Workbook Events In Excel

Key Takeaway:

  • Workbook events in Excel are a powerful automation tool that can save time and improve productivity. By setting up macros to run automatically based on specific workbook events, users can streamline repetitive tasks and focus on more important work.
  • There are several different types of workbook events, including Before_Save, After_Save, Before_Close, Before_Print, and On_Open. Each event is triggered by a specific action taken by the user, such as saving the file or closing the workbook.
  • Using workbook events for automation can be beneficial in a variety of ways, such as auto-generating reports, implementing data validation, and enhancing security. However, it is important to follow best practices for workbook events, such as testing macros before implementation and not relying too heavily on automation.

Are you looking to make the most out of Excel’s workbook events? This blog will help you understand the various events available and how to use them to your advantage. From automating tasks to reducing errors, you will be able to take full control of Excel’s functionality.

Understanding Workbook and Events

Workbook Events play a significant role in automating tasks and enhancing productivity in Excel. By understanding the underlying mechanics of Workbook Events, users can streamline various Excel-related tasks. These events could be anything from opening a workbook, activating or deactivating a sheet or performing other actions within the workbook to automate repetitive tasks. Building an understanding of Workbook Events can be demanding and may require expertise. However, mastering it can lead to significant benefits.

Workbook Events can be employed to trigger actions automatically, enabling users to avoid the manual execution of repetitive tasks. These events offer a wide range of possibilities to get things done, such as updating charts, performing calculations, and even importing data from external sources. Another advantage of Workbook Events is the ability to trigger actions only when specific conditions are met. By doing so, the workbook’s performance can be enhanced since unnecessary actions are avoided.

Excel users should experiment and practice with Workbook Events to get a good grasp of their potential utilities in day-to-day work. It’s crucial to keep the workbook’s size in check since larger workbooks can often be too much for memory to handle. Breaking large workbooks into smaller pieces and using VBA scripts to automate tasks are some methods to keep workbook size under control.

Understanding Workbook and Events-Workbook Events in Excel,

Image credits: by David Duncun

Types of Workbook Events

Learn about automating Excel tasks. Dive into workbook events! There are various types. Get to know Before_Save, After_Save, Before_Close, Before_Print and On_Open. You can save time and improve the accuracy of your spreadsheets. Master these events!

Types of Workbook Events-Workbook Events in Excel,

Image credits: by Adam Woodhock


Prior to saving workbook data, an event named ‘pre-Save’ triggers in excel. This event enables certain functionalities such as sorting, filtering, and calculations. It allows us to define a set of instructions that run just before the save operation takes place.

In this event, we can validate the data entries within cells or identify invalid entries and allow the user to make corrections accordingly. Additionally, Before_Save allows us to include automatically updated content by running scripts or VBA procedures each time the workbook is saved.

These functions ensure data consistency and accuracy throughout different versions of a file for effective decision-making.

Excel users have learned from previous workbooks how chaotic it could get when erroneous data is entered unknowingly; this has caused many missed deadlines in some cases due to failed data accuracy checks. Using Before_Save ensures that every time we update our records manually or automatically through formulas or macros, all information is accurate.

Excel users should keep an eye on this function because it could streamline their work efficiency across multiple projects, release more secure outputs while saving precious time in manual editing and approval processes which further affects company productivity.

After_Save: Because who doesn’t love watching their hard work disappear in a single click?


Upon saving the workbook in Excel, a set of events get triggered automatically. The ‘Post-Save’ event is one of the crucial events that gets raised just after you save the workbook. This event enables users to execute specific tasks such as printing or emailing a worksheet, copying data to other files and folders, updating data to external databases, among others.

It’s worthy to note that due to the automatic nature of this event, users don’t have to perform any additional actions for it to occur. However, if you’re using VBA macros in Excel, you can customize and automate this event further by including more complex procedures and functions.

If you have numerous workbooks saved frequently and would love more control over how they get saved when you click on ‘Save,’ then VBA macros are an excellent solution. You can customize the Post-Save event handler with specific coding instructions that automate particular processes so that each time an item gets saved, it triggers custom actions like freeing up system memory.

Once upon a time, a busy accountant needed assistance to save his workbooks and implement a series of customized tasks every time he clicked on “Save.” Luckily he discovered the Post-Save event in Excel’s Advanced options settings and immediately set it up with specific VBA codes executed behind each workbook he updated with data daily. From then onwards, automatic reminders kept him abreast of deadlines while freeing up temporary resources within his computer system at precisely scheduled intervals throughout the week!

