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Project Description:
You have just started working in the ticket office for a local theater. The theater has five different employees who take ticket orders over the phone. Until now, they have been taking the orders on paper and then retyping the information on an invoice. Jill, one of the employees, started an Excel workbook to enter the ticket orders in, but the other employees kept making mistakes and deleting the formulas, so they ended up retyping the invoices anyway. You will help Jill modify her workbook so data validation makes data entry easier, macros help clear all the data except the formulas, and various types of workbook protection prevent formulas from being deleted by mistake.

Struggling with where to start this assignment? Follow this guide to tackle your assignment easily!

To successfully address the problem described, here’s a step-by-step plan to modify the Excel workbook, ensuring that it is more user-friendly and error-free. The goal is to ensure that ticket orders are entered correctly, formulas are protected, and data can be easily cleared without disrupting the structure of the workbook.

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Step 1: Create Data Validation for Ticket Orders

The first step is to ensure that the ticket orders are entered correctly. Data validation can be used to restrict what users can input into the cells.

1. Setting Up Data Validation for the Order Details (e.g., Ticket Quantity, Customer Name, Show Time, etc.):
   • Ticket Quantity: Only allow numbers, and set a range (e.g., 1 to 10 tickets).
     • Select the cells where users enter the ticket quantity.
     • Go to the Data tab > Data Validation.
     • In the Data Validation dialog box, set the validation criteria to Whole Number and specify a range (e.g., between 1 and 10).
   • Customer Name: Allow text only.
     • Select the cells where the customer names are entered.
     • Use Data Validation to allow Text Length and set a reasonable range (e.g., 3-30 characters).
   • Show Time: Use a drop-down list for show times.
     • Select the cells where the show times are entered.
     • In the Data Validation dialog box, choose List.
     • Enter the available show times (e.g., “7:00 PM”, “9:00 PM”) separated by commas.

Step 2: Protect Formulas and Prevent Accidental Deletion

To prevent formulas from being accidentally deleted, you can lock the cells containing formulas while leaving the data entry cells unlocked.

1. Unlock Cells for Data Entry:
   • Select all the cells in the worksheet (Ctrl + A).
   • Right-click and choose Format Cells.
   • Go to the Protection tab and uncheck the Locked option. This will unlock all the cells.
2. Lock Cells Containing Formulas:
   • Select the cells that contain formulas (e.g., calculations for totals, prices, etc.).
   • Right-click and choose Format Cells again.
   • Under the Protection tab, ensure the Locked box is checked.
3. Protect the Sheet:
   • After locking the cells with formulas, go to the Review tab.
   • Click on Protect Sheet.
   • Set a password if desired (optional but recommended) to prevent unauthorized changes.
   • Ensure that only the Unlocked cells can be edited by the employees (this is the default setting).
   • This will prevent the formulas from being accidentally deleted.

Step 3: Create Macros to Clear Data Except for Formulas

To clear all data without affecting the formulas, you can create a macro. This will help reset the data entry fields while keeping the formula-driven cells intact.

1. Open the Visual Basic for Applications (VBA) Editor:

   • Press Alt + F11 to open the VBA editor.
   • Click on Insert > Module to create a new module.

2. Write the Macro Code: Paste the following code in the module to clear all data except for formulas:

   vba

   CopyEdit

   Sub ClearData()
   Dim ws As Worksheet
   Set ws = ThisWorkbook.Sheets("Sheet1") 'Change Sheet1 to the actual sheet name

   Dim cell As Range
For Each cell In ws.UsedRange
If Not cell.HasFormula Then
cell.ClearContents
End If
Next cell
End Sub


   This code will loop through all the cells in the used range of the sheet and clear the contents of the cells that do not contain formulas.

3. Assign the Macro to a Button:

   • Go back to the Excel workbook.
   • Insert a button from the Developer tab (if the Developer tab is not visible, enable it by going to File > Options > Customize Ribbon).
   • Right-click on the button and select Assign Macro.
   • Choose the ClearData macro you created.

Now, when employees need to clear data, they can simply click the button to clear all the data, and the formulas will remain intact.

Step 4: Add Workbook Protection to Prevent Deletion of Sheets

To prevent employees from accidentally deleting or modifying important sheets or the structure of the workbook, you can protect the entire workbook.

1. Protect Workbook Structure:
   • Go to the Review tab.
   • Click on Protect Workbook and ensure that the Structure option is checked.
   • Set a password if necessary.

This will prevent users from moving, deleting, or renaming sheets.

Step 5: Final Adjustments and Testing

1. Test the Workbook:

   • Test the data validation rules by attempting to enter invalid data (e.g., entering a negative number for ticket quantity) to ensure the workbook is working correctly.
   • Test the macro by clicking the “Clear Data” button to ensure all data is cleared but the formulas remain intact.
   • Test the protection features by trying to edit a locked cell or delete a formula cell to verify that the protection works.

2. Make Any Necessary Tweaks:

   • Adjust the workbook layout if necessary, ensuring that the data entry fields are clearly visible and easy to use.
   • Double-check that all employees have access to the workbook with the necessary permissions, but they cannot accidentally alter critical formulas.

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Conclusion:

By using data validation, macros, and workbook protection, you will help Jill and the team streamline the ticket order process, reduce errors, and ensure that formulas and important information are protected. The steps provided will ensure the workbook is user-friendly and efficient, ultimately making it easier for employees to take orders without needing to retype invoices manually.

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