📚 Beginner Tutorial: Using the Excel File Manager

🎯 Introduction

This tutorial will guide you step-by-step on how to use the File Manager Excel file (.xlsm file). You will learn how to:

• ✅ Configure Excel to enable VBA macros
• ✅ Open and use the Excel file
• ✅ Configure the file manager
• ✅ Use all the features

📋 Table of Contents

1. Prerequisites
2. Configuring Excel for VBA Macros
3. Opening the XLSM File
4. First-Time Use
5. File Manager Configuration
6. Using the Features
7. Troubleshooting

📦 Prerequisites

Before you begin, make sure you have:

• ✅ Microsoft Excel installed (version 2010 or newer)
• ✅ The FilesManager.xlsm file (or FilesManager - Vx.xlsm)
• ✅ Administrator rights on your computer (for some configurations)

⚙️ Configuring Excel for VBA Macros

Step 1: Open Excel Options

1. Open Microsoft Excel
2. Go to File → Options (or Excel → Preferences on Mac)
3. In the window that opens, click on Trust Center (or Macro Security)

Step 2: Enable Macros

On Windows:

1. Click on Trust Center Settings...

2. In the Macro Settings tab, select:

• ✅ Enable all macros (not recommended, potentially dangerous code can run)

OR (recommended for security):

• ✅ Disable all macros with notification
• ✅ Trust access to the VBA project object model

3. Click OK

On Mac:

1. Go to Excel → Preferences → Security
2. Check Enable all macros

Step 3: Add a Trusted Location (Recommended)

For better security, add the folder containing your XLSM file:

1. In Trust Center, click on Trusted Locations...
2. Click Add new location...
3. Click Browse... and select the folder containing your XLSM file
4. Check Subfolders of this location are also trusted
5. Click OK twice

Step 4: Verify Macro Activation

1. Close and reopen Excel
2. Open any Excel file
3. Press Alt + F11 (or Fn + Option + F11 on Mac)
4. If the VBA editor opens, macros are enabled ✅

📂 Opening the XLSM File

Step 1: Open the File

1. Double-click the Gestionnaire_Fichiers.xlsm file
2. If Excel displays a security warning:

• Click Enable Content or Enable Macros
• If you don't see this button, go to File → Info → Enable Content → Enable all macros

Step 2: Verify the Menu is Present

Once the file is open, you should see:

• A "Gestionnaire" menu in the Excel menu bar (at the top)
• This menu contains: Configuration, Actualiser, Ouvrir dossier

If the menu doesn't appear:

• Press Alt + F8 to open the macro dialog box
• Run the CreerMenu macro
• The menu should now appear

🚀 First-Time Use

Step 1: Access Configuration

1. Click on the Gestionnaire menu (at the top of the screen)
2. Click on Configuration

OR

1. Go to the Setup (or Configuration) tab in the Excel workbook

Step 2: Configure the Source Folder

In the Setup sheet (or via the configuration form):

1. Source folder: Click Browse... (or the button next to the field)
2. Select the folder containing the files you want to manage
3. Click OK

Step 3: Additional Options

Also configure:

• Include subfolders: Yes/No (to scan subfolders)
• Extension filter: Select a file type (Excel, PDF, Word, Images, etc.) or "All"

Step 4: Generate the File List

1. Click Gestionnaire Menu → Actualiser
2. OR click the Actualiser button in the Setup sheet
3. Wait for the process to complete (may take time depending on the number of files)

⚙️ File Manager Configuration

Setup Sheet

The Setup (or Configuration) sheet contains:

Configuration Form

If a form opens:

1. Browse...: Select the source folder
2. Include subfolders: Check/uncheck
3. Extension filter: Select from the dropdown list
4. Click OK to save

🎮 Using the Features

1. View the File List

After clicking Actualiser, a new "Liste des Fichiers" sheet is created with:

2. Select Files

Select a file:

• Check the box to the left of the file name

Select all files:

• Check the box in the header (column A, row 4)

Deselect all:

• Uncheck the box in the header

3. Sort Files

At the top of the "Liste des Fichiers" sheet, you'll find several buttons:

4. Open a File

• Click the "Ouvrir" link in the Link column (column G)
• The file will open with the default application

5. Delete Files

⚠️ WARNING: This action is irreversible!

