Use the OnEntry macro to create a running total in a cell comment in Excel
In Microsoft Excel you can avoid circular references when you create a running total by storing the result in a non-calculating part of a worksheet. This article contains a sample Microsoft Visual Basic for Applications procedure that does this by storing a running total in a cell comment.
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To Create a Running Total in a Cell
Open a new workbook in Microsoft Excel.
Start the Visual Basic Editor (press ALT+F11).
On the Insert menu, click Module.
Type the following macros into this module:
' The Auto_Open name forces this macro to run every time ' the workbook containing this macro is opened. Sub Auto_Open() ' Every time a cell's value is changed, ' the RunningTotal macro runs. Application.OnEntry = "RunningTotal" End Sub '---------------------------------------------------------- ' This macro runs each time the value of a cell changes. ' It adds the current value of the cell to the value of the ' cell comment. Then it stores the new total in the cell comment. Sub RunningTotal() On Error GoTo errorhandler ' Skip cells that have no comment. With Application.Caller ' Checks to see if the cell is a running total by ' checking to see if the first 4 characters of the cell ' comment are "RT= ". NOTE: there is a space after the equal ' sign. If Left(.Comment.Text, 4) = "RT= " Then ' Change the cell's value to the new value in the cell ' plus the old total stored in the cell comment. RT = .Value + Right(.Comment.Text, Len(.Comment.Text) - 4) .Value = RT ' Store the new total in the cell note. .Comment.Text Text:="RT= " & RT End If End With Exit Sub ' Skip over the errorhandler routine. errorhandler: ' End the procedure if no comment in the cell. Exit Sub End Sub '-------------------------------------------------------------- ' This macro sets up a cell to be a running total cell. Sub SetComment() With ActiveCell ' Set comment to indicate that a running total is present. ' If the ActiveCell is empty, multiplying by 1 will ' return a 0. .AddComment .Comment.Text Text:="RT= " & (ActiveCell * 1) End With End Sub
After typing the macros, click Close and Return to Microsoft Excel on the File menu.
Save and close your the workbook, and then re-open it.
The Auto_Open macro that you typed is run when you open the workbook.
Select cell C3.
This is the cell that will contain a comment with the running total.
Follow these steps to run the SetComment macro:
- On the Tools menu, point to Macro, and then click Macros.
- In the Macro dialog box, click SetComment, and then click Run.
An Example of Using the Running Total
To use the running total, follow these steps:
- Type the number 10 in cell C3.
- Select cell C3 and notice the comment displays "RT= 10" (without the quotation marks).
- Type the number 7 in cell C3.
- Select cell C3 and notice the comment displays "RT= 17" (without the quotation marks).
To Remove the Running Total
To remove the running total, follow these steps:
- Select the cell that contains the running total that you want removed.
- Right-click the cell and click Delete Comment on the shortcut menu.