Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, and Excel in Office 365. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Offering Options in a Macro.
by Allen Wyatt
(last updated January 19, 2019)
If you are just starting out developing macros, you may be looking for a simple way to offer a set of choices to a user, and then take an action based on the user's response. This is a relatively simple task, if you use the InputBox function along with a Select Case structure.
The first task is to set up your InputBox so it displays the information to the user. For example, let's say you have five options and you want the user to select one option from those five. You can use the following code to put together five options, each on their own line:
Prompt = "1. This is your first choice" & vbCrLf Prompt = Prompt & "2. This is your second choice" & vbCrLf Prompt = Prompt & "3. This is your third choice" & vbCrLf Prompt = Prompt & "4. This is your fourth choice" & vbCrLf Prompt = Prompt & "5. This is your fifth choice"
You can now use the Prompt string when you invoke the InputBox function in your macro. You then translate what the user responds with into a number that represents their choice from your five options. The code to do this is as follows:
UserResp = InputBox(Prompt, "The Big Question") UR = Val(UserResp)
In this example, the response from the InputBox function is assigned to the UserResp variable, which should be a string. The UR variable, which is a numeric, is then set based on the value of the string. (The Val function returns the value in a string.)
The only thing left to do is to take an action based on which number was chosen, 1 through 5. You can use the Select Case structure to do this. The full subroutine could appear as follows:
Sub Macro1() Dim Prompt As String Dim UserResp As String Dim UR As Single Prompt = "1. This is your first choice" & vbCrLf Prompt = Prompt & "2. This is your second choice" & vbCrLf Prompt = Prompt & "3. This is your third choice" & vbCrLf Prompt = Prompt & "4. This is your fourth choice" & vbCrLf Prompt = Prompt & "5. This is your fifth choice" UR = 0 While UR < 1 Or UR > 5 UserResp = InputBox(Prompt, "The Big Question") UR = Val(UserResp) Wend Select Case UR Case 1 'Do stuff for choice 1 here Case 2 'Do stuff for choice 2 here Case 3 'Do stuff for choice 3 here Case 4 'Do stuff for choice 4 here Case 5 'Do stuff for choice 5 here End Select End Sub
Notice that this example uses a While ... Wend loop around the InputBox function. This is done to make sure that the user enters a number between 1 and 5. If the value entered is outside that range, then the user is simply asked again.
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (11059) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, and Excel in Office 365. You can find a version of this tip for the older menu interface of Excel here: Offering Options in a Macro.
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