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Excel 2007, Microsoft® Office, , UNIQUE TRICKS ACADEMY

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Table of Contents, The Fundamentals. ......................................................................................................................................... 10, Starting Excel 2007 ........................................................................................................................................ 11, What’s New in Excel 2007 .............................................................................................................................. 12, Understanding the Excel Program Screen ...................................................................................................... 13, Understanding the Ribbon .............................................................................................................................. 14, Using the Office Button and Quick Access Toolbar ......................................................................................... 15, Using Keyboard Commands........................................................................................................................... 16, Using Contextual Menus and the Mini Toolbar ................................................................................................ 17, Using Help ..................................................................................................................................................... 18, Exiting Excel 2007.......................................................................................................................................... 20, Worksheet Basics ........................................................................................................................................... 21, Creating a New Workbook.............................................................................................................................. 22, Opening a Workbook ..................................................................................................................................... 23, Navigating a Worksheet ................................................................................................................................. 24, Entering Labels .............................................................................................................................................. 25, Entering Values.............................................................................................................................................. 26, Selecting a Cell Range ................................................................................................................................... 27, Overview of Formulas and Using AutoSum ..................................................................................................... 28, Entering Formulas.......................................................................................................................................... 29, Using AutoFill ................................................................................................................................................. 31, Understanding Absolute and Relative Cell References ................................................................................... 32, Using Undo, Redo and Repeat ....................................................................................................................... 33, Saving a Workbook ........................................................................................................................................ 35, Previewing and Printing a Worksheet ............................................................................................................. 37, Closing a Workbook ....................................................................................................................................... 38, Editing a Worksheet ....................................................................................................................................... 39, Editing Cell Contents...................................................................................................................................... 40, Cutting, Copying, and Pasting Cells ............................................................................................................... 41, Moving and Copying Cells Using the Mouse ................................................................................................... 43, Using the Office Clipboard.............................................................................................................................. 44, Using the Paste Special Command ................................................................................................................ 45, Checking Your Spelling .................................................................................................................................. 46, Inserting Cells, Rows, and Columns ............................................................................................................... 48, Deleting Cells, Rows, and Columns................................................................................................................ 49, Using Find and Replace ................................................................................................................................. 50, Using Cell Comments..................................................................................................................................... 52, Tracking Changes. ......................................................................................................................................... 54, Formatting a Worksheet ................................................................................................................................. 55, Formatting Labels .......................................................................................................................................... 56, Formatting Values .......................................................................................................................................... 57, Adjusting Row Height and Column Width ....................................................................................................... 58, Working with Cell Alignment ........................................................................................................................... 59, Adding Cell Borders, Background Colors and Patterns ................................................................................... 60, Using the Format Painter................................................................................................................................ 62, Using Cell Styles ............................................................................................................................................ 63, Using Document Themes ............................................................................................................................... 65, Applying Conditional Formatting ..................................................................................................................... 67, Creating and Managing Conditional Formatting Rules .................................................................................... 69, Finding and Replacing Formatting .................................................................................................................. 71, Creating and Working with Charts ................................................................................................................. 72, Creating a Chart............................................................................................................................................. 73, Resizing and Moving a Chart.......................................................................................................................... 75, , 2, , © 2020 UNIQUE TRICKS ACADEMY

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Changing Chart Type...................................................................................................................................... 76, Applying Built-in Chart Layouts and Styles ...................................................................................................... 77, Working with Chart Labels .............................................................................................................................. 78, Working with Chart Axes ................................................................................................................................. 80, Working with Chart Backgrounds .................................................................................................................... 81, Working with Chart Analysis Commands ......................................................................................................... 82, Formatting Chart Elements ............................................................................................................................. 83, Changing a Chart’s Source Data..................................................................................................................... 85, Using Chart Templates ................................................................................................................................... 86, Managing Workbooks ..................................................................................................................................... 87, Viewing a Workbook ....................................................................................................................................... 88, Working with the Workbook Window ............................................................................................................... 90, Splitting and Freezing a Workbook Window .................................................................................................... 91, Selecting Worksheets in a Workbook .............................................................................................................. 93, Inserting and Deleting Worksheets.................................................................................................................. 94, Renaming, Moving and Copying Worksheets .................................................................................................. 95, Working with Multiple Workbooks.................................................................................................................... 97, Hiding Rows, Columns, Worksheets and Windows.......................................................................................... 98, Protecting a Workbook ................................................................................................................................. 100, Protecting Worksheets and Worksheet Elements .......................................................................................... 102, Sharing a Workbook ..................................................................................................................................... 104, Creating a Template ..................................................................................................................................... 106, Working with Page Layout and Printing ....................................................................................................... 107, Creating Headers and Footers ...................................................................................................................... 108, Using Page Breaks ....................................................................................................................................... 110, Adjusting Margins and Orientation ................................................................................................................ 112, Adjusting Size and Scale .............................................................................................................................. 113, Adding Print Titles, Gridlines and Headings................................................................................................... 114, Advanced Printing Options ........................................................................................................................... 116, More Functions and Formulas...................................................................................................................... 118, Formulas with Multiple Operators.................................................................................................................. 119, Inserting and Editing a Function .................................................................................................................... 120, AutoCalculate and Manual Calculation .......................................................................................................... 122, Defining Names ............................................................................................................................................ 124, Using and Managing Defined Names ............................................................................................................ 126, Displaying and Tracing Formulas .................................................................................................................. 128, Understanding Formula Errors ...................................................................................................................... 130, Working with Data Ranges ........................................................................................................................... 132, Sorting by One Column................................................................................................................................. 133, Sorting by Colors or Icons............................................................................................................................. 135, Sorting by Multiple Columns ......................................................................................................................... 137, Sorting by a Custom List ............................................................................................................................... 138, Filtering Data ................................................................................................................................................ 140, Creating a Custom AutoFilter ........................................................................................................................ 141, Using an Advanced Filter .............................................................................................................................. 142, Working with Tables ..................................................................................................................................... 144, Creating a Table. .......................................................................................................................................... 145, Working with Table Size ............................................................................................................................... 147, Working with the Total Row .......................................................................................................................... 149, Working with Table Data ............................................................................................................................... 151, Summarizing a Table with a PivotTable......................................................................................................... 153, Using the Data Form..................................................................................................................................... 154, Using Table Styles........................................................................................................................................ 155, Using Table Style Options ............................................................................................................................ 156, , UNIQUE TRICKS ACADEMY, , 3

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Creating and Deleting Custom Table Styles.................................................................................................. 157, Convert or Delete a Table ............................................................................................................................ 159, Working with PivotTables............................................................................................................................. 160, Creating a PivotTable................................................................................................................................... 161, Specifying PivotTable Data .......................................................................................................................... 162, Changing a PivotTable’s Calculation ............................................................................................................ 163, Filtering and Sorting a PivotTable ................................................................................................................. 164, Working with PivotTable Layout.................................................................................................................... 165, Grouping PivotTable Items ........................................................................................................................... 167, Updating a PivotTable. ................................................................................................................................. 169, Formatting a PivotTable ............................................................................................................................... 170, Creating a PivotChart ................................................................................................................................... 171, Analyzing and Organizing Data.................................................................................................................... 172, Creating Scenarios....................................................................................................................................... 173, Creating a Scenario Report .......................................................................................................................... 175, Working with Data Tables............................................................................................................................. 176, Using Goal Seek .......................................................................................................................................... 178, Using Solver ................................................................................................................................................ 179, Using Data Validation................................................................................................................................... 181, Using Text to Columns ................................................................................................................................. 183, Removing Duplicates ................................................................................................................................... 185, Grouping and Outlining Data ........................................................................................................................ 186, Using Subtotals............................................................................................................................................ 188, Consolidating Data by Position or Category ...................................................................................................190, Consolidating Data Using Formulas.............................................................................................................. 192, Working with the Web and External Data .................................................................................................... 193, Inserting a Hyperlink .................................................................................................................................... 194, Creating a Web Page from a Workbook........................................................................................................ 195, Importing Data from an Access Database or Text File................................................................................... 196, Importing Data from the Web and Other Sources.......................................................................................... 198, Working with Existing Data Connections....................................................................................................... 200, Working with Macros .................................................................................................................................... 202, Recording a Macro ....................................................................................................................................... 203, Playing and Deleting a Macro ....................................................................................................................... 205, Adding a Macro to the Quick Access Toolbar ................................................................................................ 206, Editing a Macro’s Visual Basic Code ............................................................................................................ 207, Inserting Copied Code in a Macro ................................................................................................................ 208, Declaring Variables and Adding Remarks to VBA Code ................................................................................ 210, Prompting for User Input .............................................................................................................................. 212, Using the If…Then…Else Statement .............................................................................................................213, Working with Objects ................................................................................................................................... 214, Inserting Clip Art........................................................................................................................................... 215, Inserting Pictures and Graphics Files ............................................................................................................216, Formatting Pictures and Graphics ................................................................................................................ 217, Inserting Shapes .......................................................................................................................................... 219, Formatting Shapes ....................................................................................................................................... 221, Resize, Move, Copy and Delete Objects........................................................................................................223, Applying Special Effects to Objects .............................................................................................................. 224, Grouping Objects ......................................................................................................................................... 225, Aligning Objects ........................................................................................................................................... 226, Flipping and Rotating Objects....................................................................................................................... 227, Layering Objects .......................................................................................................................................... 228, , 4, , © 2020 UNIQUE TRICKS ACADEMY

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Inserting SmartArt......................................................................................................................................... 229, Working with SmartArt Elements................................................................................................................... 230, Formatting SmartArt ..................................................................................................................................... 232, Using WordArt .............................................................................................................................................. 234, Inserting an Embedded Object ...................................................................................................................... 235, Inserting Symbols ......................................................................................................................................... 236, Advanced Topics .......................................................................................................................................... 237, Customizing the Quick Access Toolbar ......................................................................................................... 238, Using and Customizing AutoCorrect.............................................................................................................. 240, Changing Excel’s Default Options ................................................................................................................. 242, Recovering Your Documents ........................................................................................................................ 243, Using Microsoft Office Diagnostics................................................................................................................ 245, Viewing Document Properties and Finding a File .......................................................................................... 246, Saving a Document as PDF or XPS .............................................................................................................. 247, Adding a Digital Signature to a Workbook ..................................................................................................... 249, Preparing Documents for Publishing and Distribution .................................................................................... 250, Publishing a Workbook to a Document Workspace ....................................................................................... 251, Creating a Custom AutoFill List ..................................................................................................................... 252, Creating a Custom Number Format .............................................................................................................. 253, Appendix of Common Functions.................................................................................................................. 254, Using Logical Functions (IF) ......................................................................................................................... 255, Using Financial Functions (PMT) .................................................................................................................. 256, Using Database Functions (DSUM) .............................................................................................................. 257, Using Lookup Functions (VLOOKUP) ........................................................................................................... 258, Financial Functions....................................................................................................................................... 259, Date & Time Functions ................................................................................................................................. 260, Math & Trig Functions................................................................................................................................... 262, Statistical Functions...................................................................................................................................... 264, Lookup & Reference Functions ..................................................................................................................... 265, Database Functions...................................................................................................................................... 266, Text Functions .............................................................................................................................................. 267, Logical Functions.......................................................................................................................................... 268, Microsoft Office Excel 2007 Review ............................................................................................................. 269, , UNIQUE TRICKS ACADEMY, , 5

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How It Works, 1. Open Microsoft Word, Our customizable courseware is provided as simple-touse, editable Microsoft Word documents—if you can use, Microsoft Word you can create your own training, materials in minutes!, 2. Select Your Topics, Select the content you need from our award-winning, courseware library. You can even mix and match topics, between titles, such as Microsoft Outlook and Microsoft, Word., 3. Customize, Arrange topics in the order you want—the courseware, automatically updates to reflect your changes. Add your, organization’s name and logo for a professional “inhouse” look., , 4. Print and Distribute, Print as many copies as you need at your site, without, paying any per-unit royalties or maintaining physical, inventories. You can print single-page handouts, a group, of related lessons, or a complete manual. It’s fast,, convenient, and very affordable., 5. Teach and Learn, You’ll love having your own customized training, materials, and your users will appreciate the colorful, illustrations, down-to-earth writing style, and the, convenience of having a reference guide that they can, use in or out of the classroom., , 3rd Generation Courseware: What’s New?, CustomGuide is pleased to introduce 3rd generation courseware. Completely redesigned from years of customer feedback,, 3rd generation courseware features a streamlined design that is easier to customize and use as a reference tool. Take a look at, the table below for more information regarding these features., Streamlined design, , Featuring a professional-looking, easy-to-read design, 3rd generation courseware appeals to, instructors, students and individual users alike., , Exercise Notes, , A new Exercise Notes section appears at the top of each lesson. Rather than practicing the, topic step by step through the lesson as in 2nd generation courseware, the topic can be, practiced using the exercise file and exercise described here., , Table of Contents, , In addition to the Table of Contents found at the beginning of each courseware title, 3rd, generation courseware includes a Table of Contents at the beginning of each chapter, making, it even easier to locate the lessons you need., , Smart Quizzes, , The Quiz section, located at the back of the book, automatically updates itself when the, manual is customized. For example, if you remove a lesson regarding cutting and pasting text,, there will be no questions in the Quiz section that relate to cutting and pasting text., , Easier customization, , The design of 3rd generation is simplified, which makes it easier to customize. All you have to, do is click and drag or copy and paste, or press the <Delete> key to remove a lesson, and, voila; you’re done!, , Use as a reference tool, , 3rd generation courseware breaks tasks down into basic step-by-step instructions and can be, used as a virtual help desk, answering “how-to” questions in minutes., , 6, , © 2020 UNIQUE TRICKS ACADEMY

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Courseware Features, Working with Shapes and Pictures, , Positioning Pictures, Whenever you insert a graphic into a document, it is, inserted inline with text by default. This means that the, text in the document moves in order to accommodate the, graphic. This lesson will show you how to adjust text, wrapping and how to use the grid to position objects., Tips, ,  Exercise, , , Exercise File: AmericanHistory7-3.docx, , , , Exercise: Select the header row containing, the month labels, the Income row, the Total, Exp. Row, and the Net Inc. row (use the Ctrl, key to select multiple rows). Create a 2-D, Clustered Column chart., ,  If you want to use a graphic with other graphics or, objects, they must be on a drawing canvas. See the, lesson on Inserting Shapes for more information., , Adjust text wrapping, To adjust how text reacts to the objects in your documents,, change the object’s text wrapping., 1. Double-click the object whose text wrapping you, wish to adjust., The Format contextual tab appears on the Ribbon., 2., , This places the object at the insertion point in a, In Line, with Text line of text in the document. The object remains, on the same layer as the text., Square, , Wraps text around all sides of the square, bounding box for the selected object., , Tight, , Wraps text tightly around the edges of the actual, image (instead of wrapping around the object’s, bounding box)., , Behind, Text, , This removes text wrapping and puts the object, behind text in a document The object floats on, its own layer., , In Front, of Text, , This removes text wrapping and puts the object, in front of text in a document. The object floats, on its own layer., , Top and, Bottom, , Wraps text around the top and bottom of the, object, leaving the area to the right and left of, the object clear., , Through, , Similar to the Tight style, this style wraps text, throughout the image., , Click the Text Wrapping button in the Arrange group., A list of text wrapping styles appears. Take a look at, the Text Wrapping Styles table for a description of, each style., , 3., , Table 7-2: Text Wrapping Styles, , Select a text wrapping style from the list., The text wrapping style is applied to the image., Other Ways to Adjust Text Wrapping:, Right-click the image, point to Text Wrapping, in the contextual menu, and select an option, from the submenu., , To display/hide the grid, Just like the graph paper you used to use in geometry, class, the grid consists of horizontal and vertical lines that, help you draw and position objects., 1., , Click the View tab on the Ribbon., , 2., , Click the Gridlines check box in the Show/Hide group., Horizontal and vertical gridlines appear on the page., Other Ways to Display the Grid:, Press <Shift> + <F9>, or click the Format, contextual tab on the Ribbon, click the Align, button in theArrange group, and select View, Gridlines from the list., , Figure 7-3: A document with the grid displayed., , Tip: Gridlines do NOT appear in the printed, document., , 102, , © 2007 CustomGuide, Inc., , Lessons are presented on one or two pages, so, you can follow along without wondering when a, lesson ends and a new one begins., , Each lesson includes a hands-on exercise and, practice file so users can practice the topic of the, lesson., , Clear step-by-step instructions answer “how-to”, questions. Anything you need to click appears like, this., , Tips let you know more information about a specific, step or topic as a whole., , Whenever there is more than one way to do, something, the most common method is presented, in the numbered step, while the alternate methods, appear beneath., , Tables provide summaries of the terms, toolbar, buttons, and options covered in the lesson., , The table of contents, index, tables, figures, and, quiz questions automatically update to reflect any, changes you make to the courseware., , Icons and pictures show you what to look for as you, follow the instructions., , UNIQUE TRICKS ACADEMY, , 7

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The, Fundamentals, Starting Excel 2007 .......................................... 11, Windows XP ...........................................11, Windows Vista ........................................11, What’s New in Excel 2007................................ 12, Understanding the Excel Program Screen ..... 13, Understanding the Ribbon .............................. 14, Tabs ...................................................... 14, Groups ................................................... 14, Buttons .................................................. 14, Using the Office Button and Quick Access, Toolbar ............................................................. 15, Using Keyboard Commands ........................... 16, Keystroke shortcuts ................................ 16, Key Tips ................................................. 16, Using Contextual Menus and the Mini Toolbar, ............................................................................. 17, Using Help ....................................................... 18, Search for help....................................... 18, Browse for help ...................................... 18, Choose the Help source ......................... 18, Exiting Excel 2007 ........................................... 20, , 8, , © 2020 UNIQUE TRICKS ACADEMY, , 1, Microsoft Excel is a powerful spreadsheet, program that allows you to make quick, and accurate numerical calculations and, helps you to make your data look sharp, and professional. The uses for Excel are, limitless: businesses use Excel for, creating financial reports, scientists use, Excel for statistical analysis, and families, use Excel to help manage their investment, portfolios., For 2007, Excel has undergone a major, redesign. If you’ve used Excel before,, you’ll still be familiar with much of the, program’s functionality, but you’ll notice, a completely new user interface and many, new features that have been added to, make using Excel more efficient., This chapter is an introduction to working, with Excel. You’ll learn about the main, parts of the program screen, how to give, commands, use help, and about new, features in Excel 2007.

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The Fundamentals, , Starting Excel 2007, ,  Exercise, , Exercise, • Exercise, ExerciseFile:, File:None, Nonerequired., required., , In order to use a program, you must start—or launch—it, first., , • Exercise: Start, Review, thethe, Microsoft, new features, OfficeinExcel, Microsoft, 2007 Office, program., Excel 2007., , Windows XP, 1. Click the Windows Start button., The Start menu appears., 2. Point to All Programs., A menu appears. The programs and menus listed here, will depend on the programs installed on your, computer., 3. Point to Microsoft Office., 4. Select Microsoft Office Excel 2007., The Excel program screen appears., , Windows Vista, 1. Click the Windows Start button., The Start menu appears., , Figure 1-1: The All Programs menu in Windows XP., , 2. Click All Programs., The left pane of the Start menu displays the programs, and menus installed on your computer., 3. Click Microsoft Office., 4. Select Microsoft Office Excel 2007., The Excel 2007 program screen appears., Trap: Depending on how your computer is set up,, the procedure for starting Excel 2007 might be a, little different from the one described here., Tips,  If you use Excel 2007 frequently, you might consider, pinning it to the Start menu. To do this, right-click, Microsoft Office Excel 2007 in the All Programs, menu and select Pin to Start Menu., , Figure 1-2: The All Programs menu in Windows Vista., , 11

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The Fundamentals, , What’s New in Excel 2007, , Exercise, • Exercise File: None required., , Excel 2007 is very different from previous versions. The, table below gives you an overview of what to expect., , • Exercise: Review the new features in Microsoft Office, Excel 2007., , Table 1-1: What’s New in Excel 2007, New user interface, , The new results-oriented user interface (UI) is the most noticeable change in Excel 2007. Traditional, menus and toolbars have been replaced by the Ribbon, a single mechanism that makes all the, commands needed to perform a task readily available., , Live Preview, , Allows you to preview how a formatting change will look before applying it. Simply point to the, selection on the Ribbon or Mini Toolbar and Excel 2007 shows you a preview of what your worksheet, would look like if the selected changes were applied., , XML compatibility, , The new Excel XML format (.xlsx) is much smaller in file size and makes it easier to recover damaged, or corrupted files. Files based on XML have the potential to be more robust and integrated with, information systems and external data., , Improved styles and themes, , Predefined styles and themes let you change the overall look and feel of a worksheet in just a few, clicks. With Office themes, you can apply predefined formatting to workbooks and then share them, with Word and PowerPoint to give your Office documents a unified look. You can even create your own, corporate theme. Styles can be used to format specific items in Excel, such as tables and charts., , SmartArt, , The new SmartArt graphics feature offers new diagram types and more layout options, and lets you, convert text such as a bulleted list into a diagram., , Save as PDF, , Now you can install an Excel add-in that allows you to save a workbook as a PDF without using thirdparty software. PDF format allows you to share your worksheet with users on any platform., , Document Inspector, , Removes comments, tracked changes, metadata (document history such as the author and editors) and, other information that you don’t want to appear in the finished worksheet., , Digital Signature, , Adding a digital signature to a workbook prevents inadvertent changes, ensuring that your content, cannot be altered., , Better sharing capabilities, , Microsoft Office SharePoint Server 2007 makes it easier to share and manage worksheets from within, Excel., , Better conditional, formatting, , Conditional formatting allows you to analyze Excel data with just a few clicks. You can apply gradient, colors, data bars, and icons to cells to visually represent relationships between your data., , Easier formula writing, , An expandable formula bar and Function AutoComplete are among several features that make formula, writing easier in Excel 2007., , Enhanced sorting and, filtering, , Now you can sort data by color and by up to 64 levels. You can also filter by color or date, display more, than 1000 items in the AutoFilter drop-down list, filter by multiple items, and filter PivotTable data., , Improved tables (formerly, Excel lists), , Among the improvements to tables: table header rows can be turned on or off; calculated columns have, been added so you only have to enter a formula once; AutoFilter is turned on by default; and structured, references allow you to use table column header names in formulas in place of cell references., , Better charts, , Visual chart element pickers allow you to quickly edit chart elements such as titles and legends,, OfficeArt allows you to format shapes with modern-looking 3-D effects, and clearer lines and charts, make charts easier to read. In addition, sharing charts with other Office programs is easier than ever,, because Word and PowerPoint now share Excel’s chart features., , New PivotTable interface, , With the new PivotTable user interface, dragging data to drop zones has been replaced by clicking the, fields you want to see. You can now undo PivotTable actions, expand or collapse parts of the PivotTable, with plus and minus drill-down indicators, and sort and filter data using simple buttons., , Easier connection to external, data, , Quicklaunch allows you to select from a list of data sources that your administrator has made available,, instead of having to know the server or database names, and a connection manager allows you to view, all the connections in a workbook., , New Page Layout view, , With a new Page Layout view, you can see how your worksheet will look in a printed format while you, work., , 12

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The Fundamentals, , Understanding the Excel, Program Screen, The Excel 2007 program screen may seem confusing and, overwhelming at first. This lesson will help you become, familiar with the Excel 2007 program screen as well as, the new user interface., ,  Exercise Notes, • Exercise File: None required., • Exercise: Understand and experiment with the different, parts of the Microsoft Office Excel 2007 screen., , Office Button: Replaces the File menu found in previous, versions of Excel., , View buttons: Use these buttons to quickly switch between, Normal, Page Layout, and Page Break Preview views., , Quick Access Toolbar: Contains common commands such, as Save and Undo. You can add more commands as well., , Worksheet tabs: Workbooks have three worksheets by, default. You can move from one worksheet to another by, clicking the worksheet tabs., , Title bar: Displays the name of the workbook you are, working on and the name of the program you are using., , Status bar: Displays messages and feedback on the current, state of Excel. Right-click the status bar to configure it., , Close button: Click the close button in the Title bar to exit, the Excel program entirely, or click the close button in the, Ribbon to close only the current workbook., , Name box: Displays the active cell address or object name., Click the list arrow to enter formulas., , Ribbon: The tabs and groups on the Ribbon replace the, menus and toolbars found in previous versions of Excel., , Row and column headings: Cells are organized and, referenced by row and column headings (for example, cell, A1)., , Scroll bars: Use the vertical and horizontal scroll bars to, view different parts of the worksheet., , Active cell: You can enter or edit data in the active cell., , Zoom slider: Click and drag the slider to zoom in or out of a, window. You can also use the + and – buttons., , Formula Bar: Allows you to view, enter, and edit data in the, active cell. Displays values or formulas in the cell., , 13

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The Fundamentals, , Understanding the Ribbon, , Exercise, • Exercise File: None required., , Excel 2007 provides easy access to commands through, the Ribbon, which replaces the menus and toolbars found, in previous versions of Excel. The Ribbon keeps, commands visible while you work instead of hiding them, under menus or toolbars., , • Exercise: Click each tab on the Ribbon to view its, commands., , The Ribbon is made up of three basic components:, Command tab, , Contextual tab, , Tabs, Commands are organized into tabs on the Ribbon. Each, tab contains a different set of commands. There are three, different types of tabs:,  Command tabs: These tabs appear by default, whenever you open the Excel program. In Excel, 2007, the Home, Insert, Page Layout, Formulas,, Data, Review, and View tabs appear by default., , Button, , Group, , Dialog Box, Launcher, , Figure 1-3: Ribbon elements., ,  Contextual tabs: Contextual tabs appear whenever, you perform a specific task and offer commands, relative to only that task. For example, whenever you, insert a table, the Design tab appears on the Ribbon.,  Program tabs: If you switch to a different authoring, mode or view, such as Print Preview, program tabs, replace the default command tabs that appear on the, Ribbon., , Groups, The commands found on each tab are organized into, groups of related commands. For example, the Font group, contains commands used for formatting fonts. Click the, Dialog Box Launcher ( ) in the bottom-right corner of a, group to display even more commands. Some groups also, contain galleries that display several formatting options., , Buttons, One way to issue a command is by clicking its button on, the Ribbon. Buttons are the smallest element of the, Ribbon., Tips,  You can hide the Ribbon so that only tab names, appear, giving you more room in the program, window. To do this, double-click the currently, displayed command tab. To display the Ribbon again,, click any tab.,  Based on the size of the program window, Excel, changes the appearance and layout of the commands, within the groups., , 14, , Figure 1-4: Hiding the Ribbon gives you more room in the, program window.

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The Fundamentals, , Using the Office Button and, Quick Access Toolbar, Near the Ribbon at the top of the program window are, two other tools you can use to give commands in Excel, 2007: The Office Button and the Quick Access Toolbar., , Exercise, • Exercise File: None required., • Exercise: Click the Office Button to open it. Move the, Quick Access Toolbar below the Ribbon, then move it back, above the Ribbon., , Office Button, The Office Button appears in the upper-left corner of the, program window and contains basic file management, commands including New, which creates a new file;, Open, which opens a file; Save, which saves the currently, opened file; and Close, which closes the currently opened, file., Tips,  The Office Button replaces the File menu found in, previous versions of Excel., , Quick Access Toolbar, The Quick Access Toolbar appears to the right of the, Office Button and provides easy access to the commands, you use most frequently. By default, the Save, Undo and, Redo buttons appear on the toolbar; however, you can, customize this toolbar to meet your needs by adding or, removing buttons., 1. Click the Customize Quick Access Toolbar button, at the end of the Quick Access Toolbar., A list of commands you can add to the Quick Access, Toolbar appears., , Figure 1-5: The Office Button menu., , 2. Select the commands you want to add or remove., The commands are added as buttons on the Quick, Access Toolbar., Tips,  You can change where the Quick Access Toolbar, appears in the program window. To do this, click the, Customize Quick Access Toolbar button at the end, of the Quick Access Toolbar. Select Show Below the, Ribbon or Show Above the Ribbon, depending on, the toolbar’s current location., , Save, , Undo, , Redo, , Customize, , Figure 1-6: The Quick Access Toolbar., , 15

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The Fundamentals, , Using Keyboard Commands, ,  Exercise, • Exercise File: None required., , Another way to give commands in Excel 2007 is using the, keyboard. There are two different types of keyboard, commands in Excel 2007: keystroke shortcuts and Key, Tips., , • Exercise: Memorize some common keystroke shortcuts., Then view Key Tips in the program., , Keystroke shortcuts, Without a doubt, keystroke shortcuts are the fastest way to, give commands in Excel 2007. They’re especially great, for issuing common commands, such as saving a, workbook., In order to issue a command using a keystroke shortcut,, you simply press a combination of keys on your, keyboard. For example, rather than clicking the Copy, button on the Ribbon to copy a cell, you could press and, hold the copy keystroke shortcut, <Ctrl> + <C>., , Key Tips, New in Excel 2007, Key Tips appear whenever you press, the <Alt> key. You can use Key Tips to perform just about, any action in Excel, without ever having to use the mouse., To issue a command using a Key Tip, first press the <Alt>, key. Tiny letters and numbers, called badges, appear on, the Office Button, the Quick Access Toolbar, and all of, the tabs on the Ribbon. Depending on the tab or command, you want to select, press the letter or number key, indicated on the badge. Repeat this step as necessary until, the desired command has been issued., , Table 1-2: Common Keystroke Shortcuts, <Ctrl> + <O>, , Opens a workbook., , <Ctrl> + <N>, , Creates a new workbook., , <Ctrl> + <S>, , Saves the current workbook., , <Ctrl> + <P>, , Prints the worksheet., , <Ctrl> + <B>, , Toggles bold font formatting., , <Ctrl> + <I>, , Toggles italic font formatting., , <Ctrl> + <C>, , Copies the selected cell, text or object., , <Ctrl> + <X>, , Cuts the selected cell, text or object., , <Ctrl> + <V>, , Pastes the selected cell, text or object., , <Ctrl> + <Home>, , Moves the cell pointer to the beginning, of the worksheet., , <Ctrl> + <End>, , Moves the cell pointer to the end of the, worksheet., , Key Tip badge, , Figure 1-7: Press the <Alt> key to display Key Tips., , 16

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The Fundamentals, , Using Contextual Menus and, the Mini Toolbar, There are two tools that you can use in Excel 2007 that, make relevant commands even more readily available:, contextual menus and the Mini Toolbar., ,  Exercise, • Exercise File: None required., • Exercise: Open a contextual menu in the main area and, other parts of the program window., , Contextual menus, A contextual menu displays a list of commands related to, a specific object or area. To open a contextual menu:, 1. Right-click an object or area of the worksheet or, program screen., A contextual menu appears, displaying commands, that are relevant to the object or area that you rightclicked., 2. Select an option from the contextual menu, or click, anywhere outside the contextual menu to close it, without selecting anything., , The Mini Toolbar, New in Excel 2007 is the Mini Toolbar, which appears, when you select text or data within a cell or the formula, bar, and contains common text formatting commands., 1. Select text or data within a cell or the formula bar., The Mini Toolbar appears above the text or data you, selected., , Figure 1-8: A contextual menu., , Trap: Sometimes the Mini Toolbar can be hard to, see due to its transparency. To make the Mini, Toolbar more visible, point to it., Tip: A larger version of the Mini Toolbar also, appears along with the contextual menu whenever, you right-click an object or area., 2. Click the desired command on the Mini Toolbar or, click anywhere outside the Mini Toolbar to close it., Tip: If you don’t want the Mini Toolbar to appear, every time, click the Office Button and click the, Excel Options button. Click the Personalize, category, uncheck the Show Mini Toolbar on, selection check box, and click OK., , Figure 1-9: The Mini Toolbar., , 17

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The Fundamentals, , Using Help, When you don’t know how to do something in Excel, 2007, look up your question in the Excel Help files. The, Excel Help files can answer your questions, offer tips, and, provide help for all of Excel’s features., ,  Exercise, • Exercise File: None required., • Exercise: Search the term “formatting numbers”. Browse, topics in the “Worksheet and Excel table basics” category of, Help. Search the term “formatting numbers” again using, help files from this computer only., , Search for help, 1. Click the Microsoft Office Excel Help button ( ), on the Ribbon., , Enter search, keywords here., , Choose a, help source., , Browse help topic, categories., , The Excel Help window appears., Other Ways to Open the Help window:, Press <F1>., 2. Type what you want to search for in the “Type words, to search for” box and press <Enter>., A list of help topics appears., 3. Click the topic that best matches what you’re looking, for., Excel displays information regarding the selected, topic., , Browse for help, 1. Click the Microsoft Office Excel Help button ( ), on the Ribbon., The Excel Help window appears., , Figure 1-10: The Excel Help window., , 2. Click the category that you want to browse., The topics within the selected category appear., 3. Click the topic that best matches what you’re looking, for., , Table 1-3: Help buttons, Back, , Click here to move back to the, previous help topic., , Forward, , Click here to move forward to, the next help topic., , Choose the Help source, , Home, , Click here to return to the Help, home page., , If you are connected to the Internet, Excel 2007 retrieves, help from the Office Online database by default. You can, easily change this to meet your needs., , Print, , Click here to print the current, help topic., , Change Font Size, , Click here to change the size of, the text in the Help window., , Show Table of, Contents, , Click here to browse for help, using the Table of Contents., , Keep On Top, , Click here to layer the Help, window so that it appears behind, all other Microsoft Office, programs., , Excel displays information regarding the selected, topic., , 1. Click the Search button list arrow in the Excel Help, window., A list of help sources appears., 2. Select an option from the list., Now you can search from that source., , 18

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The Fundamentals, Tips,  When a standard search returns too many results, try, searching offline to narrow things down a bit.,  Office 2007 offers enhanced ScreenTips for many, buttons on the Ribbon. You can use these ScreenTips, to learn more about what a button does and, where, available, view a keystroke shortcut for the, command. If you see the message “Press F1 for more, help”, press <F1> to get more information relative to, that command.,  When you are working in a dialog box, click the, Help button ( ) in the upper right-hand corner to get, help regarding the commands in the dialog box., , 19

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The Fundamentals, , Exiting Excel 2007, When you’re finished using Excel 2007, you should exit, it. Exiting a program closes it until you need to use it, again., , Exercise, • Exercise File: None required., • Exercise: Exit the Microsoft Office Excel 2007 program., , 1. Click the Office Button., 2. Click the Exit Excel button., The Excel program closes., Other Ways to Exit Excel:, If there is only one Excel program window open,, click the Close button in the title bar., Tips,  Having too many programs open at a time could slow, down your computer, so it’s a good idea to exit all, programs that aren’t being used., , Exit Excel, , Close the current, workbook, , Figure 1-11: Two ways to Exit Excel., , 20

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Worksheet, Basics, Creating a New Workbook ............................... 22, Create a new blank workbook ................. 22, Create a workbook from a template......... 22, Opening a Workbook ....................................... 23, Navigating a Worksheet ................................... 24, , 2, This chapter will introduce you to Excel, basics—what you need to know to create,, print, and save a worksheet., We don’t get into great depth here, but we, make sure you understand key Excel, functionality, such as entering data and, the basics of using formulas. This chapter, will help you build a solid foundation of, Excel knowledge., , Entering Labels ................................................ 25, Entering Values ................................................ 26, Selecting a Cell Range ..................................... 27, Overview of Formulas and Using AutoSum .... 28, Entering Formulas ........................................... 29, Using AutoFill ................................................... 31, Understanding Absolute and Relative Cell, References ....................................................... 32, Using Undo and Redo ...................................... 33, Undo a single action ............................... 33, Undo multiple actions.............................. 33, Redo an action ....................................... 33, Saving a Workbook .......................................... 35, Save a new workbook ............................. 35, Save workbook changes ......................... 36, Save a workbook under a different name, and/or location ........................................ 36, Save a workbook as a different file type .. 36, , Using Exercise Files, This chapter suggests exercises to practice, the topic of each lesson. There are two, ways you may follow along with the, exercise files:,  Open the exercise file for a lesson,, perform the lesson exercise, and close, the exercise file.,  Open the exercise file for a lesson,, perform the lesson exercise, and keep, the file open to perform the remaining, lesson exercises for the chapter., The exercises are written so that you may, “build upon them”, meaning the exercises, in a chapter can be performed in, succession from the first lesson to the last., , Previewing and Printing a Worksheet ............. 37, Preview a worksheet ............................... 37, Quick Print a worksheet .......................... 37, Print a worksheet .................................... 37, Closing a Workbook......................................... 38, , 21

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Worksheet Basics, , Creating a New Workbook, , Exercise, • Exercise File: None required., , Creating a new workbook is one of the most basic, commands you need to know in Excel. A new workbook, automatically appears upon starting Excel, but it’s also, helpful to know how to create a new workbook within the, application. You can create a blank new workbook, such, as the one that appears when you open Excel, or you can, create a new workbook based on a template., , • Exercise: Create a new blank workbook. Then create a, new workbook from a Microsoft Office Online template., , Create a new blank workbook, 1. Click the Office Button and select New., The New Workbook dialog box appears. By default,, the Blank Workbook option is already selected., 2. Make sure the Blank Workbook option is selected, and click Create., The new blank workbook appears in the Excel, application screen., Other Ways to Create a Blank Workbook:, Double-click the Blank Workbook option. Or, press <Ctrl> + <N>., , Create a workbook from a template, 1. Click the Office Button and select New., The New Workbook dialog box appears. There are, several ways you can create a new workbook from a, template. Different categories are listed to the left:,  Blank and recent: This category is selected by, default. Select a template in the Recently Used, Templates area and click Create.,  Installed Templates: Click this category to view, templates that were installed on your computer, with Microsoft Office. Select the template from, which you want to create a new workbook and, click Create.,  My templates: Select My Templates to open a, dialog box that displays templates you have, created and saved on your computer.,  New from existing: Select New from Existing to, open a dialog box that allows you to browse for a, workbook on your computer that you want to base, a new workbook on. This is essentially like, creating a copy of an existing file.,  Microsoft Office Online: Click a category to, view templates that you can download from, Office Online. Find the template you want to, download and click Download., , 22, , Figure 2-1: The New Workbook dialog box.

