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Form Controls
What Are Form Controls?
Form Controls are objects which you can place onto an Excel Worksheet which give you the
functionality to interact with your models data.
You can use these controls on worksheets to help select data. For example, drop-down boxes, list
boxes, spinners, and scroll bars are useful for selecting items from a list. Option Buttons and
Check Boxes allow selection of various options. Buttons allow execution of VBA code.
By adding a control to a worksheet and linking it to a cell, you can return a numeric value for the
current position of the control. You can use that numeric value in conjunction with the Offset,
Index or other worksheet functions to return values from lists.
Use below links to quickly learn about Form Controls:
Button Control
Label Control
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PS: If you do not have developer tab, learn how to enable it.
You will notice 2 types of Form Controls, being Form Controls and Active X controls.
This post will only be dealing with Form Controls. The Active X controls, similarities and differences
will be discussed towards the end of the post.
Control Name
Description
Function
Button
Push Button
Executes a macro
Check Box
Combo Box
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Group Box
Nil
Label
A Text label
List Box
Option Button
Scroll bar
Spin Button
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You can change the Text Style including Font, Color and Text Direction using the Format Control
(Ctrl 1) option.
Assign Macro
Right click on the Button and select Assign Macro
The Assign Macro dialog will pop up.
The Label Form Control is also as its name suggests simply a Label.
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The Label will display text either fixed or from a linked cell
You can right click on the button and change the buttons text (Edit Text).
The Buttons text can be linked to a cell, select the Button, In the formula Bar enter a link to a cell
eg: =$C$3 and accept. The Buttons text will now change as the contents of the cell C3 change.
Unlike the Button you cannot change the Text Style, Font, Color or Text Direction.
Typically a label is put in front of another Control to explain or add a title to the control.
Labels would rarely be used on a Worksheet as a label as they have limited text format properties.
Users would be better served using either cell text or a Text Box where full text formatting is
allowed.
Labels come into use when setting up custom Dialog Forms which are used by VBA applications for
custom data entry or other uses.
That is any number of Check Box controls may be implemented and they independently be on or
off and have no relationship to each other.
The Check Box Form Control returns the value indicating its status, either True (selected) or False
(not selected), to a linked cell.
To link a Format Control to a cell, Right Click the Format Control and select Format Control
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That is only one Option Button Form Control may be selected at a time, the remainder are
automatically turned off.
The Option Button Form Control returns the value of the Option Button indicating its status to a
linked cell.
In the Example above the Option Buttons are linked to cell E2.
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You only need link one Option Button to cell E2, Excel automatically links the remaining option
buttons to teh same cell.
Selecting a Different Option Button automatically deselelects the other Option Buttons and
changes the linked cells value
The list is sourced from a Range of cells in the above case it was F2:F17.
The List Form Control returns an Index Number or position of the selected item to the Cell Link, 5
in the example above.
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The Input Range and Cell Link are setup by Right Clicking the control and select Format
Control
The Number of items visible in the list box is determined by the size of the list box
If there are more items than will fit in the list box then a scroll bar is automatically added to the
list box to enable there selection.
The list is sourced from a Range of cells in the example below it was F2:F17.
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The List Form Control returns an Index Number or position of the selected item to the Cell Link
B10, 9 in the example below.
The Input Range, Cell Link and size of the Drtop Down Box are setup by Right Clicking the control
and select Format Control
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The Cell Link and Lower, Upper Limits and Step Size parameters are setup by Right Clicking the
control and selectFormat Control
The Lower, Upper Limits and Step Size must be Integers. If you want to increase a cell by
fractional amounts you will need to for example set the range from 0 to 1000 in steps of 1 and
then devide the linked cell by 10 which will give a Range of 0 to 100 in steps of 0.1
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Scroll Bars can be placed either Horizontally or Vertically by dragging the corner.
Scroll bars are incremented by the Step Size by clicking the ends of the bars or dragging the slider
or by a Page Jump Size by using Page up[/down or clicking either side of the slider bar.
The Cell Link, Lower, Upper Limits, Incremental Change and Page Change parameters are setup by
Right Clicking the control and select Format Control
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The Lower, Upper Limits, Incremental Change and Page Change must be Integers. If you want to
increase a cell by fractional amounts you will need to for example set the range from 0 to 1000 in
steps of 1 and then devide the linked cell by 10 which will give a Range of 0 to 100 in steps of 0.1
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As described in each of the above Form Controls is that the Form Controls do not return a value
directly from a list, they all return either a number or an index number relative to the position of
the item in a list.
Examples of all the Form Controls and examples of their use can be found in the attached file:
Excel 2003 Examples or Excel 2007+ Examples
or
Have a browse through the dashboards presented during Dashboard Week
or
For some Extreme Examples of Spreadsheet Interactivity using Form Controls and a little bit of
VBA code:
ExcelHero.com
Running Macros
Apart from the Button Form Control whose only purpose is to Run Macros, all Form Controls can
be linked to a Macro.
This is done by Right Clicking on the Form Control and selecting Assign Macro.
It is worth noting that the macro is only executed after the control is released.
EG: If you have a macro linked to a Spin Button, If the Spin Button is held down and hence
repeatedly increments its value, the macro will only be executed after the control is released.
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Shapes
These include:
Shapes
Charts
Text Boxes
Word Art
All these can have macros linked to them which effectively act the same as a Button Form Control
without the moving button effect.
A stunning example of using Text Boxes was recently posted at: The Grammy Bump Chart
Where the Artists Stats Box (Top Left of Chart) is using several Text Boxes linked to cells to show
the Selected Artsists Statistics.
HyperLinks
Inserting Hyperlinks at stratgic locations throughout worksheets provides a great way to simplify
navigation around pages and between pages
Other Links
http://office.microsoft.com/en-us/excel-help/overview-of-forms-form-controls-and-activexcontrols-on-a-worksheet-HA010237663.aspx
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