How to Use VBA ShowAllData for Quick Data Display in 3 Minutes (Excel)

Written by Kasper Langmann

In the world of data analysis and management, Microsoft Excel is a powerful tool that offers various features to handle data efficiently. One such feature is the Visual Basic for Applications (VBA) ShowAllData method. This method is a quick and effective way to display all data in an Excel worksheet that has been filtered. In this guide, we will delve into the process of using the VBA ShowAllData method, allowing you to manage your data more effectively in just three minutes.

Understanding the Basics of VBA ShowAllData

Before we dive into the specifics of using the VBA ShowAllData method, it’s crucial to understand what it is and why it’s beneficial. VBA, or Visual Basic for Applications, is a programming language developed by Microsoft. It’s used primarily for automating tasks in Microsoft Office applications, including Excel. The ShowAllData method is part of the VBA language and is used to display all data in a filtered Excel worksheet.

The ShowAllData method is particularly useful when working with large datasets. If you’ve applied multiple filters to your data, it can be time-consuming to remove them manually. The ShowAllData method allows you to remove all filters at once, revealing all the data in the worksheet. This can greatly speed up your workflow and make data analysis more efficient.

How to Use VBA ShowAllData

Now that we’ve covered the basics, let’s move on to the practical application of the VBA ShowAllData method. The process is straightforward and can be completed in just a few steps.

Step 1: Accessing the VBA Editor

The first step in using the VBA ShowAllData method is to access the VBA editor in Excel. To do this, press ‘Alt + F11’ on your keyboard. This will open the VBA editor window, where you can write and manage your VBA code.

If you’re new to VBA, the editor might seem a bit daunting at first. However, it’s quite user-friendly once you get the hang of it. The left side of the editor displays the Project Explorer, which shows all the workbooks and worksheets you have open in Excel. The right side is where you write your code.

Step 2: Writing the VBA Code

Once you’ve accessed the VBA editor, the next step is to write the code that will use the ShowAllData method. This code is relatively simple and consists of just a few lines.

To write the code, first, select the worksheet you want to work with in the Project Explorer. Then, in the code window on the right, write the following code:

Sub ShowAllData()
    ActiveSheet.ShowAllData
End Sub

This code creates a new subroutine called ShowAllData. The line ‘ActiveSheet.ShowAllData’ is the command that applies the ShowAllData method to the active worksheet. Once you’ve written the code, you can run it by pressing ‘F5’ or clicking the ‘Run’ button in the toolbar.

Step 3: Handling Errors

While the VBA ShowAllData method is very useful, it does have one limitation: it will produce an error if there are no filters applied to the worksheet. To prevent this, you can modify the code to include error handling.

To add error handling, modify the code as follows:

Sub ShowAllData()
    On Error Resume Next
    ActiveSheet.ShowAllData
    On Error GoTo 0
End Sub

The line ‘On Error Resume Next’ tells VBA to ignore any errors and continue running the code. The line ‘On Error GoTo 0’ resets the error handling so that other errors are not ignored.

Conclusion

The VBA ShowAllData method is a powerful tool for managing data in Excel. It allows you to quickly and easily display all data in a filtered worksheet, saving you time and making your data analysis more efficient. By understanding how to use this method and incorporating it into your workflow, you can take full advantage of the capabilities of Excel and VBA.

Remember, while VBA can seem intimidating at first, with a bit of practice, you can use it to automate a wide range of tasks in Excel. The ShowAllData method is just one example of the many ways you can use VBA to enhance your data management and analysis skills.