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Worksheet Basics, , Opening a Workbook, , Exercise, • Exercise File: Sales2-1.xlsx, , Opening a workbook lets you work on a workbook that, you or someone else has previously created and then, saved. This lesson explains how to open a saved, workbook., , • Exercise: Open a previously-saved workbook., , Open a workbook, You can locate an Excel file on your computer and simply, double-click it to open it, but you can also open a, workbook from within the Excel program., 1. Click the Office Button and select Open., The Open dialog box appears. Next, you have to tell, Excel where the file you want to open is located., Other Ways to Open a Workbook:, Press <Ctrl> + <O>., , Favorite Links, , Address bar, , Search box, , 2. Navigate to the location of the saved file., The Open dialog box has several controls that make it, easy to navigate to locations and find files on your, computer:,  Address bar: Click a link in the Address bar to, open it. Click the arrow to the right of a link to, open a list of folder within that location. Select a, folder from the list to open it.,  Favorite Links: Shortcuts to common locations, on your computer, such as the Desktop and, Documents Folder.,  Search box: This searches the contents—, including subfolders—of that window for the text, that you type. If a file’s name, file content, tags, or, other file properties match the searched text, it, will appear in the search results. Search results, appear as you enter text in the search box., , Figure 2-2: The Open dialog box. To open a file, you must, first navigate to the folder where it is saved. Most new files, are saved in the Documents folder by default., , 3. Select the file you want to open and click Open., Excel displays the file in the application window., Tips,  To open a workbook that has been used recently,, click the Office Button and select a workbook from, the Recent Documents menu.,  You can pin a workbook to the Recent Documents, menu so that it is always available there. Click the, Office Button and click the Pin button next to the, workbook that you want to always be available. Click, the workbook’s Pin button again to unpin the, workbook from the Recent Documents menu., , 23

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Worksheet Basics, , Navigating a Worksheet, ,  Exercise Notes, • Exercise File: Sales2-1.xlsx, , Before you start entering data into a worksheet, you need, to learn how to move around in one. You must make a cell, active by selecting it before you can enter information in, it. You can make a cell active by using:, , , The Mouse: Click any cell with the white cross, pointer., , , , The Keyboard: Move the cell pointer using the, keyboard’s arrow keys., , To help you know where you are in a worksheet, Excel, displays row headings, indentified by numbers, on the left, side of the worksheet, and column headings, identified by, letters, at the top of the worksheet. Each cell in a, worksheet has its own cell address made from its column, letter and row number—such as cell A1, A2, B1, B2, etc., You can immediately find the address of a cell by looking, at the Name Box, which shows the current cell address., , • Exercise: Practice moving around in the worksheet using, both the mouse and keyboard., , Name Box, , 1. Click any cell to make it active., The cell address appears in the name box., , Figure 2-3: A cell address in the Name Box., , Now that you’re familiar with moving the cell pointer, with the mouse, try using the keyboard., 2. Press <Tab>., The active cell is one cell to the right of the previous, cell. Refer to Table 2-1: Navigation Shortcuts for, more information on navigating shortcuts., Tips,  Excel 2007 worksheets have 1,048,576 rows and, 16,384 columns! To view the off-screen portions of, the worksheet, use the horizontal and vertical scroll, bars.,  To select contents within a cell, double-click the cell,, then click and drag to select the desired contents.,  Using the <Ctrl> key with arrow keys is very, powerful. These key combinations jump to the edges, of data. For example, if you have a group of data in, columns A-G and another group in columns R-Z,, <Ctrl> + <> jumps between each group of data., , 24, , Table 2-1: Navigation Shortcuts, Press, , To Move, ,  or <Tab>, , One cell to the right., ,  or, <Shift> + <Tab>, , One cell to the left., ,  or, <Shift> + <Enter>, , One cell up., ,  or <Enter>, , One cell down., , <Home>, , To column A in the current row., , <Ctrl> + <Home>, , To the first cell (A1) in the, worksheet., , <Ctrl> + <End>, , To the last cell with data in the, worksheet., , <Page Up>, , Up one screen., , <Page Down>, , Down one screen., , <F5> or, <Ctrl> + <G>, , Opens the Go To dialog box where, you can go to a specified cell address.

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Worksheet Basics, , Entering Labels, Now that you’re familiar with worksheet navigation in, Excel, you’re ready to start entering data. There are two, basic types of information you can enter in a cell:, , , Labels: Any type of text or information not used in, calculations., , , , Values: Any type of numerical data: numbers,, percentages, fractions, currencies, dates, or times,, usually used in formulas or calculations., ,  Exercise Notes, • Exercise File: Sales2-1.xlsx, • Exercise: Type the label “Sales and Expenses” in cell A1, and the labels “Supplies”, “Office”, “Salaries”, “Utilities”,, and “Total” in the cell range A7:A11., , This lesson focuses on labels. Labels are used for, worksheet, column, and row headings. They usually, contain text, but can also consist of numerical information, not used in calculations, such as serial numbers. Excel, treats information beginning with a letter as a label and, automatically left-aligns it inside the cell., 1. Click a cell where you want to add a label., Don’t worry if the cell already contains text—, anything you type will replace the old cell contents., 2. Type the label, such as a row heading, in the cell., 3. Press the <Enter> or <Tab> key., The cell entry is confirmed and the next cell down, becomes active., , Figure 2-4: Entering a label in a cell., , Other Ways to Confirm a Cell Entry:, Click the Enter button on the Formula Bar. Or,, press the <Tab> key., If the label is too large to fit in the cell, the text spills, into the cell to the right, as long as that cell is empty., If not, Excel truncates the text; it’s still there—you, just can’t see it., Tips,  Click the Cancel button on the Formula Bar to cancel, typing and return the cell to its previous state.,  If you want to start a label with a number, type an, apostrophe before the number to prevent Excel from, recognizing the number as a value.,  AutoComplete can help you enter labels. Enter the, first few characters of a label; Excel displays the, label if it appears previously in the column. Press, <Enter> to accept the entry or resume typing to, ignore the suggestion.,  Labels that are wider than the column in which they, are entered automatically overlap the cell in the next, column over. Resize the width of the column to fix, this problem, something we’ll cover later on., , 25

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Worksheet Basics, , Entering Values, Now that you know how to enter labels, it’s time to work, with the other basic type of worksheet information:, values. Values are the numerical data in a worksheet that, are used in calculations. A value can be any type of, numerical information: numbers, percentages, fractions,, currencies, dates, and times., ,  Exercise Notes, • Exercise File: Sales2-2.xlsx, • Exercise: Enter the following values in the cell range, E7:E10: 3500, 800, 7000, 4000., , Entering values in a worksheet is no different from, entering labels—you simply type the value and confirm, the entry., 1. Click a cell and type a value., 2. Press <Enter> or <Tab> to confirm the entry., Tips,  Excel treats information that contains numbers, dates, or times as a value and automatically right-aligns it in, the cell.,  Values don’t have to contain only numbers. You can, also use numerical punctuation such as a period or a, dollar sign.,  You can reformat dates after entering them. For, example, if you enter 4/4/07, you can easily reformat, to April 4, 2007., , 26, , Figure 2-5: Entering a value in a cell.

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Worksheet Basics, , Selecting a Cell Range, ,  Exercise Notes, • Exercise File: Sales2-3.xlsx, , To work with a range of cells, you need to know how to, select multiple cells., 1. Click the first cell you want to select in the cell range, and hold the mouse button., , • Exercise: Select the cell range E7:E10., , Click to select the entire, worksheet., , 2. Drag to select multiple cells., As you drag, the selected cells are highlighted., 3. Release the mouse button., The cell range is selected., Other Ways to Select a Cell Range:, Press and hold the <Shift> key and use the arrow, keys to select multiple cells., Tips,  To select all the cells in a worksheet, click the Select, All button where the row and column headers come, together, or press <Ctrl> + <A>., , Figure 2-6: Selecting a range of cells with the mouse., ,  To select multiple non-adjacent cells, select a cell or, cell range and hold down the <Ctrl> key while you, select other cells., , 27

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Worksheet Basics, , Overview of Formulas and, Using AutoSum, This lesson introduces what spreadsheet programs are, really all about: formulas., ,  Exercise Notes, • Exercise File: Sales2-3.xlsx., • Exercise: AutoSum the column B expense values in cell, B11., , Formula overview, Formulas are values, but unlike regular values, formulas, contain information to perform a numerical calculation,, such as adding, subtracting, or multiplying., All formulas must start with an equal sign (=). Then you, must specify two more types of information: the values, you want to calculate and the arithmetic operator(s) or, function name(s) you want to use to calculate the values., Formulas can contain numbers, like 5 or 8, but more often, they reference the contents of cells. For example, the, formula =A5+A6 adds the values in cells A5 and A6., Using these cell references is advantageous because if you, change the values in the referenced cells, the formula, result updates automatically to take the new values into, account., , Figure 2-7: The AutoSum button in the Editing group., , You’re already familiar with some of the arithmetic, operators used in Excel formulas, such as the plus sign, (+). Functions are pre-made formulas that you can use as, shortcuts or to perform calculations that are more, complicated. For example, the PMT function calculates, loan payments based on an interest rate, the length of the, loan, and the principal amount of the loan., , AutoSum, SUM is a common Excel function used to find the total of, a range of cells. Excel has a shortcut button, called, AutoSum, that can insert the formula for you., 1. Click a cell next to the column or row of numbers, you want to sum., 2. Click the Home tab and click the AutoSum button in, the Editing group., The SUM function appears in the cell and a moving, dotted line appears around the cell range that Excel, thinks you want to sum. If the range is not correct,, click and drag to select the correct range., Tip: Click the AutoSum button list arrow to, choose from other common functions, such as, Average., 3. Press the <Enter> key to confirm the action., The cell range is totaled in the cell. If you change a, value in the summed range, the formula will, automatically update to show the new sum., , 28, , Figure 2-8: Using the SUM function in a formula to sum a, range of cells.

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Worksheet Basics, , Entering Formulas, ,  Exercise Notes, • Exercise File: Sales2-4.xlsx., , This lesson takes a look at entering formulas manually,, instead of using a shortcut like the AutoSum button., , • Exercise: Manually enter a SUM formula in cell C11 to, total the expense values in column C., , A formula starts with an equal sign, followed by:, , , Values or cell references joined by an operator., Example: =A1+A2., , , , A function name followed by parentheses containing, function arguments., Example: =SUM(A1:A2)., , Try entering a formula yourself., 1. Click a cell where you want to enter a formula., 2. Type =, then enter the formula., You can also enter the formula in the Formula Bar., 3. Press the <Enter> key., The formula calculates the result and displays it in the cell, where you entered it. See Table 2-2: Examples of, Operators, References, and Formulas for examples of, common formulas in Excel., Other Ways to Enter a Function:, Select the cell where you want to insert the, function. Click the Insert Function button in the, Formula Bar or click the Formulas tab on the, Ribbon and click the Insert Function button., Select the function you want to use and click OK., Enter the function arguments and click OK., Tips,  You can adjust the size of the Formula Bar. Click and, drag the rounded edge of the Name Box to adjust it, horizontally. To adjust it vertically, click and drag the, bottom border of the Formula Bar or click the, Expand Formula Bar button at the end of the Formula, Bar., , Figure 2-9: Manually entering a formula., , Adjust, horizontally, here, , Adjust, vertically, here, , Expand, Formula, Bar, , Figure 2-10: Adjusting the size of the Formula bar., ,  You can use the Formula AutoComplete feature to, help you create and edit complex formulas. Type an =, (equal sign) in a cell or the Formula Bar and start, typing the formula. As you do this, a list appears of, functions and names that fit with the text you entered., Select an item from the list to insert it into the, formula., , Figure 2-11: The Formula AutoComplete feature appears, as you enter a formula in the Formula bar., , 29

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Worksheet Basics, Table 2-2: Examples of Operators, References, and Formulas, Operator or Function Name, , Purpose, , =, , All formulas must start with an equal sign., , +, , Performs addition between values., , Example, , =A1+B1, -, , Performs subtraction between values., =A1-B1, , *, , Performs multiplication between values., =B1*2, , /, , Performs division between values., =A1/C2, , SUM, , Adds all the numbers in a range., =SUM(A1:A3), , AVERAGE, , Calculates the average of all the numbers in a range., =AVERAGE(A2,B1,C3), , COUNT, , Counts the number of items in a range., =COUNT(A2:C3), , 30

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Worksheet Basics, , Using AutoFill, ,  Exercise Notes, • Exercise File: Sales2-5.xlsx., , AutoFill is a great way to quickly enter sequential, numbers, months or days. AutoFill looks at cells that you, have already filled in and makes a guess about how you, would want to fill in the rest of the series. For example,, imagine you’re entering all twelve months as labels in a, worksheet. With AutoFill, you only have to enter January, and February and AutoFill will enter the rest for you., , • Exercise: Use AutoFill to fill in the months in row 3., Labels should start with Jan in column B and end with June, in column G. Use AutoFill to copy cell range E7:E10 over to, column F, then copy cell C11 over to columns D, E, and F., , 1. Select a cell or cell range that contains the data and, increment you want to use., Excel can detect patterns pretty easily. A series of 1,, 2, 3, 4 is easy to detect, as is 5, 10, 15, 20. It can also, detect a pattern with mixed numbers and letters, such, as UPV-3592, UPV-3593, UPV-3594. See Table 2-3:, Examples of AutoFill for more information., 2. Position the mouse pointer over the fill handle (the, tiny box in the cell’s lower-right corner) until the, pointer changes to a plus sign ., 3. Click and drag the fill handle to the cells that you, want to AutoFill with the information., , Figure 2-12: In this example, AutoFill fills in months after, January into the selected cells. Notice that a screen tip, appears to show the content being filled into the cells., , As you click and drag, a screen tip appears, previewing the value that will be entered in the cell, once you release the mouse button., Tip: AutoFill is also a quick way to copy cells., Tips,  If you select only one cell, that same value is copied, to the adjacent cells when you AutoFill—unless, Excel recognizes it as a date or time, in which case it, will fill in the next logical date or time period.,  If you use AutoFill to copy a cell containing a, formula with a cell reference, such as =A3, the filled, cells will contain updated formulas that are relative to, their location. For example, if you AutoFill the, formula =A3 from cell D5 to cell E5, cell E5 will be, filled with the formula =B3.,  If you’re working with a data series that increases by, increments other than one (such as every-other day or, every-other month), select the cells that show Excel, the increment to use when filling the data series. For, example, if you enter 3 and 5 in adjacent cells, select, both cells and AutoFill the next cell; Excel will enter, 7 in that next cell.,  After using AutoFill the AutoFill Options button, , In this example, AutoFill, copies the formula from, C11 into the other cells., , Figure 2-13: Copying a formula using the AutoFill feature., , Table 2-3: Examples of AutoFill, Selected Cell(s), , AutoFill Entries in Next Three Cells, , January, , February, March, April, , 5:00, , 6:00, 7:00, 8:00, , Quarter 1, , Quarter 2, Quarter 3, Quarter 4, , 5, , 10, , 15, , 20, , 25, , appears., Click this button to view different ways, to perform or complete the AutoFill., , 31

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Worksheet Basics, , Understanding Absolute and, Relative Cell References, A cell reference identifies a cell or cell range and tells, Excel which values to use in a formula. There are two, types of cell references., , ,  Exercise Notes, • Exercise File: Sales 2-6.xlsx., • Exercise: Enter the formula =F7*$G$2 in cell G7. Copy, cell G7 to cells G8:G10. Copy cell F11 over to cell G11., , Relative: Relative references (like A1) tell Excel, how to find another cell starting from the cell that, contains the formula. Using a relative reference is, like giving someone directions that explain where to, go from where they are currently standing. When a, formula containing relative references is moved, it, will reference new cells based on their location to the, formula., For example, if cell A2 contained the formula =A1,, and you copied and pasted the formula to cell B2, the, formula in B2 would read =B1 because the reference, is relative to the location of the formula., , , , Absolute: Absolute references (like $A$1) always, refer to the same cell address, even if the formula is, moved., For example, if cell A2 contained the formula =$A$1,, and you copied and pasted the formula to cell B2, the, formula in B2 would still read =$A$1., , Figure 2-14: A formula with a relative (F7) and an, absolute ($G$2) cell reference., , Create a relative cell reference in a formula, Relative cell addresses are usually the desired way to, reference other cells in formulas, which is why they are, the default method used by Excel to reference cells., , Here the formula from the previous figure has been filled down., The F7 reference has changed to F8 because it was relative,, while $G$2 stayed the same because it was absolute., , 1. Click the cell you want to reference, for example, click cell B4., Other Ways to Create a Relative Cell, Reference in a Formula:, Type the address of the cell, for example type B4., , Create an absolute cell reference in a, formula, If you want a cell reference to always refer to a particular, cell address, you need to use an absolute cell reference., 1. Press and hold the <F4> key as you click the cell you, want to reference., Dollar signs $ are added to the cell reference., Other Ways to Add an Absolute Cell Reference, in a Formula:, Type the address of the cell with $ (dollar signs), before every reference heading. (For example,, type $B$4)., , 32, , Figure 2-15: Relative vs. absolute cell references.

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Worksheet Basics, , Using Undo, Redo and Repeat, ,  Exercise Notes, • Exercise File: Sales2-7.xlsx., , The undo, redo, and repeat commands are very useful, commands for working with cell contents and cell, formatting., , Undo a single action, Undo does just that—it undoes any actions as though they, never happened., 1. Click the Undo button on the Quick Access Toolbar., , • Exercise: Type “Monthly” in cell A2 and press <Enter>., Undo the typing. Then redo the typing., , Undo, button, Undo button, list arrow, , Your last action is undone. For example, if you had, deleted an item and then decided you wanted to keep, it after all, undo would make it reappear., Other Ways to Undo:, Press <Ctrl> + <Z>., , Undo multiple actions, 1. Click the Undo button list arrow on the Quick Access, Toolbar., A list of the last actions in Excel appears. To undo, multiple actions, point to the command you want to, undo. For example, to undo the last three actions,, point at the third action in the list. Each action done, before the one you select is also undone., , Figure 2-16: The Undo and Redo buttons., , Tip: You can undo up to 100 actions in Excel,, even after saving the workbook., 2. Click the last action you want to undo in the list., The command you select and all subsequent actions, are undone., , Redo an action, Redo is the opposite of undo: it redoes an action you have, undone. For example, if you decide that you do, after all,, want to delete an item that you have just brought back, with undo, you can redo the delete action., 1. Click the Redo button on the Quick Access Toolbar., The last action you undid is redone., Other Ways to Redo an Action:, Press <Ctrl> + <Y>., Tip: Click the Redo button list arrow to redo, multiple actions., , 33

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Worksheet Basics, Repeat an action, Repeat is different from redo, because repeat applies the, last command to any selected text. For example, rather, than applying bold formatting by clicking the Bold button, repeatedly, you can repeat the bold command with the, keystroke shortcut or Repeat button., 1. Press <F4>., The command is repeated., Other Ways to Repeat a Command:, Add the Repeat command to the Quick Access, Toolbar. Then, click the Repeat button on the, Quick Access Toolbar to repeat the command., , 34, , Repeat button, , Figure 2-17: The Repeat button on the Quick Access, Toolbar. This does not appear on the Quick Access, Toolbar by default in Excel.

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Worksheet Basics, , Saving a Workbook, After you’ve created a workbook, you need to save it if, you want to use it again. Also, if you make changes to a, workbook you’ll want to save it. You can even save a, copy of an existing workbook with a new name, to a, different location, or using a different file type., ,  Exercise Notes, • Exercise File: None required., • Exercise: Create a new workbook and save it with the file, name “Saved Workbook.” Type your name in cell A1 and, save the workbook with a new name: “Updated Workbook”., , Save a new workbook, 1. Click the Save button on the Quick Access Toolbar., The Save As dialog box appears., , Favorite Links, , Address bar, , Other Ways to Save:, Press <Ctrl> + <S>. Or, click the Office Button, and select Save., 2. Specify the drive and/or folder where you want to, save your workbook., The Save As dialog box has several controls that, make it easy to navigate to locations on your, computer:,  Address bar: Click a link in the Address bar to, open it. Click the arrow to the right of a link to, open a list of folder within that location. Select a, folder from the list to open it.,  Favorite Links: Shortcuts to common locations, on your computer, such as the Desktop and, Documents Folder.,  Folders List: View the hierarchy of drives and, folders on your computer by expanding the, Folders list., 3. Enter the file name in the File name text box., , Folders List, , Figure 2-18: The Save As dialog box. New files are saved, in the Documents folder by default., , 4. Click Save., , 35

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Worksheet Basics, Save workbook changes, Once you make changes to a workbook you’ve saved, before, you need to save it again., 1. Click the Save button on the Quick Access Toolbar., Any changes you have made to the workbook are, saved., Other Ways to Save:, Press <Ctrl> + <S>. Or, click the Office Button, and select Save., , Save a workbook under a different name, and/or location, You can save another copy of a saved document using a, new name or in a new location., 1. Click the Office Button and select Save As., The Save As dialog box appears., 2. Enter a different name for the file in the File name, text box. And/or navigate to a new location to save, the file., 3. Click Save., , Save a workbook as a different file type, Just as some people can speak several languages, Excel, can read and write in other file formats. Saving a copy of, a workbook in a different file type makes it easier to share, information between programs., 1. Click the Office Button and select Save As., , Table 2-4: Common Excel File Formats, File Type, , Description, , Excel Workbook (.xlsx), , The default format for Excel 2007, workbooks., , Excel Macro-Enabled, Workbook (.xlsm), , This file format supports macros, in Excel 2007., , Excel 97- Excel 2003, Workbook (.xls), , Workbooks in this format can be, used by all versions of Excel., Does not support XML., , PDF (.pdf), , Use this format for files you want, to share, but do not want to be, changed. Requires an Excel addin., , Web page (.htm, .html), , This format is used to create Web, pages., , XML Data (.xml), , This file type is used exclusively, for XML-enabled workbooks., , The Save As dialog box appears., 2. Click the Save as type list arrow and select a file, format., 3. Click Save., , 36

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Worksheet Basics, , Previewing and Printing a, Worksheet, Once you have created a worksheet, you can print copy of, it—if your computer is connected to a printer. Before you, do this, it’s a good idea to preview how it’s going to look., ,  Exercise Notes, • Exercise File: Sales2-8.xlsx., • Exercise: Preview the Sales2-8 worksheet. Zoom in on the, previewed worksheet. Close the Preview mode. Print the, worksheet., , Preview a worksheet, 1. Click the Office Button and point to the Print list, arrow., A list of print options appears in the right pane of the, Office Button., 2. Select Print Preview., The document is shown in Preview mode. Notice that, the Ribbon changes to display only the Print Preview, tab., Tip: Use the commands on the Print Preview tab, to adjust print and page setup settings. Click the, Zoom button to enlarge the worksheet., 3. Click the Close Print Preview button., Tip: You can print directly from the Print Preview, window by clicking the Print button in the Print, group on the Print Preview tab., Other Ways to Preview a Worksheet:, New in Excel 2007, you can click the Page, Layout View button on the Status Bar to change, views and get a better idea of how the worksheet, will be laid out when printed., , Figure 2-19: A list of print options., , Quick Print a worksheet, Quick printing a worksheet bypasses the Print dialog box, and sends the worksheet directly to the printer., 1. Click the Office Button, point to the Print arrow and, select Quick Print., , Print a worksheet, 1. Click the Office Button and select Print., The Print dialog box appears. Specify printing, options such as the number of copies to print., Other Ways to Print:, Press <Ctrl> + <P>., 2. Specify printing options, then click OK., , Figure 2-20: A worksheet shown in print preview., , 37

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Worksheet Basics, , Closing a Workbook, When you’re done working on a workbook, you need to, close it., ,  Exercise Notes, • Exercise File: Any open workbook., • Exercise: Close all open workbooks., , 1. Click the Office Button and select Close., The workbook closes. You can access the file again, by opening it later., Other Ways to Close a Workbook:, Press <Ctrl> + <W>. Or, click the Close button, in the upper right corner of the workbook window, (not the one even farther up in the corner in the, title bar)., Tip: If you have multiple workbooks open,, clicking the active workbook’s Close button only, closes that one workbook. The other workbooks, remain open in the window until you click their, close buttons as well., , Exit the Excel program., , Close the active, workbook window., , Figure 2-21: The Close button., , Trap: The close button located in the title bar, closes only the active workbook if there is more, than workbook open. However, if there is only, one open, it closes it and causes you to exit the, Excel program entirely., , Figure 2-22: Closing a workbook., , 38

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Editing a, Worksheet, Editing Cell Contents ....................................... 40, Edit cell contents .................................... 40, Replace cell contents.............................. 40, Clear cell contents .................................. 40, , 3, This chapter will show you how to edit, your Excel worksheets. You’ll learn how, to edit cell contents; cut, copy and paste, information; insert and delete columns, and rows; undo any mistakes you might, make; and even correct your spelling, errors., , Cutting, Copying, and Pasting Cells ............... 41, Moving and Copying Cells Using the Mouse .. 43, Using the Office Clipboard .............................. 44, Using the Paste Special Command ................. 45, Checking Your Spelling ................................... 46, Inserting Cells, Rows, and Columns ............... 48, Deleting Cells, Rows, and Columns ................ 49, Using Find and Replace ................................... 50, Search options........................................ 51, Using Cell Comments ...................................... 52, Insert a comment .................................... 52, View a comment ..................................... 52, Edit a comment....................................... 52, Delete a comment................................... 53, Tracking Changes ............................................ 54, Track changes ........................................ 54, Accept/reject changes............................. 54, , Using Exercise Files, This chapter suggests exercises to practice, the topic of each lesson. There are two, ways you may follow along with the, exercise files:,  Open the exercise file for a lesson,, perform the lesson exercise, and close, the exercise file.,  Open the exercise file for a lesson,, perform the lesson exercise, and keep, the file open to perform the remaining, lesson exercises for the chapter., The exercises are written so that you may, “build upon them”, meaning the exercises, in a chapter can be performed in, succession from the first lesson to the last., , 39

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Editing a Worksheet, , Editing Cell Contents, Once you’ve entered data into a cell, you can edit, clear,, or replace those cell contents., , Edit cell contents, ,  Exercise Notes, • Exercise File: Sales3-1.xlsx, • Exercise: Edit cell A1 so it reads “Sales & Expenses,” and, cell A6 so it reads “Total Exp.,” then replace the contents of, cell A9 with “Wages”. Clear cell A2., , 1. Double-click the cell you want to edit., The cell is in edit mode., Other Ways to Enter Edit Mode:, Select the cell and press <F2>., 2. Edit the contents of the cell, in the cell., Use the arrow keys and the <Delete> and, <Backspace> keys to help you edit the cell contents., 3. Press <Enter>., Other Ways to Edit Cell Contents:, Select the cell, then edit the cell’s contents in the, Formula Bar and. Press <Enter> or click the, Enter button on the Formula bar., , Replace cell contents, 1. Select the cell., 2. Type new text or data., 3. Press <Enter>., The newly typed information replaces the previous, cell contents., , Clear cell contents, 1. Select the cell., 2. Press <Delete>., Other Ways to Clear Cell Contents:, Under the Home tab on the Ribbon, click the, Clear button in the Editing group., Tip: Note that this clears the cell contents, not the, actual cell., , 40, , Figure 3-1: Editing the contents of a cell.

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Editing a Worksheet, , Cutting, Copying, and Pasting, Cells, You can move information around in an Excel worksheet, by cutting or copying and then pasting the cell data in a, new place. You can work with one cell at a time or ranges, of cells., ,  Exercise Notes, • Exercise File: Sales3-2.xlsx, • Exercise: Copy cell A11 and paste it in cell A13. Then cut, cell A6 and paste it over the contents in cell A11., , Tips,  You may cut, copy, and paste any item in a, worksheet, such as clip art or a picture, in addition to, cell data., , A moving dashed border, appears around a cell or cell, range when you cut or copy it., , Copy cells, When you copy a cell, the selected cell data remains in its, original location and is added to the Clipboard., 1. Select the cell(s) you want to copy., Tip: If you want to cut or copy only selected parts, of a cell’s contents, double-click the cell to, display a cursor and select the characters you, want to cut., , The Paste Options, Smart Tag appears, after pasting. Click, this button to specify, how information is, pasted into your, worksheet., , Figure 3-2: Copying and pasting a cell., , 2. Click the Home tab on the Ribbon and click the, Copy button in the Clipboard group., Other Ways to Copy Cells:, Press <Ctrl> + <C>. Or, right-click the selection, and select Copy from the contextual menu., , Cut cells, When you cut a cell, it is removed from its original, location and placed in a temporary storage area called the, Clipboard., 1. Select the cell(s) you want to cut., 2. Click the Home tab on the Ribbon and click the Cut, button in the Clipboard group., A line of marching ants appears around the selected, cells and the message “Select destination and press, ENTER or choose Paste” appears on the status bar., Other Ways to Cut Cells:, Press <Ctrl> + <X>. Or, right-click the selection, and select Cut from the contextual menu., Tip: When you cut cells, you have a shortcut to, pasting them: select the destination and press, <Enter>., , 41

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Editing a Worksheet, Paste cells, After cutting or copying, select a new cell and paste the, item that you last cut or copied into the worksheet., 1. Select the cell where you want to paste the copied or, cut cell(s)., When you select a destination to paste a range of, cells you only have to designate the first cell where, you want to paste the cell range., 2. Click the Home tab on the Ribbon and click the, Paste button in the Clipboard group., , Paste Options, Smart Tag, , The cut or copied cell data is pasted in the new, location., Other Ways to Paste Cells:, Press <Ctrl> + <V>. Or, right-click where you, want to paste and select Paste from the contextual, menu., 3. Press <Enter>., The line of marching ants around the selected cells, disappears., Tips,  After pasting, a Paste Options Smart Tag may appear., Click this button to specify how information is pasted, into your worksheet.,  You may specify what you want to paste by using the, Paste Special command. Click the Paste button list, arrow in the Clipboard group and select Paste, Special from the list. Choose a paste option in the, Paste Special dialog box.,  To collect and paste multiple items, open the Office, Clipboard., , 42, , Figure 3-3: The Paste Options Smart Tag offers a list of, pasting options.