1. Check the files you want to delete
2. Click the "Supprimer sélection" button (in red)
3. Confirm the deletion in the dialog box
4. The files will be permanently deleted from your computer

6. Refresh the List

To update the file list:

• Click Gestionnaire Menu → Actualiser
• OR click the Actualiser button in the Setup sheet

7. Open the Source Folder

To open the source folder in Windows Explorer:

• Click Gestionnaire Menu → Ouvrir dossier

🔧 Troubleshooting

Problem: Macros are not working

Solution:

1. Verify that macros are enabled (see Configuring Excel)
2. Reopen the XLSM file
3. Click Enable Content if a warning appears

Problem: The "Gestionnaire" menu doesn't appear

Solution:

1. Press Alt + F8
2. Select the CreerMenu macro
3. Click Run
4. The menu should now appear

Problem: Error "No configuration found"

Solution:

1. Go to Gestionnaire Menu → Configuration
2. Configure the source folder
3. Click OK to save

Problem: "The folder does not exist"

Solution:

1. Verify that the folder path is correct
2. Verify that the folder still exists
3. Reconfigure the source folder via Gestionnaire Menu → Configuration

Problem: The file list is empty

Possible solutions:

1. Verify that the source folder contains files
2. Check the extension filter (may be too restrictive)
3. Try with "All" in the extension filter
4. Verify that files are not hidden or system files

Problem: Excel freezes during scanning

Solution:

• This is normal if you have many files
• Wait for the process to complete
• A confirmation message will appear at the end
• If Excel remains frozen for more than 10 minutes, close it and try again with a smaller folder

Problem: Unable to delete files

Possible solutions:

1. Verify that you have administrator rights
2. Verify that files are not open in another application
3. Verify that files are not read-only

📝 Tips and Tricks

💡 Tip 1: Use Filters

Use the extension filter to see only the file types that interest you:

• Excel: For .xlsx, .xlsm, .xls files
• PDF: For .pdf files
• Images: For .jpg, .png, .gif
• All: To see all files

💡 Tip 2: Scan Subfolders

Enable "Include subfolders" to recursively scan all files in subfolders.

💡 Tip 3: Sort Before Deleting

Sort files by date or size before deleting to easily identify large or old files.

💡 Tip 4: Backup Before Deleting

⚠️ Always backup your important files before deleting them!

🎓 Summary of Essential Steps

1. ✅ Enable macros in Excel
2. ✅ Open the XLSM file and enable content
3. ✅ Configure the source folder via Gestionnaire Menu → Configuration
4. ✅ Refresh the list of files
5. ✅ Use the features: sort, select, open, delete

❓ Frequently Asked Questions

Q: Can I use this file on Mac?

A: Yes, but some features may differ. Follow the Mac-specific instructions in the Configuring Excel section.

Q: Does the file work with Excel Online?

A: No, VBA macros do not work in Excel Online. You must use Excel Desktop.

Q: Can I modify the VBA code?

A: Yes, press Alt + F11 to open the VBA editor. However, make a backup copy before modifying.

Q: Is the file secure?

A: Yes, if you obtained the file from a trusted source. Macros are necessary for functionality, but they do not communicate with the Internet.

Q: What should I do if I lose the XLSM file?

A: Download it again from your source. Your configurations are saved in the file, but the file list must be regenerated.

📞 Need Help?

If you encounter problems not resolved in this tutorial:

1. Consult the other guides in the Doc/ folder
2. Verify that you have followed all configuration steps
3. Make sure you are using a recent version of Excel

Last updated: December 2025

Tutorial version: 1.0