Before you close out your workbook, let’s talk about the one event you don’t want to miss – the Before_Close event!


When you are about to close your Excel Workbook, specific actions can be triggered. These actions can be customized according to specific workbook requirements using the ‘Before_Close’ event in Excel.

The ‘Before_Close’ event is very useful in ensuring that any changes to the Workbook are saved or discarded before closing the file. This event allows for automation of such processes as auto-saving before closing, displaying confirmation prompts or any other user-defined actions before the user exits.

It is worth noting that due to its importance, this Workbook event should always be included when designing Excel applications. It enhances efficiency and reduces the risks of data loss or accidental loss of unsaved data.

Remember to utilize all possible events when designing an Excel application, as each event caters for different scenarios and customizations required by users.

Incorporating events that enhance the functionality of your application leads to excellent user experience and improves productivity.

Don’t miss out on enhancing your excel skills; grab every opportunity available.

Before you hit print, make sure you’re not accidentally sending your boss a spreadsheet full of cat memes and not your actual work.


Prior to printing, an event in Excel known as a ‘Pre-Print Action’ can be triggered, which allows for custom actions to be taken.

True Data
Actual Data

The ‘Pre-Print Action’ event, also known as ‘Before_Print,’ occurs in Excel before the workbook is sent to the printer. This event can be used to execute macros or other procedures that prepare the workbook for printing.

One suggestion for utilizing this event is to create a macro that expels unnecessary content from the worksheet before printing, such as hidden rows and columns. This will make the printed document clearer and easier to read. Another suggestion is to reformat certain cells for better print quality, such as enlarging font size or making text bold. These steps can facilitate better data analysis and interpretation by end-users.

Your Excel sheet just got a whole lot friendlier – On_Open has arrived to say hello!


When an Excel workbook is opened, certain events can be triggered. One such event is when the workbook becomes active, and this can set off a series of actions that were pre-programmed by the user. These customized actions are called ‘On_Open’ events.

With On_Open events, users can automate repetitive tasks by programming macros and linking them to specific trigger points within the workbook. This type of event can also be used to display messages or update data on the sheet.

Other types of workbook events include ‘Worksheet_Change’, which occurs when a cell value changes on a worksheet, and ‘Workbook_BeforeClose’, which fires just before an open workbook is closed.

The power of On_Open events was brought home to me recently when I worked for a client who was processing payroll data for a large corporation. By automating calculations with macros linked to On_Open triggers, we were able to significantly reduce the amount of time it took to process payroll each month. This saved the company valuable time and resources, and made my job as a consultant much easier!

Say goodbye to tedious manual tasks, because using Workbook Events for automation is like having a personal assistant who never complains about overtime.

Using Workbook Events for Automation

Boost your Excel prowess! Use workbook events to automate tedious tasks. This section focuses on auto-generating reports, data validation and security. Streamline your workflow and reduce errors in your spreadsheets. Voila!

Using Workbook Events for Automation-Workbook Events in Excel,

Image credits: by Joel Arnold

Auto-generating Reports

Auto-Generating Reports through Workbook Events in Excel is an efficient and automated way to handle data-driven reports. Here’s how you can create a self-updating report:

  1. Create a new worksheet to consolidate the data required for the report.
  2. Add Workbook Event code to automatically update the Worksheet on changes made.
  3. Create PivotTable from the consolidated data.
  4. Add PivotTable event code to refresh when upon any change in the Pivot.

In addition, make sure to test the Workbook Event codes thoroughly before applying them in your daily operations.

A considerable advantage of using Workbook Events for Report Automation includes minimizing human effort and chances of errors allowing professionals more time for crucial tasks.

According to Microsoft docs, “When you automate Excel with VBA, you can dramatically enhance its capabilities. VBA programs are known as Macros and have unlimited power within Excel.”

Implementing this technique in your routine tasks can prove beneficial by increasing efficiency and productivity while reducing manual workloads – optimizing workflow processes significantly.

Data validation may seem boring, but trust me, it’s worth the extra effort to avoid filling your cells with nonsense like your ex’s voicemails.

Data Validation

When working with Excel, ensuring the accuracy and integrity of data is crucial. Using dynamic criterion to validate data entry can be done with ‘Conditional Logic.’ The application of conditions ensures that the information entered meets specific criteria.

Data Validation assists in eliminating errors arising due to typing mistakes or misunderstanding the input formats. It also aids in preventing users from entering irrelevant or invalid values into your workbook, which makes it easier and efficient when approaching data analysis tasks.