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Editing a Worksheet, , Moving and Copying Cells, Using the Mouse, ,  Exercise Notes, • Exercise File: Sales3-3.xlsx, • Exercise: Move the cell range A7:G13 up one row., , Using the mouse to move and copy cells is even faster, and more convenient than using the cut, copy and paste, commands., 1. Select the cell(s) you want to move., 2. Point to the border of the cell or cell range., 3. Click and hold the mouse button., 4. Drag the pointer to where you want to move the, selected cell(s) and then release the mouse button., Tips,  Press and hold the <Ctrl> key while clicking and, dragging to copy the selection., , The screen tip previews the address of the cell range as it is, moved., , Figure 3-4: Moving a cell range using the mouse., , 43

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Editing a Worksheet, , Using the Office Clipboard, ,  Exercise Notes, • Exercise File: Sales3-4.xlsx, , If you do a lot of cutting, copying, and pasting you will, appreciate the Office Clipboard, which collects and pastes, multiple items from Excel and other Office programs., 1. Click the Home tab on the Ribbon and click the, Dialog Box Launcher in the Clipboard group., , • Exercise: Display the Clipboard. Copy the cell range, B3:F3, then copy the cell range A4:A12. In cell B14, paste, the copied B3:F3 range from the Clipboard. Close the, Clipboard. Clear the contents of cells B14:F14., , The Clipboard task pane appears along the left side of, the window., 2. Cut and copy items as you normally would., The Clipboard can hold 24 items at a time. The icon, next to each item indicates the program the item is, from. See Table 3-1: Icons in the Clipboard Task, Pane for examples of some common icons., 3. Click where you want to paste an item from the, Clipboard., 4. Click the item in the Clipboard., Tips,  While the Clipboard is displayed, each cut or copied, item is saved to the Clipboard. If the Clipboard is not, displayed, the last cut or copied item is replaced., , Table 3-1: Icons in the Clipboard Task Pane, Content cut or copied from a Microsoft Excel, workbook., Content cut or copied from a Microsoft PowerPoint, presentation., Content cut or copied from a Microsoft Word, document., Web page contents cut or copied from a Web, browser., Cut or copied graphic object., Content cut or copied from a program other than, Microsoft Office., ,  As long as the Clipboard is open, it collects items that, are cut or copied from all Office programs.,  To remove an item from the Clipboard, click the, item’s list arrow and select Delete. Click the Clear, All button in the task pane to remove all items from, the Clipboard.,  Click the Options button near the bottom of the task, pane to control how the Clipboard operates., , Copied and cut items, appear in the Clipboard, task pane., , Figure 3-5: A worksheet with the Clipboard task pane displayed., , 44

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Editing a Worksheet, , Using the Paste Special, Command, Excel’s Paste Special command lets you specify exactly, what you want to copy and paste. For example, you can, use the Paste Special command to replace the formula, with its calculated value., ,  Exercise Notes, • Exercise File: Sales3-5.xlsx, • Exercise: Use the paste special command to replace the, formulas in cell range G4:G9 with their calculated values., Type “Net Inc.” in cell A12 and enter the formula =B4-B10, in B12. Copy cell B12 and paste the formula to C12:G12., , 1. Copy or cut an item as you normally would., 2. Click the cell where you want to paste the item., 3. Click the Home tab and click the Paste button list, arrow in the Clipboard group., Use one of the paste special options that appears in, the list, or open the Paste Special dialog box., 4. Select Paste Special., The Paste Special dialog box appears., 5. Select a paste option and click OK., 6. Press <Enter>., Other Ways to Paste Special:, Paste as you normally would. Click the Paste, Options Smart Tag that appears next to the, pasted item and select a paste option from the list., , Figure 3-6: The Paste Special dialog box., , Table 3-2: Paste Special Options, Paste Option, , Description, , All, , Pastes all cell contents and formatting. Same as the Paste command., , Formulas, , Pastes only the formulas as entered in the formula bar., , Values, , Pastes only the values as displayed in the cells., , Formats, , Pastes only cell formatting. Same as using the Format Painter button., , Comments, , Pastes only comments attached to the cell., , Validation, , Pastes data validation rules for the copied cells to the paste area., , All using Source theme, , Pastes all cell contents and formatting, including the theme, if one was applied to the source data., , All except borders, , Pastes all cell contents and formatting applied to the copied cell except borders., , Column widths, , Pastes only the width of the source cell’s column to the destination cell’s column., , Formulas and number formats, , Pastes only the formulas and number formats., , Values and number formats, , Pastes only the values and number formats., , Operation (several options), , Specifies which mathematical operation, if any, you want to apply to the copied data., , Skip blanks, , Avoids replacing values in your paste area when blank cells occur in the copy area., , Transpose, , Changes columns of copied data to rows, and vice versa., , Paste Link, , Links the pasted data to the source data by pasting a formula reference to the source data., , 45

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Editing a Worksheet, , Checking Your Spelling, You can use Excel’s spell checker to find and correct, spelling errors in your worksheets. To check the spelling, of a worksheet all at once, use the Spelling dialog box., , Exercise Notes, • Exercise File: Sales3-6.xlsx, • Exercise: Run a spell check and correct spelling for the, entire worksheet., , 1. Click the Review tab on the Ribbon and click the, Spelling button in the Proofing group., Excel begins checking spelling with the active cell., Tip: Depending on which cell is active when you, start the spell check, you may see a dialog box, that asks you if you want to start your spell check, from the beginning of the sheet. Select Yes., Other Ways to Check Spelling:, Press <F7>., If Excel finds an error, the Spelling dialog box, appears with the misspelling in the “Not in, Dictionary” text box. You have several options to, choose from when the Spelling dialog box opens:,  Ignore Once: Accepts the spelling and moves on, to the next spelling error.,  Ignore All: Accepts the spelling and ignores all, future occurrences of the word in the worksheet.,  Add to Dictionary: If a word is not recognized in, the Microsoft Office Dictionary, it is marked as, misspelled. This command adds the word to the, dictionary so it is recognized in the future.,  Change: Changes the spelling of the word to the, spelling that is selected in the Suggestions list.,  Change All: Changes all occurrences of the word, in the worksheet to the selected spelling., Trap: Exercise caution when using this, command—you might end up changing, something you didn’t want to change.,  AutoCorrect: Changes the spelling of the word to, the spelling that is selected in the Suggestions list,, and adds the misspelled word to the AutoCorrect, list so that Excel will automatically fix it, whenever you type it in the future., 2. If the word is spelled incorrectly, select the correct, spelling from the Suggestions list. Then click, Change, Change All, or AutoCorrect. If the word is, spelled correctly, click Ignore Once, Ignore All,, Add to Dictionary., Excel applies the command and moves on to the next, misspelling., , 46, , Figure 3-7: The Spelling dialog box.

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Editing a Worksheet, Once Excel has finished checking your worksheet for, spelling errors, a dialog box appears, telling you the, spelling check is complete., 3. Click OK., The dialog box closes., Tips,  Excel cannot catch spelling errors that occur because, of misuse. For example, if you entered the word, “through” when you meant to type “threw,” Excel, wouldn’t catch it because “through” is a correctly, spelled word.,  The AutoCorrect feature automatically corrects, commonly misspelled words for you as you type., , 47

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Editing a Worksheet, , Inserting Cells, Rows, and, Columns, While working on a worksheet, you may need to insert, new cells, columns, or rows. When you insert cells, the, existing cells shift to make room for the new cells., ,  Exercise Notes, • Exercise File: Sales3-7.xlsx, • Exercise: Select cell A1, insert a new cell and shift the, existing cells to the right. Insert a new row between rows 9, and 10., , Insert cells, 1. Select the cell or cell range where you want to insert, cells., The number of cells you select is the number of cells, to be inserted., 2. Click the Home tab on the Ribbon and click the, Insert list arrow in the Cells group. Select Insert, Cells., The Insert dialog box appears. Here you can tell, Excel how you want to move the existing cells to, make room for the new ones by selecting “Shift cells, right” or “Shift cells down.”, , Figure 3-8: Inserting a cell in a worksheet., , You can also select “Entire row” or “Entire column”, in the Insert dialog box to insert an entire row or, column and not just a cell or cells., 3. Select the insert option you want to use and click, OK., The cell(s) are inserted and the existing cells shift., Other Ways to Insert Cells:, Right-click the selected cell(s) and select Insert, from the contextual menu. Select an option and, click OK., , Insert rows or columns, 1. Select the row heading below or column heading to, the right of where you want to insert the new row or, column., The number of row or column headings you select is, the number of row or columns that will be inserted., 2. Click the Home tab on the Ribbon and click the, Insert list arrow in the Cells group. Select Insert, Rows or Insert Columns., The row or column is inserted. Existing rows are, shifted downward, while existing columns are shifted, to the right., Other Ways to Insert Rows or Columns:, Right-click a row or column heading and select, Insert from the contextual menu., , 48, , Figure 3-9: The Insert dialog box.

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Editing a Worksheet, , Deleting Cells, Rows, and, Columns, You can quickly delete existing cells, columns, or rows, from a worksheet. When you delete cells the existing cells, shift to fill the space left by the deletion., ,  Exercise Notes, • Exercise File: Sales3-8.xlsx, • Exercise: Delete cell A1 and shift cells to the left. Delete, row 10., , Delete cells, 1. Select the cell(s) you want to delete., 2. Click the Home tab on the Ribbon and click the, Delete list arrow in the Cells group. Select Delete, Cells., The Delete dialog box appears. Here you can tell, Excel how you want to move the remaining cells to, cover the hole left by the deleted cell(s) by selecting, “Shift cells left” or “Shift cells up.”, Tip: You can also select Entire row or Entire, column in the Delete dialog box to delete an, entire row or column., Figure 3-10: The Delete dialog box., , 3. Select an option and click OK., The cell(s) are deleted and the remaining cells are, shifted., Trap: Pressing the <Delete> key only clears a, cell’s contents, it doesn’t delete the actual cell., Other Ways to Delete Cells:, Right-click the selection and select Delete from, the contextual menu. Select an option and click, OK., , Delete rows or columns, 1. Select the row or column heading(s) you want to, delete., 2. Click the Home tab on the Ribbon and click the, Delete button in the Cells group., The rows or columns are deleted. Remaining rows, are shifted up, while remaining columns are shifted to, the left., Other Ways to Delete Rows or Columns:, Select the column or row heading(s) you want to, delete, right-click any of them, and select Delete, from the contextual menu. Or, click the Delete list, arrow and select Delete Sheet Rows or Delete, Sheet Columns. The row or column of the active, cell is deleted., , 49

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Editing a Worksheet, , Using Find and Replace, Don’t waste time scanning your worksheet for labels and, values that you want to replace with something new:, Excel’s find and replace commands can do this for you, with just a few clicks of your mouse., ,  Exercise Notes, • Exercise File: Sales3-9.xlsx, • Exercise: Use the Replace feature to find and replace all, instances of “Sales” with “Income” in the worksheet., , Find, The Find feature makes it very easy to find specific words, and values in a worksheet., 1. Click the Home tab on the Ribbon and click the Find, & Select button in the Editing group. Select Find, from the list., The Find tab of the Find and Replace dialog box, appears., Other Ways to Find Text:, Press <Ctrl> + <F>., 2. Type the text or value you want to find in the “Find, what” text box., , Figure 3-11: The Find tab of the Find and Replace dialog, box., , 3. Click the Find Next button., Excel jumps to the first occurrence of the word,, phrase, or value that you entered., 4. Click the Find Next button again to move on to other, occurrences. When you’re finished, click Close., , Replace, Replace finds specific words and values, and then, replaces them with something else., 1. Click the Home tab on the Ribbon and click the Find, & Select button in the Editing group. Select Replace, from the list., The Replace tab of the Find and Replace dialog box, appears., Other Ways to Replace Text:, Press <Ctrl> + <H>., 2. Type the text or value you want replace in the “Find, what” text box., 3. Type the replacement text or value in the “Replace, with” text box., 4. Click the Find Next button., Excel jumps to the first occurrence of the word,, , phrase, or value in the “Find what” box., , 50, , Figure 3-12: The Replace tab of the Find and Replace, dialog box.

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Editing a Worksheet, 5. Choose how you want to replace the text:,  Replace: Click to replace the current item.,  Replace All: Click to replace each item found in, the document. Use this command with caution:, you might replace something you didn’t want to, replace., 6. Click Close., , Search options, Use Excel’s search options to change how Excel searches, in the document., 1. Click the More button in the Find and Replace dialog, box to specify how to search for text., Table 3-3: Find and Replace Search Options, describes the Search Options available under the Find, and Replace tabs., , Figure 3-13: The Find and Replace dialog box with search, options displayed., , Trap: If you specify Search Options, make sure to, turn them off when you are finished. Otherwise,, subsequent find or replace commands will use the, same search options., Table 3-3: Find and Replace Search Options, Within, , Choose whether to search within just the current sheet or the entire workbook., , Search, , Search by rows (left to right, then top to bottom) or columns (top to bottom, then left to right)., , Look in, , Specify which kinds of data you want to search in, such as formulas, values, or comments., , Match case, , Searches exactly as text is typed in the text box., , Match entire cell contents, , Searches only for cells that match the contents in the text box entirely. Parts of phrases or words are, not included., , Format button, , Specify formatting characteristics you want to find attached to the text in the Find what text box., , 51

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Editing a Worksheet, , Using Cell Comments, ,  Exercise Notes, • Exercise File: Sales3-10.xlsx, , Sometimes you may need to add notes to a workbook to, document complicated formulas or questionable values,, or to leave a comment for another user. Excel’s cell, comments command helps you document your, worksheets and make them easier to understand. Think of, cell comments as Post-It Notes that you can attach to any, cell. Cell comments appear whenever you point at the cell, they’re attached to., , • Exercise: Add a comment to cell B4 that reads “Why is, income so low this month?” Then delete the comment., , Comment text box, , Resize handle, , Insert a comment, 1. Click the cell you want to attach a comment to., 2. Click the Review tab on the Ribbon and click the, New Comment button in the Comments group., 3. Type a comment., 4. Click outside the comment area when you’re, finished., Other Ways to Insert a Comment:, Right-click the cell you want to attach a comment, to and select New Comment from the contextual, menu. Type a comment., , View a comment, 1. Point to the red triangle-shaped comment marker, that’s located in the cell with the comment., Tip: To display a comment all the time, click the, cell with the comment, then click the Review tab, on the Ribbon and click the Show/Hide, Comments button in the Comments group. Or,, click the Show All Comments button in the, Comments group to display all the comments in a, worksheet at once., , Edit a comment, 1. Click the cell that contains the comment you want to, edit., 2. Click the Review tab on the Ribbon and click the, Edit Comment button in the Comments group., 3. Edit the comment., You can change the size of a comment text box by, clicking and dragging one of the eight sizing handles, that surrounds the comment., , 52, , Figure 3-14: Entering a cell comment.

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Editing a Worksheet, 4. Click outside the comment area when you’re, finished., Other Ways to Edit a Comment:, Right-click the cell with the comment you want to, edit and select Edit Comment from the, contextual menu. Edit the comment., , Delete a comment, 1. Click the cell that contains the comment you want to, delete., 2. Click the Review tab on the Ribbon and click the, Delete button in the Comments group., Other Ways to Delete a Comment:, Right-click the cell you want to delete and select, Delete Comment from the contextual menu., , 53

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Editing a Worksheet, , Tracking Changes, , Exercise, • Exercise File: Sales3-11.xlsx, , You can track changes made to a workbook, allowing, easier collaboration with other users. When you choose to, track changes, Excel also shares your workbook., , • Exercise: Turn on track changes while editing. Change, cell A1 to “Revenue” and change B4 to “4000”. Accept both, of the changes., , Track changes, 1. Click the Review tab on the Ribbon, click the Track, Changes button in the Changes group, and select, Highlight Changes., The Highlight Changes dialog box appears., 2. Click the Track changes while editing check box., 3. Click the highlighting options you want to use and, click OK., Another dialog box appears, confirming that the, workbook will be saved, and will now become a, shared workbook., 4. Click OK., , Figure 3-15: The Highlight Changes dialog box., , 5. Make changes to the shared workbook., After you make a change, a cell comment appears in, the affected cell, describing the change that was made, and who made it., , Accept/reject changes, Once changes have been made and tracked in a, workbook, decide whether to accept or reject those, changes., 1. Click the Review tab on the Ribbon, click the Track, Changes button in the Changes group, and select, Accept/Reject Changes., , Figure 3-16: A tracked comment in Excel., , A message appears, telling you that the workbook, will be saved., 2. Click OK., The Select Changes to Accept or Reject dialog box, appears. Use the commands to tell Excel which, changes you want to accept or reject., 3. Click OK., The Accept or Reject Changes dialog box appears,, displaying the changes that have been made to the, document., 4. Click the Accept or Reject buttons as each change is, highlighted., , 54, , Figure 3-17: The Accept or Reject Changes dialog box.

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Formatting a, Worksheet, Formatting Labels ............................................ 56, Formatting Values ............................................ 57, Adjusting Row Height and Column Width ....... 58, Adjust column width ................................ 58, Adjust row height .................................... 58, AutoFit columns or rows.......................... 58, Working with Cell Alignment ........................... 59, Adding Cell Borders, Background Colors and, Patterns ............................................................ 60, Using the Format Painter ................................. 62, Using Cell Styles .............................................. 63, Apply a cell style ..................................... 63, Remove a cell style. ................................ 63, Modify or duplicate a cell style................. 63, Create a new cell style ............................ 64, Using Document Themes................................. 65, Apply a document theme ........................ 65, Customize a document theme................. 65, Create new theme colors and fonts ......... 66, Save a new document theme .................. 66, Applying Conditional Formatting .................... 67, Apply Highlight Cell Rules and Top/Bottom, Rules ...................................................... 67, Apply Data Bars, Color Scales and Icon, Sets........................................................ 68, Creating and Managing Conditional, Formatting Rules .................................... 69, Create a new rule ................................... 69, Manage rules.......................................... 69, Clear rules .............................................. 70, , 4, You probably have a few colleagues that, dazzle everyone at meetings with their, sharp-looking worksheets that use, colorful fonts and borders., This chapter explains how to format a, worksheet to make it more visually, attractive and easier to read., You will learn how to change the, appearance, size, and color of text and, how to align text inside a cell. You will, learn how to add borders and shading and, how to use cell styles, as well as many, other tools that will help your worksheets, look more organized and professional., , Using Exercise Files, This chapter suggests exercises to practice, the topic of each lesson. There are two, ways you may follow along with the, exercise files:,  Open the exercise file for a lesson,, perform the lesson exercise, and close, the exercise file.,  Open the exercise file for a lesson,, perform the lesson exercise, and keep, the file open to perform the remaining, lesson exercises for the chapter., The exercises are written so that you may, “build upon them”, meaning the exercises, in a chapter can be performed in, succession from the first lesson to the last., , Finding and Replacing Formatting .................. 71, , 55

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Formatting a Worksheet, , Formatting Labels, ,  Exercise Notes, • Exercise File: Sales4-1.xlsx, , You can emphasize text in a worksheet by making the text, darker and heavier (bold), slanted (italics), or in a, different typeface (font). The Font group on the Home tab, makes it easy to apply character formatting., , • Exercise: Format cell A1 with 14 pt Cambria font, then, format the cell ranges B3:G3 and A4:A12 with bold, Cambria font., , 1. Click the cell(s) with the label you want to format., 2. Click the Home tab on the Ribbon and click a, formatting button in the Font group., The label text is formatted., Other Ways to Format Labels:, Right-click the cell(s) you want to format. Click a, formatting button on the Mini Toolbar. Or, rightclick the cell(s) you want to format and select, Format Cells from the contextual menu or click, the Dialog Box Launcher in the Font group., Select formatting options on the Font tab in the, Format Cells dialog box., Tips,  To use different font formats for different characters, within the same cell, make the formatting changes, while in edit mode., , Figure 4-1: The Format Cells dialog box, ,  The formatting buttons in the Font group, such as, Font Color and Font Size, are not just for formatting, labels—you can use them to format values as well., , Table 4-1: Font Formatting Buttons, Make text darker and, heavier., Bold, Make text slant., Italic, Add a line or double line, under text., Underline list arrow, Select a different font., Font list arrow, Adjust font, , size., , Font Size list arrow, , Increase/Decrease Font Size, , Adjust font size by one, increment, either larger or, smaller., Adjust text color., , Font Color list arrow, , 56

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Formatting a Worksheet, , Formatting Values, ,  Exercise Notes, • Exercise File: Sales4-2.xlsx, , Applying number formatting changes how values are, displayed—it doesn’t change the actual information., Excel is often smart enough to apply some number, formatting automatically. For example, if you use a dollar, sign to indicate currency, such as $548.67, Excel will, automatically apply the currency number format for you., , • Exercise: Format the cell range B4:G12 with the, Accounting number format and decrease the decimal places, so no decimals are shown., Select the range B6:G10 and display the Format Cells, dialog box. Select the Accounting category and remove the, dollar symbols from the range (select None as the symbol)., , 1. Click the cell(s) with the value(s) you want to format., 2. Click the Home tab on the Ribbon and click a, formatting button in the Number group., , Accounting format with and, without dollar symbols., , Format values using, the commands in the, Number group., , The values are formatted. See Table 4-2: Number, Formatting Buttons for more information on buttons, in the Number group., Other Ways to Format Values:, Right-click the cell(s) you want to format. Click a, formatting button on the Mini Toolbar. Or, rightclick the cell(s) you want to format and select, Format Cells from the contextual menu or click, the Number group’s Dialog Box Launcher., Select formatting options on the Number tab in, the Format Cells dialog box., Tips,  Create custom number formats in the Format Cells, dialog box by selecting the Custom category,, selecting a number format code in the list, and editing, it in the Type text box. Watch the sample area to see, how the custom number format you create will be, displayed.,  The formatting buttons in the Font group, such as, Font Color and Font Size, are not just for formatting, labels—you can use them to format values as well., , Figure 4-2: Formatted values., , Table 4-2: Number Formatting Buttons, , Number Format list arrow, , Accounting Number, Format, , Percent Style, , Select from several number, formats—like General,, Number, or Time—or click, More to see all available, formats., Apply the Accounting, number format, which adds a, dollar sign ($) and decimal, point., Apply the Percent format,, which converts the value to a, percentage and adds a percent, symbol (%)., Add a thousands separator., , Comma Style, , Increase/Decrease Decimal, , Increase or decrease the, number of decimal points, shown., , 57

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Formatting a Worksheet, , Adjusting Row Height and, Column Width, When you start working on a worksheet, all the rows and, columns are the same size. As you enter information into, the worksheet, you will quickly discover that some of the, columns or rows are not large enough to display the, information they contain. This lesson explains how to, change the width of a column and the height of a row., , Exercise Notes, • Exercise File: Sales4-3.xlsx, • Exercise: Adjust the width of column A to 13.00 points, and the height of row 1 to 24.00 points. AutoFit columns B, through G., The screen tip displays the width of the, column as the size changes., , Adjust column width, 1. Point to the column header’s right border until the, pointer changes to a ., 2. Click and drag to the left or right to adjust the width., A dotted line appears as you drag, showing you, where the new column border will be., Other Ways to Adjust Column Width:, Right-click the column header(s), select Column, Width from the contextual menu, and enter the, column width. Or, select the column header(s),, click the Format button in the Cells group on the, Home tab, select Width, and enter column width., , Adjust row height, 1. Point to the row header’s bottom border until the, pointer changes to a ., 2. Click and drag up or down to adjust the height., A dotted line appears as you drag, showing you, where the new row border will be., Other Ways to Adjust Row Height:, Right-click the row header(s), select Row Height, from the contextual menu, and enter the row, height. Or, select the row header(s), click the, Format button in the Cells group on the Home, tab, select Height, and enter the row height., Tips,  As you adjust row or column size, screen tips display, the current height or width in points and pixels., , AutoFit columns or rows, The AutoFit feature automatically resizes columns or, rows to fit the cell in each column or row that has the, widest or tallest contents., 1. Double-click the right border of the column(s) or, bottom border of the row(s)., , 58, , Figure 4-3: Increasing the width of column A.

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Formatting a Worksheet, , Working with Cell Alignment, ,  Exercise Notes, • Exercise File: Sales4-4.xlsx, , By default, the contents of a cell appear at the bottom of, the cell, with values (numbers) aligned to the right and, labels (text) aligned to the left. This lesson explains how, to control how data is aligned in a cell., , • Exercise: Center the labels in cells B3:G3. Merge and, center the label “Income & Expenses” across cells A1:G1., , 1. Select the cell(s) you want to align., 2. Click the Home tab on the Ribbon and click an, alignment button in the Alignment group., The cell contents are realigned. See Table 4-3: Cell, Alignment Buttons in the Alignment Group for more, information about alignment options in Excel., Other Ways to Align Cells:, Right-click the cell(s) you want to align. Click an, alignment button on the Mini Toolbar. Or, rightclick the cell(s) you want to align and select, Format Cells from the contextual menu or click, the Dialog Box Launcher in the Alignment, group. Select alignment options on the Alignment, tab in the Format Cells dialog box., Figure 4-4: The Format Cells dialog box with the, Alignment tab displayed., , Table 4-3: Cell Alignment Buttons in the Alignment Group, Align cell contents to the top, middle, or bottom of the cell using these three buttons., Top/Middle/Bottom Align, Align cell contents to the left side, center, or right side of the cell using these three buttons., Align Left/Center/Right, Align cell contents diagonally or vertically., Orientation, Increase or decrease the margin between the cell contents and the cell border with these two buttons., Decrease/Increase Indent, Make all cell contents visible by displaying them on multiple lines within the cell (this increases the, row’s height)., Wrap Text, Select from a few options for merging cells together and centering cell contents within the merged, cells., Merge & Center list arrow, , 59

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Formatting a Worksheet, , Adding Cell Borders,, Background Colors and, Patterns, Adding cell borders and filling cells with colors and, patterns can make them more attractive, organized and, easy to read., ,  Exercise Notes, • Exercise File: Sales4-5.xlsx, • Exercise: Add a bottom border to cells B3:G3 and B9:G9., Add a light blue fill color (Accent 1, Lighter 80%) to the, Income & Expenses merged cell (A1), then also apply the, 6.25% Gray pattern style (leave the Pattern Color as, Automatic)., , Add a cell border, Borders are lines that you can add to the top, bottom, left,, or right of cells., , Cell border, , Background color and pattern, , 1. Select the cell(s) you want to add the border to., 2. Click the Home tab on the Ribbon and click the, Border list arrow in the Font group., A list of borders you can add to the selected cell(s), appears. Use the examples shown next to each border, option to guide your decision., If the border configuration you want doesn’t appear, in the list, add one border at a time., 3. Select a border type., The border is applied., Tip: To remove a border, click the Border list, arrow in the Font group and select No Border., , Figure 4-5: Worksheet with cell borders and a background, color and pattern applied., , Notice that the border option you chose now appears, as the selected border type on the Border button. If, you want to apply the some border to another cell,, just click the Border button., Other Ways to Add a Border:, Right-click the cell(s) you want to add the border, to. Click the Border list arrow on the Mini, Toolbar and select a border. Or, right-click the, cell(s) you want to format and select Format, Cells from the contextual menu or click the, Dialog Box Launcher in the Font group. Click, the Border tab in the Format Cells dialog box and, select border options., , Add a cell background color, Fill the background of a cell by adding a color or pattern., 1. Select the cell(s) you want to add the color to., 2. Click the Home tab on the Ribbon and click the Fill, Color list arrow in the Font group., A list of colors you can add to the selected cell(s), appears., , 60, , Figure 4-6: The Format Cells dialog box with the Border, tab displayed.

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Formatting a Worksheet, 3. Select the color you want to use., The fill color is applied., Notice that the color you chose now appears as the, selected color on the button. If you want to apply the, shading to another paragraph, just click the button to, apply the displayed shading color., Other Ways to Apply Background Color:, Right-click the cell selection and click the Fill, Color list arrow on the Mini Toolbar. Select a, color. Or, right-click the cell(s) you want to, format and select Format Cells from the, contextual menu or click the Dialog Box, Launcher in the Font group. Click the Fill tab in, the Format Cells dialog box and select a, background color or fill effects., , Add a cell background pattern, 1. Right-click the selected cell(s) and select Format, Cells from the contextual menu., The Format Cells dialog box appears., , Figure 4-7: Selecting a pattern style on the Fill tab in the, Format Cells dialog box., , Other Ways to Display the Format Cells Dialog, Box:, Click the Home tab on the Ribbon and click the, Format list arrow in the Cells group. Select Cells., 2. Click the Fill tab., 3. Click the Pattern Color list arrow and select a, pattern color., 4. Click the Pattern Style list arrow and select a pattern, style., 5. Click OK., Tips,  You can use an image as the background of a, worksheet. Click the Page Layout tab and click the, Background button. Browse to and select the image, you want to use as the worksheet background. Click, Insert., , 61

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Formatting a Worksheet, , Using the Format Painter, ,  Exercise, • Exercise File: Sales4-6.xlsx, , If you find yourself applying the same cell formatting, again and again, then you should familiarize yourself with, the Format Painter tool. The Format Painter allows you to, copy the formatting of a cell or cell range and apply it, elsewhere., 1. Select the cell(s) with the formatting you want to, copy., 2., , • Exercise: Use the Format Painter to copy the bottom, border formatting from the cell range B9:G9 to the range, B10:G10., , Format Painter button, , Click the Home tab on the Ribbon and click the, Format Painter button in the Clipboard group., Other Ways to Access the Format Painter, Button:, Select the cell(s) with the formatting options you, want to copy, then right-click the selection. Click, the Format Painter button on the Mini Toolbar., The mouse pointer changes to indicate it is ready to, apply the copied formatting., Tip: Single-click the Format Painter button to, apply copied formatting once. Double-click the, Format Painter button to apply copied, formatting as many times as necessary, then click, it again or press the <Esc> key to deactivate the, Format Painter., 3. Click the cell to which you want to apply the copied, formatting., The copied formatting is applied., , 62, , Figure 4-8: Using the Format Painter tool to copy, formatting from cells in row 9 to cells in row 10.

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Formatting a Worksheet, , Using Cell Styles, ,  Exercise, • Exercise File: Sales4-7.xlsx, , Styles contain preset font formatting, cell shading, and, other formatting items that can be applied to a cell or cell, range all at once. Excel contains several preset styles for, you to use., You can also modify Excel’s preset cell styles, create new, styles by duplicating and modifying the preset styles, or, create completely new custom styles., , • Exercise: Apply the “20% - Accent 4” cell style to the, merged cell A1 and the cell range A4:A12. Then remove the, cell style from the range A4:A12., Duplicate the 20% - Accent4 cell style, name it, Income&Expenses, and change the fill color to the lightest, orange color. Apply the Income&Expenses style to cell A1., Then modify the Income&Expenses style and change the, font size to 16 pt., , Apply a cell style, 1. Select the cell(s) you want to format., 2. Click the Home tab and click the Cell Styles button, in the Styles group., A gallery of styles appears., 3. Select a cell style., Tip: Hover the pointer over a style to preview, how it will look before selecting it., , Remove a cell style, , Figure 4-9: Selecting a style from the Cell Styles list., , 1. Select the cell(s) that have the cell style applied., 2. Click the Home tab and click the Cell Styles button, in the Styles group., 3. Click Normal., Tip: These steps only remove the cell style from, the selected cells—the cell style itself is not, deleted from Excel. To remove a cell style from, all cells and delete the cell style itself, click the, Home tab on the Ribbon and click the Cell Styles, button in the Styles group. Right-click the style, you want to delete and select Delete., , Modify or duplicate a cell style, 1. Click the Home tab and click the Cell Styles button, in the Styles group., 2. Right-click the cell style you want to modify and, select Modify or Duplicate., The Style dialog box appears. This is where you can, change the appearance of the style being modified or, duplicated., , Figure 4-10: Choosing to duplicate a cell style in the style, gallery., , Trap: Selecting Modify changes the built-in Excel, style, while selecting Duplicate adds a new, custom style and leaves the original built-in style, alone., , 63

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Formatting a Worksheet, 3. If you are duplicating a style, type a new name for, the style in the Style name text box., Now select formatting options. The Style includes, area indicates formatting settings that are already, included in the style., 4. Click the Format button and change formatting items, on each tab, as desired. Click OK., The Format dialog box closes., 5. Click OK., The Style dialog box closes and the style is, duplicated or modified., , Create a new cell style, 1. Click the Home tab and click the Cell Styles button, in the Styles group., 2. Select New Cell Style., 3. Type a new name for the style in the Style name text, box, if desired., 4. Checkmark or uncheck “Style includes” boxes to, select which formatting items you want the style to, include., 5. Click the Format button and change formatting items, on each tab, as desired. Click OK., 6. Click OK again., Tips,  Cell styles are associated with the theme that is being, used for the workbook. If you switch to a new theme,, the cell styles will update to match it.,  If you have another workbook that contains styles, that you want to copy into the current workbook,, click the Cell Styles button in the Styles group and, select Merge Styles., , 64, , Figure 4-11: Use the Style dialog box to modify, duplicate,, or create a new cell style.

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Formatting a Worksheet, , Using Document Themes, , Exercise, • Exercise File: Sales4-8.xlsx, , A theme is a set of unified design elements that you can, apply to a worksheet to give it a consistent look and feel., Document themes coordinate the look of a worksheet with, theme colors, theme fonts, and theme effects., , , Theme Colors: A set of eight coordinated colors, used in formatting text and objects in the worksheet., , , , Theme Fonts: A set of coordinated heading and body, font types., , , , Theme Effects: A set of coordinated formatting, properties for shapes and objects in the document., , Apply a document theme, Applying a document theme affects all elements of the, worksheet: colors, fonts, and effects., , • Exercise: Apply the Apex document theme., Create new theme colors by changing Accent 1 to Yellow, and Accent 6 to Red. Save the new theme color under the, name “Income&Expenses”., Create new theme fonts by changing the Heading font to, Verdana and the body font to Bookman Old Style. Save the, new theme font under the name “Income&Expenses”., Save the current settings as a new document theme called, “Income&Expenses.” Then change the workbook back to, the Office document theme., , Document, themes, , Theme, colors, , Theme, fonts, , Theme, effects, , 1. Click the Page Layout tab on the Ribbon and click, the Themes button in the Themes group., A list of built-in document themes appears. The, default theme is “Office.”, Tip: You may browse for additional themes, online by clicking More Themes on Microsoft, Office Online. Or, if a theme is saved elsewhere, on your computer or network location, click, Browse for Themes to go to the theme’s location., 2. Click the document theme you want to apply., The formatting associated with the selected document, theme is applied to the worksheet., , Customize a document theme, You are not bound to keep the colors, fonts, or effects that, are assigned to a document theme. You may mix and, match theme colors, theme fonts, and theme effects., 1. Click the Page Layout tab on the Ribbon., 2. Click the Theme Colors, Theme Fonts, or Theme, Effects button and select the set of colors, fonts, or, effects you want to use., The change is applied to the document. The, document theme isn’t changed, however, it is just no, longer applied. If you want to use this custom set of, themes again later, you’ll have to save them as a new, document theme., , Figure 4-12: Selecting a document theme., , 65

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Formatting a Worksheet, Create new theme colors and fonts, You can also change which colors or fonts make up the, theme colors and theme fonts. This can be useful if you, want to create a document theme that is customized for, your company or for a special project., 1. Click the Page Layout tab on the Ribbon., 2. Click the Theme Colors or Theme Fonts button., 3. Select Create New Theme Colors or Create New, Theme Fonts from the list., A dialog box appears where you can select colors or, fonts., 4. Select the colors or fonts you want to use., Once the color or font theme looks the way you want, it to, save it., 5. Type a name for the new theme in the “Name” text, box., If you want to coordinate new theme colors and, fonts, save them under the same name, just as they, are with built-in themes., 6. Click Save., , Save a new document theme, Finally, you can save any combination of theme colors,, theme fonts, and theme effects as a new document theme., 1. Apply the colors, fonts, and effects you want to use in, the new document theme., 2. Click the Page Layout tab on the Ribbon and click, the Themes button in the Themes group., 3. Select Save Current Theme., The Save Current Theme dialog box appears., 4. Type a name for the theme in the File name box., 5. Click Save., Tips,  When you save a new theme color or font, or save a, new document theme, it becomes available in all, Office programs.,  To remove a custom theme or theme element, rightclick the theme and select Edit. Click Delete in the, dialog box and click Yes to confirm the deletion., , 66

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Formatting a Worksheet, , Applying Conditional, Formatting, Conditional formatting formats cells only if a specified, condition is true. For example, you could use conditional, formatting to display weekly sales totals that exceeded, $50,000 in bright red boldface formatting, and in bright, blue italics formatting if the sales totals were under, $20,000. If the value of the cell changes and no longer, meets the specified condition, the cell returns to its, original formatting., , Exercise, • Exercise File: Sales4-9.xlsx, • Exercise: In the cell range B4:G4, use conditional, formatting to highlight cells that are below the cell range’s, average., Add Blue data bars to cells B10:G10., Add the 3 Arrows (colored) icon set to cells B12:G12. (You, may need to widen a few of the columns so that the arrow, icons fit.), , Apply Highlight Cells Rules and Top/Bottom, Rules, You can highlight specific cells in a range using a, comparison operator; only cells that meet the specified, criteria will be formatted. For example, you can highlight, cells with values that are greater than a certain value., 1. Select the cell range you want to format., 2. Click the Home tab on the Ribbon and click the, Conditional Formatting button in the Styles group., A menu appears. Here you have several conditional, formatting rules to choose from:, Highlight Cells Rules: These conditions focus on, general analysis. Preset conditions include: Greater, Than; Less Than; Between; Equal To; Text That, Contains; Date Occurring; Duplicate Values., , Figure 4-13: This list of options appears when you click, the Conditional Formatting button in the Styles group., , Top/Bottom Rules: These conditions focus on the, high and low values in the worksheet. Preset, conditions include: Top 10 Items; Top 10%; Bottom, 10 Items; Bottom 10%; Above Average; Below, Average., 3. Point to Highlight Cells Rules or Top/Bottom Rules, and select a conditional formatting rule., A dialog box appears, allowing you to specify the, details relating to the rule., For example, if you selected the Greater Than rule, in, the “Format cells that are GREATER THAN:” box, you can enter a value or click a cell to enter a cell, reference. Then you can click the list arrow and select, the formatting you want to apply to cells that fit the, criteria you set—in this example, cells that are, greater than the value you entered., 4. Complete the dialog box to define the condition., , Figure 4-14: The Below Average rule applied to the, workbook., , 5. Click OK., The conditional formatting is applied to the cells., , 67

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Formatting a Worksheet, Apply Data Bars, Color Scales and Icon Sets, You can also format cells with data bars, color scales, or, icon sets to visually display variations in the values of, cells in a range., 1. Select the cell range you want to format., 2. Click the Home tab on the Ribbon and click the, Conditional Formatting button in the Styles group., Let’s take a closer look at three similar types of, conditional formatting:, Data Bars: Colored bars appear in the cells. The, longer the bar, the higher the value in that cell. You, can choose from different bar colors., Color Scales: Cells are shaded different color, gradients depending on the relative value of each cell, compared to the other cells in the range. You can, choose from different colors., , Figure 4-15: Applying conditional formatting., , Icon Sets: Different shaped or colored icons appear, in cells, based on each cell’s value. You can choose, from several types and colors of icons., 3. Point to Data Bars, Color Scales or Icon Sets., A menu appears, differing based on your selection., 4. Select a data bar, 2- or 3-color scale, or icon set., The conditional formatting is applied to the cells., , 68, , Figure 4-16: The worksheet with conditional formatting, applied.

