Creating Excel User Defined Functions

How to Create Custom User Defined Excel Functions

Excel allows you to create custom functions, called "User Defined Functions" (UDF's) that can be used the same way you would use SUM() or some other built-in Excel function.

How to Create Excel User Defined Functions

1. Open up a new workbook.
2. Get into VBA (Press Alt+F11)
3. Insert a new module (Insert > Module)
4. - Copy and Paste the Excel user defined function examples -
5. Get out of VBA (Press Alt+Q)
6. Use the functions (They will appear in the Paste Function dialog box, Shift+F3, under the "User Defined" category)

If you want to use a UDF in more than one workbook, you can save your functions in your own custom add-in. Simply save your excel file that contains your VBA functions as an add-in file (.xla). Then load the add-in (Tools > Add-Ins...). Warning! Be careful about using custom functions in spreadsheets that you need to share with others. If they don't have your add-in, the functions will not work when they use the spreadsheet.

Benefits of User Defined Excel Functions

• Create a complex or custom math function.
• Simplify formulas that would otherwise be extremely long "mega formulas".
• Diagnostics such as checking cell formats.
• Custom text manipulation.
• Advanced array formulas and matrix functions.

Limitations of UDF's

• Cannot "record" an Excel UDF like you can an Excel macro.
• More limited than regular VBA macros. UDF's cannot alter the structure or format of a worksheet or cell.
• If you call another function or macro from a UDF, the other macro is under the same limitations as the UDF.
• Cannot place a value in a cell other than the cell (or range) containing the formula. In other words, UDF's are meant to be used as "formulas", not necessarily "macros".
• Excel user defined functions in VBA are usually much slower than functions compiled in C++ or FORTRAN.
• Often difficult to track errors.
• If you create an add-in containing your UDF's, you may forget that you have used a custom function, making the file less sharable.
• Adding user defined functions to your workbook will trigger the "macro" flag (a security issue: Tools > Macros > Security...).

User Defined Function Examples

Example #1: Get the Address of a Hyperlink

The following example can be useful when extracting hyperlinks from tables of links that have been copied into Excel, when doing post-processing on Excel web queries, or getting the email address from a list of "mailto:" hyperlinks.

This function is also an example of how to use an optional Excel UDF argument. The syntax for this custom Excel function is:

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=LinkAddress(cell,[default_value])

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To see an example of how to work with optional arguments, look up the IsMissing command in Excel's VBA help files (F1).

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Function LinkAddress(cell As range, _
                   Optional default_value As Variant)
'Lists the Hyperlink Address for a Given Cell 
'If cell does not contain a hyperlink, return default_value 
If (cell.range("A1").Hyperlinks.Count <> 1) Then
    LinkAddress = default_value
Else
    LinkAddress = cell.range("A1").Hyperlinks(1).Address
End If
End Function


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Example #2: Extract the Nth Element From a String

This example shows how to take advantage of some functions available in VBA in order to do some slick text manipulation. What if you had a bunch of telephone numbers in the following format: 1-800-999-9999 and you wanted to pull out just the 3-digit prefix?

This UDF takes as arguments the text string, the number of the element you want to grab (n), and the delimiter as a string (eg. "-"). The syntax for this example user defined function in Excel is:

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=GetElement(text,n,delimiter)

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Example: If B3 contains "1-800-333-4444", and cell C3 contains the formula, =GetElement(B3,3,"-"), C3 will then equal "333". To turn the "333" into a number, you would use =VALUE(GetElement(B3,3,"-")).

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Function GetElement(text As Variant, n As Integer, _
                  delimiter As String) As String
'Returns the nth element from a delimited text string 
  Dim txt, str As String
  Dim count, i As Integer

'Manipulate a copy of the text string 
  txt = text
 
'If a space is used as the delimiter, remove extra spaces 
  If delimiter = Chr(32) Then txt = Application.Trim(txt)

'Add a delimiter to the end of the string 
  If Right(txt, Len(txt)) <> delimiter Then
      txt = txt & delimiter
  End If

'Initialize count and element 
  count = 0
  str = ""

'Get each element 
  For i = 1 To Len(txt)
      If Mid(txt, i, 1) = delimiter Then
          count = count + 1
          If count = n Then
              GetElement = str
              Exit Function
          Else
              str = ""
          End If
      Else
          str = str & Mid(txt, i, 1)
      End If
  Next i
  GetElement = ""
End Function


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Example #3: UDF for a Custom Mathematical Formula

One of the nice things about custom Excel functions is that you can simplify Excel formulas that would otherwise use nested If...Then... statements. As an example, let's say we have a simple function that includes division, but the formula changes when the divisor is zero. Also, we want to do some error checking, so we don't end up with #VALUE all over our spreadsheet.

For this example, we'll look at the KEI formula (Keyword Effectiveness Index), which when simplified looks something like this when using built-in Excel functions:

=IF(supply=0,demand^2,demand^2/supply)

The syntax for the custom user defined function is:

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=KEI(demand,supply,[default_value])

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Function KEI(demand As Variant, supply As Variant, _
           Optional default_value As Variant) As Variant
'Keyword Effectiveness Index (KEI) 
  If IsMissing(default_value) Then
      default_value = "n/a"
  End If
  If IsNumeric(demand) And IsNumeric(supply) Then
      If supply = 0 Then
          KEI = demand ^ 2
          Exit Function
      Else
          KEI = demand ^ 2 / supply
          Exit Function
      End If
  End If
  KEI = default_value
End Function


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