When users enter invalid data, they may cause errors in multiple cells that rely on the erroneous cell for calculations, leading to incorrect analysis results. Data validation minimizes such errors.

Without Data Validation options, it would be much more challenging to manage workbooks or control how others handle them. You can choose from different types for each situation and apply them based on complex logical expressions that offer greater flexibility.

Better secure than sorry – these enhancements will make Excel hackers regret ever trying to mess with your workbooks.

Security Enhancements

With the use of Workbook Events, there are various security measures that can be enabled to enhance protection. These Security Enhancements include password protection, disabling macros, and limiting access to certain users or groups. By utilizing these measures, workbooks become more secure from unauthorized access and potential threats.

Limiting workbook access is one of the Security Enhancements that can be enabled through Workbook Events. This allows certain users or groups to have different levels of access within a workbook. For example, certain cells or sheets may be restricted to only be viewed by management or authorized personnel. Additionally, password protection can also be set up to ensure only authorized individuals gain access to the workbook.

Proper handling of macros is essential in ensuring safety and security in a workbook. With the use of Workbook Events, macros can be automatically enabled or disabled depending on the user’s preference. This helps prevent malicious code from executing without proper authorization.

Pro Tip: A combination of multiple Security Enhancements provides maximum protection for workbooks against unauthorized access. Keep your workbook events under control, like a boss, with these best practices.

Best Practices for Workbook Events

For efficient usage of workbook events in Excel, here’s our guide to optimal practices. Implementing these tips will allow the workbook to function optimally and reduce overload or memory issues.

  1. Use a unique workbook and worksheet name combination to avoid conflicting events.
  2. Consolidate similar events, such as Worksheet_Change and Worksheet_SelectionChange, for more efficient code.
  3. Limit the amount of code in each event to increase worksheet responsiveness.
  4. Use error handling to address any issues that arise from the events.

In addition, for workbooks that are too big for memory in Excel, it is recommended to use an external data source such as Microsoft Access as a back-end database.

Don’t miss out on optimized workbook performance by neglecting these best practices. Follow them to ensure your workbook runs smoothly and efficiently.

Best Practices for Workbook Events-Workbook Events in Excel,

Image credits: by James Duncun

Five Facts About Workbook Events in Excel:

  • ✅ Workbook events are triggered by specific actions or changes in an Excel workbook. (Source: Microsoft)
  • ✅ Examples of workbook events include opening or closing a workbook, changing a sheet, or saving a workbook. (Source: Excel Campus)
  • ✅ Workbook events can be used to automate tasks, such as hiding or unhiding sheets, based on user actions. (Source: Ablebits)
  • ✅ VBA (Visual Basic for Applications) code is used to create and manage workbook events. (Source: Excel Easy)
  • ✅ Understanding workbook events is essential for developing advanced Excel applications and macros. (Source: Excel University)

FAQs about Workbook Events In Excel

What are Workbook Events in Excel?

Workbook Events in Excel are pre-defined actions or procedures that can occur within a workbook, triggered by specific actions. These events include opening or closing a workbook, changing or selecting a worksheet, saving or printing the workbook, and many others. They can be customized with VBA (Visual Basic for Applications) code to automate tasks and improve efficiency.

How can I view available Workbook Events in Excel?

You can view available Workbook Events in Excel by navigating to the VBA editor and selecting the “ThisWorkbook” object in the project explorer. From there, you can view a list of available events in the drop-down menus at the top of the code window.

Can Workbook Events in Excel be cancelled or stopped?

Yes, Workbook Events in Excel can be cancelled or stopped using VBA code. For example, if you have a BeforeSave event that triggers a message box asking the user whether to save the changes, you can use code to cancel the event if the user selects “No” or “Cancel”.

What are some examples of tasks that can be automated using Workbook Events in Excel?

Some examples of tasks that can be automated using Workbook Events in Excel include updating calculations when a worksheet is changed, sending an email when a workbook is saved, creating a backup of a workbook when it is closed, and populating data when a worksheet is opened. The possibilities are virtually endless!

What are the benefits of using Workbook Events in Excel?

The benefits of using Workbook Events in Excel include increased productivity and efficiency, reduced errors and repetitive tasks, and customizable solutions for unique business needs. By automating tasks with Workbook Events, users can save time and focus on more important aspects of their work.

Are there any resources available for learning more about Workbook Events in Excel?

Yes, there are many online resources available for learning more about Workbook Events in Excel. Some popular resources include Microsoft’s official documentation, online forums and communities dedicated to Excel and VBA programming, and tutorial websites and videos.