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Formatting a Worksheet, , Creating and Managing, Conditional Formatting Rules, You can create and manage new conditional formatting, rules that follow the parameters and formatting you, specify., , Create a new rule, , Exercise, • Exercise File: Sales4-10.xlsx, • Exercise: Select the cell range B4:G4, then create and, apply a new formatting rule to apply bold formatting to, values that are below average for the selected range., Select cells B12:G12 and edit the rule so that the green icon, appears for values greater than or equal to 60% and the, yellow for values greater than or equal to 30%., View the worksheet with the changes, then clear all the rules, on the worksheet., , 1. Select the cell range you want to format with a, customized rule., 2. Click the Home tab on the Ribbon and click the, Conditional Formatting button in the Styles group., 3. Select New Rule., The New Formatting Rule dialog box appears., 4. Select a rule type in the Select a Rule Type list., 5. Complete the fields in the Edit the Rule Description, area., This area will display different fields depending on, the type of rule you selected., Tip: Click Preview in the New Formatting Rule, dialog box if you want to see how the rule will, appear before you apply it., Figure 4-17: Creating a new conditional formatting rule., , 6. Click OK., The new rule is created and formatting is applied., Other Ways to Create a New Rule:, Click the Home tab on the Ribbon and click the, Conditional Formatting button in the Styles, group. Click Manage Rules, then click New, Rule. Or, click the Home tab on the Ribbon and, click the Conditional Formatting list arrow in, the Styles group. Click one of the rule types, then, click More Rules., , Manage rules, You can manage all aspects of conditional formatting—, creating, editing, and deleting rules—in one place using, the Rules Manager., 1. Select the cell range with the conditional formatting, you want to manage., 2. Click the Home tab on the Ribbon and click the, Conditional Formatting button in the Styles group., , 69

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Formatting a Worksheet, 3. Select Manage Rules., The Conditional Formatting Rules Manager dialog, box appears. The rules applied to the selected cells, appear in the dialog box., Use these buttons to manage the rules:,  New Rule: Create a brand new conditional, formatting rule.,  Edit Rule: Edit the selected formatting rule.,  Delete Rule: Delete the selected rule from the, worksheet., , Figure 4-18: The Conditional Formatting Rules Manager, dialog box., , Tip: If you don’t select a cell range where, conditional formatting is applied, you can view all, the rules in the worksheet. Click the Show, formatting rules for list arrow and select This, Worksheet., 4. Manage the formatting rules. Click OK when you are, finished., , Clear rules, The Clear Rules command helps you remove conditional, formatting rules from your worksheet., 1. Click the Home tab on the Ribbon and click the, Conditional Formatting list arrow in the Styles, group., If you want to clear only a selection of cells, first, select the cell range., , Figure 4-19: Editing a formatting rule., , 2. Point to Clear Rules., 3. Select Clear Rules from Selected Cells or Clear, Rules from Entire Sheet., Conditional formatting is cleared either from the cells, you’ve selected or the entire worksheet., , Figure 4-20: The worksheet with edited conditional, formatting., , 70

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Formatting a Worksheet, , Finding and Replacing, Formatting, Excel’s Find and Replace features can find and/or replace, formatting in addition to text and information., , Exercise, • Exercise File: Sales4-11.xlsx, • Exercise: Replace all bold formatting in the worksheet, with bold italic formatting., , 1. Click the Home tab on the Ribbon and click the Find, & Select button in the Editing group., 2. Select Replace., The Find and Replace dialog box appears, displaying, the Replace tab., Other Ways to Open Find and Replace:, Press <Ctrl> + <H>., , The Preview area displays the, formatting that will be searched, for in the worksheet., , 3. Click the Options button., The dialog box expands to display more search, options., 4. Click the top Format button., The Find Format dialog box appears., 5. Select the formatting options you want to find and, then click OK., , Figure 4-21: The Replace tab of the Find and Replace, dialog box., , 6. Click the bottom Format button., The Replace Format dialog box appears., 7. Select the new formatting options you want to use, and click OK., Once the formatting options are set, you’re ready to, begin finding and replacing the formatting., 8. Click Find Next to find each occurrence of the cell, formatting. Click Replace to replace the cell, formatting., After you replace an occurrence, Excel automatically, moves to the next occurrence, so you only need to, click Find Next if you want to skip an occurrence, without replacing the formatting., Tips,  Click Replace All to replace all occurrences of the, cell formatting at once.,  To find other types of items, click the Find & Select, button and then select one of the Find options:, Formulas, Comments, Conditional Formatting,, Constants, or Data Validation., , Figure 4-22: The formatting of headings in cell range, B3:G3 is updated through finding and replacing formatting., , 71

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Creating and, Working with, Charts, Creating a Chart............................................... 73, Resizing and Moving a Chart .......................... 75, Resize a chart ........................................ 75, Move a chart within a worksheet ............. 75, Move a chart to another worksheet ......... 75, Changing Chart Type....................................... 76, Applying Built-in Chart Layouts and Styles ... 77, Working with Chart Labels .............................. 78, Add or adjust a chart label ...................... 78, Edit chart label text ................................. 79, Working with Chart Axes ................................. 80, Adjust how an axis is displayed .............. 80, Use the Format Axis dialog box .............. 80, Working with Chart Backgrounds................... 81, Working with Chart Analysis Commands ....... 82, Formatting Chart Elements ............................. 83, Changing a Chart’s Source Data..................... 85, Using Chart Templates .................................... 86, Save a chart as a template ..................... 86, Create a new chart using a template....... 86, Delete a template ................................... 86, , 72, , 5, Charts allow you to present data,, relationships, or trends graphically. Charts, are often better at presenting information, than hard-to-read numbers in a table or, spreadsheet., In this chapter, you will learn how to, create, edit and format dynamic looking, charts., , Using Exercise Files, This chapter suggests exercises to practice, the topic of each lesson. There are two, ways you may follow along with the, exercise files:,  Open the exercise file for a lesson,, perform the lesson exercise, and close, the exercise file.,  Open the exercise file for a lesson,, perform the lesson exercise, and keep, the file open to perform the remaining, lesson exercises for the chapter., The exercises are written so that you may, “build upon them”, meaning the exercises, in a chapter can be performed in, succession from the first lesson to the last.

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Creating and Working with Charts, , Creating a Chart, , Exercise, • Exercise File: Sales5-1.xlsx, , In Excel 2007, you can quickly create a basic chart using, your worksheet data., 1. Select the cell range containing the data and labels, you want to chart., , • Exercise: Select the header row containing the month, labels; the Income row; the Total Exp. row; and the Net Inc., row (use the <Ctrl> key to select multiple rows). Create a 2D Clustered Column chart., , Tip: You can chart non-adjacent cells if you hold, down the <Ctrl> key while selecting the cells., 2. Click the Insert tab on the Ribbon., In the Charts group, there are several chart types to, choose from as described in Table 5-1: Chart Types., Each of the chart types then has several charts to, choose from., 3. Click a chart type button in the Charts group., A list of charts for the selected chart type appears., 4. Select the chart you want to use from the list., The chart appears in the worksheet and the Chart, Tools appear on the Ribbon. The Chart Tools include, three new tabs—Design, Layout and Format—that, help you modify and format the chart., , Figure 5-1: Selecting a type of chart., , Tips,  To see all available chart types, click any chart type, in the Charts group, and then select All Chart Types., The Insert Chart dialog box appears, displaying every, chart type that is available.,  You can create 2-D or 3-D charts in Excel. 3-D charts, have an additional depth axis in addition to the, vertical and horizontal axes., , Figure 5-2: A 2-D Clustered Column chart., , 73

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Creating and Working with Charts, Table 5-1: Chart Types, , 74, , Column, , Column charts are used when you want to compare different values vertically side-by-side. Each value is, represented in the chart by a vertical bar. If there are several series, each series is represented by a, different color., , Line, , Line charts are used to illustrate trends over time. Each value is plotted as a point on the chart and is, connected to other values by a line. Multiple items are plotted using different lines., , Pie, , Pie charts are useful for showing values as a percentage of a whole. The values for each item are, represented by different colors., , Bar, , Bar charts are just like column charts, except they display information in horizontal bars rather than in, vertical columns., , Area, , Area charts are the same as line charts, except the area beneath the lines is filled with color., , XY (Scatter), , Scatter charts are used to plot clusters of values using single points. Multiple items can be plotted by, using different colored points or different point symbols., , Other, Charts, , Select from Stock, Surface, Doughnut, Bubble, or Radar-type charts. You can also make a combination, chart by selecting a different type of chart for only one of the data series.

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Creating and Working with Charts, , Resizing and Moving a Chart, ,  Exercise, • Exercise File: Sales5-2.xlsx, , When you create a chart, it is embedded in the worksheet, and appears in a frame. You can resize a chart, move it, within the worksheet, or move it to another worksheet., , • Exercise: Resize the chart to about 2/3 of its original size,, then move the chart to the right so it’s next to the data table, (you may need to make the program window wider)., , Resize a chart, 1. Select the chart., Eight sizing handles appear along the chart edges, once it is selected. Sizing handles are used to change, the size of charts and other objects., Tip: Clicking a chart displays the Chart Tools on, the Ribbon, which include the Design, Layout,, and Format tabs., 2. Click a sizing handle and drag it to resize the chart., The chart is resized., Tip: A faint outline appears as you drag the chart, border so that you can preview the size of the, chart before releasing the mouse button., , Figure 5-3: Resizing a chart., , Move a chart within a worksheet, 1. Select the chart., 2. Point to the chart’s border., The pointer changes to a cross-arrow pointer., 3. Click and drag the chart in the worksheet., , Move a chart to another worksheet, You can move a chart to another worksheet as an, embedded object or move it to its own worksheet., 1. Under Chart Tools on the Ribbon, click the Design, tab and click the Move Chart button in the Location, group., , Figure 5-4: Moving a chart within a worksheet., , The Move Chart dialog box appears, displaying two, options:,  New sheet: Moves the chart to its own worksheet.,  Object in: Allows you to embed the chart in, another existing worksheet., 2. Select the option you want to use and enter or select a, worksheet name., 3. Click OK., , Figure 5-5: Moving a chart to another worksheet with the, Move Chart dialog box., , 75

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Creating and Working with Charts, , Changing Chart Type, , Exercise, • Exercise File: Sales5-3.xlsx, , Different types of charts are better for presenting different, types of information. For example, a column chart is great, for comparing values of different items, but not for, illustrating trends or relationships. If you find that a chart, you’ve created isn’t the best fit for your data, you can, switch to a different chart type., , • Exercise: Change the chart type to a 3-D Clustered, Column chart, then change it back to a 2-D Clustered, Column chart., Change the Net Inc. data series to a Line chart type to create, a combined chart., , 1. Select the chart., The Chart Tools appear on the Ribbon., 2. Under Chart Tools on the Ribbon, click the Design, tab., Now you can see the Type group., 3. Click the Change Chart Type button in the Type, group., The Change Chart Type dialog box appears. Here you, can see the different types of charts that are available., 4. Select a chart type in the list on the left, then select a, chart sub-type from the list on the right., 5. Click OK., Tips,  You can also create a combination chart. Right-click, a single data series in the chart and select Change, Series Chart Type from the contextual menu. Select, a new chart type for the single data series., , Figure 5-6: Selecting a 3-D Clustered Column chart in the, Change Chart Type dialog box., , Figure 5-7: A combination chart., , 76

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Creating and Working with Charts, , Applying Built-in Chart, Layouts and Styles, Excel 2007 has built-in chart layouts and styles that allow, you to format charts with the click of a button., , Exercise, • Exercise File: Sales5-4.xlsx, • Exercise: Apply built-in Layout 9 and built-in Style 3 to, the chart., , Apply a built-in chart layout, Built-in chart layouts allow you to quickly adjust the, overall layout of your chart with different combinations of, titles, labels, and chart orientations., , Click the More, button to expand, the gallery., , 1. Select the chart., The Chart Tools appear on the Ribbon., , Figure 5-8: The Chart Layouts group., , 2. Under Chart Tools on the Ribbon, click the Design, tab., Here you can see the Chart Layouts and Chart Styles, groups., 3. Select the option you want to use from the Chart, Layouts gallery in the Chart Layouts group., The chart layout changes., , Figure 5-9: The Chart Styles group., , More button, , Apply a built-in chart style, Built-in chart styles allow you to adjust the format of, several chart elements all at once. Styles allow you to, quickly change colors, shading, and other formatting, properties., 1. Select the chart., The Chart Tools appear on the Ribbon., 2. Under Chart Tools on the Ribbon, click the Design, tab., 3. Select the option you want to use from the Chart, Styles gallery in the Chart Styles group., The new style is applied., Tips,  The Chart Layouts and Chart Styles groups offer, many formatting options. A few are displayed by, default, but you can click the arrow buttons to scroll, down and access additional layouts and styles, or you, can click the More button to expand a gallery., , 77

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Creating and Working with Charts, , Working with Chart Labels, , Exercise, • Exercise File: Sales5-5.xlsx, , Besides using built-in chart layouts, you can manually, add or edit individual chart labels such as chart titles, axis, titles, and data labels., , Add or adjust a chart label, , • Exercise: Add data labels above the Net Inc. data series., You may need to increase the size of the chart to fit the new, labels. Edit the Chart Title label to read “Net Income,” the, vertical axis to read “Dollars” and the horizontal axis to, read “Months.”, , You can add a new chart title, legend, data label or data, table, or adjust how it appears., 1. Select the chart., Tip: If you only want to add a data label to one, data series, select just that data series, instead of, the entire chart area., 2. Under Chart Tools on the Ribbon, click the Layout, tab., In the Labels group, there are several types of labels, to choose from:,  Chart Title: Add, remove, or position the chart, title.,  Axis Titles: Add, remove, or position the text, used to label the chart axes.,  Legend: Add, remove, or position the chart, legend.,  Data Labels: Use data labels to label the values, of individual chart elements.,  Data Table: Add a data table to the chart. A data, table is a table that contains the data and headings, from your worksheet that makes up the chart data., 3. Click the button you want to use in the Labels group., A list appears with different display options for that, label., Tip: If you don’t see a label option that suits you,, click the More Options button at the end of the, list to display the Format dialog box. Here you, can fine-tune the label to your specifications., 4. Select the label display option you want to use from, the list., The label appears on the chart. If you add a chart or, axis title, placeholder text will appear that you can, replace with your own text., , 78, , Figure 5-10: The Labels group.

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Creating and Working with Charts, Edit chart label text, Once you create a title or label, you can edit the text., 1. Select the chart and select the title or a data label., 2. Click the label again to enter editing mode., A cursor appears in the label., 3. Edit the label text., Tips,  Text that is linked to worksheet data cannot be, directly edited. To edit these labels, you need to edit, the labels and data in the actual worksheet.,  To move a chart element, select it and drag it to a, new location., Figure 5-11: Editing a chart label., , 79

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Creating and Working with Charts, , Working with Chart Axes, ,  Exercise, • Exercise File: Sales5-6.xlsx, , You can manipulate how chart axes are displayed by, using the Layout tab under Chart Tools on the Ribbon., Most charts have two axes—a vertical one for values and, a horizontal one for categories. 3-D charts have an, additional depth axis, while pie charts have no axes at all., In addition, different chart types display axes in different, ways, with values appearing on different axes and with, axes exhibiting various scales., In this lesson you’ll learn how to display or hide axes,, adjust tick marks and labels, and change the alignment, and orientation of axis labels., , • Exercise: Display the vertical axis in thousands and, remove the Dollars axis label (the Thousands label will be, visible). Add minor outside tick marks to the vertical axis., , Table 5-2: Format Axis Dialog Box, Minimum/, maximum, values, , By default, Excel chooses the minimum and, maximum axis values for you, but you can, adjust the scale of an axis by selecting Fixed, and entering your own values., , Major/minor, unit, , Excel determines the axis unit of measure by, default, but you can select your own here., , Display units, , Choose the units you want to use to display, axis values—for example, in thousands or, millions., , Major/minor, tick mark, type, , Select whether or not you want to display, major or minor tick marks, as well as, whether they are displayed inside, outside, or, across the axis., , Axis labels, , Decide where you want axis labels located., , Adjust how an axis is displayed, You can choose from different ways to display or even, hide axes., 1. Select the chart., 2. Under Chart Tools on the Ribbon, click the Layout, tab and click the Axes button in the Axes group., A menu appears, allowing you to select whether you, want to work with the vertical or horizontal axis., 3. Point to an axis option., A list appears with different display options., 4. Select the axis display option you want to use from, the list., Tip: To hide an axis, select the None option., , Use the Format Axis dialog box, You can fine-tune axis values, tick marks, and label, location using the Format Axis dialog box., 1. Click the axis you want to adjust., 2. Under Chart Tools on the Ribbon, click the Format, tab and click Format Selection in the Current, Selection group., The Format Axis dialog box appears., 3. Click Axis Options., The Axis Options pane appears. The Format Axis, Dialog Box table describes the options available here., 4. Select the option(s) you want to use and click Close., Repeat the process for additional axes., , 80

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Creating and Working with Charts, , Working with Chart, Backgrounds, ,  Exercise, • Exercise File: Sales5-7.xlsx, , With background commands, you can apply color to the, plot area of 2-D charts and the walls or floor of 3-D, charts. You can also adjust how 3-D charts are formatted, and displayed., , • Exercise: Apply a Gradient fill to the plot area and choose, the Daybreak preset color (Hint: Use the Format Plot area, dialog box)., , 1. Select the chart., 2. Under Chart Tools on the Ribbon, click the Layout, tab on the Ribbon., Here you can see the Background group., If your chart is a 2-D chart, you will have access to, the Plot Area button. If it is a 3-D chart, you will, have access to the Chart Wall, Chart Floor, and 3-D, View buttons., 3. Click the button you want to use in the Background, group., A list or dialog box appears displaying different, options, depending on which button you clicked., Table 5-3: Background Group Buttons describes the, options that accompany each button., Tip: Select More [button name] Options to, display the Format [button name] dialog box,, which provides additional background formatting, options., 4. Select the option you want to use from the list or, dialog box., , Figure 5-12: The Format Plot Area dialog box., , Tip: If you make a selection in a dialog box, you, will also need to click the Close button to apply, the background option and close the dialog box., Table 5-3: Background Group Buttons, Plot Area,, Chart Wall,, or, Chart Floor, buttons, , None: Clears the plot area, wall, or floor of, any fill., Show Plot Area: Fills the plot area with a, default fill color, More [button name] Options: Opens the, Format [button name] dialog box. In the, Format Plot Area dialog box, for example, you, can select Fill options such as Solid,, Gradient, Picture or texture fill, and you can, select a fill color and adjust its transparency., , The Format Chart Area dialog box gives you, 3-D View, several options for changing the format and, button, Figure 5-13: A chart with a gradiernottaftililoanpopfly, ieodu.r 3-D chart., , 81

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Creating and Working with Charts, , Working with Chart Analysis, Commands, ,  Exercise, • Exercise File: Sales5-8.xlsx, • Exercise: Add a linear trendline to the Income data series., , You can add trendlines and other analytical elements to, your chart using the Analysis commands., 1. Select the chart., , Trendline, , Tip: Depending on the type of chart you’re, working with, you may not have access to all of, the analysis commands., 2. Under Chart Tools on the Ribbon, click the Layout, tab., Here you can see the Analysis group, which contains, four buttons:,  Trendline: Add a linear trendline to the selected, data series—works well with column-type charts.,  Lines: Add drop lines (lines that connect a data, series line to the horizontal axis) or high-low lines, (lines that connect two data lines) in a line-type, chart.,  Up/Down Bars: Add bars that graph the distance, between two lines in a line chart.,  Error Bars: Add bars that show the margin of, error on the chart., 3. Click the button you want to use in the Analysis, group., A list appears, displaying different options depending, on which button you clicked., 4. Select the option you want to use from the list., A dialog box may appear, depending on the option, you chose. Complete the dialog box to finish the, command as necessary., , 82, , Figure 5-14: A chart with a linear trendline added.

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Creating and Working with Charts, , Formatting Chart Elements, , Exercise, • Exercise File: Sales5-9.xlsx, , You can use the Format tab to change the look of, individual chart elements such as an axis, title, data label,, or shape., , • Exercise: Apply one of the WordArt styles to the chart title, “Net Income”. Increase the height and width of the chart if, necessary., , 1. Click a chart element to select it., Other Ways to Select a Chart Element:, Under Chart Tools on the Ribbon, click the, Format tab and click the list arrow in the Current, Selection group. Select the chart element you, want to format., 2. Under Chart Tools on the Ribbon, click the Format, tab., , Figure 5-15: Selecting a Shape style., , Format tab commands are arranged in the following, groups:,  Current Selection: Click the Format Selection, button to display the Format [selected element], dialog box. Select formatting options to apply to, the chart element.,  Shape Styles: Select the Shape Style that you, want to apply to the chart element from the, gallery. Or, click the Shape Fill, Shape Outline,, or Shape Effects list arrows and select formatting, options., , Figure 5-16: Selecting a WordArt style., ,  WordArt Styles: Select an element that includes, text or numbers, then select a WordArt Style from, the gallery. Or click the Text Fill, Text Outline,, or Text Effects list arrows and select formatting, options.,  Arrange: Click the Selection Pane button to, display the Selection Pane, where you can select, individual chart elements to format. Or click the, Bring to Front, Send to Back, Align, Group, or, Rotate list arrows to arrange the chart elements, that you’ve selected.,  Size: Click the Height and Width arrows to, change the size of the chart., 3. Select the formatting command you want to use., Some commands will require you to choose, additional options., 4. Select any additional options you want to use., You can apply several formatting options to elements, in the chart., , 83

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Creating and Working with Charts, Other Ways to Format Chart Elements:, To perform basic text formatting, right-click a, chart element that contains text or numbers and, select formatting options you want to use from the, Mini Toolbar or select Format Data Labels from, the contextual menu and select the formatting, options you want to use., Tips,  Click the More button to expand a gallery to its full, size., , 84

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Creating and Working with Charts, , Changing a Chart’s Source, Data, Once you’ve created a chart, you can change which cells, are used as the chart’s data source., , Exercise, • Exercise File: Sales5-10.xlsx, • Exercise: Change the chart’s source data to include only, the Income and Net Inc. series, and not the Total Exp., series., , 1. Select the chart., 2. Under Chart Tools on the Ribbon, click the Design, tab., Now you can see the Data group., 3. Click the Select Data button in the Data group., The Select Data Source dialog box appears., 4. Click the Chart Data Range reference button., The dialog box shrinks so you can select a new cell, range in the worksheet., 5. Select the cell range(s) in the worksheet you want to, use as the chart’s new data source., Tip: Hold down the <Ctrl> key while selecting to, select multiple cell ranges at once., Other Ways to Select a New Data Source:, Use the buttons in the Edit Data Source dialog, box to add or remove the Series and Categories, you want to include, then click OK., , Figure 5-17: Changing the chart’s data source using the, Select Data Source dialog box., , 6. Press the <Enter> key., You return to the Select Data Source dialog box., Other Ways to Confirm the Cell Selection:, Click the Chart Data Range reference button., 7. Click OK., The chart updates to reflect that data from the new, cell range., Tips,  You can switch the rows and columns of data in a, chart so they appear in opposite positions. Select the, chart. Under Chart Tools on the Ribbon, click the, Design tab. Click the Switch Row/Column button in, the Data group., , 85

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Creating and Working with Charts, , Using Chart Templates, You can save a template of a chart that you’ve customized, with your own layouts and formatting. Then you can use, the template to create similar charts in the future., , Save a chart as a template, , Exercise, • Exercise File: Sales5-11.xlsx and Sales5-1.xlsx., • Exercise: Save the chart in Sales5-11.xlsx as a template, and name it “Net Income”. Then open the Sales5-1.xlsx file, and create a new chart using the saved template. Include the, Income and Total Exp. data series in the new chart, but not, the Net. Inc. series. Then delete the “Net Income” template., , When you save a chart as a template, that chart’s, properties are saved for easy future use., 1. Select the chart you want to save as a template., 2. Under Chart Tools on the Ribbon, click the Design, tab and click the Save as Template button in the, Type group., The Save Chart Template dialog box appears., 3. Type a name for the template in the File name box, and click Save., , Create a new chart using a template, Once you’ve saved a template, you can use that template, to create a new chart., 1. Open a workbook and select the cell range you want, to chart., 2. Click the Insert tab on the Ribbon and click the, Dialog Box Launcher in the Charts group., The Insert Chart dialog box appears., 3. Click Templates in the list on the left., The templates you’ve saved appear in the gallery., 4. Select the template you want to use from the gallery, on the right and click OK., , Delete a template, If you decide you no longer need a certain chart template,, you can delete it., 1. Click the Insert tab on the Ribbon and click the, Dialog Box Launcher in the Charts group., The Insert Chart dialog box appears., 2. Click the Manage Templates button., The Charts folder is displayed., 3. Right-click the template file and select Delete., The file is deleted., , 86, , Figure 5-18: The Save Chart Template dialog box.

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Managing, Workbooks, Viewing a Workbook ........................................ 88, Change workbook views ......................... 88, Zoom in or out of a worksheet ................. 89, Working with the Workbook Window .............. 90, Change window size ............................... 90, Create another workbook window ........... 90, Splitting and Freezing a Workbook Window ... 91, , 6, Once you start filling up a workbook with, data, you’ll find that it can be difficult to, organize and view it all at once., Luckily, Excel gives you several options, for viewing and working with data and, windows. You can split windows, insert, new worksheets, copy worksheets, work, with multiple workbooks at once, hide, data, protect and share workbooks., In this chapter, we’ll look at ways to make, viewing and working with data easier., , Selecting Worksheets in a Workbook.............. 93, Select a worksheet ................................. 93, Select multiple worksheets ...................... 93, Inserting and Deleting Worksheets ................. 94, Renaming, Moving and Copying Worksheets 95, Move or copy a worksheet using click and, drag ........................................................ 96, Working with Multiple Workbooks................... 97, Switch between workbook windows ........ 97, View multiple workbooks at once............. 97, Hiding Rows, Columns, Worksheets and, Windows ........................................................... 98, Protecting a Workbook .................................. 100, Protect an entire workbook.................... 100, Protect workbook structure and windows, ............................................................... 101, Protecting Worksheets and Worksheet, Elements......................................................... 102, Make cells editable in a protected, worksheet ............................................. 102, Make graphics editable in a protected, worksheet ............................................. 102, Hide formulas in a protected worksheet 103, Protect a worksheet .............................. 103, , Using Exercise Files, This chapter suggests exercises to practice, the topic of each lesson. There are two, ways you may follow along with the, exercise files:,  Open the exercise file for a lesson,, perform the lesson exercise, and close, the exercise file.,  Open the exercise file for a lesson,, perform the lesson exercise, and keep, the file open to perform the remaining, lesson exercises for the chapter., The exercises are written so that you may, “build upon them”, meaning the exercises, in a chapter can be performed in, succession from the first lesson to the last., , Sharing a Workbook ...................................... 104, Share a workbook ................................. 104, Publish a workbook to a server ............. 105, Fax or e-mail a workbook ...................... 105, Creating a Template ....................................... 106, , 87

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Managing Workbooks, , Viewing a Workbook, There are several ways to change how a workbook’s, contents are displayed on a screen using Workbook views., You can also zoom in or out to view more or less of a, workbook at a time., , Exercise, • Exercise File: Sales6-1.xlsx, • Exercise: View the worksheet in Excel’s different views., Zoom in to 200 percent, zoom out to 75 percent, then zoom, back in to 100 percent., , Change workbook views, 1. Click the View tab on the Ribbon., 2. Click the button for the view you want to use in the, Workbook Views group., , Figure 6-1: The Workbook Views group on the View tab., , The workbook’s contents are shown in the selected, view., Other Ways to Change Workbook View:, Click the button for the view you want to use in, the status bar of the workbook window., Excel offers several different workbook views.,  Normal view: This is the default Excel view, and, the one you’ll usually want to use when creating, and editing workbooks. Row and column headers, are displayed.,  Page Layout view: Use this view to fine-tune a, worksheet before printing, especially if it contains, charts. You can edit the worksheet like it’s in, Normal view, but you can also see the rulers,, change page orientation, work with headers,, footers and margins, and hide or display row or, column headers., , Normal view is the default Excel view. This view will be used, most often., ,  Page Break Preview view: This view shows you, where the page breaks will occur if you print the, worksheet. This is helpful for making sure your, data is laid out correctly to appear on the desired, page(s).,  Full Screen view: The worksheet stays in the, view it was already in, but toolbars are hidden so, that the worksheet fills the entire screen. To exit, Full Screen view, click the Restore Down button, on the Title bar., , Page Layout view lets you fine-tune the worksheet before, printing., , Page Break view lets you view where the page will break if you, print the worksheet., , 88

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Managing Workbooks, , Zoom in or out of a worksheet, Sometimes it is helpful to make a worksheet appear larger, on the computer’s screen, especially if you have a small, monitor or poor eyesight. It can also be helpful to zoom, out so that you can see how the whole worksheet looks., 1. Click and drag the Zoom slider on the status bar to, the percentage zoom setting you want., , Change views, , Zoom, , Figure 6-2: Select a view or adjust the Zoom slider in the, status bar., , Other Ways to Zoom:, Click the View tab on the Ribbon and click the, Zoom button in the Zoom group. Or, click the, Zoom to Selection button in the Zoom group to, zoom in on the currently selected cell(s)., , Create a custom view, Changing the print settings, zoom level, and workbook, appearance every time you view or print a workbook can, get old. By creating a custom view, you can save the view, and print settings so you don’t have to reapply them over, and over., 1. Click the View tab on the Ribbon and click the, Custom Views button in the Workbook Views group., The Custom Views dialog box appears., 2. Click the Add button and type a name for the view in, the Name text box., There are two additional settings here:,  Print settings: Saves print settings such as page, breaks.,  Hidden rows, columns and filter settings:, Keeps columns and rows hidden and any applied, filters filtered., 3. Select the settings you want to use in the view and, click OK., Now your view settings are quickly accessible under, the new custom view., Tips,  To view a custom view, click the View tab on the, Ribbon and click the Custom Views button in the, Workbook Views group. Select the view you want to, use and click Show., , 89

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Managing Workbooks, , Working with the Workbook, Window, The Excel program itself, as well as each workbook you, open in Excel, has its own window. Each window has its, own features you can use to change how you work with, the window on your Desktop., , Exercise, • Exercise File: Sales6-2.xlsx, • Exercise: Minimize, maximize, restore down and resize, the workbook window. Then open a new window to view, another instance of the workbook. Close the new window., , Change window size, You can change the size of an Excel window to organize, the space on your screen better. Following are some ways, to change window size:, , , Maximize/Restore a Window: When the workbook, window is at its full size, click the Restore Down, button on the title bar to reduce the window size., When the window appears in a smaller size, the same, button appears as the Maximize button. Click it to, maximize the window., , , , Minimize a Window: Click the Minimize button on, the title bar. Click the workbook’s button on the, Windows Taskbar to restore the window to the, screen., , , , Resize a Window: Click and drag the resize control, in the lower-right corner of the window., Tip: You can also click the Maximize/Restore, button or the Minimize button on the Ribbon, (instead of on the title bar). This allows you to, adjust the window for the active workbook only;, the main Excel program window is unaffected., , Minimize, , Maximize, , Title bar, Ribbon, , Restore, , Figure 6-3: Buttons for changing window size., , Resize control, , Figure 6-4: The resize control in the status bar., , Create another workbook window, You can view a workbook in more than one window at a, time without creating a new workbook., 1. Click the View tab on the Ribbon and click the New, Window button in the Window group., Another window opens with the workbook’s, contents., Tips,  Viewing the same workbook in multiple windows, does not create a new file. When a change is made to, the workbook in one window, the change is reflected, in all the windows for the workbook.,  Each instance of a workbook window is marked in, the title bar. For example, if a new window was, opened for Workbook 1, the two windows would be, named Workbook 1:1 and Workbook 1:2., , 90, , Figure 6-5: A workbook with multiple windows of the, workbook open.

