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Some Useful VBA Functions

Excel Tips
Excel has a long history, and it continues
to evolve and change. C onsequently, the
tips provided here do not necessarily
apply to all versions of Excel.
In particular, the user interface for Excel
2007 (and later), is vastly different from
its predecessors. Therefore, the menu
commands listed in older tips, will not
correspond to the Excel 2007 (and later)
user interface.
All Tips
C ategory: VBA Functions | [Item URL]
This tip contains VBA code for six simple, but very useful functions. You can simply copy the
code and paste it to your module.
FileExists - Returns TRUE if a particular file exists.
FileNameOnly- Extracts the filename part of a path/filename string.
PathExists - Returns TRUE if a particular path exists.
RangeNameExists - Returns TRUE if a particular range name exists.
SheetExists - Returns TRUE if a particular sheet exists.
WorkBookIsOpen - Returns TRUE if a particular w orkbook is open.

List all tips, by category The FileExists Function

Browse all tips
Private Function FileExists(fname) As Boolean
' Returns TRUE if the file exists
Browse Tips by Category Dim x As String
General x = Dir(fname)
Formatting If x <> "" Then FileExists = True _
Formulas Else FileExists = False
Charts & Graphics End Function
Printing
General VBA
The FileNameOnly Function
CommandBars & Menus
UserForms Private Function FileNameOnly(pname) As String
VBA Functions ' Returns the filename from a path/filename string
Dim i As Integer, length As Integer, temp As String
Search for Tips length = Len(pname)
Search: temp = ""
Go For i = length To 1 Step -1
If Mid(pname, i, 1) = Application.PathSeparator Then
Advanced Search FileNameOnly = temp
Exit Function
Tip Books End If
Needs tips? Here are two books, with temp = Mid(pname, i, 1) & temp
nothing but tips: Next i
FileNameOnly = pname
End Function

The PathExists Function

Private Function PathExists(pname) As Boolean
' Returns TRUE if the path exists
Dim x As String
On Error Resume Next
C ontains more than 200 useful tips and x = GetAttr(pname) And 0
tricks for Excel | Other Excel 2003 If Err = 0 Then PathExists = True _
books | Amazon link: John Else PathExists = False
Walkenbach's Favorite Excel Tips & End Function
Tricks

The RangeNameExists Function

Private Function RangeNameExists(nname) As Boolean
' Returns TRUE if the range name exists
Dim n As Name
RangeNameExists = False
For Each n In ActiveWorkbook.Names
If UCase(n.Name) = UCase(nname) Then
RangeNameExists = True
C ontains more than 200 useful tips and
tricks for Excel 2007 | Other Excel 2007 Exit Function
books | Amazon link: John End If
Walkenbach's Favorite Excel 2007 Next n
Tips & Tricks End Function

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The SheetExists Function
Private Function SheetExists(sname) As Boolean
' Returns TRUE if sheet exists in the active workbook
Dim x As Object
On Error Resume Next
Set x = ActiveWorkbook.Sheets(sname)
If Err = 0 Then SheetExists = True _
Else SheetExists = False
End Function

The WorkbookIsOpen Function

Private Function WorkbookIsOpen(wbname) As Boolean
' Returns TRUE if the workbook is open
Dim x As Workbook
On Error Resume Next
Set x = Workbooks(wbname)
If Err = 0 Then WorkbookIsOpen = True _
Else WorkbookIsOpen = False
End Function

Determining When A File Was Created

C ategory: VBA Functions | [Item URL]

You probably know that you find out w hen a file w as created by right-clicking the file name in
the W indow s Explorer, clicking Properties on the context menu.

If you're in Excel, you can determine the creation date of the active w orkbook by selecting
Properties from the File menu. The file creation date appears tw ice in the Properties dialog
box: on the General tab, and on the Statistics tab. In many cases these tw o dates are
different!
The file creation date and time on the Statistics tab is w hen the file w as originally created.
The file creation date and time on the General tab is w hen the file w as first saved on your
computer.
You can use the VBA statement below to examine the actual file creation date and time (the
date and time show n in the Statistics tab):

MsgBox ActiveWorkbook.BuiltinDocumentProperties.Item _
("Creation date").Value

If you'd like to determine the date and time that the file w as saved on your computer, you can
use the routines listed below . The result is the same date and time that is displayed in the
General tab of the Properties dialog box.

