicating that a worksheet has been deac-

tivated during the current session. The second If test checks that the active sheet is a worksheet. If

either If test fails, the procedure exits. These tests allow for other types of sheets, such as charts, being

deactivated or activated.

Next, screen updating is turned off to minimize screen flicker. It is not possible to eliminate all flicker,

because the new worksheet has already been activated and the user will get a brief glimpse of its old

configuration before it is changed. Then, event processing is switched off so that no chain reactions

occur. To get the data it needs, the procedure has to reactivate the deactivated worksheet, which would

trigger the two event procedures again.

After reactivating the old worksheet, the ScrollRow (the row at the top of the screen), the

ScrollColumn(the column at the left of the screen), the addresses of the current selection, and the

active cell are stored. The new worksheet is then reactivated and its screen configuration is set to match

the old worksheet. Because there is no ExitSub statement before the Fin: label, the final statement is

executed to make sure event processing is enabled again.

Sum mar y

In this chapter you saw many techniques for handling workbooks and worksheets in VBAcode. You

have seen how to:

❑

Create new workbooks and open existing workbooks.

❑

Handle saving workbook files and overwriting existing files.

❑

Move and copy worksheets and interact with Group mode.

Chapter 3: Workbooks and Worksheets

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You have also seen that you access some workbook and worksheet features through the Window object,

and have been shown that you can synchronize your worksheets using workbook events procedures.

See Chapter 9 for more discussion on this topic.

In addition, a number of utility macros have been presented, including routines to check that a work-

book is open and to extract a filename from the full file path, and a simple macro that confirms that a file

does indeed exist.

Chapter 3: Workbooks and Worksheets

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Us i ng R an ge s

The Rangeobject is probably the object you will utilize the most in your VBA code. ARange object

can be a single cell, a rectangular block of cells, or the union of many rectangular blocks (a non-

contiguous range). ARange object is contained within a Worksheet object.

The Excel object model does not support three-dimensional Range objects that span multiple

worksheets—every cell in a single Range object must be on the same worksheet. If you want to

process 3D ranges, you must process a Range object in each worksheet separately.

This chapter examines the most useful properties and methods of the Range object.

Act ivate and Select

The Activate and Select methods cause some confusion, and it is sometimes claimed that there

is no difference between them. To understand the difference between them, you first need to

understand the difference between the ActiveCell and Selectionproperties of the

Applicationobject. The screen in Figure 4-1 illustrates this.

Selectionrefers to B3:E10. ActiveCellrefers to C5, the cell where data will be inserted if the

user types something. ActiveCell only ever refers to a single cell, whereas Selectioncan refer

to a single cell or a range of cells. The active cell is usually the top left-hand cell in the selection,

but can be any cell in the selection, as shown in Figure 4-1. You can manually change the position

of the active cell in a selection by pressing Tab, Enter, Shift+Tab, or Shift+Enter.

You can achieve the combination of selection and active cell shown in Figure 4-1 by using the fol-

lowing code:

Range(“B3:E10”).Select

Range(“C5”).Activate

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Figure 4-1

If you try to activate a cell that is outside the selection, you will change the selection, and the selection

will become the activated cell.

Confusion also arises because you are permitted to specify more than one cell when you use the Activate

method. Excel’s behavior is determined by the location of the top-left cell in the range you activate. If the

top-left cell is within the current selection, the selection does not change and the top-left cell becomes

active. The following example creates the screen in Figure 4-1:

Range(“B3:E10”).Select

Range(“C5:Z100”).Activate

If the top-left cell of the range you activate is not in the current selection, the range that you activate

replaces the current selection, as shown by the following:

Range(“B3:E10”).Select

Range(“A2:C5”).Activate

In this case, the Select is overruled by the Activate and A2:C5 becomes the selection.

To avoid errors, it is recommended that you don’t use the Activate method to select

a range of cells. If you get into the habit of using Activateinstead of Select, you

will get unexpected results when the top-left cell you activate is within the current

selection.

Chapter 4: Using Ranges

Range Proper ty

You can use the Range property of the Application object to refer to a Range object on the active

worksheet. The following example refers to a Range object that is the B2 cell on the currently active

worksheet:

Application.Range(“B2”)

Note that you can’t test code examples like this one as they are presented. However, as long as you are

referring to a range on the active worksheet, these examples can be tested by the Immediate window of

the VBE, as follows:

Application.Range(“B2”).Select

It is important to note that the preceding reference to a Range object will cause an error if there is no

worksheet currently active. For example, it will cause an error if you have a chart sheet active.

Because the Range property of the Applicationobject is a member of <globals>, you can omit the ref-

erence to the Applicationobject, as follows:

Range(“B2”)

You can refer to more complex Rangeobjects than a single cell. The following example refers to a single

block of cells on the active worksheet:

Range(“A1:D10”)

And this code refers to a non-contiguous range of cells:

Range(“A1:A10,C1:C10,E1:E10”)

The Rangeproperty also accepts two arguments that refer to diagonally opposite corners of a range.