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Managing Workbooks, , Splitting and Freezing a, Workbook Window, Splitting or freezing a workbook window allows you to, hold certain sections of a worksheet in place while, scrolling to view other areas. It is especially useful if you, are working with a large worksheet because you can lock, column and row headings in place while scrolling through, your data., , Exercise, • Exercise File: Sales6-3.xlsx, • Exercise: Select cell B4 and split the window into panes., Move the vertical and horizontal scroll bars in the panes on, the right side. Remove the split. Keep cell B4 selected and, freeze panes. Try moving the scroll bars, then unfreeze the, panes., , Split a worksheet window, When a worksheet window is split, you can make changes, to the worksheet as you normally would and you can view, multiple areas of a worksheet at once., , Each section can, be navigated, independently, , Split button, , 1. Select the cell where you want to split the window., The worksheet will be split above and to the left of, the active cell, creating four panes—unless you select, a cell in the top or bottom-most visible row or the, left-most visible column, in which case the screen, will be split into only two panes., 2. Click the View tab on the Ribbon and click the Split, button in the Window group., The worksheet is split into sections that can be, navigated individually without moving other, sections., Tip: If you want to move the location of a split,, you can click and drag the split line., , Figure 6-6: A split worksheet window., , When you no longer want the window to be split,, remove the split., 3. Click the Split button in the Window group., The window is no longer split., Other Ways to Remove a Window Split:, Click and drag the split line to the perimeter of the, workbook area., , Freeze window panes, When you freeze panes, the panes above and to the left of, the active cell are immobilized. This is different from, splitting, in which each section can be navigated. Also,, while you can move split lines, you can’t move frozen, sections without unfreezing and freezing again., 1. Click the View tab on the Ribbon and click the, Freeze Panes button in the Window group., Here you have three options:, , 91

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Managing Workbooks,  Freeze Panes: Freezes the worksheet above and, to the left of the cell that is currently active., Creates two or four panes depending on location, of the active cell., , Freeze Panes button, ,  Freeze Top Row: Keeps the top row visible and, allows you to scroll through the rest of the, worksheet. Creates two panes.,  Freeze First Column: Keeps the first column, visible and allows you to scroll through the rest of, the worksheet. Creates two panes., 2. Select the option you want to use from the list., The panes are frozen. You can use the scroll bars to, move around in the worksheet., Now let’s unfreeze the panes., 3. Click the Freeze Panes button in the Window group, and select Unfreeze Panes., All cells in the worksheet are unfrozen so you can, scroll freely throughout the entire worksheet., , 92, , Figure 6-7: A worksheet with only the first column frozen.

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Managing Workbooks, , Selecting Worksheets in a, Workbook, By default, Excel workbooks contain three worksheets., You can make one worksheet active at a time or select, multiple worksheets at once., , Exercise, • Exercise File: Sales6-4.xlsx, • Exercise: Select Sheet2. Select Sheet1 and Sheet3 at the, same time. Cancel the multiple sheet selection and select, only Sheet1., , Select a worksheet, You can switch between worksheets in a workbook by, selecting a different sheet’s tab., , Sheet tabs, , 1. Click the sheet tab for the worksheet you want to, display., That worksheet becomes active, allowing you to edit, it., Other Ways to Select a Worksheet:, Right-click the tab scrolling buttons and select, the worksheet from the contextual menu. Or, use, the tab scrolling buttons to scroll through the, sheet tabs and then select one., , Select multiple worksheets, By selecting multiple worksheets at once, you can enter or, edit data on multiple worksheets, as well as format or, print multiple worksheets at once., , Scrolls to the, first sheet tab, in the active, workbook, , Scrolls to the last, sheet tab in the, active workbook, Scrolls the next, sheet tab into view, Scrolls the, previous sheet, tab into view, , Figure 6-8: Sheet tabs and scrolling buttons., , To select adjacent worksheets:, 1. Click the first sheet tab you want to select, press and, hold the <Shift> key and click the last tab you want, to select., Both tabs and all tabs in between are selected., To select non-adjacent worksheets:, 1. Click the first sheet tab you want to select, press and, hold the <Ctrl> key and click the other tabs you want, to select., To select all worksheets:, 1. Right-click a sheet tab and select Select All Sheets, from the contextual menu., Tips,  When multiple worksheets are selected, [Group], appears in the title bar at the top of the worksheet.,  To cancel a selection of multiple worksheets in a, workbook, click an unselected sheet’s tab. Or, rightclick a sheet tab that is selected and select Ungroup, Sheets from the contextual menu., , 93

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Managing Workbooks, , Inserting and Deleting, Worksheets, , Exercise, • Exercise File: Sales6-5.xlsx, • Exercise: Insert a new worksheet, then delete it., , You can easily add worksheets to a workbook or delete, unwanted ones., , Insert a worksheet, 1. Click the Insert Worksheet tab., A new worksheet is added to the workbook., Tip: The Insert Worksheet tab is located next to, the sheet tabs near the bottom of the workbook, window., Other Ways to Insert a Worksheet:, Press <Shift> + <F11>. Or, click the Home tab, on the Ribbon and click the Insert list arrow in, the Cells group. Select Insert Sheet. Or, rightclick the tab of an existing worksheet, and select, Insert from the contextual menu. Select, Worksheet in the General tab of the Insert dialog, box and click OK., , Click here to insert, a new worksheet., , Figure 6-9: Inserting a worksheet., , Delete a worksheet, 1. Right-click the sheet tab you want to delete and select, Delete from the contextual menu., The worksheet is deleted., Other Ways to Delete a Worksheet:, Select the worksheet you want to delete, click the, Home tab on the Ribbon, click the Delete list, arrow and select Delete Sheet., Figure 6-10: Deleting a worksheet from a workbook., , 94

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Managing Workbooks, , Renaming, Moving and, Copying Worksheets, You can manipulate your workbooks by renaming, worksheets and moving them into different orders and, even into different workbooks., , Exercise, • Exercise File: Sales6-6.xlsx, • Exercise: Rename Sheet1 “Qtr 1&2”., Make a copy of the Qtr 1&2 sheet between the Qtr 1&2 and, Sheet2 tabs. Rename the copied sheet “Qtr 3&4.”, Change the month headings in the Qtr 3&4 sheet to Jul,, Aug, Sep, Oct, Nov, Dec., , Rename a worksheet, By default, Excel worksheets are given the rather boring, names Sheet1, Sheet2, Sheet3, and so on. You can give, them more meaningful names., 1. Double-click the sheet tab., , Renaming a worksheet, , The sheet name is selected so that it can be renamed., 2., , Type a new name for the worksheet., , 3. Press <Enter>., The sheet is renamed., , Figure 6-11: Renaming Sheet1 in a workbook., , Other Ways to Rename a Worksheet:, Right-click the sheet tab, select Rename from the, contextual menu, and type a new name. Or, select, the worksheet you want to rename, click the, Home tab on the Ribbon, click the Format button, in the Cells group and select Rename Sheet. Type, a new name., , Move or copy a worksheet, You can easily rearrange worksheets using the Move or, Copy dialog box or by using the mouse., , Click the To book list arrow to move or copy, the selected sheet into another workbook that, is already open, or into a new workbook., , 1. Select the sheet tab(s) for the worksheet(s) you want, to move or copy., 2. Right-click one of the sheet tabs you want to move or, copy and select Move or Copy from the contextual, menu., The Move or Copy dialog box appears., Other Ways to Move or Copy a Sheet:, Select the sheet(s) you want to move or copy., Click the Home tab on the Ribbon and click the, Format button in the Cells group. Select Move or, Copy Sheet from the list., 3. Select the sheet after which you want your moved or, copied sheet(s) to appear in the Before Sheet list., The moved or copied sheet will be placed in front of, the sheet that is selected., , Figure 6-12: The Move or Copy dialog box., , 95

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Managing Workbooks, 4. (Optional) Click the Create a copy check box to, copy the selected sheet., If this box is checkmarked, the worksheet(s) will be, copied to the new location, instead of simply being, moved., 5. Click OK., The worksheet(s) are moved or copied to the new, location., , Move or copy a worksheet using click and, drag, The easiest way to move or copy a worksheet within a, workbook is with the mouse., 1. Select the sheet you want to move or copy., 2. Click and drag the sheet tab to move it to a new, location in the workbook. Or, press and hold the, <Ctrl> key while you click and drag the sheet tab to, copy the sheet., Tips,  To change the color of a sheet tab, right-click the tab,, point to Tab Color and select a color from the, palette., , 96

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Managing Workbooks, , Working with Multiple, Workbooks, This lesson explains how to view and work with more, than one workbook at a time., ,  Exercise, • Exercise File: Sales6-7.xlsx and SalesDetail6-7.xlsx, • Exercise: Switch between the open workbooks., View the workbooks side-by-side., Close the SalesDetail6-7 workbook., , Switch between workbook windows, If you have more than one workbook open, you can, quickly switch between the workbooks., 1. Click a workbook’s button in the Windows Task bar, to view it., Other Ways to Switch Between Workbooks:, Click the View tab on the Ribbon and click the, Switch Windows button in the Window group., Select the workbook you want to view from the, list., The selected document window becomes the active, document., , Click to arrange only, the multiple windows, open within the active, workbook., , Figure 6-13: The Arrange Windows dialog box., , View multiple workbooks at once, 1., , Click the View tab on the Ribbon and click the, Arrange All button in the Window group., View Side, by Side, , The Arrange Windows dialog box appears, allowing, you to arrange the open workbooks in Tiled,, Horizontal, Vertical, or Cascade order., 2. Select the option you want to use., Other Ways to View Multiple Workbooks:, Click the View tab on the Ribbon and click the, View Side By Side button in the Window group., If the Compare Side by Side dialog box appears,, select the workbook you want to display alongside, the active workbook and click OK., , Arrange, All, , Synchronous, Scrolling, Reset, Window, Position, , Tips,  When the Compare Side by Side feature is activated,, synchronous scrolling makes it possible for the two, workbooks to scroll together at the same time. Click, the Synchronous Scrolling button to turn this feature, on and off. Click the Reset Window Position button, to make the windows share the screen equally.,  Click the Save Workspace button in the Window, group to save the layout of the open windows for, future access., Figure 6-14: Two workbooks arranged side by side., , 97

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Managing Workbooks, , Hiding Rows, Columns,, Worksheets and Windows, You can hide rows, columns, worksheets and entire, workbook windows from view. Data isn’t deleted, but, simply hidden from view until you unhide it., , Exercise, • Exercise File: Sales6-8.xlsx, • Exercise: Hide columns E – G on the Qtr 1&2 tab, then, unhide them. Hide the Qtr 3&4 worksheet, then unhide it., Delete the Qtr 3&4 worksheet., Hide the Sales6-8 workbook window, then unhide it., , Hide or unhide a row or column, You can easily hide whole rows or columns from view., 1. Select the row or column heading(s) for the row(s) or, column(s) you want to hide., 2. Right-click the heading and select Hide from the, contextual menu., The row(s) or column(s) are hidden., Other Ways to Hide a Row or Column:, Select the row or column heading(s) for the, row(s) or column(s) you want to hide. On the, Home tab, click the Format button in the Cells, group. Point to Hide & Unhide and select Hide, Rows or Hide Columns., , All columns are visible., , Now let’s look at how to unhide rows and columns., 3. Select the row or column heading(s) on both sides of, the hidden row(s) or column(s)., For example, if columns C and D were hidden, you, would select the B and E column headings., 4. Right-click the heading and select Unhide from the, contextual menu., Other Ways to Unhide a Row or Column:, Select the row or column heading(s) on both sides, of the hidden row(s) or column(s). On the Home, tab, click the Format button in the Cells group., Point to Hide & Unhide and select Unhide Rows, or Unhide Columns., , Hide or unhide a worksheet, Sometimes you may want to hide an entire worksheet., 1. Right-click the sheet tab for the worksheet you want, to hide., 2. Select Hide from the contextual menu., The sheet is hidden. It still exists in the workbook so, any references to the sheet will still work., Now let’s unhide the sheet., , 98, , Columns E, F and G are hidden., , Figure 6-15: A worksheet before and after hiding columns.

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Managing Workbooks, 3. Right-click any sheet tab and select Unhide from the, contextual menu., The Unhide dialog box appears., 4. Select the sheet you want to unhide and click OK., The sheet is unhidden., Other Ways to Hide and Unhide a Worksheet:, Select the worksheet you want to hide. On the, Home tab, click the Format button in the Cells, group. Point to Hide & Unhide and select Hide, Sheet. To unhide it, click the Format button in, the Cells group, point to Hide & Unhide, and, select Unhide Sheet. Click OK., , Figure 6-16: Selecting a hidden sheet to unhide., , Hide or unhide a workbook window, You can also hide the entire active workbook window., 1. Click the View tab on the Ribbon., 2. Click the Hide Window button in the Window group., The active window is hidden. The Excel program, window remains open and active, but the workbook, is hidden. It does not even appear in the Switch, Windows button or on the Taskbar., Here’s how to make the window reappear., 3. Click the Unhide Window button in the Window, group., The window is unhidden., Tip: If there is more than one window hidden, the, Unhide dialog box will appear. Select which, window you want to unhide and click OK., , Figure 6-17: Selecting a hidden workbook to unhide., , 99

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Managing Workbooks, , Protecting a Workbook, , Exercise, • Exercise File: Sales6-9.xlsx, , You can protect entire workbooks from being viewed or, modified, as well as protect the structure of workbooks, and the position of workbook windows., , Protect an entire workbook, You can set a password so only authorized users can view, or modify a workbook., , • Exercise: Protect the workbook so that users must enter, the password “Sales” to open it. Then set a password to, protect the workbook’s structure., Close the workbook and reopen it using the password., Remove the workbook password protection and unprotect, the workbook’s structure., , 1. Open the workbook you want to protect., 2. Click the Office Button. Select Save As., The Save As dialog box appears., 3. Click the Tools button and select General Options., The General Options dialog box appears. There are, two types of passwords you can create:,  Password to open: Enter a password here to, require users to enter a password to view the, workbook. This password is encrypted, making it, more secure.,  Password to modify: Enter a password here to, require users to enter a password to save changes, to the workbook. This password is not encrypted., , Figure 6-18: Setting workbook passwords in the General, Options dialog box., , You can enter just one or both passwords, depending, on the type of protection you want for the workbook., Passwords are case-sensitive., 4. Enter passwords in the password text boxes, as, desired, then click OK., Tip: If you want Excel to suggest to users upon, opening the workbook that they open it as a Readonly file—which means they can view the, workbook but not save changes—select the Readonly recommended check box as well., The Confirm Password dialog box appears., 5. Re-enter the password(s) and click OK., You return to the Save As dialog box., 6. Click Save., If you have previously saved the workbook, another, dialog box will appear., 7. Click Yes., The existing workbook that is not protected is, replaced. From now on, Excel requires a password, before opening the protected workbook., , 10, 0, , Figure 6-19: The Confirm Password dialog box.

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Managing Workbooks, Other Ways to Encrypt a Workbook:, Click the Office Button and point to Prepare., Select Encrypt Document. Enter a password,, then again to confirm. Click OK., Tips,  To change or remove a password to open or modify a, workbook, repeat the workbook protection steps and, simply change or delete the password in the General, Options dialog box., , Protect workbook structure and windows, You can secure a workbook’s structure against changes,, such as sheets being added or deleted. You can also, protect a workbook’s windows so that they are the same, size and in the same position every time the workbook is, opened., 1. Click the Review tab on the Ribbon and click the, Protect Workbook button in the Changes group., , Figure 6-20: Setting passwords to protect workbook, structure and windows in the Protect Structure and, Windows dialog box., , The Protect Structure and Windows dialog box, appears. Here you can select to protect workbook, structure, windows, or both., 2. Select the option(s) you want to use and enter a, password., 3. Click OK., The Confirm Password dialog box appears., 4. Enter the password again and click OK., The structure and/or windows of the workbook are, protected., Tip: To unprotect the workbook structure or, windows, click the Review tab on the Ribbon and, click the Unprotect Workbook button in the, Changes group. Enter the password and click OK., , Figure 6-21: The Confirm Password dialog box., , Tips,  Use passwords that combine upper and lowercase, letters, numbers, and symbols.,  Make sure you remember the passwords to your, workbooks because Microsoft can’t help you if you, forget.,  Besides protecting a workbook with a password, you, can apply worksheet protection to individual, worksheets and worksheet elements., , 101

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Managing Workbooks, , Protecting Worksheets and, Worksheet Elements, You can prevent unauthorized changes to your data by, protecting worksheets. In a protected worksheet, none of, its contents—cells or other elements—can be changed., However, you can prepare the worksheet so that certain, cells and elements can be changed after it is protected., ,  Exercise, • Exercise File: Sales6-10.xlsx, • Exercise: Unlock the cell range B4:G9. Protect the, worksheet, but don’t enter a password. Try to type in cell, B3. Change cell B4 to $14,000. Unprotect the worksheet., , Make cells editable in a protected worksheet, If there are cells that you want users to be able to change, in a protected worksheet, you need prepare the worksheet, by unlocking the cells., 1. Display the worksheet you want to protect., By default, all cells in the worksheet will be locked, when the worksheet is protected. Unlock the cells, that you want to edit and change after the worksheet, is protected., 2. Select cells that you want to remain editable after you, have protected the sheet., Now unlock the cells., 3. Click the Home tab on the Ribbon, click the Format, button in the Cells group., Notice that “Lock Cell” near the bottom of the list is, highlighted. This indicates that the cells are ready to, be locked once the sheet is protected. Unlock the, cells so they are editable., 4., , Select Lock Cell., Now when you protect the sheet, the cell range won’t, be locked., Tip: Locking and unlocking cells only takes, effect once the sheet is protected., Other Ways to Unlock/Lock Cells:, Select the desired cell(s), click the Home tab on, the Ribbon, click the Format button in the Cells, group and select Format Cells. Click the, Protection tab. Remove the check mark from the, Locked option and click OK., , Make graphics editable in a protected, worksheet, Before protecting the worksheet, you should also unlock, any graphic objects that you will want users to be able to, modify., , 10, 2, , By default, cells will be locked, when the worksheet is protected., , Figure 6-22: Preparing cells so they are editable when the, worksheet is protected.

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Managing Workbooks, 1. Select each object that you want to remain unlocked, after you have protected the sheet., The Drawing Tools contextual tab appears., 2. Under Drawing Tools on the Ribbon, click the, Format tab and click the Dialog Box Launcher in, the Size group., 3. Click the Properties tab and uncheck the Locked, and Lock text options, as desired. Click Close., , Hide formulas in a protected worksheet, You can also prevent certain formulas from being, displayed once the worksheet has been protected., 1. Select the cells containing formulas you want hidden., 2. Click the Home tab on the Ribbon, click the Format, button in the Cells group and select Format Cells., The Format Cells dialog box appears., 3. Click the Protection tab, select the Hidden option, and click OK., Remember that you still need to protect the, worksheet for the formulas to be hidden., , Protect a worksheet, Once you’ve finished preparing the worksheet, you’re, ready to protect the worksheet., 1. Click the Review tab on the Ribbon and click the, Protect Sheet button in the Changes group., The Protect Sheet dialog box appears., Other Ways to Protect the Sheet:, Right-click the sheet tab and select Protect Sheet, from the contextual menu., 2. Enter a password in the text box., You don’t have to enter a password in order to protect, the worksheet, but if you don’t, anyone can unprotect, the sheet., 3. Select the items that you want users to be able to, change in the “Allow all users of this worksheet to:”, list and click OK., The worksheet is protected., Tip: To unprotect a worksheet, right-click the, sheet tab and select Unprotect Sheet from the, contextual menu., , Figure 6-23: The Protect Sheet dialog box., , 103

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Managing Workbooks, , Sharing a Workbook, ,  Exercise, • Exercise File: Sales6-11.xlsx, , You can share your Excel workbook files with other, people, so that you can work on the data collaboratively., Sharing a workbook has several benefits:, , , Several people can use the same shared workbook, simultaneously., , , , Excel keeps track of any changes made to a shared, workbook, when they were made, and who made, them., , , , You can review and accept or reject any changes, made to a shared workbook., , • Exercise: Share the workbook file on your network, then, remove the file share., , You can also fax or e-mail copies of a workbook to other, people., , Share a workbook, , Deselect this check mark to, stop sharing the file., , You can share a workbook on a network where users can, simultaneously modify it. This is very useful for, collaboration., Trap: Some features— merged cells, charts,, graphics, conditional formats, macros, PivotTable, reports, hyperlinks, and worksheet protection—, can’t be modified in a shared workbook., 1. Click the Review tab on the Ribbon and click the, Share Workbook button in the Changes group., The Share Workbook dialog box appears., 2. Click the Allow changes by more than one user at, the same time check box (if it is not already, selected). Click OK., The workbook is now ready to be shared. All you, have to do is save the workbook in a location that is, accessible to other people., 3. Make sure you save the workbook where it is, accessible to other users (i.e. a shared folder on a, network drive)., Now that the workbook is shared, you or other users, can track any changes made to the workbook., Other Ways to Share a Workbook on a, Network:, Click the Review tab on the Ribbon and click the, Protect and Share Workbook button. Select the, Sharing with track changes option, enter a, password, and click OK. The workbook is shared, and users are not able to turn off the Change, Tracking feature., , 10, 4, , Figure 6-24: The Share Workbook dialog box.

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Managing Workbooks, Tips,  Every time you save a shared workbook, you will be, prompted with changes made by other users since the, last time you saved it.,  Deselect the Allow changes by more than one user, at the same time option to stop sharing the file., , Publish a workbook to a server, 1. Click the Office Button and point to Publish., Three publishing options appear:,  Excel Services: Allows you to share a workbook, or parts of a workbook in a Microsoft Office, Excel Web Access browser. Excel Services, requires a server running Microsoft Office, SharePoint Server 2007 that is capable of running, Excel Calculation Services., , If the Excel Services option is unavailable, your version of Office, Excel 2007 does not support publishing a workbook to Excel, Services., ,  Document Management Server: Allows you to, make workbooks available for access on a, document management server where users can, check them in and out.,  Create Document Workspace: If you use, Microsoft Windows SharePoint Services 3.0, you, can make workbooks available on a shared site, and synchronize the server copy with your local, copy of the workbook., 2. Select the publishing option you want to use and, follow the instructions to publish the workbook., , Fax or e-mail a workbook, You can also share a workbook by faxing or e-mailing it., , Figure 6-25: Options for publishing a workbook., , 1. Click the Office Button and point to Send., Four send options appear:,  E-mail: Your e-mail program opens and the, workbook is included as an attachment.,  E-mail as PDF Attachment: Your e-mail, program opens and the workbook is included a, PDF attachment to the message.,  E-mail as XPS Attachment: Your e-mail, program opens and the workbook is included as, an XPS attachment to the message.,  Internet Fax: Complete sending the fax through, your Internet Service Provider. If you don’t have, one, a message appears., 2. Select the send option you want to use and finish the, process to e-mail or fax the workbook., , 105

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Managing Workbooks, , Creating a Template, , Exercise, • Exercise File: Sales6-12.xlsx, , If you find yourself recreating the same type of workbook, over and over, you can save yourself some time by using a, template. A template is a workbook that contains labels,, formulas, formatting, and macros you use frequently., Once you have created a template you can use it to create, new workbooks., , • Exercise: Save the file as an Excel Template and name it, “Sales Template”., , 1. Create or open a workbook to use as a template., 2. Click the Office Button and select Save As., The Save As dialog box appears., There are three basic types of templates you can, create:, Excel Template: This is the standard Excel 2007, template that works with XML., Excel Macro-Enabled Template: This type of, template is the standard template but is enabled to, work with XML., Excel 97-2003 Template: Use this to create, workbooks that are compatible with earlier versions, of Excel. These files are not XML compatible., 3. Click the Save as type list arrow and select the type, of template you want to create., Once you change the file type to a template, the, location automatically changes to the Templates, folder., 4. Enter a name for the template in the File name text, box., 5. Click the Save button., The template is saved. Now you can use the template, to create new workbooks., , 10, 6, , Figure 6-26: Saving a workbook as an Excel Template.

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Working with, Page Layout, and Printing, Creating Headers and Footers ....................... 108, Create a basic header or footer ............. 108, Use Auto Headers & Footers ................. 108, Insert Header & Footer Elements .......... 109, , 7, Sometimes you need to do more than just, print your worksheet. You may want to, add a header or footer or page breaks,, adjust the margins, print worksheet, headings, or print only a certain part of a, worksheet. This chapter will help you, with these, as well as several other pagelayout and printing tasks., , Using Page Breaks ......................................... 110, Enter Page Break Preview view ............ 110, Move a page break ............................... 110, Insert a manual page break................... 110, Remove a manual page break .............. 111, , Using Exercise Files, This chapter suggests exercises to practice, the topic of each lesson. There are two, ways you may follow along with the, exercise files:, , Adjusting Margins and Orientation ............... 112, ,  Open the exercise file for a lesson,, perform the lesson exercise, and close, the exercise file., , Adjusting Size and Scale ............................... 113, Adjust paper size .................................. 113, Scale to fit............................................. 113, Adding Print Titles, Gridlines and Headings 114, Advanced Printing Options ........................... 116, Set print area ........................................ 116, The Print dialog box .............................. 116, Print multiple worksheets ...................... 117, Print multiple workbooks ....................... 117, ,  Open the exercise file for a lesson,, perform the lesson exercise, and keep, the file open to perform the remaining, lesson exercises for the chapter., The exercises are written so that you may, “build upon them”, meaning the exercises, in a chapter can be performed in, succession from the first lesson to the last., , 107

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Working with Page Layout and Printing, , Creating Headers and Footers, , Exercise, • Exercise File: Sales7-1.xlsx, , You can use a header to include the same information at, the top of every printed page, or a footer to include, information at the bottom of every page. You can enter, your own headers or footers, insert built-in ones, or insert, specific elements such as pictures or page numbers., , Create a basic header or footer, 1., , • Exercise: Open the header and add “Monthly Sales” in the, center section., Add a page number field in the right section of the header., , Click to jump to the, footer area, , Click the Insert tab on the Ribbon and click the, Header & Footer button in the Text group., The workbook automatically switches to Page Layout, View and the cursor appears in the header area., The header and footer areas are split into three, sections—left, right, and center. Click any of the, sections to enter text in that section., Tip: Enter your note here. To work with the footer, instead of the header, click the Click to add, footer text at the bottom of the worksheet or click, the Go To Footer button in the Navigation group, on the Design tab., 2. Enter header text, then click away from the header, area., When you are finished working with the header and, footer, you can return to Normal view., Other Ways to Create a Header or Footer:, Click the View tab on the Ribbon and click the, Page Layout View button in the Workbook Views, group. Click in the header or footer area., , Use Auto Headers & Footers, Instead of entering your own header or footer text or, fields, use built-in options that are already available., 1., , Click the Insert tab on the Ribbon and click the, Header & Footer button in the Text group., Now you can add an auto header or footer., 2. Click either the Header or Footer button in the, Header & Footer group on the Design tab., Here you will see a list of many different types of, page numbers, titles, dates, and file paths that can be, added., 3. Select the auto header or footer you want to use., It is automatically inserted into the worksheet. Any, manual header or footer information you have, previously entered is replaced., , 108, , Figure 7-1: Adding header text., , You’ll find many, commands for, working with, headers and footers, in the Design tab.

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Working with Page Layout and Printing, Insert Header & Footer Elements, You can also insert individual elements into the header or, footer such as pictures or page numbers., 1., , Click the Insert tab on the Ribbon and click the, Header & Footer button in the Text group., The Header & Footer Elements group appears on the, Design tab, displaying commands to add several, different elements to your header or footer., 2. Click the button in the Header & Footer Elements, group for the element you want to add., Tips,  Headers and footers can be formatted using the, commands in the Font group on the Home tab.,  You can also work with headers and footers by using, the Page Setup dialog box. Click the Page Layout, tab and click the Dialog Box Launcher in the Page, Setup group. Click the Header/Footer tab. Here you, can edit headers and footers and select to withhold, the header or footer from the first page or to, designate different odd and even pages., Table 7-1: Header & Footer Elements Group, Button, , Description, Displays the correct page number for each page., , Page Number, Number of Pages, Current Date, , Displays the total number of pages in the worksheet., Displays the current date., Displays the current time of day., , Current Time, File Path, , Displays the workbook’s name and file path., Displays the workbook’s name., , File Name, Sheet Name, , Display’s the worksheet’s name., Opens the Insert Picture dialog box, where you can browse for and insert a picture file., , Picture, Format Picture, , Is only available once a picture has been inserted; this button allows you to adjust the picture’s size,, brightness or contrast., , 109

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Working with Page Layout and Printing, , Using Page Breaks, , Exercise, • Exercise File: Sales7-2.xlsx, , You can use page breaks to divide a worksheet into, separate pages for printing. Excel automatically breaks, the page based on the margins and other page settings, but, you can add your own manual page breaks as well., , Page Break Preview view, , • Exercise: In Page Break Preview view, drag the page, break line to the left so that the Jan – Mar columns are on, page 1 and Apr – June are on page 2., Right-click cell A11 and add a page break, then remove the, break., , If you display the worksheet in Page Break Preview view,, you can see how the page breaks will appear and adjust, them., 1. Click the View tab on the Ribbon and click the Page, Break Preview button in the Workbook Views group., Other Ways to Open Page Break Preview, View:, Click the Page Break Preview button on the, status bar., The worksheet appears in Page Break Preview view., Dashed lines indicate automatic page breaks, while, solid lines represent page breaks that have been, changed or added., Tip: The first time you enter Page Break Preview,, a message appears with instructions on how to, work with page breaks., , Click this check box so the dialog box doesn’t appear, whenever you use Page Break Preview., , Figure 7-2: This dialog box appears the first time you, open a workbook in Page Break Preview., , Page Break Preview button, , Move a page break, You can move a page break in Page Break Preview view., 1. Position the mouse pointer over the page break line, so the cursor changes ., 2. Click and drag the page break to a new location., The dashed line turns into a solid line, indicating the, break has been changed., , Insert a manual page break, You can insert new vertical and horizontal page breaks in, the workbook., 1. Right-click the cell below or to the right of where, you want to insert the page break., A contextual menu and the Mini Toolbar appear., It can be a little confusing to figure out which cell to, click to insert a certain type of page break. See Table, 7-2: Inserting Page Breaks for more information on, where to click., 2. Select Insert Page Break from the contextual menu., The break is inserted., , 110, , Figure 7-3: Moving a page break in Page Break Preview, view.

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Working with Page Layout and Printing, Other Ways to Insert a Page Break:, Click the Page Layout tab on the Ribbon and, click the Breaks button in the Page Setup group., Select Insert Page Break from the list., , Remove a page break, You can remove a page break that you no longer want., 1. Click and drag the page break line outside of the, Page Break Preview area., The page break is removed., Other Ways to Remove a Page Break:, Select the cell below or to the right of where you, want to insert or remove a page break. Click the, Page Layout tab on the Ribbon and click the, Breaks button in the Page Setup group. Select, Remove Page Break. Select Reset All Page, Breaks to remove all page breaks., Tips,  You can remove all manual page breaks in the, worksheet at once. Right-click any cell and select, Reset All Page Breaks from the contextual menu., , Figure 7-4: Click and drag a page break line outside of the, Page Break Preview area, or into the gray area, to remove, it., ,  When you’re done working with page breaks you can, return the worksheet to Normal view. Click the, Normal icon on the status bar., Table 7-2: Inserting Page Breaks, Page Break Type, , Position the Cell Pointer Here, , Horizontally, , Select a cell in column A that is in the row below where you want the page break., , Vertically, , Select a cell in Row 1 that is in the column to the right of where you want the page break., , Horizontally and Vertically, , Select the cell below and to the right of where you want the page break., , 111

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Working with Page Layout and Printing, , Adjusting Margins and, Orientation, You’re probably already aware that margins are the empty, space between the worksheet data and the left, right, top,, and bottom edges of the printed page. In this lesson,, you’ll learn how to adjust a page's margins., ,  Exercise, • Exercise File: Sales7-3.xlsx, • Exercise: In Page Layout View, apply Wide margins and, Landscape orientation, then reapply Portrait orientation., , You’ll also learn how to change the page orientation., Everything you print uses one of two different types of, orientations: Portrait or Landscape. In Portrait orientation,, the paper is taller than it is wide—like a painting of a, person’s portrait. In Landscape orientation, the paper is, wider than it is tall—like a painting of a landscape., , Adjust margins, By default, the margins in Excel 2007 worksheets are 0.75, inches at the top and bottom, and 0.70 inches to the left, and right., 1. Click the Page Layout tab on the Ribbon and click, the Margins button in the Page Setup group., A list of three margin options appears: Normal, Wide,, or Narrow., 2. Select the margin size you want to use from the list., The margins adjust to the new setting., Tip: If you don’t see a margin size you want to, use, select Custom Margins to display the, Margins tab of the Page Setup dialog box. Here, you can set your own custom margins and even, adjust the size of headers and footers., , Adjust orientation, Portrait orientation is the default setting for printing, worksheets, but you may often want to use landscape, orientation instead., 1. Click the Page Layout tab on the Ribbon and click, the Orientation button in the Page Setup group., A list of two options appears:,  Portrait: In Portrait orientation, the paper is taller, than it is wide—like a portrait painting.,  Landscape: In Landscape orientation, the paper is, wider than it is tall—like a landscape painting., 2. Select the page orientation you want to use., The orientation changes., , 112, , Figure 7-5: Adjusting margins.

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Working with Page Layout and Printing, , Adjusting Size and Scale, If you plan to print a worksheet on paper that isn’t Letter, size, you’ll need to select a different paper size in Excel., You can also adjust the scale of your printed worksheet so, that the printed data stretches or shrinks to fit the number, of pages you specify., ,  Exercise, • Exercise File: Sales7-4.xlsx, • Exercise: In Page Layout View, adjust the paper size to, Legal., Change the scale so that the worksheet fits onto 1 page wide, by 1 page tall. Do a print preview., Then change the scale back to automatic width and height, and return the paper size to Letter., , Adjust paper size, You can print Excel worksheets on many different sizes of, paper., 1. Click the Page Layout tab on the Ribbon and click, the Size button in the Page Setup group., , Scale to Fit, commands, , A list of common page sizes appears., 2. Select the paper size you want to use from the list., The worksheet layout updates to the new paper size., , Scale to fit, , Select a different page, size from the Size list., , You can tell Excel how many pages wide or tall you want, the data to fit onto when printed., 1. Click the Page Layout tab on the Ribbon., The Scale to Fit group has three options you can, choose from to adjust the worksheet’s scale for, printing:,  Width list arrow: Select the maximum width—in, number of pages—you want the printed data to, occupy.,  Height list arrow: Select the maximum height—, in number of pages—you want the printed data to, occupy.,  Scale percentage: Enter a percentage or use the, arrow buttons to stretch or shrink the printed, output to a percentage of its actual size., 2. Select the scale command you want to use in the, Scale to Fit group and adjust the scale as necessary., , Figure 7-6: Adjusting paper size and scaling on a, worksheet., , The worksheet is scaled to fit the new settings., Other Ways to Scale to Fit:, Click the Dialog Box Launcher in the Scale to, Fit group to display the Page tab in the Page Setup, dialog box. Select the options you want to use in, the Scaling area., , 113

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Working with Page Layout and Printing, , Adding Print Titles, Gridlines, and Headings, You can specify rows and columns to repeat on each, printed page. You can also select whether you want to, view or print cell gridlines and row and column headings., , Exercise, • Exercise File: Sales7-5.xlsx, • Exercise: Use the Print Titles command to make column A, repeat on every page., Set Sheet Options to display gridlines and headings when, printing., , Print titles, The Print Titles command allows you to designate certain, rows and columns to repeat on every printed page., 1. Click the Page Layout tab on the Ribbon and click, the Print Titles button in the Page Setup group., , Click the cell reference button to, minimize the dialog box and select, cells in the spreadsheet., , The Page Setup dialog box appears, displaying the, Sheet tab., In the Print titles area, there are two text boxes:, “Rows to repeat at top” and “Columns to repeat at, left.” You can use the cell reference buttons next to, the text boxes to select the ranges that contain the, labels you want to repeat on every page., 2. Click the Rows to repeat at top or Columns to, repeat at left cell reference button., The dialog box is minimized so you can see the, spreadsheet and select the cells you want to repeat., 3. Select the rows or columns you want to appear on, every printed page and click the cell reference, button., The dialog box expands to its full size once again., 4. Click OK., , Figure 7-7: Adjusting print titles, gridlines and headings on, the Sheet tab of the Page Setup dialog box., , Now when you print, the rows and/or columns you, selected will appear on every page., , View or print gridlines and headings, You can also choose whether you want to view or print, the worksheet cell gridlines or the column and row, headings., , Click to return to the dialog, box after selecting cells., , 1. Click the Page Layout tab on the Ribbon., The Sheet Options group has commands for working, with the gridlines and headings in a workbook.,  Gridlines: The gridlines that appear in the, spreadsheet to delineate each cell by default., Select the Print option to print the gridlines with, the data., , 114, , Figure 7-8: The collapsed Page Setup dialog box.

