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How to create data validation circles for printing in Excel

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This article was previously published under Q213773
For a Microsoft Excel 97 version of this article, see 159493 ( ) .

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In Microsoft Excel, you can use the Circle Invalid Data button on the Auditing toolbar to identify cells containing values that are outside the data validation limits. A red circle is placed around each identified cell. These circles are not printed when you print the worksheet.

This article provides a macro that you can use to display circles around invalid data for printing purposes.

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More information

Microsoft provides programming examples for illustration only, without warranty either expressed or implied, including, but not limited to, the implied warranties of merchantability and/or fitness for a particular purpose. This article assumes that you are familiar with the programming language being demonstrated and the tools used to create and debug procedures. Microsoft support professionals can help explain the functionality of a particular procedure, but they will not modify these examples to provide added functionality or construct procedures to meet your specific needs.
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Sample Macro

 Sub AddValidationCirclesForPrinting()

    Dim DataRange As Range
    Dim c As Range
    Dim count As Integer
    Dim o As Shape

    'Set an object variable to all of the cells on the active
    'sheet that have data validation -- if an error occurs, run
    'the error handler and end the procedure
    On Error GoTo errhandler
    Set DataRange = Cells.SpecialCells(xlCellTypeAllValidation)
    On Error GoTo 0
    count = 0
    'Loop through each cell that has data validation
    For Each c In DataRange
       'If the validation value for the cell is false, then draw
       'a circle around the cell. Set the circle's fill to
       'invisible, the line color to red and the line weight to
       If Not c.Validation.Value Then
           Set o = ActiveSheet.Shapes.AddShape(msoShapeOval, _
               c.Left - 2, c.Top - 2, c.Width + 4, c.Height + 4)
           o.Fill.Visible = msoFalse
           o.Line.ForeColor.SchemeColor = 10
           o.Line.Weight = 1.25
           'Change the name of the shape to InvalidData_ + count
           count = count + 1
           o.Name = "InvalidData_" & count
       End If

   Exit Sub

   MsgBox "There are no cells with data validation on this sheet."

 End Sub

 Sub RemoveValidationCircles()

    Dim shp As Shape

    'Remove each shape on the active sheet that has a name starting
    'with InvalidData_

    For Each shp In ActiveSheet.Shapes
       If shp.Name Like "InvalidData_*" Then shp.Delete
 End Sub

How to Use the Sample Macro

To use the sample macro, follow these steps:
  1. Start a new workbook.
  2. Turn on the Visual Basic Editor (press ALT+F11).
  3. On the Insert menu, click Module.
  4. Type the sample macro in the code window of the module sheet.
  5. On the File menu, click Close and Return to Microsoft Excel.
  6. Save the workbook.NOTE: The workbook must be open for you to use the macros. If you would like the macros to be available each time you start Microsoft Excel, save the workbook in the Program Files\Microsoft Office\Office\XlStart folder.

  7. Open the workbook you want to evaluate for invalid data, and activate the appropriate worksheet.
  8. On the Tools menu, point to Macro, and then click Macros. Click to select AddValidationCirclesForPrinting in the list of macros, and click Run.

    Each cell that contains invalid data is now surrounded by a red circle (up to a maximum of 255 cells per worksheet). If the active worksheet does not contain any cells with data validation, you will receive the message
    There are no cells with data validation on this sheet.
    and the macro will end.
  9. Print the worksheet.
  10. After you print the worksheet, you can run the RemoveValidationCircles macro to remove the circles. On the Tools menu, point to Macro, and then click Macros. Select RemoveValidationCircles in the list of macros, and then click Run.

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Keywords: KB213773, kbprogramming, kbhowto, kbdtacode

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Article Info
Article ID : 213773
Revision : 8
Created on : 1/24/2007
Published on : 1/24/2007
Exists online : False
Views : 478