You'll need to copy all of the code below to a module. The Show File subroutine displays the file
creation date and time for the active w orkbook. You can easily customize this subroutine to
show the creation date for any file.

VBA Code
'32 bit Windows declarations
Public Declare Function FindFirstFile Lib "kernel32" Alias "FindFirstFileA" _
(ByVal lpFileName As String, lpFindFileData As WIN32_FIND_DATA) As Long
Public Declare Function FileTimeToSystemTime Lib "kernel32" _
(lpFileTime As FILETIME, lpSystemTime As SYSTEMTIME) As Long
Declare Function FileTimeToLocalFileTime Lib "kernel32" _
(lpFileTime As FILETIME, lpLocalFileTime As FILETIME) As Long

Public Type FILETIME

dwLowDateTime As Long
dwHighDateTime As Long
End Type

Public Type SYSTEMTIME

wYear As Integer
wMonth As Integer
wDayOfWeek As Integer
wDay As Integer
wHour As Integer
wMinute As Integer
wSecond As Integer

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 wMilliseconds As Long
End Type

Public Type WIN32_FIND_DATA

dwFileAttributes As Long
ftCreationTime As FILETIME
ftLastAccessTime As FILETIME
ftLastWriteTime As FILETIME
nFileSizeHigh As Long
nFileSizeLow As Long
dwReserved0 As Long
dwReserved1 As Long
cFileName As String * 260
cAlternate As String * 14
End Type

Private Function FileDate(FT As FILETIME) As String

' convert the FILETIME to LOCALTIME, then to SYSTEMTIME type
Dim ST As SYSTEMTIME
Dim LT As FILETIME
Dim t As Long
Dim ds As Double
Dim ts As Double
t = FileTimeToLocalFileTime(FT, LT)
t = FileTimeToSystemTime(LT, ST)
If t Then
ds = DateSerial(ST.wYear, ST.wMonth, ST.wDay)
ts = TimeSerial(ST.wHour, ST.wMinute, ST.wSecond)
ds = ds + ts
If ds > 0 Then
FileDate = Format$(ds, "mm/dd/yy hh:mm:ss")
Else
FileDate = "(no date)"
End If
End If
End Function

Private Sub ShowFileInfo()

' This subroutine demonstrates the technique
Dim hFile As Long
Dim WFD As WIN32_FIND_DATA
Dim FullName As String
Dim Created As String
Dim LastWrite As String

' FullName is the path and filename

' Substitute any valid file and path
FullName = ActiveWorkbook.FullName
hFile = FindFirstFile(FullName, WFD)
If hFile > 0 Then
Created = FileDate(WFD.ftCreationTime)
MsgBox "File Created: " & Created, vbInformation, FullName
Else
MsgBox "File not found.", vbCritical, FullName
End If
End Sub

Using The GetSetting & SaveSetting Functions

C ategory: VBA Functions | [Item URL]

The W indow s registry is a central storehouse that is used by applications to store information
such as user preferences. Prior to Excel 97, accessing the registry required API calls. Excel 97
(and later versions) includes tw o handy VBA functions:
GetSetting: Retrieves a setting from the registry
SaveSetting: Saves a setting to the registry
These tw o functions are described in the online help, so I w on't cover the details here.
How ever, it's important to understand that these functions w ork only w ith the follow ing key
name:

HKEY_CURRENT_USER\Software\VB and VBA Program Settings

In other w ords, you can't use these functions to access any key in the registry. Rather, these
functions are most useful for storing information about your Excel application that you need to
maintain betw een sessions.

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An example
The subroutine below , w hich is stored in the code module for the ThisWorkbook object,
demonstrates the GetSetting and SaveSetting functions. This subroutine is executed w hen the
w orkbook is opened. It retrieves tw o bits of information: the number of times the w orkbook
has been opened; and the date and time the file w as last opened. This information is
displayed in a message box.