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Working with Page Layout and Printing,  Headings: The column and row headings (A, B,, C… and 1, 2, 3…) appear by default in the, spreadsheet to help identify cells. Select the Print, option so these headings are printed with the data., 2. Select the options you want to use in the Sheet, Options group., If you selected the Print check box for Gridlines or, Headings, you can preview how the worksheet will, print in Print Preview or Page Layout view., Other Ways to Print Gridlines or Headings:, Click the Page Layout tab on the Ribbon and, click the Dialog Box Launcher in the Sheet, Options group. Select the option you want to use, in the Print area. Here you can even select a, different printed page order (“Down, then over”, or “Over, then down”)., , This is a print preview of a worksheet without gridlines or, headings displayed., , Gridlines appear, by default in, spreadsheets., , Column and row, headings appear, by default in, spreadsheets., , Select to print, gridlines in, spreadsheets., , Select to print row, and column, headings in, spreadsheets., , Figure 7-9: The Sheet Options group., , This is a print preview of a worksheet with gridlines and, headings displayed., , Figure 7-10: Print previewing worksheets without and with gridlines and head, , 115

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Working with Page Layout and Printing, , Advanced Printing Options, , Exercise, • Exercise File: Sales7-6.xlsx, , Beyond the basic print function, there are many more, print options in Excel. You can print part of a worksheet, or several worksheets or workbooks at once., , Set print area, , • Exercise: Set the print area to print only the cell range, A2:B11., Open the Print dialog box and look at the printing options., Close the dialog box without printing., , Sometimes you may only want to print part of a, worksheet. You can define an area so that any time you, print, only that cell range is printed., 1. Select the cell range you want to print., 2. Click the Page Layout tab on the Ribbon and click, the Print Area button in the Page Setup group., 3. Select Set Print Area from the list., Dashed lines appear around the new print area., Trap: When a print area is set, only the print area, that is defined prints. You must clear the print area, if you want to return to the default page setup., Tips,  Once you set a print area, you can add additional, print areas. Select the additional cells, click the Print, Area button in the Page Setup group, and select Add, to Print Area. The added area also has dashed lines, around it., , Clear print area, Clear the print area and return to the default page setup., 1. Click the Page Layout tab on the Ribbon and click, the Print Area button in the Page Setup group., A list of print area options appears., 2. Select Clear Print Area from the list., The print area is cleared., , Print dialog box, You can print a selection, select only certain pages to, print, and select the number of copies to print using the, Print dialog box., 1. Click the Office Button and select Print., The Print dialog box appears. Here you can select, from many different print options. The dialog box, contains four main areas:, , 116, , Figure 7-11: Setting a print area.

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Working with Page Layout and Printing,  Printer: Here you can select the printer you want, to use—if you are connected to multiple ones., Click the Name list arrow and select the printer, you want to use. To view printer-specific options,, click the Properties button.,  Print Range: Here you can select to print specific, pages. Select the Pages option. In the From box,, enter the first page you want to print. In the To, box, enter the last page. By default, all pages, print.,  Copies: Here you can select the number of copies, you want to print. Enter the number of copies you, want to print or click the arrow buttons to select, the amount. By default, one copy prints.,  Print what: Here you can select what you want to, print. Select the Selection option to print only the, cell(s) currently selected in the worksheet. Select, Entire workbook to print the whole workbook or, Table to print the currently active table. You can, click Ignore print areas if you have set a print, area but want Excel to override it and print the, whole worksheet. By default, the entire active, sheet prints., , Figure 7-12: The Print dialog box., , Print multiple worksheets, You can print several worksheets at once., 1. Select multiple sheet tabs., Tip: To select adjacent tabs, press and hold the, <Shift> key and select the first and last worksheet, tabs you want to select. Or, to select non-adjacent, tabs, press and hold the <Ctrl> key and click the, desired tabs., 2. Click the Office Button and select Print. Click OK., , Print multiple workbooks, You can also print several workbooks at once., 1. Click the Office Button and select Open., The Open dialog box appears., 2. Browse to the workbook files you want to open., 3. Press and hold the <Ctrl> key and click each, workbook file you want to print., 4. Click the Tools button in the dialog box and select, Print from the list., The workbooks print., , 117

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More Functions, and Formulas, Formulas with Multiple Operators................. 119, Inserting and Editing a Function ................... 120, Insert a function using the Insert Function, dialog box ............................................ 120, Insert a function using the Function Library, ............................................................... 121, Edit a function ...................................... 121, AutoCalculate and Manual Calculation ......... 122, Use AutoCalculate ................................ 122, Manual formula calculation options ....... 122, Defining Names ............................................. 124, Define a name for a cell range .............. 124, Define names with the New Name dialog, box....................................................... 124, Using and Managing Defined Names ............ 126, Use defined names .............................. 126, View defined names ............................. 126, Edit defined Subheading ...................... 126, Delete defined names........................... 127, Displaying and Tracing Formulas ................. 128, Display formulas................................... 128, Trace formula precedents and dependents, ............................................................... 128, Use the Watch Window ........................ 129, Understanding Formula Errors ..................... 130, , 8, Formulas are the heart and soul of a, spreadsheet. Without formulas, Excel, would be nothing more than a grid for, displaying numbers and text. As you will, see in this chapter, formulas can do a lot, more than just adding, subtracting,, multiplying, and dividing. Excel has, hundreds of different formulas you can, use to create complex statistical, financial,, and scientific calculations. The most, expensive calculator in the world couldn’t, come close to matching all of Excel’s, functions., In this chapter, you’ll learn about more, complex formula writing, how to insert, and edit functions, how to define names,, and how to trace formulas and diagnose, errors., , Using Exercise Files, This chapter suggests exercises to practice, the topic of each lesson. There are two, ways you may follow along with the, exercise files:,  Open the exercise file for a lesson,, perform the lesson exercise, and close, the exercise file.,  Open the exercise file for a lesson,, perform the lesson exercise, and keep, the file open to perform the remaining, lesson exercises for the chapter., The exercises are written so that you may, “build upon them”, meaning the exercises, in a chapter can be performed in, succession from the first lesson to the last., , 118

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More Functions and Formulas, , Formulas with Multiple, Operators, Formulas can contain several values, such as 81 and 3.5;, cell references, such as B5 and C1:D11; operators, such as, * (multiplication) and + (addition); and functions, such as, SUM and AVERAGE. When you combine several, operations and functions into a single formula, Excel, performs the operations in a predetermined order., When a formula contains several operators with the same, precedence, Excel calculates the formula from left to, right. You can change the order by enclosing the part of, the formula you want Excel to calculate first in, parentheses. Table 8-1: Order in Which Excel Performs, Operations in Formulas is a good reference for how to, structure formulas with multiple operations., , Exercise, • Exercise File: None required., • Exercise: Open a new blank workbook. In cell A1, enter, =(20+5)/(10-5). In cell A2, enter =20+5/10-5., Notice that the parentheses cause the formulas to have, different results., Close the workbook without saving., , Figure 8-1: Entering a formula with multiple operators., , Tips,  All formulas must begin with an equal sign (=)., Table 8-1: Order in Which Excel Performs Operations in Formulas, , Operations performed in this order, , Parentheses change the order of evaluation., For example:, (), , =(20+5)/(10-5) would add 20 and 5 (25), subtract 10 by 5 (5) and then divide the results to equal 5., But…, =20+5/10-5 would divide 5 by 10 (0.5), add the result to 20 (20.5) and then subtract 5 to equal 15.5., , :, , Reference Operator, , %, , Percent, , ^, , Exponentiation, , * and /, , Multiplication and division, , + and -, , Addition and subtraction, , = < > <=, >=, , Comparison, , 119

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More Functions and Formulas, , Inserting and Editing a, Function, There are several hundred functions available in Excel., Some are simple, such as the SUM function. Others are, much more complex and contain several different, arguments. For example, the syntax for the DB function,, which is used to depreciate an asset, is, DB(cost,salvage,life,period,month)., , Exercise, • Exercise File: Sales8-1.xlsx, • Exercise: Use the Insert Function dialog box to insert the, AVERAGE function in cell B13 and find the average of all, the Net Inc. values. Enter the label “Average Net Inc.” in, cell A13., Use the Date & Time button in the Function Library group, on the Ribbon to insert the TODAY function in cell A1., , Fortunately, the Insert Function feature is available to, help you select, enter, and edit worksheet functions., , Insert a function using the Insert Function, dialog box, 1. Select the cell where you want to enter the formula, and click the Insert Function button on the Formula, Bar., , Insert Function button, , Figure 8-2: The Formula Bar., , Select the category wherein, the function you want to use, is located., , The Insert Function dialog box appears. Table 8-2:, Function Categories describes the function categories, available in Excel., Other Ways to Open the Insert Function, Dialog Box:, Click the Formulas tab on the Ribbon and click, the Insert Function button in the Function, Library group., 2. Click the Or select a category list arrow and select a, function category., All the functions in the selected category appear in, the “Select a function” list., Other Ways to Find a Function in the Insert, Function Dialog Box:, Type a description of the function in the “Search, for a function” text box and click Go. The related, functions appear in the “Select a function list.”, 3. Select the function you want to use in the “Select a, function” list and click OK., , Figure 8-3: Selecting a function category in the Insert, Function dialog box., , Collapse Dialog button, , The Function Arguments dialog box appears. Here, you need to enter the arguments, which are the values, or cell references needed to calculate the function., Tip: Instead of typing argument values into the, dialog box, you can click a Collapse Dialog, button, select a cell range in the worksheet, and, then click the Expand Dialog button., 4. Enter the arguments in the text boxes and click OK., The function is inserted into the cell., , 120, , Figure 8-4: Function Arguments dialog box.

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More Functions and Formulas, Insert a function using the Function Library, Another way you can access functions by category is in, the Function Library group., 1. Select the cell where you want to enter the formula, and click the Formulas tab on the Ribbon., In the Function Library group, you’ll see the same, categories of functions that are available in the Insert, Function dialog box, plus the AutoSum button that, automatically inserts the Sum function., , Figure 8-5: The Function Library group on the Formulas, tab., , 2. Click a function category button in the Function, Library and select the function you want to use., The Function Arguments dialog box appears., 3. Enter the arguments in the text boxes and click OK., The function is inserted into the cell., Tip: If you click a function category button in the, Function Library and then point to a function, a, ScreenTip appears that describes the formula., , Edit a function, 1. Select the cell with the function you want to edit., Choose from the following options:,  Click the Insert Function button on the formula, bar and edit the function arguments in the, Function Arguments dialog box.,  Click in the formula bar and directly edit the, function in the formula bar., Table 8-2: Function Categories, Most Recently Used, , Lists the functions you’ve used most recently., , All, , Lists every function available in Excel., , Financial, , Lists financial functions to calculate interest, payments, loans, etc., , Date & Time, , Lists functions to calculate date and times values., , Math & Trig, , Lists math and trigonometry functions, such as SUM, COS, and TAN., , Statistical, , Lists statistical functions, to calculate averages, standard deviations, etc., , Lookup & Reference, , Lists functions that lookup or reference values., , Database, , Lists functions that lookup or calculate values in a list or database., , Text, , Lists functions that can be used with text or labels., , Logical, , Lists IF…THEN conditional-type functions., , Information, , Lists functions that return information about values and the worksheet itself., , Engineering, , Lists functions used in engineering calculations., , Cube, , Lists functions that extract data from OLAP cubes., , 121

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More Functions and Formulas, , AutoCalculate and Manual, Calculation, You have a few options for how Excel calculates, worksheets. Besides using formulas, Excel can, automatically perform certain calculations—all you have, to do is select the cells. You can also tell Excel when you, want to manually calculate formulas in a worksheet., , Exercise, • Exercise File: Sales8-2.xlsx, • Exercise: Select the cell range B9:G9 and look at the, status bar to see the average monthly expenses., Select the Manual calculation option. Enter 12,000 in cell, B3 and notice that no other values change. Click the, Calculate Now button and watch the worksheet formulas, calculate new values., Change back to Automatic calculation., , Use AutoCalculate, You don’t always need to enter a formula to make a quick, calculation. For example, if you have a column containing, a few numbers you want to add together, you can simply, select the cells and look to the status bar for the answer—, Excel has calculated the sum for you there., 1. Select the cells you want to average, count or sum., Excel’s AutoCalculate feature takes the cells you, selected and displays the results to these common, calculations in the status bar, as shown in Figure 8-6., , Change AutoCalculate options, You can also change and add calculations in the status bar., 1. Right-click the status bar., The Customize Status Bar list appears. Here you can, add Numerical Count, Minimum or Maximum to the, status bar. You can also remove Average, Count or, Sum if you’d like. Table 8-3: AutoCalculate Options, in the Status Bar displays more information about, these options., , Table 8-3: AutoCalculate Options in the Status Bar, By, Default, , Optional, , Average, , Average of selected cells., , Count, , Number of selected cells that, contain data., , Sum, , Sum of selected cells., , Numerical, Count, , Number of selected cells that, contain numbers., , Minimum, , Smallest value in the selection., , Maximum, , Largest value in the selection., , 2. Select the calculations that you want to be displayed, on the status bar., The calculations you selected appear on the status, bar., , Manual formula calculation options, By default, Excel recalculates all the formulas in a, workbook whenever you change a value that affects, another value. However, you can change the calculation, options so that formulas will only calculate when directed, by you., 1. Click the Formulas tab on the Ribbon and click the, Calculation Options button in the Calculation group., Three options appear in the list:,  Automatic: This is selected by default. Values are, automatically recalculated whenever a change, occurs in the workbook., , 122, , The Average, Count, and Sum results of the, selected cell range., , Figure 8-6: The AutoCalculate feature in the status bar.

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More Functions and Formulas,  Automatic Except for Data Tables: The, workbook is automatically updated with any, changes. Data tables are only updated manually.,  Manual: The workbook is only updated when, directed by the user., 2. Select a calculation option., If you select an option other than Automatic, you will, need to tell Excel when you want to recalculate. The, Calculate Now button calculates the entire workbook, when you click it, while the Calculate Sheet button, only calculates the current worksheet., , Calculate Now button, Calculate Sheet button, , Figure 8-7: The Calculation group on the Formulas tab., , 3. Click the Calculate Now or Calculate Sheet button, in the Calculation group., The workbook or worksheet recalculates., , 123

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More Functions and Formulas, , Defining Names, , Exercise, • Exercise File: Sales8-3.xlsx, , Defining a name makes your formulas much easier to, understand and maintain. For example, you could name, the cell range B16:H16 “Total Sales.” Then, instead of, totaling sales with the formula =SUM(B16:H16), you, could use the defined name to create the more legible, formula, =SUM(TotalSales)., , • Exercise: Create defined names for each of these cell, ranges—B5:B8, C5:C8, D5:D8—and name them, JanExpenses, FebExpenses, and MarExpenses, respectively., , You can define a name a cell range, formula, constant, or, table., , Define a name for a cell range, , Defined name, , You can define a name for a cell, cell range, or even, multiple non-adjacent cells that you have selected., 1. Select the cells you want to name., If you want to select a range of non-adjacent cells,, press and hold the <Ctrl> key while selecting cells., 2. Click the Name Box on the formula bar., The Name Box is at the left end of the formula bar, and displays the name of the cell in the upper left, corner of the currently selected range., 3. Type a name for the selection., You can enter up to 255 characters., Trap: You can’t use a cell reference, like B2, as a, name, and you can’t use spaces in a name (use an, underscore or period instead)., 4. Press the <Enter> key., The defined name is confirmed., Other Ways to Define a Name for a Cell Range:, You can use existing row and column labels as, defined names. Select the cell range to name,, including the row and/or column labels. Click the, Formulas tab on the Ribbon and click the Create, from Selection button. Select the name options, you want to use and click OK. The resulting, defined name refers to only the cells with values,, not the cells with the row and column labels., , Define names with the New Name dialog box, For more options and flexibility when defining names you, can use the New Name dialog box. Here you can define, names for cell references, constants and formulas., 1. Click the Formulas tab on the Ribbon and click the, Define Name button in the Defined Names group., The New Name dialog box appears., , 124, , Figure 8-8: A defined name in the Name Box.

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More Functions and Formulas, Other Ways to Display New Name Dialog Box:, Click the Formulas tab on the Ribbon. Click the, Name Manager button in the Defined Names, group. Click the New button., 2. Enter a name in the Name text box., The name should be something that is easy to, remember, and identifies what is being named., 3. Click the Scope list arrow and select the scope you, want to use., The scope determines whether the name is, recognized by the whole workbook or just individual, worksheets within the workbook., Tip: Names in which the scope is a worksheet can, be recognized in other sheets of the workbook., Just qualify the sheet name first, for example:, Sheet1!Income_FY08., 4. (Optional) Enter a comment in the Comment box., The comment will be visible in the Name Manager, dialog box., , Click to collapse the dialog, box and select the cell or, cell range you want to name., , Figure 8-9: The New Name dialog box., , 5. Complete the “Refers to” box as necessary., The “Refers to” box displays the currently selected, cell or cell range. You have a few options:,  Define a name for the current cell range: Keep, the current cell range selected. Do nothing.,  Select a different cell range: In the “Refers to”, box, select a different cell range: Click the, Collapse Dialog button, select different cells on, the worksheet and click the Expand Dialog, button.,  Define a name for a constant: In the “Refers to”, box, enter an equal sign (=) followed by a, constant value, such as 7.2.,  Define a name for a formula: In the “Refers to”, box, enter an equal sign (=) followed by a, formula, such as FV(8,6,C4)., 6. Click OK., The name is defined and the dialog box closes., Tips,  You can use upper- and lowercase letters in defined, names, but Excel doesn’t distinguish between them.,  Besides creating defined names, you can also create, “table names.” Excel automatically creates a table, name like “Table1” when a table is created, but you, can use the Name Manager to change the name., , 125

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More Functions and Formulas, , Using and Managing Defined, Names, Once you create defined names, you can use them in, formulas. You can also use the Name Manager dialog box, to view, edit, delete, and create new defined names., , Use defined names, Once cells have been given names, they are easy to, reference in other formulas., , Exercise, • Exercise File: Sales8-4.xlsx, • Exercise: Edit the defined names in the Name Manager, dialog box so they read Jan, Feb, and Mar instead of, JanExpenses, FebExpenses, and MarExpenses., Enter the label “Q1 Avg. Mo. Exp.” in cell A14., In cell B14, enter the formula =AVERAGE(Jan,Feb,Mar) to, find the average expenses per month for the first quarter of, the year., Delete the JanIncome defined name., , 1. Click the Formulas tab on the Ribbon, click the Use, in Formula button in the Defined Names group, and, select a name from the list., The defined name is inserted into the currently, selected cell or the formula you are editing., Other Ways to Use a Name:, Type a defined name in a formula., , Figure 8-10: The Defined Names group., , View defined names, There are a few places you can view all of a workbook’s, defined names:, , , Name Manager dialog box: Click the Formulas tab, on the Ribbon and click the Name Manager button, in the Defined Names group. Here you can see a list, of the defined names and table names. The list, includes the name, current value, current reference, for the name, scope, and any comments related to the, name. You can click and drag the right column border, to change the width of a column., , , , Worksheet cells: Find an area in the worksheet with, two blank columns. Select a cell that will become the, upper-left corner of the list. Click the Formulas tab, on the Ribbon, click the Use in Formula button and, select Paste Names. Click the Paste List button. The, defined names and the related descriptions appear in, the columns., , , , Name Box list: Click the arrow next to the Name, Box to view the defined names. If you select a name, here, the cell range that is defined by that name is, selected in the worksheet., , Edit defined names, You can use the Name Manager dialog box to edit defined, names., 1. Click the Formulas tab on the Ribbon and click the, Name Manager button in the Defined Names group., The Name Manager dialog box appears., , 126, , Defined names are denoted in the Name Manager, dialog box by an icon that looks like a note tag., , Figure 8-11: The Name Manager dialog box.

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More Functions and Formulas, 2. Select a defined name and click the Edit button., The Edit Name dialog box appears. This dialog box is, essentially the same as the New Name dialog box., Here you can change the name of the defined name, or change what the name refers to., 3. Make changes to the defined name as desired, then, click OK., You return to the Name Manager dialog box., 4. Click Close., Other Ways to Edit Defined Names:, Select the defined name you want to edit in the, Name Manager dialog box, then change the, information in the “Refers to” box., , Delete defined names, , Figure 8-12: The Edit Name dialog box., , If you want to remove a defined name, you can delete it in, the Name Manager dialog box. You can also delete more, than one defined name at once., 1. Click the Formulas tab on the Ribbon and click the, Name Manager button in the Defined Names group., The Name Manager dialog box appears., 2. Select the defined name(s) you want to delete., Press and hold the <Shift> key to select multiple, adjacent names or the <Ctrl> key to select multiple, non-adjacent names for deletion., 3. Click the Delete button., A message appears, asking if you’re sure you want to, delete the defined name or names., 4. Click OK., The defined name or names are deleted., Tips,  In the Name Manager dialog box, you can filter the, list of defined names by scope; whether or not they, have errors; or by type of name (defined or table)., Click the Filter button and select the filter you want, to use.,  You can also click the New button in the Name, Manager dialog box to define a new name., , 127

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More Functions and Formulas, , Displaying and Tracing, Formulas, You can better understand the formulas in a workbook by, displaying formulas, tracing precedents and dependents,, and using the Watch Window., By default, Excel displays the results of formulas in the, worksheet instead of showing the actual formulas., However, you can choose to have Excel display the, formulas so you can see how they’re put together., Also, by tracing precedents and dependents, you can, display arrows that show you which cells affect a selected, cell and which cells that cell affects. And the Watch, Window allows you to constantly keep tabs on important, formulas and their values., , Exercise, • Exercise File: Sales8-5.xlsx, • Exercise: Display, then hide the formulas in the, worksheet., Select cell B14 and trace precedents, then remove the, arrows., Add cell B14 to the watch window. Then, change cell B5 to, $1,000 to watch the value update in the watch window., Close the Watch Window., Show Formulas, , Error Checking, , Evaluate, Formula, , Display formulas, 1. Click the Formulas tab on the Ribbon and click the, Show Formulas button in the Formula Auditing, group., , Figure 8-13: The Formula Auditing group on the Formulas, tab., , Formulas are displayed in the worksheet and the, columns widen to accommodate the formulas, if, necessary., Tip: If you display formulas and then select a cell, that contains a formula, colored lines appear, around cells that are referenced by the formula., Now let’s hide the formulas again., 2. Click the Show Formulas button in the Formula, Auditing group again., Formulas are no longer displayed and the columns, return to their original sizes., Tip: If you print a worksheet with formulas, displayed, the formulas print instead of values., , Trace formula precedents and dependents, Sometimes you may want to know what other cells are, affected by or are affecting a certain cell. You can trace, the influence of formulas by displaying arrows that show, precedent and dependent cells., 1. Select a cell that contains a formula you want to, trace., 2. Click the Formulas tab on the Ribbon., In the Formula Auditing group, there are a couple, different buttons you can choose from:, , 128, , Figure 8-14: A worksheet with formulas displayed.

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More Functions and Formulas,  Trace Precedents: Displays arrows that show, what cells affect the currently selected cell.,  Trace Dependents: Displays arrows that point to, cells that are affected by the currently selected, cell., 3. Click the Trace Precedents or Trace Dependents, button in the Formula Auditing group., Arrows appear, illustrating how the cells relate to the, formula in the currently selected cell. Dots appear on, the arrows to point out which specific cells are, involved. If there are precedents or dependents on, another worksheet, an icon appears letting you know, that., Once you’re done analyzing your formulas, you can, remove the arrows., 4. Click the Remove Arrows button in the Formula, Auditing group., All the tracing arrows disappear from the worksheet., , Figure 8-15: Arrows tracing formula precedents and, dependents for B14., , Tip: If you want to remove only precedent arrows, or only dependent arrows, click the Remove, Arrows button list arrow and select an option., , Use the Watch Window, The Watch Window allows you to monitor the values of, certain cells as changes are made to worksheets. You can, add cells you want to watch from different worksheets, and even different workbooks., 1. Click the Formulas tab on the Ribbon and click the, Watch Window button in the Formula Auditing, group., The Watch Window appears. Here you can add cells, you want to track., Figure 8-16: The Watch Window., , 2. Click the Add Watch button., The Add Watch dialog box appears., 3. Select the cell or cell range you want to watch and, click Add., The workbook and worksheet names, defined name,, cell reference, current value, and formula for the, selected cell(s) appear in the Watch Window., Tip: If you no longer want to track a certain cell,, select it in the Watch Window and click the, Delete Watch button., 4. Click the Watch Window’s Close button., The Watch Window closes., , 129

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More Functions and Formulas, , Understanding Formula Errors, , Exercise, • Exercise File: Sales8-6.xlsx, , Sometimes Excel comes across a formula that it cannot, calculate. When this happens, it displays an error value., Error values occur because of incorrectly written, formulas, referencing cells or data that don’t exist, or, breaking the fundamental laws of mathematics. Excel, includes an Error Checking feature to help you deal with, errors., , • Exercise: Add “/0” onto the end of the formula in cell B13, so that the #DIV/0! error appears., Then add “+A8” onto the end of formula in cell B14 so that, the #VALUE! error appears., Display the Error Checking dialog box, and use the Edit in, Formula Bar button to delete “/0” from cell B13 and “+A8”, from B14., , 1. Click the Formulas tab on the Ribbon and click the, Error Checking button in the Formula Auditing, group., The cell pointer moves to the first cell that contains, an error and the Error Checking dialog box appears., Here you can see the formula arguments that are, causing the error and Excel explains the error type., See Table 8-4: Excel Errors for further description of, errors in Excel., , Error Checking, button, , The Error Checking dialog box also has several, buttons to help you with errors:,  Help on this error: Displays a Help topic that, explains the type of error you’re seeing.,  Show Calculation Steps: Displays the Evaluate, Formula dialog box, which breaks down the, formula arguments for you so that you can isolate, the error. Click Evaluate to show the current, value of the underlined argument or click Step In, to examine the source of a particular argument.,  Ignore Error: Allows you to skip the current, error and move to the next error in the worksheet., , Figure 8-17: The Error Checking dialog box., ,  Edit in Formula Bar: Places the cursor in the, formula bar, where you can directly edit the, formula arguments and fix the error., Tip: You can click the Previous or Next buttons, to move between errors in the worksheet, and you, can click the Options button to change the error, checking rules., Other Ways to display the Evaluate Formula, Dialog Box:, Click the Evaluate Formula button in the, Formula Auditing group., 2. Click the button you want to use in the Error, Checking dialog box., Now you can follow Excel’s advice to fix the error., Other Ways to Fix an Error:, Select the cell that contains an error and point to, the SmartTip icon that appears next to the cell. A, tip appears, telling you why you are getting this, , 130, , Figure 8-18: The Evaluate Formula dialog box.

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More Functions and Formulas, type of error. Click the list arrow and select an, error checking option., Tips,  Another way you can analyze errors is by tracing, them with arrows. Select a cell with an error, click, the Error Checking list arrow in the Formula, Auditing group, and select Trace Error. Arrows, appear, pointing out the cells that are involved in the, erroneous formula.,  If a formula contains its own cell location as a, reference, it results in a circular reference, and the, formula can’t calculate correctly. To locate circular, references in your worksheet, click the Error, Checking list arrow in the Formula Auditing group,, point to Circular References, and select a cell that, contains a circular reference from the list., Table 8-4: Excel Errors, #####, , The numeric value is too wide to display within the cell. You can resize the column by dragging the, boundary line between the column headings., , #VALUE!, , You entered a mathematical formula that references a text entry instead of a numerical entry., , #DIV/0!, , You tried to divide a number by zero. This error often occurs when you create a formula that refers to a, blank cell as a divisor., , #NAME?, , You entered text in a formula that Excel doesn't recognize. You may have misspelled the name or, function, or typed a deleted name. You also may have entered text in a formula without enclosing the, text in double quotation marks., , #N/A, , This error occurs when a value is not available to a function or a formula. If certain cells on your, worksheet contain data that is not yet available, enter #N/A in those cells. Formulas that refer to those, cells will then return #N/A instead of attempting to calculate a value., , #REF!, , The #REF! error value occurs when a cell reference is not valid. You probably deleted a cell range that is, referenced in a formula., , #NUM!, , The #NUM! error value occurs when you use an invalid argument in a worksheet function., , #NULL!, , You specified an intersection of two ranges in a formula that do not intersect., , 131

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Working with, Data Ranges, Sorting by One Column ................................. 133, Sorting by Colors or Icons ............................ 135, Sorting by Multiple Columns......................... 137, , 9, If you organize data into a range of rows, and columns, you can then easily sort the, data into a desired order, or filter the data, to display specific information, such as, records from a specific zip code., In this chapter, you will learn how to sort, and filter data in data ranges in several, different ways., , Sorting by a Custom List............................... 138, Create a custom list.............................. 138, Sort by a custom list ............................. 139, Filtering Data ................................................. 140, Filter text, numbers and dates .............. 140, Remove filtering ................................... 140, Creating a Custom AutoFilter........................ 141, Using an Advanced Filter. ............................. 142, , Using Exercise Files, This chapter suggests exercises to practice, the topic of each lesson. There are two, ways you may follow along with the, exercise files:,  Open the exercise file for a lesson,, perform the lesson exercise, and close, the exercise file.,  Open the exercise file for a lesson,, perform the lesson exercise, and keep, the file open to perform the remaining, lesson exercises for the chapter., The exercises are written so that you may, “build upon them”, meaning the exercises, in a chapter can be performed in, succession from the first lesson to the last., , 132

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Working with Data Ranges, , Sorting by One Column, , Exercise, • Exercise File: SalesReps9-1.xlsx, , In Excel you can take ranges of data and sort them into, different orders. For example, you can sort text, alphabetically, numbers by size, dates and times, chronologically, cells or fonts by color or icon, or you can, create a custom sort. Usually you sort by column (or, field), but you can also sort by row (or record)., , • Exercise: Sort the data in the Last column from A to Z., (Don’t include the column header—Last—along with the, data.), Before sorting…, , Before you sort your data, make sure it’s organized into, two components:, , , Fields (columns): Records are broken up into fields, which store specific pieces of information, such as, first and last name., , , , Records (rows): Each record contains information, about a unique thing or person, just like a listing in a, phone book., , After sorting from A to Z by the Last column…, , Once you have your data organized in columns and rows,, you can sort by values in a certain column., Trap: If your data has column headings, don’t, select them when sorting, or they’ll be sorted, along with your data—unless you first click the, Sort & Filter button in the Editing group on the, Home tab, select Custom Sort, and check the My, data has headers box., , Figure 9-1: Before and after sorting data., , 1. Select the range of data or select a cell in the column, you want to sort by., Trap: If you select a column of data with more, data next to it, the Sort Warning dialog box, appears, asking if you want to expand your, selection. Normally you will want to do this;, otherwise, the column of data you’ve selected will, be sorted independently of the surrounding data., 2. Click the Home tab on the Ribbon and click the Sort, & Filter button in the Editing group., A list of sorting options appears, which change, according to the type of data you are sorting:, , Figure 9-2: The Sort & Filter button and menu., ,  Text options: Sort A to Z or Sort Z to A.,  Number options: Sort Smallest to Largest or Sort, Largest to Smallest.,  Date options: Sort Oldest to Newest or Sort, Newest to Oldest., , 133

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Working with Data Ranges, 3. Select a sort option., The column is sorted based on the values in the leftmost column in the selected range. All the fields, within each record move together. For example, if, you sort a list of first and last names by last name, the, first names still correspond to the last names after, sorting., Other Ways to Sort:, Select the entire range or select a cell in the, column you want to sort by. Click the Data tab on, the Ribbon and click one of the sort buttons in the, Sort & Filter group. Or, right-click a cell in a, column that contains data, point to Sort, and, select a sort option from the list., Tips,  To sort by rows instead of columns, click the Sort, & Filter button in the Editing group on the Home, tab, select Custom Sort, click Options in the Sort, dialog box and select Sort left to right., , 134, , Figure 9-3: Always expand the selection if you are sorting, data in a list. If you don’t, the data will be mismatched with, other records or fields.