This gives you an alternative way to refer to the A1:D10 range:

Range(“A1”,”D10”)

Rangealso accepts names that have been applied to ranges. If you have defined a range of cells with the

name SalesData, you can use the name as an argument:

Range(“SalesData”)

The arguments can be objects as well as strings, which provides much more flexibility. For example, you

might want to refer to every cell in column A, from cell A1 down to a cell that has been assigned the

name LastCell:

Range(“A1”,Range(“LastCell”))

Chapter 4: Using Ranges

Shortcut Range References

You can also refer to a range by enclosing an A1 style range reference or a name in square brackets,

which is a shortcut form of the Evaluate method of the Application object. It is equivalent to using a

single string argument with the Range property, but is shorter:

[B2]

[A1:D10]

[A1:A10,C1:C10,E1:E10]

[SalesData]

This shortcut is convenient when you want to refer to an absolute range. However, it is not as flexible as

the Range property, because it cannot handle variable input as strings or object references.

Ranges on Inactive Worksheets

If you want to work efficiently with more than one worksheet at the same time, it is important to be able

to refer to ranges on worksheets without having to activate those worksheets. Switching between work-

sheets is slow, and code that does this is more complex than it needs to be. This also leads to code that is

harder to read and debug.

All the examples so far apply to the active worksheet, because they have not been qualified by any spe-

cific worksheet reference. If you want to refer to a range on a worksheet that is not active, simply use the

Rangeproperty of the required Worksheetobject:

Worksheets(“Sheet1”).Range(“C10”)

If the workbook containing the worksheet and range is not active, you need to further qualify the refer-

ence to the Range object as follows:

Workbooks(“Sales.xls”).Worksheets(“Sheet1”).Range(“C10”)

However, you need to be careful if you want to use the Range property as an argument to another

Rangeproperty. Say you want to sum A1:A10 on Sheet1 while Sheet2 is the active sheet. You might be

tempted to use the following code, which results in a run-time error:

MsgBox WorksheetFunction.Sum(Sheets(“Sheet1”).Range(Range(“A1”), _

Range(“A10”)))

The problem is that Range(“A1”) and Range(“A10”) refer to the active sheet, Sheet2. You need to use

fully qualified properties:

MsgBox WorksheetFunction.Sum(Sheets(“Sheet1”).Range( _

Sheets(“Sheet1”).Range(“A1”), _

Sheets(“Sheet1”).Range(“A10”)))

In this situation it is more elegant, and more efficient, to use a With...EndWith construct:

With Sheets(“Sheet1”)

MsgBox WorksheetFunction.Sum(.Range(.Range(“A1”), .Range(“A10”)))

End With

Chapter 4: Using Ranges

Range Property of a Range Object

The Rangeproperty is normally used as a property of the Worksheet object. You can also use the Range

property of the Range object. In this case, it acts as a reference relative to the Range object itself. The fol-

lowing is a reference to the D4 cell:

Range(“C3”).Range(“B2”)

If you consider a virtual worksheet that has C3 as the top left-hand cell, and B2 is one column across and

one row down on the virtual worksheet, you arrive at D4 on the real worksheet.

You will see this “Range in a Range” technique used in code generated by the macro recorder when rela-

tive recording is used (discussed in Chapter 2). For example, the following code was recorded when the

active cell and the four cells to its right were selected while recording relatively:

ActiveCell.Range(“A1:E1”).Select

Because the preceding code is obviously very confusing, it is best to avoid this type of referencing. The

Cellsproperty is a much better way to reference relatively.

Cells Property

You can use the Cells property of the Application, Worksheet, or Range objects to refer to the Range

object containing all the cells in a Worksheet object or Range object. The following two lines of code

each refer to a Range object that contains all the cells in the active worksheet:

ActiveSheet.Cells

Application.Cells

Because the Cells property of the Applicationobject is a member of <globals>, you can also refer to

the Range object containing all the cells on the active worksheet as follows:

Cells

You can use the Cells property of a Rangeobject as follows:

Range(“A1:D10”).Cells

However, this code achieves nothing because it simply refers to the original Range object it qualifies.

You can refer to a specific cell relative to the Range object by using the Itemproperty of the Rangeobject

and specifying the relative row and column positions. The row parameter is always numeric. The col-

umn parameter can be numeric, or you can use the column letters entered as a string. The following are

both references to the Range object containing the B2 cell in the active worksheet:

Cells.Item(2,2)

Cells.Item(2,”B”)

Because the Item property is the default property of the Rangeobject, you can omit it as follows:

Cells(2,2)

Cells(2,”B”)

Chapter 4: Using Ranges

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