Private Sub Workbook_Open()

Dim Counter As Long, LastOpen As String, Msg As String
' Get setting from registry
Counter = GetSetting("XYZ Corp", "Budget", "Count", 0)
LastOpen = GetSetting("XYZ Corp", "Budget", "Opened", "")

' Display the information

Msg = "This file has been opened " & Counter & " times."
Msg = Msg & vbCrLf & "Last opened: " & LastOpen
MsgBox Msg, vbInformation, ThisWorkbook.Name

' Update the information and store it

Counter = Counter + 1
LastOpen = Date & " " & Time
SaveSetting "XYZ Corp", "Budget", "Count", Counter
SaveSetting "XYZ Corp", "Budget", "Opened", LastOpen
End Sub
The image below show s how these settings appear in the registry (using the W indow s
regedit.exe program).

Determining The Data Type Of A Cell

C ategory: VBA Functions | [Item URL]

In some situations you may need to determine the type of data in a cell. Excel provides a
number of built-in functions that can help. These include ISTEXT, ISLOGICAL, and ISERROR. In
addition, VBA includes functions such as IsEmpty, IsDate, and IsNumeric.

The CellType function (VBA code is listed below ) accepts a range argument and returns a string
that describes the data type of the upper left cell in the range. The function returns one of the
follow ing strings: Blank, Text, Logical, Error, Date, Time, or Value.

The CellType function

Function CellType(c)
' Returns the cell type of the upper left
' cell in a range
Application.Volatile
Set c = c.Range("A1")
Select Case True
Case IsEmpty(c): CellType = "Blank"
Case Application.IsText(c): CellType = "Text"
Case Application.IsLogical(c): CellType = "Logical"
Case Application.IsErr(c): CellType = "Error"
Case IsDate(c): CellType = "Date"
Case InStr(1, c.Text, ":") <> 0: CellType = "Time"
Case IsNumeric(c): CellType = "Value"
End Select
End Function

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Using the CellType function
To use this function in a w orskheet, just copy the code and paste it to a module. Then, you can
enter a formula such as:

=CellType(A1)

A Custom Function For Relative Sheet References

C ategory: VBA Functions | [Item URL]

You may have discovered that Excel's support for "3D w orkbooks" is limited. For example, if
you need to refer to a different w orksheet in a w orkbook, you must include the w orksheet's
name in your formula. This is not a big problem -- until you attempt to copy the formula across
other w orksheets. The copied formulas continue to refer to the original w orksheet name.

This tip contains a VBA function (named SHEETOFFSET) that lets you address w orksheets in a
relative manner. For example, you can refer to cell A1 on the previous w orksheet using this
formula:

=SHEETOFFSET(-1,A1)

Then, you can copy this formula to other sheets and the relative referencing w ill be in effect in
all of the copied formulas.

The SHEETOFFSET Function

The VBA code for the SHEETOFFSET function is listed below .

Function SHEETOFFSET(offset, Ref)

' Returns cell contents at Ref, in sheet offset
Application.Volatile
With Application.Caller.Parent
SHEETOFFSET = .Parent.Sheets(.Index + offset) _
.Range(Ref.Address).Value
End With
End Function

Using the SHEETOFFSET function

To use this function in a w orksheet, just copy the code and paste it to a VBA module. Then,
you can use formulas such as:

=SHEETOFFSET(2,C1)

The first argument represents the sheet offset, and it can be positive, negative, or 0.
The second argument must be a reference to a single cell. If the first argument is 0, the
cell reference must not be the same as the cell that contains the formula. If so, you'll
generate a circular reference error.
NOTE: Be careful if your w orkbook contains non-w orksheet sheets (for example, chart sheets).
If the offset argument results in a reference to a chart sheet, the function w ill display an error.

Determining If A Range Is Contained In A Range

C ategory: VBA Functions | [Item URL]

In some situations, you may need to determine if a particular range is contained w ithin
another range. For example, you may need to determine if the active cell is in a particular
range.

The InRange function, listed below , accepts tw o arguments (both Range objects). The function
returns True if the first range is contained in the second range. Notice that the function checks
to make sure that the tw o range arguments are contained in the same sheet and in the same
w orkbook.

You can use the InRange function in your VBA code, or in a w orksheet function.