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Working with Data Ranges, , Sorting by Colors or Icons, , Exercise, • Exercise File: SalesReps9-2.xlsx, , If you want to sort by cell colors, font colors, or by icons,, you need to use a custom sort., 1. Select the range of data or a cell within the range., The data should contain cell or font color formatting, or icons created with conditional formatting., 2. Click the Home tab on the Ribbon and click the Sort, & Filter button in the Editing group., , • Exercise: Sort the data by the Sales column so that the red, cell icon is on top., Add a second sort level to sort by the Sales column, Cell, Icon, and this time with the yellow icon on top. Now the, sales reps should be sorted from red icons on top, green, icons on the bottom., Finally, clear conditional formatting from the sheet: click, the Conditional Formatting button in the Styles group on the, Home tab. Point to Clear Rules and select Clear Rules from, Entire Sheet., , 3. Select Custom Sort., The Sort dialog box appears. First you need to select, which column to sort by., Tip: If the range you are sorting includes headers,, select the My data has headers option so that the, headers aren’t sorted with the rest of the data., 4. Click the Sort by list arrow and select the column, you want to sort by., Next specify the type of sort. You can choose from, Values (which allows you to sort on text, numbers or, dates like you already learned about), Cell Color,, Font Color, and Cell Icon., Figure 9-4: Sorting by cell icon in the Sort dialog box., , 5. Click the Sort On list arrow and select the type of, sort you want to use., Based on the type you select, the Order area will, update to display different options. If you are sorting, by colors or icons, you’ll need to select the order that, you want the colors or icons to be sorted., Tip: You need to define the sort order for cell, colors, font colors, or icons. Excel does not have a, default order like it does for values., 6. Click the first list arrow in the Order column and, select a cell or font color, or icon., Now you need to tell Excel where you want to put the, color or icon you selected. You can select On Top or, On Bottom to move it to the top of bottom of the, column sort; if you are sorting by rows, select from, On Left or On Right., 7. Click the second list arrow in the Order column and, select the option you want to use., Now the data will be sorted with the color or icon, you selected placed on top or bottom as you, specified. You can specify additional colors or icons, by adding additional levels to the sort., , 135

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Working with Data Ranges, 8. (Optional) Click Add Level button in the Sort dialog, box., A sort level is added., Tip: Click the Delete Level button to delete the, selected sort level you no longer want to use., 9. (Optional) Repeat the steps to define the new sort, level. Click OK when you’re done., For example, if you sort by a different color in the, second sort level and order it On Top, it will move up, just below the color selected to be On Top in the first, level of the sort., , 136

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Working with Data Ranges, , Sorting by Multiple Columns, , Exercise, • Exercise File: SalesReps9-3.xlsx, , If you want to sort by more than one column, you need to, use a custom sort. For example, you can sort first by last, name column, then by first name. That way, all the, Andersons will be listed before the Bakers, and Andy, Anderson will come before Bill Anderson., , • Exercise: Sort by multiple columns to see who has the, highest sales by region: Sort first by the Region column and, sort on Values from A to Z, then sort by the Sales column, and sort on Values from Largest to Smallest., , 1. Select a range of cells with at least two columns of, data or select a cell within the range., 2. Click the Home tab on the Ribbon and click the Sort, & Filter button in the Editing group., 3. Select Custom Sort., The Sort dialog box appears., 4. Click the Sort by list arrow and select the first, column you want to sort by., 5. Click the Sort On list arrow and select the type of, sort you want to use., , Figure 9-5: Sorting by multiple columns in the Sort dialog, box., , Most of the time you’ll sort by values, which, includes text, numbers, and dates., 6. Click the Order list arrow(s) and select the option(s), you want to use., To sort by multiple columns, you need to use more, sort levels., 7. (Optional) Click Add Level., Excel will sort the data by each level in order., 8. (Optional) Repeat the sorting steps for the next level,, selecting the next column you want to sort by, and, add more levels., Excel will sort the data by each level in order., Tip: Click the Delete Level button to delete a sort, level you no longer want to use., , Figure 9-6: The results of the custom sort., , 9. Click OK., The data range is sorted accordingly., , 137

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Working with Data Ranges, , Sorting by a Custom List, , Exercise, • Exercise File: SalesReps9-4.xlsx, , A custom list allows you to sort by criteria that you define, or by one of Excel’s predefined custom lists (which, include, for example, Sun, Mon, Tue… or Jan, Feb,, Mar…)., , Create a custom list, First let’s look at how to create your own custom list., , • Exercise: This exercise sorts the sales reps by position, from most senior to least senior., In cells A10:A12, enter Senior Manager, Manager, and, Associate. Create a custom list using those values., Next, sort the data by the Position field using the custom list, you just created (if Sort levels appear in the dialog box from, previous sorts, you can just modify the first one for this new, sort)., Then delete the values from cells A10:A12., , 1. Enter the values you want to sort by, in the correct, order from top to bottom, in a column of cells., For example, you could enter Small, Medium, and, Large in successive cells., 2. Select the values you just entered., Now you need to create the list., 3. Click the Office Button and click the Excel Options, button., The Excel Options dialog box appears., 4. Click the Popular category and click the Edit, Custom Lists button., The Custom Lists dialog box appears. Here you can, see the custom lists that are already stored in Excel., , Figure 9-7: Adding a custom list in the Custom Lists dialog, box., , 5. Make sure the cells you want to use as a list are, selected in the Import list from cells. Click the, Import button., Your new custom list appears in the dialog box., 6. Click OK., The Custom Lists dialog box closes., 7., , Click OK., The Excel Options dialog box closes and the custom, list is created., Tips, ,  You can only create a custom list based on a value,, not on cell color, font color, or an icon., Figure 9-8: The Custom Lists dialog box after the custom, list is added., , 138

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Working with Data Ranges, Sort by a custom list, Once you’ve created a list, or if you just want to use one, of Excel’s predefined custom lists, you’re ready to sort., 1. Select the range of data you want to sort or select a, cell within the range., 2. Click the Home tab on the Ribbon, click the Sort &, Filter button in the Editing group, and select Custom, Sort., The Sort dialog box appears., 3. Click the Sort by list arrow and select a column to, sort by (the column with data that matches the, custom list)., 4. Click the Order list arrow and select Custom List., The Custom Lists dialog box appears., 5. Select the custom list you want to use and click OK., 6. Click OK., The data is sorted according to the custom list., Tips,  To sort by rows instead of columns, click Options in, the Sort dialog box and select Sort left to right., , 139

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Working with Data Ranges, , Filtering Data, ,  Exercise, • Exercise File: SalesReps9-5.xlsx, , When you filter data, Excel displays only the records that, meet the criteria you specify—other records are hidden., You can also filter by multiple columns; each time you, filter by an additional column, the data is further reduced., , Filter text, numbers and dates, , • Exercise: Filter the data by region so that only North sales, reps appear. Then filter those records additionally so only, Associates appear (only Denise Winters and Ron Dahl, should remain). Remove the filter so all the data once again, appears and the filter buttons disappear., , You can filter by values such as text, numbers, or dates., 1. Select the range of data you want to filter or select a, cell within the range., , Filter buttons appear as arrows in, the field headers., , 2. Click the Home tab on the Ribbon, click the Sort &, Filter button in the Editing group, and click Filter., Filter buttons that look like arrows appear in the first, cell of each field header., Other Ways to Filter:, Click the Data tab on the Ribbon and click the, Filter button in the Sort & Filter group., , Figure 9-9: Data filtered to display only North region sales, reps., , 3. Click the filter button for the column you want to, filter., A list of filter options appears at the bottom of the, list. There is an option for every entry in the field., 4. Checkmark the check boxes of values that you want, to display. Remove the checkmarks from check boxes, of values that you want to hide., The data is filtered so that records that do not meet, the criteria are hidden. You can keep filtering by, additional columns., 5. (Optional) Click another column’s filter button and, apply more filter criteria., 6. Click OK., , To make the AutoFilter, menu wider or longer, click, and drag the grip handle., , The data is further reduced., , Remove filtering, You can remove a filter to once again display all the data., 1. Click the Home tab on the Ribbon, click the Sort &, Filter button in the Editing group, and select Filter., The filter buttons disappear and filtering is removed., Other Ways to Remove Filtering:, Click the Home tab on the Ribbon, click the Sort, & Filter button in the Editing group, and select, Clear., , 140, , Figure 9-10: Setting criteria for a field. Items that are, checked are shown. Items that are not checked are filtered, out.

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Working with Data Ranges, , Creating a Custom AutoFilter, , Exercise, • Exercise File: SalesReps9-6.xlsx, , Excel offers some predefined filter criteria that you can, access using a Custom AutoFilter. This lesson explains, how to filter data using Custom AutoFilter., 1. Select a range of cells to filter plus the column header, row (or a blank row, if there isn’t a header)., , • Exercise: Use a custom filter to display only the sales reps, that are not Associates. Hint: For the Position column, select, “Does not equal” as the operator and “Associate” as the, value., Clear the filter., , 2. Click the Home tab on the Ribbon, click the Sort &, Filter button in the Editing group, and click Filter., Filter buttons appear in the first cell of each column, in the range., 3. Click the filter button in the column you want to, filter., A list of options appears. Depending on whether the, selected cells contain text, numbers, or dates, the, options will differ., 4. Point to the option that appears in the list: Text, Filters, Number Filters, or Date Filters., A list of comparison operators, such as Equals,, appears, as well as the Custom Filter option., , Figure 9-11: The Custom AutoFilter dialog box., , 5. Select Custom Filter., The Custom AutoFilter dialog box appears., Tip: If you’re working with numbers or dates and, you select a comparison operator such as Above, Average (instead of selecting Custom Filter), the, Custom AutoFilter dialog box won’t appear—the, data will simply be filtered., 6. Click the first list arrow and select a comparison, operator., 7. Click the second list arrow in the first row and select, a value from the list or enter your own value in the, text box., 8. (Optional) Select And or Or and select a second, criteria to filter the column by., Tip: You can use wildcards when entering values, in the Custom AutoFilter dialog box. Use a ? to, represent any single character or a * to represent a, series of characters., 9. Click OK., The Custom AutoFilter dialog box closes and the data, is filtered., , 141

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Working with Data Ranges, , Using an Advanced Filter, , Exercise, • Exercise File: SalesReps9-7.xlsx, , Advanced filtering is the most powerful and flexible way, to filter your Excel data. It’s also the most difficult, method, and requires more work to set up and use. With, an Advanced Filter, you can:, , , Filter using criteria located outside of the data range., , , , Use wildcards in the filter criteria., , , , Extract and copy filtered results to another range on, the worksheet., , • Exercise: Use the Advanced Filter to filter for Sales, >18,000, and a Position that ends with r (Hint: use *r)., Clear the filter., Do the same Advanced Filter again, but this time extract the, results to a different range. Extract only the Last and First, columns to a different range (you should end up with Clem, Brown being displayed in the extract range)., , To create an Advanced Filter you must start by defining a, criteria range. A criteria range is a cell range located, outside of your data range that contains the filter criteria., 1. Copy the desired column labels from the data range, and paste them in the first row of the criteria range., , The Copy to, another, location option, copies the, results of the, filter to, another, location in the, worksheet or, workbook., , For example, if you wanted to filter for sales reps, with sales greater than $20,000 and who are also, managers, you would copy the Sales and Position, column labels to the criteria range., Tip: The criteria range can be any area of open, cells on your worksheet and you only need to, copy the labels for the columns that contain, criteria you’ll be filtering on., Figure 9-12: The Advanced Filter dialog box., , 3. In the rows below the criteria labels, type the criteria, you want to filter for., In the above example, you would type >20000 under, the Sales label and Manager under the Position label., Tip: You can enter values or text you want to, filter for, and you can incorporate operators such, as < or > to specify the records you want to filter, for. You can also use wildcards—for example,, enter *r to filter out text that doesn’t end with the, letter “r”., , When the list is filtered in place,, the records that don’t match the, criteria are hidden., , 4. Click the Data tab on the Ribbon and click the, Advanced button in the Sort & Filter group., The Advanced Filter dialog box appears. Here you, need to specify the range of data you want to filter, as, well as the criteria you want to filter by., 5. Make sure the Filter the list, in-place option is, selected in the Action area., , Criteria range, , That way, the filtered results will be displayed right, in the original data range., Tip: To copy filtered results to another location, on the worksheet, first prepare an extract range, with labels for the fields you want to display. The, , 142, , Figure 9-13: Data filtered in place using the Advanced, Filter.

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Working with Data Ranges, extracted fields needn’t be the same fields that are, used in your criteria range. For example, you can, set the filter to only show records from USA, and, then extract only the names of records that match, those criteria. Select Copy to another location in, the Action area of the Advanced Filter dialog box., In the “Copy to” box, click the Collapse Dialog, button, select the range for the extracted results—, including labels and blank rows to hold the, results—and press <Enter>., 6. Click the List range collapse dialog button and, select the data range you want to filter. Press the, <Enter> key., 7. Click the Criteria range collapse dialog button and, select the criteria range, including the column labels., Press the <Enter> key., Extract range, , 8. Click OK., , Criteria, range, , The data is filtered based on the criteria in the criteria, range, and the results are displayed in the data range., Tip: To remove the advanced filtering, click the, Clear button in the Sort & Filter group on the, Data tab., , Figure 9-14: Filter results copied to another location, (extracted) using the Advanced Filter., , Table 9-1: Comparison Operators and Wildcards, provides a description of operators and wildcards you, can use for entering filter criteria., Table 9-1: Comparison Operators and Wildcards, =, , Equal to, , <>, , Not equal to, , >, , Greater than, , <, , Less than, , >=, , Greater than or equal to, , <=, , Less than or equal to, , *, , Wildcard--any number of characters in the same position as the asterisk, Example: “*east” finds "Northeast" and "Southeast", , ?, , Any single character in the same position as the question mark, Example: sm?th finds "smith" and "smyth", , 143

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Working with, Tables, Creating a Table............................................. 145, Create a table from a range .................. 145, Create a blank table ............................. 146, Working with Table Size ................................ 147, Resize a table ...................................... 147, Add table rows and columns. ................ 147, Delete table rows and columns ............. 148, Working with the Total Row .......................... 149, Add a Total row .................................... 149, Calculate Total row values.................... 150, Working with Table Data ............................... 151, Filter and sort in a table ........................ 151, Use calculated columns........................ 151, Structured references ........................... 152, Remove duplicate rows of data............. 152, Summarizing a Table with a PivotTable ........ 153, Using the Data Form. ..................................... 154, Add the Data Form command. .............. 154, Use the Data Form ............................... 154, Using Table Styles ......................................... 155, Apply a style while creating a table ....... 155, Apply a different style to an existing table, ............................................................... 155, Remove a table style ............................ 155, Using Table Style Options............................. 156, Creating and Deleting Custom Table Styles . 157, Create a custom table style .................. 157, Modify a custom table style .................. 158, Delete a custom table style................... 158, Convert or Delete a Table .............................. 159, Convert a table to a range .................... 159, Delete a table ....................................... 159, , 144, , 10, Tables—called lists in previous versions, of Excel—make it easier to work with, ranges of Excel data. By turning an Excel, range into a table, you can work with the, table data independently from the rest of, the worksheet. You can quickly sort and, filter the table columns, add total rows,, and apply table formatting to an Excel, table., Some examples of things you might track, in a table include telephone numbers,, clients, and employee rosters. Once you, create a table in Excel, you can easily, find, organize, and analyze its information, with Excel’s rich set of table-management, features., , Using Exercise Files, This chapter suggests exercises to practice, the topic of each lesson. There are two, ways you may follow along with the, exercise files:,  Open the exercise file for a lesson,, perform the lesson exercise, and close, the exercise file.,  Open the exercise file for a lesson,, perform the lesson exercise, and keep, the file open to perform the remaining, lesson exercises for the chapter., The exercises are written so that you may, “build upon them”, meaning the exercises, in a chapter can be performed in, succession from the first lesson to the last.

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Working with Tables, , Creating a Table, ,  Exercise, • Exercise File: SalesReps10-1.xlsx, , By turning an Excel range into a table, you can work with, the table data independently from the rest of the, worksheet, and filter button arrows appear automatically, on the column headers, allowing you to filter and sort, columns even faster. You can also add total rows and, quickly apply table formatting., , • Exercise: Turn the data range, including the column, labels, into a table., , Tables, like normal data ranges of data, consist of two, parts:, , , Records (rows): Each record contains information, about a unique thing or person, just like a listing in a, phone book., , , , Fields (columns): Records are broken up into fields, which store specific pieces of information, such as, first and last name., Tips,  Before you turn a range of data into a table,, remove blank rows and columns, and make sure, that you don’t have different types of data within, one column., If desired, make sure you have entered column, headers. For example, if you want to make a table, that lists your company’s sales reps, you could, enter headers such as Last Name, First Name,, Territory, etc. Unique records, such as the names, and territories of each of your sales reps, should, be entered as rows., , This option should be, selected if headers, are included in the, selected cell range., , Create a table from a cell range, If you already have an organized range of data, you can, turn it into a table., 1. Select a cell range that you want to make into a table., Normally you will want the cell range to include a, header row, with labels identifying each of the, columns., Other Ways to Create a Table:, You can simultaneously create and format a table., Select the cells you want to include in the table, and click Format as Table in the Styles group on, the Home tab. Select a table style. Click OK., , Figure 10-1: Creating a table from a cell range., , 2. Click the Insert tab on the Ribbon and click the, Table button in the Tables group., The Create a Table dialog box appears. Here you can, edit the range that will become a table, and you can, specify whether or not your table has a header row (if, it doesn’t, Excel adds a header row above the table, data)., , 145

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Working with Tables, 3. Set the options in the Create a Table dialog box and, click OK., The table is created. Filters are added to each column,, and the table is automatically formatted. Under Table, Tools on the Ribbon, the Design contextual tab, appears., , Create a blank table, If you haven’t already entered the data you want to, include in a table, you can create the table first., 1. Select a range of cells that is approximately the size, you want your table to be., You can always change the size later., 2. Click the Insert tab on the Ribbon and click the, Table button in the Tables group., The Create Table dialog box appears., 3. Click OK., The table appears, including placeholder column, headers that you can edit, and a resize handle that, appears in the lower-right corner of the table., Table 10-1: Tips for Organizing Tables provides ideas, for setting up your table data., Table 10-1: Tips for Organizing Tables, Avoid putting blank rows and columns in the table., , So that Microsoft Excel can more easily detect and select the table., , Create column labels in the first row of the table., , Excel uses the labels to create reports and to find and organize, data., , Design the table so that all rows have similar items in the same, column., , This makes the table more meaningful and organized., , Try to break up information as much as possible., , This gives you more power to sort, filter and manipulate the table., , Each column should contain the same type of information., , This will make the table easier to read and understand., , Don’t use duplicate field names., , Duplicate field names can cause problems when entering and, sorting information., , 146

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Working with Tables, , Working with Table Size, , Exercise, • Exercise File: SalesReps10-2.xlsx, , You can easily expand or reduce a table by using the, Resize Table command, the table sizing handle, or by, adding or deleting rows and columns., , Resize a table, 1. Select a cell in the table., 2. Under Table Tools on the Ribbon, click the Design, tab., 3. Click the Resize Table button in the Properties, group., The Resize Table dialog box appears., , • Exercise: Add a row to the bottom of the table and enter, this data: Martinez Elsa North Manager 21000, Add two columns to the right of the Sales column., (Continue with the rest of the exercise if you would like to, practice entering data and formulas.), In the first new column, enter this data:, Commission % .05 .10 .05 .05 .10, Select the Commission % column and apply Percent Style, number formatting to the cells., In the last column, enter “Commissions” as the header and, apply Decimal number formatting to the column. Decrease, the decimal to show no decimal places., In cell G2, enter the formula =E2*F2. (You do not need to, copy the formula down to G6: the calculated table columns, feature copies the formula to the rest of the column cells for, you.), , 4. Select the range you want to include in the table., 5. Click OK., The table is resized. If cells are added to the table,, they are empty so you can enter data in the cells., Other Ways to Resize a Table:, Click and drag the sizing handle in the lower-right, corner of the table to include more or fewer cells., Or, enter data in a cell below or to the right of the, table., , Figure 10-2: Resizing a table using the sizing handle., , Add table rows and columns, 1. Select a cell in the table row or the table column next, to which you want to add the row or column., You will be able to add a new table row above the, row you selected, or add a new column to the left of, the column you selected (unless you selected the last, column, in which case you can also add a column to, the right)., Tip: Select only the columns or rows within the, table for more inserting options. For example,, clicking a column header does not allow you to, choose if you want to insert new columns to the, right or left., 2. Click the Home tab on the Ribbon and click the, Insert button list arrow., , Figure 10-3: Adding a table column., , The options available here change, depending on the, cell(s) that are selected in the table or sheet., 3. Select the insertion option you want to use., A row or column is inserted into the table., , 147

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Working with Tables, Other Ways to Insert a Table Row Or Column:, Right-click the row or column where you want to, add a row or column, point to Insert in the, contextual menu, and select Insert Table Rows, Above or Insert Table Columns to the Left or, Right. Or, to add a new row to the bottom of the, table, place the cell pointer in the last cell of the, table and press <Tab>., , Delete table rows and columns, You can also delete unwanted table rows and columns., 1. Select the table row(s) or columns(s) you want to, delete., 2., , Click the Home tab on the Ribbon and click the, Delete button list arrow in the Cells group., 3. Select Delete Table Columns or Delete Table Rows., The selected row(s) or column(s) are deleted., Other Ways to Delete a Table Row or Column:, Right-click the row or column you want to delete,, point to Delete in the contextual menu, and select, Table Columns or Table Rows., , 148, , Figure 10-4: Deleting a column using the Delete button, list arrow.

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Working with Tables, , Working with the Total Row, , Exercise, • Exercise File: SalesReps10-3.xlsx, , With the Total Row feature, Excel will automatically add, a total row to the bottom of a table and sum the last, column of the table. The total row can also perform other, types of calculations., , • Exercise: Add a Total row to the table., Calculate the Sum of the Sales column and the Average of, the Commission % column., , Add a Total row, 1. Select a cell in the table., Table Tools appear on the Ribbon., 2. If necessary, click the Design contextual tab under, Table Tools on the Ribbon., Now you have access to commands that can help you, change the design of your table., 3. Click the Total Row option in the Table Style, Options group so that it is selected., A Total row appears at the bottom of your table and, the last column is summed., Tip: If the last column doesn’t contain numbers,, Excel displays a count of the number of items in, the column., , Figure 10-5: The table with the Total row added to the bottom of the table., , Click the list arrow for a cell in the Total, row to view common functions you can, do with the table column’s values., , 149

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Working with Tables, Calculate Total row values, Once you’ve added a total row, you can decide what type, of calculation you want to perform for the total of each, table column., 1. In the Total row, select the cell at the bottom of the, column that contains values you want to calculate., 2. Click the cell’s list arrow and select the calculation, you want to perform., Table 10-2: Total Row Calculation Options describes, the different types of calculations that Excel can, perform in the Total row., Table 10-2: Total Row Calculation Options, None, , No function is inserted., , Average, , Calculates the average, or arithmetic mean, of the numbers in the column., , Count, , Counts the number of all nonblank cells, regardless of what they contain., , Count Numbers, , Counts the number of cells that contain numbers, including dates and formulas. Ignores all blank cells and cells, that contain text or errors., , Max, , Returns the largest value in a column., , Min, , Returns the smallest value in a column., , Sum, , Adds all of the numbers in a column., , StdDev, , Estimates standard deviation based on a sample. The standard deviation is a measure of how widely values are, dispersed from the average value., , Var, , Estimates variance based on a sample., , More Functions…, , Opens the Insert Function dialog box, where you can choose a different function to perform on the column’s, values., , 150

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Working with Tables, , Working with Table Data, , Exercise, • Exercise File: SalesReps10-4.xlsx, , Working with data is made easier by using a table. The, advantages include: automatic filtering and sorting,, calculated columns, and structured references., , Filter and sort in a table, When you create a table, a filter button that looks like an, arrow is added to the header of each column in the table., You can use this arrow to quickly filter and sort the table, columns., , • Exercise: Filter the table to show only North region sales, reps. Remove the filter and sort the Sales from largest to, smallest., Add a new row below Ron Dahl. Note that the calculated, columns feature copies the formula from column G into the, new cell., Copy all Ron Dahl’s data into the new row. Remove this, duplicate row using the Remove Duplicates feature., , 1. Click the filter button for the column you want to, filter or sort., A list appears, displaying several options for sorting, or filtering the table data. The options at the top are, for sorting. The options at the bottom are for filtering., 2. Select the filter or sort option you want to use., Tip: If you add or edit data in a table that is, filtered or sorted, you need to click the Reapply, button in the Sort & Filter group on the Data tab, to include the new or edited data., 3. Click OK., , Use calculated columns, When you enter a formula in a blank column of a table,, the formula is automatically extended to all the rest of the, column—without using the AutoFill feature. If you add, rows to the column, the formula appears in those rows as, well., 1. Select a cell in a blank table column., , Figure 10-6: Sorting data in a table., , This column will become a calculated column., 2. Enter the formula you want to use., The formula automatically appears in every row in, that column., Tips,  If you edit a formula in a calculated column, the, change flows to all the rows. However, if you enter, data other than a formula in one of the cells, it creates, an exception, and the edit does not flow to the other, rows. At this point, any more edits of any type will, not flow to the other rows., , 151

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Working with Tables, Structured references, Structured references allow you to work easily with cell, references and formulas in a table. For example, instead, of using a cell range reference such as C2:C6 in a, formula, you can refer to the cell range as SaleAmt (the, table column name) instead., When you create a formula using structured references,, you can use several different elements in place of the, regular arguments. These include the table name, column, header names, or special items that refer to areas of the, table, such as a total row., Tip: When entering references in a formula in a, table, if you click on the cells to select them, (instead of typing in their cell addresses) Excel, will enter structured references for you., , Remove duplicate rows of data, If there are duplicate rows of identical data in your table,, Excel can find and remove the duplicate rows for you., Trap: Removing duplicate values actually deletes, the duplicate data, so you may want to copy the, data to another worksheet or workbook first., 1. Select a cell in the table., , Refers to this table, in the worksheet, , Rather than F2, the structural, reference references the row relative, to the selected cell (e.g. This Row), and the table column name (e.g., Commission %)., , Figure 10-7: This example displays the structural, references in the formula of cell G2., , Tip: You can remove duplicates from cell ranges, outside of a table as well, but in that case you, need to select the entire cell range you want to, examine., 2. Click the Data tab on the Ribbon and click the, Remove Duplicates button in the Data Tools group., , Unselect All makes it easier if, you only want to select a few, columns., , The Remove Duplicates dialog box appears., Other Ways to Display the Remove Duplicates, Dialog Box:, Select a cell in the table. Under Table Tools on the, Ribbon, click the Design tab. Click the Remove, Duplicates button in the Tools group., 3. Select the columns you want to check for duplicates., All columns are selected by default, but you can, select/deselect individual columns in the Columns, list. You can also use the Select All and Unselect All, buttons to select columns., 4. Click OK., Duplicate values are deleted and a message appears,, telling you how many duplicate values that were, found and removed., 5. Click OK., , 152, , Choose the column(s) by which you want to, delete duplicates., , Figure 10-8: The Remove Duplicates dialog box.

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Working with Tables, , Summarizing a Table with a, PivotTable, You can analyze table data by using it in a pivot table., , Exercise, • Exercise File: SalesReps10-5.xlsx, • Exercise: Summarize the table with a PivotTable on a new, worksheet. Experiment with the PivotTable tools, then, delete the worksheet containing the PivotTable., , 1. Select a cell in the table., The Table Tools appear on the Ribbon., 2. Under Table Tools on the Ribbon, click the Design, contextual tab and click the Summarize with, PivotTable button in the Tools group., The Create PivotTable dialog box appears., 3. Click OK., A new sheet is added to the workbook to, accommodate the PivotTable report. Here you can, create a PivotTable to analyze the data in your table,, according to your specifications., Tip: Other lessons describe how to work with, PivotTables in more detail. This is the simplest, way to view a summary of the table in a pivot, table., , Figure 10-10: The Create PivotTable dialog box., , Click a check box, to use the field’s, data in the report., , Click and drag the, fields between the, boxes to change, how the data is, analyzed., , The pivot table report is displayed, according to the fields you choose., , Figure 10-9: Summarizing table data with a PivotTable., , 153

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Working with Tables, , Using the Data Form, , Exercise, • Exercise File: SalesReps10-6.xlsx, , In past versions of Excel, you may have edited or entered, new table records or searched for records in tables using, the data form dialog box. In Excel 2007, the Data Form, has been excluded from the Ribbon. However, you can, still use it if you add it to the Quick Access toolbar., , • Exercise: Add the Form button to the Quick Access, Toolbar and use the Data Form to change “Tamara” to, “Tammy” in the table. Remove the Form button from the, Quick Access Toolbar., , Add the Data Form command, 1. Click the Customize Quick Access Toolbar button, on the Quick Access Toolbar and select More, Commands., The Excel Options window opens, displaying the, Customize section., 2. Click the Choose commands from list arrow and, select Commands Not in the Ribbon., The list of options changes in the list below., 3. In the commands list, select select Form. Click the, Add button., “Form” is added to the list on the right. This list, displays the commands that are currently displayed, on the Quick Access Toolbar., , Figure 10-11: Adding the Data Form command to the, menu., , 4. Click OK., The command appears on the Quick Access Toolbar., Tips,  To remove the Data Form from the Quick Access, Toolbar, right-click the Form button on the Quick, Access Toolbar and select Remove from Quick, Access Toolbar., , Use the Data Form, Once you’ve added the Form command to the Quick, Access Toolbar, you’re ready to use it to edit your table., 1. Select a cell in the table., 2. Click the Form button on the Quick Access Toolbar., The data form dialog box appears and you can use it, to edit your table., , 154, , Figure 10-12: Using the Data Form to enter data.

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Working with Tables, , Using Table Styles, , Exercise, • Exercise File: SalesReps10-7.xlsx, , You can format cell ranges as tables and apply preset table, formatting styles., , • Exercise: Apply Table Style Light 17 to the table., , Apply a style while creating a table, You can apply a style while also creating a table., 1. Select a cell range that you want to format as a table., 2., , Click the Home tab on the Ribbon and click the, Format as Table button in the Styles group., The table format gallery appears. Here you can select, styles from the Light, Medium, or Dark categories., You may need to scroll down the list to see the Dark, category., 3. Select a table style., The Format As Table dialog box appears., 4. Click OK., A table is created and formatted with the selected, style. Table Tools appear on the Ribbon, and the, Design contextual tab appears., , Apply a different style to an existing table, 1. Select a cell in the table., , Figure 10-13: Applying a style to a table using the Table, Styles group., , 2. Under Table Tools on the Ribbon, click the Design, tab., 3. Select the style you want to use in the Table Styles, group., Tip: To display the entire Table Styles gallery,, click the More button in the Table Styles group., , Remove a table style, You can easily remove a table style from a table., 1. Select the table that is formatted with the table style., The Design tab appears., 2. Under Table Tools on the Ribbon, click the Design, tab., 3. Click the None style or select Clear in the Table, Styles group., The table format is removed., , 155

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Working with Tables, , Using Table Style Options, , Exercise, • Exercise File: SalesReps10-8.xlsx, , Besides applying table styles, you can format individual, table style elements., , • Exercise: Select the First Column and Last Column, options in the Table Style Options group., , 1. Select a cell in the table., 2. Under Table Tools on the Ribbon, click the Design, tab., The formatting options available in the Table Style, Options group include:,  Header Row: Toggles the table’s header row on, and off.,  Total Row: Adds a total row to the bottom of the, table. This option doesn’t just change formatting,, but also allows you to calculate values in the total, row.,  First/Last Column: Displays special formatting, for the first or last columns in the table.,  Banded Rows/Columns: Displays odd and even, rows and columns differently for easier reading., 3. Select the option(s) you want to use in the Table Style, Options group., , Figure 10-14: A table with the First Column (A) and Last Column (G), selected., , 156

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Working with Tables, , Creating and Deleting Custom, Table Styles, Besides using the table styles included in Excel, you can, create your own custom ones. Custom table styles are, stored only in the workbook where you created them—, they won’t appear in your other workbooks., , Create a custom table style, 1., , Click the Home tab on the Ribbon and click the, Format as Table button in the Styles group., , Exercise, • Exercise File: SalesReps10-9.xlsx, • Exercise: Create a custom table style and give it your, name. Choose your own desired fonts, borders, and fill, formatting for the table elements., Apply your new custom table style to the table., Delete the custom table style from the table styles gallery., , Table elements that have been, formatted in the custom style, appear with bold formatting., , 2. Select New Table Style., The New Table Quick Style dialog box appears., Other Ways to Display the New Table Quick, Style Dialog Box:, Select an existing table, click the Design tab on, the Ribbon and click the More button in the Table, Styles group. Select New Table Style., 3. Type a name for the style in the Name text box., Now set the formatting for the table elements., 4. Select an element in the Table Element list, then click, Format., The Format Cells dialog box appears. Formatting, options selected here will make up the new style., , Figure 10-15: The New Table Quick Style dialog box., , 5. Select formatting options from the Font, Border, and, Fill tabs. Click OK., As you make formatting changes, the Preview area of, the New Table Quick Style dialog box shows you, how your new table style will look., Tip: Remove formatting options from a table, element by selecting the element in the Table, Element list and clicking Clear., 6. Repeat steps 4 and 5 for additional elements., Tip: Click the “Set as default table quick style for, this document” check box to make the new table, style the default style for the workbook., 7. Click OK., Once you’ve created a custom table style, it’s, available for use along with the other table styles in, the table styles gallery., Figure 10-16: The Fill tab of the Format Cells dialog box., , 157

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Working with Tables, Modify a custom table style, 1. Click the Home tab on the Ribbon and click the, Format as Table button in the Styles group., The table styles gallery appears., 2. Right-click the style you want to modify in the, Custom section and select Modify., The Modify Table Quick Style dialog box appears., 3. Modify the style as desired, then click OK., Tip: You can also duplicate a preset table style, and modify it as desired. Right-click the table, style in the table styles gallery and select, Duplicate., , Delete a custom table style, 1. Click the Home tab on the Ribbon and click the, Format as Table button in the Styles group., The table styles gallery appears., 2. Right-click the style you want to delete in the Custom, section and select Delete., A dialog box appears, asking you to confirm deleting, the custom table style., 3. Click OK., The custom style is removed, and the table returns to, its previous style., , 158, , Figure 10-17: Deleting a custom table style.