The InRange Function

The VBA code for the InRange function is listed below .

Function InRange(rng1, rng2) As Boolean

' Returns True if rng1 is a subset of rng2
InRange = False
If rng1.Parent.Parent.Name = rng2.Parent.Parent.Name Then
If rng1.Parent.Name = rng2.Parent.Name Then
If Union(rng1, rng2).Address = rng2.Address Then

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 InRange = True
End If
End If
End If
End Function

An Example
Listed below is a simple example that uses the InRange function. The subroutine prompts the
user to select a range, and then checks the range using the InRange function. If the user's
selection is not w ithin A1:E20, the prompt appears again.

Sub Test()
Dim ValidRange As Range, UserRange As Range
Dim SelectionOK As Boolean

Set ValidRange = Range("A1:E20")

SelectionOK = False
On Error Resume Next

Do Until SelectionOK = True

Set UserRange = Application.InputBox(Prompt:="Select a range", Type:=8)
If TypeName(UserRange) = "Empty" Then Exit Sub
If InRange(UserRange, ValidRange) Then
MsgBox "The range is valid."

SelectionOK = True
Else
MsgBox "Select a range within " & ValidRange.Address
End If
Loop
End Sub

Determining If A Worksheet Or Workbook Has Code

C ategory: VBA Functions | [Item URL]

Every w orkbook and sheet has a corresponding code module. These code modules can contain
VBA code to handle w orkbook or sheet-level events. For example, a w orkbook code module
(named ThisWorkbook by default) might have a subroutine declared as follow s:

Private Sub Workbook_Open()

' Code goes here
End Sub
The Workbook_Open sub is executed w henever the w orkbook is opened.

Similarly, code modules for w orksheets can contain subroutines to handle w orksheet event
such as Activate, Deactivate, Change, etc.

Listed below are tw o custom VBA functions that you can use to determine if the code module
for a particular w orkbook or w orksheet contains any code.

The WorkbookHasVBACode Function

The function below takes a single argument: a w orkbook object. It returns True if the
w orkbook's code module contains any VBA code.

Private Function WorkbookHasVBACode(wb As Workbook)

ModuleLineCount = wb.VBProject.VBComponents(wb.CodeName). _
CodeModule.CountOfLines
If ModuleLineCount = 0 Then
WorkbookHasVBACode = False
Else
WorkbookHasVBACode = True
End If
End Function

The SheetHasVBACode Function

The function below takes a single argument: a w orksheet object. It returns True if the
w orksheet's code module contains any VBA code.

Private Function SheetHasVBACode(wks As Worksheet)

ModuleLineCount = wks.Parent.VBProject. _
VBComponents(wks.CodeName).CodeModule.CountOfLines
If ModuleLineCount = 0 Then
SheetHasVBACode = False

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 Else
SheetHasVBACode = True
End If
End Function

An Example
The example below demonstrates a practical use of the SheetHasVBACode function. The
DeleteBlankSheets subroutine deletes all blank sheets in the active w orkbook -- but only if the
sheet does not contain any VBA code.

Sub DeleteBlankSheets()
Dim sht As Worksheet
On Error GoTo ErrHandler
' Avoid Excel's confirmation prompt
Application.DisplayAlerts = False
' Loop through each sheet
For Each sht In ActiveWorkbook.Worksheets
' Is non-blank cell count zero?
If Application.CountA(sht.Cells) = 0 Then
' Don't try to delete the last sheet
If ActiveWorkbook.Sheets.Count <> 1 Then
' Don't delete sheet if it has VBA code
If Not SheetHasVBACode(sht) Then
sht.Delete
End If
End If
End If
Next sht
Exit Sub
ErrHandler:
MsgBox sht.Name & Chr(13) & Chr(13) & Error(Err)
End Sub

Searching Using Soundex Codes

C ategory: VBA Functions | [Item URL]

A companion file is available: Click here to download

Soundex is an indexing system that translates a name into a 4-digit code consisting of one
letter and three numbers. The advantage of Soundex is its ability to locate names by the w ay
they sound, rather than by exact spelling. For example, consider the name Maris. This name
has a Soundex code of M620. Other variations on this name (such as Mares, Marriss, Mariss,
and Mairis) all have the same Soundex code.

Soundex Rules
1. Each Soundex code has exactly four alphanumeric characters (1 letter and 3 numbers)
2. The first letter of the name is alw ays the first character of the Soundex code.
3. The remaining three digits are defined from the name using the Soundex Key Codes listed
below .
4. Adjacent letters in the name w hich have the same Soundex Key code number are
assigned a single digit.
5. If the name is not long enough to yield four characters,the code is padded w ith zeros.
Code Letter
1 BFPV
2 C GJKQ SXZ
3 DT
4 L
5 MN
6 R
No code AEHIOUYW

The SOUNDEX function

This document presents a VBA function (named SOUNDEX) that converts a text string into a
Soundex code. This function w as developed by Richard J. Yanco.

The function can be used in a w orksheet formula, or called from a VBA procedure. The
SOUNDEX function is listed below . Notice that this function calls another function named
Category.

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Function SOUNDEX(Surname As String) As String
' Developed by Richard J. Yanco
' This function follows the Soundex rules given at
' http://home.utah-inter.net/kinsearch/Soundex.html

Dim Result As String, c As String * 1

Dim Location As Integer

Surname = UCase(Surname)

' First character must be a letter

If Asc(Left(Surname, 1)) < 65 Or Asc(Left(Surname, 1)) > 90 Then
SOUNDEX = ""
Exit Function
Else
' St. is converted to Saint
If Left(Surname, 3) = "ST." Then
Surname = "SAINT" & Mid(Surname, 4)
End If

' Convert to Soundex: letters to their appropriate digit,

' A,E,I,O,U,Y ("slash letters") to slashes
' H,W, and everything else to zero-length string

Result = Left(Surname, 1)
For Location = 2 To Len(Surname)
Result = Result & Category(Mid(Surname, Location, 1))
Next Location

' Remove double letters

Location = 2
Do While Location < Len(Result)
If Mid(Result, Location, 1) = Mid(Result, Location + 1, 1) Then
Result = Left(Result, Location) & Mid(Result, Location + 2)
Else
Location = Location + 1
End If
Loop

' If category of 1st letter equals 2nd character, remove 2nd character

If Category(Left(Result, 1)) = Mid(Result, 2, 1) Then

Result = Left(Result, 1) & Mid(Result, 3)
End If

' Remove slashes

For Location = 2 To Len(Result)
If Mid(Result, Location, 1) = "/" Then
Result = Left(Result, Location - 1) & Mid(Result, Location + 1)
End If
Next

' Trim or pad with zeroes as necessary

Select Case Len(Result)
Case 4
SOUNDEX = Result
Case Is < 4
SOUNDEX = Result & String(4 - Len(Result), "0")
Case Is > 4
SOUNDEX = Left(Result, 4)
End Select
End If
End Function

Private Function Category(c) As String

' Returns a Soundex code for a letter
Select Case True
Case c Like "[AEIOUY]"
Category = "/"
Case c Like "[BPFV]"
Category = "1"
Case c Like "[CSKGJQXZ]"
Category = "2"
Case c Like "[DT]"
Category = "3"

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 Case c = "L"
Category = "4"
Case c Like "[MN]"
Category = "5"
Case c = "R"
Category = "6"
Case Else 'This includes H and W, spaces, punctuation, etc.
Category = ""
End Select
End Function

The demo file (linked above) contains a list of more than 4,000 names. You can search for a
name in the list, and specify an exact match or an approximate match.

If you choose an approximate match, you'll get a list of names that have the same Soundex
code as the name you're searching for.

Getting A List Of Installed Fonts

C ategory: VBA Functions | [Item URL]

Your VBA procedure might need to present the user w ith a list of fonts to choose from. Or, you
may need to determine if a particular font is installed. The simplest w ay to access the installed
font list is to get the fonts from the Font control on the Formatting toolbar. The Font control
contains a dropdow n list of installed fonts, and you can w rite VBA code to retrieve that list
from the control.

Displaying font names

The procedure listed below displays a list of installed fonts in Column A of the active
w orksheet. It uses the FindControl method to locate the Font control on the Formatting
toolbar. If this control is not found (i.e., it w as removed by the user) a temporary CommandBar
is created and the Font control is added to it.

Sub ShowInstalledFonts()
Set FontList = Application.CommandBars("Formatting").FindControl(ID:=1728)

' If Font control is missing, create a temp CommandBar

If FontList Is Nothing Then
Set TempBar = Application.CommandBars.Add
Set FontList = TempBar.Controls.Add(ID:=1728)
End If

' Put the fonts into column A

Range("A:A").ClearContents
For i = 0 To FontList.ListCount - 1
Cells(i + 1, 1) = FontList.List(i + 1)
Next i

' Delete temp CommandBar if it exists

On Error Resume Next
TempBar.Delete
End Sub

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 End Sub

Is a font installed?
The function below uses the same technique as the Show InstalledFonts procedure. it returns
True if a specified font is installed.

Function FontIsInstalled(sFont) As Boolean

' Returns True if sFont is installed
FontIsInstalled = False
Set FontList = Application.CommandBars("Formatting").FindControl(ID:=1728)

' If Font control is missing, create a temp CommandBar

If FontList Is Nothing Then
Set TempBar = Application.CommandBars.Add
Set FontList = TempBar.Controls.Add(ID:=1728)
End If

For i = 0 To FontList.ListCount - 1
If FontList.List(i + 1) = sFont Then
FontIsInstalled = True
On Error Resume Next
TempBar.Delete
Exit Function
End If
Next i

' Delete temp CommandBar if it exists

On Error Resume Next
TempBar.Delete
End Function

The statement below demonstrates how to use this function in a VBA procedure. It displays
True in a message box if the user's system contains the Comic Sans MS font.

MsgBox FontIsInstalled("Comic Sans MS")

A VBA Function To Get A Value From A Closed File

C ategory: VBA Functions | [Item URL]

VBA does not include a method to retrieve a value from a closed file. You can, how ever, take
advantage of Excel's ability to w ork w ith linked files.

This tip contains a VBA function that retrieves a value from a closed w orkbook. It does by
calling an XLM macro.

Note: You cannot use this function in a w orksheet formula.

The GetValue Function

The GetValue function, listed below takes four arguments:
path: The drive and path to the closed file (e.g., "d:\files")
file: The w orkbook name (e.g., "budget.xls")
sheet: The w orksheet name (e.g., "Sheet1")
ref: The cell reference (e.g., "C4")
Private Function GetValue(path, file, sheet, ref)
' Retrieves a value from a closed workbook
Dim arg As String
' Make sure the file exists
If Right(path, 1) <> "\" Then path = path & "\"
If Dir(path & file) = "" Then
GetValue = "File Not Found"
Exit Function
End If
' Create the argument
arg = "'" & path & "[" & file & "]" & sheet & "'!" & _
Range(ref).Range("A1").Address(, , xlR1C1)
' Execute an XLM macro
GetValue = ExecuteExcel4Macro(arg)
End Function

Using the GetValue Function

To use this function, copy the listing to a VBA module. Then, call the function w ith the
appropriate arguments. The Sub procedure below demonstrates. It simply displays the value
in cell A1 in Sheet1 of a file named Budget.xls, located in the XLFiles\Budget directory on drive

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C:.

Sub TestGetValue()
p = "c:\XLFiles\Budget"
f = "Budget.xls"
s = "Sheet1"
a = "A1"
MsgBox GetValue(p, f, s, a)
End Sub
Another example is show n below . This procedure reads 1,200 values (100 row s and 12
columns) from a closed file, and places the values into the active w orksheet.

Sub TestGetValue2()
p = "c:\XLFiles\Budget"
f = "Budget.xls"
s = "Sheet1"
Application.ScreenUpdating = False
For r = 1 To 100
For c = 1 To 12
a = Cells(r, c).Address
Cells(r, c) = GetValue(p, f, s, a)
Next c
Next r
Application.ScreenUpdating = True
End Sub

Caveat
In order for this function to w ork properly, a w orksheet must be active in Excel. It w ill generate
an error if all w indow s are hidden, or if the active sheet is a Chart sheet.

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