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Working with Tables, , Convert or Delete a Table, , Exercise, • Exercise File: SalesReps10-10.xlsx, , If you no longer want a table, you can turn it back into a, normal range or delete it and its contents entirely., , Convert a table to a cell range, , • Exercise: Convert the table back to a normal range of, cells., Undo that action., Delete the table entirely., , 1. Select a cell in the table., Under Table Tools on the Ribbon, the Design, contextual tab appears., 2. Under Table Tools on the Ribbon, click the Design, contextual tab and click the Convert to Range, button in the Tools group., 3. Click Yes., The table converts back to a normal range of cells,, although the table formatting is still applied., Other Ways to Convert a Table to a Range:, Select the table, right-click the table and select, Table  Convert to Range from the contextual, menu., , Delete a table, 1. Select the table you want to delete., 2. Press the <Delete> key., The table and its contents are deleted., , Figure 10-18: The Convert to Range button., , 159

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Working with, PivotTables, Creating a PivotTable .................................... 161, Specifying PivotTable Data ........................... 162, Changing a PivotTable’s Calculation ............ 163, Filtering and Sorting a PivotTable ................ 164, Filter a PivotTable ................................ 164, Sort a PivotTable.................................. 164, Working with PivotTable Layout ................... 165, Adjust PivotTable Field List layout ........ 165, Show/Hide PivotTable elements ........... 165, Layout group on the Design tab ............ 166, Grouping PivotTable Items ........................... 167, Group dates or times ............................ 167, Group numeric items ............................ 167, Group other selected items................... 167, Ungroup items...................................... 168, Updating a PivotTable ................................... 169, Refresh PivotTable data ....................... 169, Change PivotTable data source ............ 169, Formatting a PivotTable ................................ 170, Apply a built-in style ............................. 170, Work with style options......................... 170, Creating a PivotChart .................................... 171, , 11, There are many ways to analyze, worksheet data, including sorting and, filtering records. This chapter explains, how to use a PivotTable to analyze data, ranges., A PivotTable is usually the best way to, summarize and analyze data ranges or, tables. PivotTables are good for grouping, or expanding levels of data, switching, columns and rows (“pivoting” data), and, filtering and sorting. They lend, themselves particularly well to, summarizing long lists of data that need, to be summed., This chapter explains how to create, PivotTables, modify their structure, and, create PivotCharts that graphically, illustrate PivotTables., , Using Exercise Files, This chapter suggests exercises to practice, the topic of each lesson. There are two, ways you may follow along with the, exercise files:,  Open the exercise file for a lesson,, perform the lesson exercise, and close, the exercise file.,  Open the exercise file for a lesson,, perform the lesson exercise, and keep, the file open to perform the remaining, lesson exercises for the chapter., The exercises are written so that you may, “build upon them”, meaning the exercises, in a chapter can be performed in, succession from the first lesson to the last., , 160

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Working with PivotTables, , Creating a PivotTable, , Exercise, • Exercise File: TripSales11-1.xlsx, , To create a PivotTable, you need to decide which fields, you want to include, how you want your PivotTable, organized, and what types of calculations your PivotTable, should perform., , • Exercise: Create a PivotTable on a new worksheet using, the data from the Promotion Sales worksheet., , Don’t worry if PivotTables are confusing at first, they will, make a lot more sense once you’ve actually created one., 1. Select a cell in a data range., Other Ways to Create a PivotTable:, Select a cell in a table, click the Design tab on the, Ribbon, and click the Summarize with Pivot, button in the Tools group., 2. Click the Insert tab on the Ribbon and click the, PivotTable button in the Tables group., The Create PivotTable dialog box appears and a, moving dashed line appears around the data range, that Excel will use for the PivotTable., Tip: The data range doesn’t have to be in the, current workbook. Select the Use an external, data source option to select data outside the, workbook., , Figure 11-1: The Create PivotTable dialog box., , 3. If the data range isn’t correctly selected, select the, data range you want to analyze, including column, labels., Next you need to decide if you want to display the, PivotTable in a new worksheet or one that already, exists in your workbook., 4. Select where you want the PivotTable report to be, placed., Tip: If you select Existing Worksheet, click the, Collapse Dialog button and select the worksheet, and upper-left cell of the range where you want to, put the PivotTable., , PivotTable Field, List task pane, , 5. Click OK., The Excel window changes to display the structure, for a new PivotTable, along with the PivotTable Field, List task pane. No data has been pulled into the, PivotTable yet—you’ll need to use the task pane to, tell Excel how you want to lay out the PivotTable., , Figure 11-2: Creating a new PivotTable., , Tips,  You can change how the PivotTable Field List task, pane looks. Click the button arrow near the top right, corner of the task pane and select a layout option., , 161

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Working with PivotTables, , Specifying PivotTable Data, , Exercise, • Exercise File: TripSales11-2.xlsx, , Once you’ve created your PivotTable, you have to specify, the data you want to analyze. You’ll simply select the, fields you want to display in the PivotTable Field List,, then adjust the layout by dragging them between the, desired report areas at the bottom of the task pane. You’re, not going to understand how to do this unless you try it—, so let’s get started!, , • Exercise: Add the Office, Destination, and Tickets fields, to the PivotTable., Move the Office field to the Column Labels area., Switch the positions of the Office and Destination fields., , Add fields, 1. Click the check boxes next to the fields you want to, use as data in the PivotTable., By default, nonnumeric fields are added to the Row, Labels area, numeric fields are added to the Values, area, and OLAP date and time hierarchies are added, to the Column Labels area. However, the fields can, be rearranged to other areas., Other Ways to Add Fields:, Right-click a field name and select the layout area, to which you want to add the field. Or, click and, drag a field name into a layout section., , Figure 11-3: A PivotTable, with data., , Rearrange fields, 1. Click and drag fields between the areas in the task, pane to reposition the PivotTable layout., , The field section is where, fields are added and, removed in the PivotTable., , Tips,  Drag a field between the Row Labels and Column, Labels boxes to change the orientation of the, PivotTable.,  You can change PivotTable labels by typing a new, label., , The layout section is, where fields are, rearranged in the, PivotTable., , Figure 11-4: This diagram illustrates how areas in the PivotTable Field List correspond to areas in the PivotTable report., , 162, , 1, , The report filter area. Move a field to this area, then select, the criteria by which you want to filter the PivotTable., , 2, , The Column Label area., , 3, , The Row Label area., , 4, , The Results area. The results include data that from the, fields in the column and row areas. Results are also filtered, from the report filter area.

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Working with PivotTables, , Changing a PivotTable’s, Calculation, Besides adjusting the layout of your PivotTable data, you, can also change how a PivotTable summarizes values. For, example, you might want a PivotTable to display averages, instead of totals., ,  Exercise, • Exercise File: TripSales11-3.xlsx, • Exercise: Change the calculation of the Tickets field from, Sum to Max., , 1. Make sure the cell pointer is located in the, PivotTable., To change the calculation in a PivotTable, you need, to change the value field settings., 2. Under PivotTable Tools on the Ribbon, click the, Options tab and click the Field Settings button in the, Active Field group., The Value Field Settings dialog box appears,, displaying the “Summarize by” tab. Here you can, select calculation options including Sum, Count,, Average, or Max, among others., 3. Select the type of calculation you want to use to, summarize the value data from the list., 4. Click OK., , Figure 11-5: The Value Field Settings dialog box., , The summarized value data in the PivotTable changes, to using the new calculation., , 163

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Working with PivotTables, , Filtering and Sorting a, PivotTable, Much like you can with basic data ranges and tables in, Excel, you can filter and sort data in a PivotTable., , Filter a PivotTable, Filtering a PivotTable allows you to display only the data, that meets your filter criteria., , Exercise, • Exercise File: TripSales11-4.xlsx, • Exercise: Next, use the Row Labels filter button to, display only records from Blaine. Display all the records., Try another way to filter: Add the Commission field to the, Report Filter area of the PivotTable Field List and filter the, PivotTable so only commissioned sales appear. Display all, records again., Sort the PivotTable by Office from Z to A, then sort again, from A to Z., , 1. Select a cell in the PivotTable., The Options and Design tabs appear under, PivotTable Tools on the Ribbon., , The filter button changes to make you aware, that a filter has been applied., , 2. Click the filter button for a row or column label., A list sorting and filtering options appears. The, bottom area of the list displays criteria by which you, can filter., , Figure 11-6: The PivotTable filtered to display only, “Blaine” records., , 3. At the bottom of the list, click the check boxes next, to the fields you want to filter out to uncheck them., Fields with checkmarks next to them will remain,, while those without checkmarks will be filtered out., 4. Click OK., The PivotTable is updated., Other Ways to Filter a PivotTable:, Drag a field into the Report Filter area of the, PivotTable Field List task pane. This field now, appears above the PivotTable in the worksheet, with a filter button arrow. Click this filter arrow, button and select what you want to filter by. Or,, click a filter button, point to Label Filters or, Values Filters, and select a filtering option., , Sort a PivotTable, , Drag fields, you want to, filter for to, this area., , 1. Select a cell in the PivotTable., The Options and Design tabs appear under, PivotTable Tools on the Ribbon., 2. Click a filter button., Here you’ll see sort options at the top of the list,, along with the filter options toward the bottom., 3. Select a sort option., Other Ways to Sort:, Click the Options tab under PivotTable Tools on, the Ribbon. Click the button you want to use in, the Sort group., , 164, , Figure 11-7: Adding a field to the Report Filter area.

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Working with PivotTables, , Working with PivotTable, Layout, There are several options for altering the layout of your, PivotTable and the PivotTable Field List task pane., , Adjust PivotTable Field List layout, You can change the layout of the PivotTable Field List, makes it easier to work with. For example, you can, display only the fields section if you have a long list of, fields to choose from. Or, if you are done setting up the, PivotTable, you can display only the area section., , Exercise, • Exercise File: TripSales11-5.xlsx, • Exercise: Change the layout of the PivotTable Field List, so the field and area sections are side-by-side. Then change, them back to stacked., In the Show/Hide group, hide the Field List and Field, Headers, then show both again., In the Layout group, turn off the row and column grand, totals, then put them back again., Change the report layout to Tabular Form., , Layout button, , 1. Select a cell in the PivotTable., The PivotTable Field List task pane appears., 2. Click the layout button at the top of the PivotTable, Field List task pane and select a layout option., You can choose to display only the fields section,, only the report areas section, or both sections in, different arrangements. Table 11-1: PivotTable Field, List Layout Options has more information about, these arrangements., , Show/Hide PivotTable elements, You can change which elements are displayed in the, PivotTable., , Figure 11-8: Changing PivotTable Field List layout., , 1. Select a cell in the PivotTable., The Options and Design tabs appear under, PivotTable Tools on the Ribbon., 2. Under PivotTable Tools on the Ribbon, click the, Options tab., The Show/Hide group contains three buttons. By, default, they are all shown in the PivotTable.,  Field List: Show or hide the PivotTable Field List, task pane.,  +/- Buttons: Show or hide the +/- buttons that, allow you to expand or collapse multi-level, PivotTable items.,  Field Headers: Show or hide column and row, field headers., 3. Click the button you want to use in the Show/Hide, group., , Table 11-1: PivotTable Field List Layout Options, This is the default layout. The fields are stacked above, the areas., The fields appear side by side with the areas. This is, useful if there is a long list of fields to choose from., Only the fields list is displayed. This is ideal if you, only need to work with adding fields to the PivotTable, report., Only the areas are displayed (2 by 2). This is ideal if, the fields you want have been added and you want to, work with the report’s layout., Only the areas are displayed (1 by 4). This is ideal if, the fields you want have been added and you want to, work with the report’s layout., , If the button is an orange color, the element is, displayed in the PivotTable. If the button is not, orange, the element is hidden., , 165

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Working with PivotTables, Layout group on the Design tab, The Layout group on the Design tab allows you to change, what elements appear on the PivotTable., 1. Select a cell in the PivotTable., The Options and Design tabs appear under, PivotTable Tools on the Ribbon., 2. Under PivotTable Tools on the Ribbon, click the, Design tab., Here you can see the Layout group. It contains four, buttons:,  Subtotals: Click to show or hide subtotals, and to, specify where to show them.,  Grand Totals: Click to show or hide grand totals,, and to specify whether they appear for rows,, columns, or both.,  Report Layout: Show the PivotTable in compact,, outline, or tabular form.,  Blank Rows: insert or remove a blank line, between each grouped item in the PivotTable., 3. Click the button you want to use in the Layout group., A list of options appears, depending on the button, that was selected., 4. Select an option from the list., The PivotTable layout is changed accordingly., , 166, , Figure 11-9: The Layout group on the Design tab. If the, Ribbon is not wide enough, a Layout button will appear on, the Ribbon instead of the group.

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Working with PivotTables, , Grouping PivotTable Items, , Exercise, • Exercise File: TripSales11-6.xlsx, , You can group PivotTable data in order to set it apart, additional subsets of data. You can group most items, but, dates are a common item to group. For example, you may, want to group the information in the PivotTable by days,, months, quarters, or years., , Group dates or times, , • Exercise: First, set up the PivotTable for grouping:, Remove the Office field from the Row Labels area of the, PivotTable Field List. Move the Destination field to the, Row Labels area. Add the Date field to the Column Labels, area., Select cell B3 and group the dates by month. Then ungroup, the dates., , 1. Select the date or time field in the PivotTable., To select the field, click the name of the field in the, PivotTable, such as the row or column header., 2. Under PivotTable Tools on the Ribbon, click the, Options tab and click the Group Field button in the, Group group., The Grouping dialog box appears., 3. Specify the starting and ending dates you want to, group and the interval you want to group by., , 1. Select the field by which you want to group. This example, happens to group by the Date field., , By default, the starting and ending dates are the first, and last dates in the PivotTable., 4. Click OK., The grouping is applied to the PivotTable report., Tip: To group dates by weeks, select Days in the, By area of the Grouping dialog box and enter 7 in, the Number of days box., , Group numeric items, 1. Select the numeric field in the PivotTable that, contains the data you want to group by., 2. Under PivotTable Tools on the Ribbon, click the, Options tab and click the Group Field button in the, Group group., , 2. Select the increment by which you want to group. This, example will group the data so it is displayed by month, rather, than by day., , The Grouping dialog box appears., 3. Specify the starting and ending values you want to, group and the interval you want to group by, then, click OK., , Group other selected items, You can also group items that are not dates or numeric, data, such as labels., 1. Select the items in the PivotTable that you want to, group., , 3. The data for each month is grouped together under one, column, rather than being shown as separate days., , Figure 11-10: Grouping the PivotTable dates by month., , 167

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Working with PivotTables, 2. Under PivotTable Tools on the Ribbon, click the, Options tab and click the Group Selection button in, the Group group., The items are grouped and collapse buttons appear so, you can collapse or expand the group of data., Tip: You can also use this method to group, specific items in a field., , Ungroup items, 1. Select the items in the PivotTable that you want to, ungroup., 2. Under PivotTable Tools on the Ribbon, click the, Options tab and click the Ungroup button in the, Group group., The items are ungrouped., , 168

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Working with PivotTables, , Updating a PivotTable, , Exercise, • Exercise File: TripSales11-7.xlsx, , If you make changes to the source data a PivotTable is, based on, the PivotTable isn’t automatically updated., Instead you must manually refresh the PivotTable anytime, you change its underlying source data. This lesson, explains how to do that, as well as how to change the, source of the data the PivotTable is based on., , • Exercise: On the Promotion Sales worksheet, change the, value in cell G2 to 5. Return to the PivotTable on Sheet1, and refresh the PivotTable., Change the PivotTable data source so that it uses only the, range A1:G4 on the Promotion Sales worksheet., , Refresh PivotTable data, If you’ve made changes to the data what your PivotTable, pulls from, you need to refresh the PivotTable to update it., 1. Select a cell in the PivotTable., The PivotTable Tools are displayed on the Ribbon., 2. Under PivotTable Tools on the Ribbon, click the, Options tab and click the Refresh button in the Data, group., , Figure 11-11: The Data group on the Options tab., , The PivotTable updates to include any changes to the, source data., , Change PivotTable data source, You can easily change which data is used by the, PivotTable., 1. Select a cell in the PivotTable., The PivotTable Tools are displayed on the Ribbon, 2. Under PivotTable Tools on the Ribbon, click the, Options tab and click the Change Data Source, button in the Data group., The Change PivotTable Data Source dialog box, appears, along with the current data source—which, has a moving dotted line around it., , Figure 11-12: The Change PivotTable Data Source dialog, box., , 3. Select a new data range., 4. Click OK., The PivotTable updates with the data from the new, source range., , 169

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Working with PivotTables, , Formatting a PivotTable, You can quickly format a PivotTable with Excel’s built-in, styles and style options., , Apply a built-in style, , Exercise, • Exercise File: TripSales11-8.xlsx, • Exercise: Apply Pivot Style Medium 24 from the, PivotTable Styles gallery., Select the Banded Rows style option and deselect the, Column Headers option., , 1. Select a cell in the PivotTable., The PivotTable Tools are displayed on the Ribbon., 2. Click the Design tab and select a style in the, PivotTable Styles group., , PivotTable, style options, , Built-in styles, , The PivotTable is formatted with the style you, selected., Tip: Click the More button in the PivotTable, Styles group to display an expanded PivotTable, Styles gallery., , Work with style options, Besides applying a style to the table, you can select, PivotTable style options that allow you to adjust the, format for a part of a PivotTable. For example, you can, apply special formatting to row headers or make the, columns banded., , Figure 11-13: Selecting a built-in PivotTable style from the, PivotTable Styles group., , 1. Select a cell in the PivotTable., The PivotTable Tools are displayed on the Ribbon., 2. Click the Design tab and select an option in the, PivotTable Style Options group., Here is a brief description of the style options you, can select from in the PivotTable Style Options, group:,  Row/Column Headers: Displays special, formatting for the first row or column of the, PivotTable.,  Banded Rows/Columns: Applies different, formatting to alternate rows or columns., Tips,  Besides using the formatting options on the Design, tab, you can format a PivotTable using general, formatting commands found on the Home tab., , 170, , Figure 11-14: The PivotTable report with the updated style, and style options.

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Working with PivotTables, , Creating a PivotChart, , Exercise, • Exercise File: TripSales11-9.xlsx, , A PivotChart is similar to an ordinary chart created in, Excel, except that it plots a PivotTable’s information. Like, PivotTable reports, PivotCharts are dynamic, which, means you can change a PivotChart’s structure., , • Exercise: Insert a Clustered Column PivotChart., , 1. Select a cell in the PivotTable., The PivotTable Tools are displayed on the Ribbon., 2. Under PivotTable Tools on the Ribbon, click the, Options tab and click the PivotChart button in the, Tools group., The Insert Chart dialog box appears, displaying, different types of charts., 3. Select the type of chart you want to use and click, OK., The chart appears in the worksheet with your, PivotTable. The PivotChart Filter Pane is also, displayed. You can use this pane to select what data, you want displayed in the chart and how you want it, sorted., , Figure 11-15: The Insert Chart dialog box., , Tip: Click and drag the PivotChart’s border to, move the chart around in the worksheet., 4. Modify the chart using the PivotChart Filter Pane and, the PivotTable tools., Tips,  If you modify the PivotTable, the PivotChart will, change also.,  More detailed information about modifying and, formatting charts can be found in the “Creating and, Working with Charts” chapter., , Figure 11-16: A clustered column, PivotChart and the PivotChart, Filter Pane., , Use the PivotChart, Filter pane to, change the, information, displayed in the, chart., , 171

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Analyzing and, Organizing Data, Creating Scenarios ........................................ 173, Create scenarios .................................. 173, Display a scenario ................................ 174, Creating a Scenario Report ........................... 175, Create a Scenario Summary report ...... 175, Working with Data Tables ............................. 176, Create a one-input data table ............... 176, Create a two-input data table................ 177, Using Goal Seek ............................................ 178, Using Solver .................................................. 179, Install the Solver add-in ........................ 179, Use Solver ........................................... 179, Using Data Validation .................................... 181, Set validation criteria ............................ 181, Create an input message ..................... 182, Using Text to Columns .................................. 183, Split data using a delimiter.................... 183, Split data using a fixed column break .... 184, Removing Duplicates .................................... 185, Grouping and Outlining Data ........................ 186, Group rows or columns manually.......... 186, Hide or show detail ............................... 186, Ungroup rows or columns..................... 187, Outline data automatically .................... 187, Remove an outline ............................... 187, Using Subtotals ............................................. 188, Create subtotals ................................... 188, Remove subtotals ................................ 189, Consolidating Data by Position or Category 190, Consolidate by position or category ...... 190, Consolidating Data Using Formulas ............. 192, , 172, , 12, Most people don’t realize that Excel has, numerous tools for analysis and, organization, so they perform Excel tasks, the manual way., This method can help you get by in, simple situations, but isn’t very effective, when you need to perform more complex, what-if analysis or organize large lists of, data., In this chapter, you will learn about, Excel’s tools for analyzing and, organizing. These include tools for, creating multiple worksheet scenarios,, using Goal Seek and Solver tools to, perform what-if analysis, and organizing, your data by subtotaling, outlining, or, consolidating., , Using Exercise Files, This chapter suggests exercises to practice, the topic of each lesson. There are two, ways you may follow along with the, exercise files:,  Open the exercise file for a lesson,, perform the lesson exercise, and close, the exercise file.,  Open the exercise file for a lesson,, perform the lesson exercise, and keep, the file open to perform the remaining, lesson exercises for the chapter. (This, chapter does not use the same exercise, file for the duration of the chapter.), The exercises are written so that you may, “build upon them”, meaning the exercises, in a chapter can be performed in, succession from the first lesson to the last.

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Analyzing and Organizing Data, , Creating Scenarios, If you’ve ever used a worksheet to answer the question, “What if?” you’ve already performed what-if analysis., For example, what would happen if your advertising, budget increased by 40%? How about 50%?, Excel has several tools for performing What-If Analysis,, including Goal Seek, Data Tables, and Solver. In this, lesson, you will learn how to create multiple what-if, scenarios using Excel’s Scenario Manager., , Exercise, • Exercise File: LoanPayment12-1.xlsx, • Exercise: Add a scenario called Original that uses the, original values in cell range A4:C4., Next, add a scenario called 30 Year Loan and change the, term of the loan to 30., Show the 30 Year Loan scenario in the worksheet., , Create scenarios, Scenario name, , A scenario is a set of input values that you can substitute, in a worksheet to perform what-if analysis. For example,, you could create scenarios to show various interest rates,, loan amounts, and terms for a mortgage. Excel’s scenario, manager lets you create and store different scenarios in, the same worksheet., , The cell range, that contains, the values you, want to, change., , 1. Create or open a worksheet that contains one or more, formulas., 2. Click the Data tab on the Ribbon, click the What-If, Analysis button in the Data Tools group, and select, Scenario Manager from the list., , Figure 12-1: The Add Scenario dialog box., , The Scenario Manager dialog box appears with the, message “No Scenarios defined. Choose Add to add, scenarios.” You want to add a new scenario., 3. Click the Add button., The Add Scenario dialog box appears., 4. Type a name for the scenario and press <Tab>., The cursor moves to the Changing cells box. Here, you need to select the cells that contain the values, you want to change., Tip: To select multiple nonadjacent cells, hold, down the <Ctrl> key as you click them., 5. Select the cells in the worksheet that contain the, values you want to change, then click OK., The Scenario Values dialog box appears. Here you, need to enter desired values for the changing cells., Tip: To make sure you don’t lose the original, values for the changing cells, use the original cell, values in the first scenario you create., , The current values in A4, B4, and C4., , Figure 12-2: The Scenario Values dialog box., , 173

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Analyzing and Organizing Data, 6. Enter values in each of the boxes. Click OK, or click, Add to add another scenario., The scenario is added. If you clicked OK, the, scenario is listed in the Scenario Manager. If you, clicked Add, the Add Scenario dialog box appears so, you can add another scenario., 7. Repeat steps 4 – 6 to add a scenario. Click OK., The Scenario Manager dialog box lists each scenario, that you created., 8. Click the Close button., The Scenario Manager closes., Tips,  To edit a scenario, select the scenario in the Scenario, Manager dialog box and click the Edit button., , Display a scenario, Once you have created scenarios in a worksheet, you can, display the worksheet using the values from those, scenarios., 1. Click the Data tab on the Ribbon, click the What-If, Analysis button in the Data Tools group, and select, Scenario Manager from the menu., The Scenario Manager dialog box appears., 2. Select the scenario that you want to display and click, the Show button., The worksheet’s values are changed to the values you, specified in the scenario., , Figure 12-3: The Scenario Manager dialog box., , 174

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Analyzing and Organizing Data, , Creating a Scenario Report, , Exercise, • Exercise File: LoanPayment12-2.xlsx, , A scenario summary report is a single compiled report, that summarizes the results from several scenarios. It’s, easier to read than switching between different scenarios., , Create cell names, , • Exercise: Select the cell range A3:F4 and name the cells, from the selection., Create a scenario summary report (the result cell range is, D4:F4)., , The first step in creating a scenario summary report is to, create names for the cells that change., 1. Select the cells involved in the scenario and the labels, you want to use to name them., 2. Click the Formulas tab on the Ribbon and click the, Create from Selection button in the Defined Names, group., The Create Names from Selection dialog box, appears., 3. Select the option that describes where the labels are, located in the selected cell range., , Figure 12-4: The Create Names from Selection dialog, box., , The labels that are in the selected cell range will be, used as names., 4. Click OK., The cells are named using the labels., , Create a Scenario Summary report, Once you’ve created at least two scenarios and have, named cells, you can create a summary report., 1. Click the Data tab on the Ribbon, click the What-If, Analysis button in the Data Tools group, and select, Scenario Manager from the menu., The Scenario Manager dialog box appears., 2. Click the Summary button., The Scenario Summary dialog box appears., 3. Make sure the Scenario summary option is selected., Next you need to specify the result cells. These are, the cells that are affected by the changing cells., Tip: Alternatively, select the “Scenario PivotTable, report” option to create a report that gives you an, instant what-if analysis of your scenarios., , Figure 12-5: A Scenario Summary report., , 4. Select the result cell range and click OK., A new Scenario Summary worksheet is added to the, workbook that contains the summary report., , 175

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Analyzing and Organizing Data, , Working with Data Tables, , Exercise, • Exercise File: LoanPayment12-3.xlsx, , Another way to get answers to your what-if questions is, by using a data table. A data table is a cell range that, displays the results of a formula using different values., For example, you could create a data table to calculate, loan payments for several interest rates and term lengths., There are two types of data tables:, , , One-input Data Table: Displays the results of a, formula for multiple values of a single input cell. For, example, if you have a formula that calculates a loan, payment you could create a one-input data table that, shows payment amounts for different interest rates., , , , Two-input Data Table: Displays the results of a, formula for multiple values of two input cells. For, example, if you have a formula that calculates a loan, payment you could create a two-input data table that, shows payment amounts for different interest rates, and different term lengths., , • Exercise: Create a one-input data table: Enter, =PMT(C4/12,B4*12,A4) in cell B7. Enter 6.0, 6.5, 7.0, 7.5,, 8.0 in cells A8:A12. Select the cell range A7:B12 and create, a data table. In the Data Table dialog box, enter C4 in the, Column input cell box. Select B8:B12 and press <Delete>., Create a two-input data table: Move the formula in cell, B7 to cell A7. Enter 5, 10, 15, 20 in cells B7:E7. Select the, cell range A7:E12. Create a data table and enter B4 as the, row input cell and C4 as the column input cell. Delete the, data table you just created., , Formula used to create the data table, , =-PMT(C4/12,B4*12,A4), Column input cell—the placeholder cell, Excel will substitute values for in the, formula (here, it’s the interest rate), Input cell, , Create a one-input data table, 1. Set up the table area. Make sure you include the, formula in the top row and the input values in the left, column., Make sure the formula refers to the input cell., 2. Select the table range that contains the formula and, substitution values., This should include blank cells below the formula, and to the right of the values—this is where the data, table will go., 3. Click the Data tab on the Ribbon, click the What-If, Analysis button in the Data Tools group, and select, Data Table., The Data Table dialog box appears., 4. Type the cell reference for the input cell in the, Column input cell box and click OK., Tip: If you set up your table with the data in a, row instead of a column, you would enter the cell, reference for the input cell in the Row input cell, box instead., Excel displays the results of the formula using each, of the substituted values., , 176, , Input, values, , Data table, results, , Figure 12-6: The Data Table dialog box and the resulting, one-input data table showing different monthly payments, at different interest rates.

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Analyzing and Organizing Data, Create a two-input data table, 1. Set up the table area. Make sure you include the, formula in the upper-left cell and the values for the, first input cell in the left column and the values for, the second input cell in the top row., Make sure the formula refers to the two input cells., 2. Select the table range that contains the formula and, substitution values (both the row and column values)., This should include blank cells below the formula, and to the right of the values—this is where the data, table will go., 3. Click the Data tab on the Ribbon, click the What-If, Analysis button in the Data Tools group, and select, Data Table., The Data Table dialog box appears. Since this is a, two-input table, two input cells need to be entered., , Input cells, Formula Input values, , Input, values, Data table results, , 4. Enter the cells you want to use for the Row input cell, and the Column input cell and click OK., Excel displays the results of the formula with all the, substituted values., , Figure 12-7: The Data Table dialog box and the resulting, two-input data table showing different monthly payments at, different interest rates and different terms., , 177

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Analyzing and Organizing Data, , Using Goal Seek, ,  Exercise, • Exercise File: LoanPayment12-4.xlsx, , When you know the desired result of a single formula, but, not the value the formula needs for the result, you can use, the Goal Seek feature. For example, you can afford a, $1,200 monthly payment, so how much of a loan can you, take out? When goal seeking, Excel plugs different values, into a cell until it finds one that works., 1. Open or create a workbook that contains the formulas, you want to work with., 2. Click the Data tab on the Ribbon, click the What-If, Analysis button in the Data Tools group, and select, Goal Seek., , • Exercise: Use Goal Seek to determine the maximum loan, amount you could afford with a $1200 monthly payment., , First, set the Goal Seek, parameters using data, from the spreadsheet, and the goal value., , The Goal Seek dialog box appears., 3. Click the Set cell box, and click the cell in the, worksheet that contains the formula you want to use., 4. Click the To value box and enter the value you want, to change it to., 5. Click the By changing cell box, and click the cell, you want to change to achieve the formula result., , Excel calculates the, values needed to, meet the goal., , This cell must be a cell that is referenced by the, formula., 6. Click OK., Excel calculates and displays the value needed to, achieve the formula result you desire., 7. Click OK to replace the original values or click, Cancel to keep the original values., , 178, , Figure 12-8: Using Goal Seek to determine the maximum, loan amount with a $1200 monthly payment.

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Analyzing and Organizing Data, , Using Solver, ,  Exercise, • Exercise File: Mailings12-5.xlsx, , Goal Seek works great for problems that have a single, variable and an exact target value, but not for complex, problems that have several variables and/or a range of, values. For these, you need to use Excel’s Solver, command. Solver is a tool that can perform advanced, what-if analysis on problems with many variable cells., You can also specify constraints, or conditions that must, be met to solve the problem., , • Exercise: Imagine you're in charge of a mailing campaign, for five states. You have been given the following budget, constraints: your total budget is $35,000, you must spend at, least 50% of the budget on Minnesota mailings, and at least, three mailings must go out in each state., Based on this information, and the fact that the number of, mailings must be a whole number, use Solver to calculate, the maximum number of mailings you can send out to each, state., , Install the Solver add-in, Solver is an optional Excel add-in. You need to install it, before you can use it., 1. Click the Office Button and click the Excel Options, button., The Excel Options dialog box appears., 2. Click the Add-Ins tab., By default, Excel Add-ins are usually displayed., 3. If necessary, click the Manage list arrow and select, Excel Add-ins., 4. Click the Go button., The Add-Ins dialog box appears, displaying a list of, the add-ins available for Excel., 5. Click the Solver Add-in check box to select it and, click OK., , Figure 12-9: The Add-Ins dialog box., , A dialog box appears, asking to confirm that you, want to install the add-in., 6. Click Yes., Microsoft Office reconfigures so that Solver is, installed in Excel. The Solver command will now be, available in the Analysis group on the Data tab on the, Ribbon., Tip: You may need to restart Excel so that Solver, installs properly., , Use Solver, 1. Open or create a workbook that contains the problem, you want to solve., A problem should consist of a formula that you want, Excel to solve by changing the values of its inputs, until it arrives at the desired result., , 179

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Analyzing and Organizing Data, 2. Click the Data tab on the Ribbon and click the, Solver button in the Analysis group., The Solver Parameters dialog box appears. First you, need to tell Excel the target cell. This is the cell that, contains the formula you want to solve., 3. Select the target cell in the worksheet., The cell reference for the target cell appears in the, Set Target Cell box., 4. Select an Equal To option. If you select the Value of, option, enter a value., , Figure 12-10: The Solver Parameters dialog box., , Choose from Max, Min, or Equal, depending on what, value you want Solver to calculate. For example, if, you select Max, Solver will change the specified cells, to make the target cell as large as possible., Next, you need to specify the cells that Solver can, change to meet your target cell goal., 5. Click the Collapse Dialog button in the By Changing, Cells box and select the cells that need to change to, reach your goal., Tip: Press and hold the <Ctrl> key to select, multiple nonadjacent cells., , Figure 12-11: The Add Constraint dialog box., , Finally, add any constraints on the problem. For, example, you could specify that one of the formula’s, input cells can’t be greater than a certain value., 6. Click the Add button in the Subject to the Constraints, section., The Add Constraint dialog box appears., 7. Enter a cell reference, click the list arrow and select, an operator, then enter the constraint value you want, to apply to the cell., , Figure 12-12: The Solver Results dialog box., , 8. Click Add to repeat the process and add another, constraint, or OK to continue., You return to the Solver Parameters dialog box., 9. Click the Solve button., The Solver Results dialog box appears, letting you, know whether or not Solver found a solution., 10. Select Keep Solver Solution or Restore Original, Values and click OK., Figure 12-13: The solution calculated by Solver., , 180

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Analyzing and Organizing Data, , Using Data Validation, ,  Exercise, • Exercise File: MonthlySales12-6.xlsx, , You can help users enter accurate and appropriate, information into your worksheets with Excel’s Data, Validation feature. Data validation restricts the type of, information that can be entered into a cell and can provide, the user with instructions on entering information in a, cell., , Set validation criteria, , • Exercise: Select column D, open the Data Validation, dialog box, select List in the Allow box and type “Senior, Manager, Manager, Associate” in the Source box. Click the, cell D5 list arrow and select Associate., Then set up column C with validation that sets the text, length of the entries equal to 2. Create an input message for, column C cells that displays: “Enter the state code.”, To test it, enter “Minnesota” in cell C2 and press <Enter>., Click Retry and enter “MN”., , To use data validation, you first need to specify the, validation criteria you want to use., 1. Select the cells you want to validate., You will usually want to select a column of data,, although you can select a single cell as well., 2. Click the Data tab on the Ribbon and click the Data, Validation button in the Data Tools group., The Data Validation dialog box appears, displaying, the Settings tab., 3. Click the Allow list arrow and select the criteria, option you want to use., Table 12-1: Validation Criteria Options describes, your choices., Depending on your criteria selection, you will next, need to select a Data option, and/or select additional, options in the dialog box. You may also need to enter, values., 4. Complete the remaining fields on the Settings tab and, click OK., The data validation is set for the selected cell(s). Now, when a user tries to enter data that is not valid, Excel, will prevent the entry and display a message about, the cell being restricted., Tips,  By default, when you enter invalid data in a validated, cell, a warning message appears and entry of the, invalid data is not allowed. However, you can modify, the message that appears, and even allow invalid data, to be entered into a validated cell. To do this, click, the Error Alert tab in the Data Validation dialog box, and select the desired options.,  To find validated data in a worksheet, click the Find, & Select button in the Editing group on the Home tab, and select Data Validation. The validated cells are, highlighted., , Figure 12-14: Creating a list in the Data Validation dialog, box., , Table 12-1: Validation Criteria Options, Any value, , No validation criteria applied. Any value, can be entered., , Whole number, , Allows a whole number between, minimum and maximum limits you set., , Decimal, , Allows a decimal or a percent entered as a, decimal between limits you set., , List, , Allows a value from a list of choices you, input or select from a range. A list arrow, then appears in the cell, allowing the user, to make a choice from the list., , Date, , Allows a date within prescribed limits., , Time, , Allows a time within prescribed limits., , Text length, , Allows text containing a certain number of, characters that you prescribe., , Custom, , Allows you to enter a formula to calculate, what is allowed in the cell., , 181

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Analyzing and Organizing Data,  To remove validation criteria, select the cells that, contain the validation you want to remove, and click, the Data Validation button in the Data Tools group, on the Data tab. Click Clear All, then click OK., , Create an input message, You can set up Excel to display a message whenever a, cell or range of cells is selected. These messages are, useful for providing data entry instructions., , Figure 12-15: Selecting data from a data validation list., , 1. Select the cells where you want an input message to, appear., The input message will appear when the cell or cells, are selected., 2. Click the Data tab on the Ribbon and click the Data, Validation button in the Data Tools group., The Data Validation dialog box appears., 3. Click the Input Message tab., Tip: Make sure the “Show input message when, cell is selected” box is selected—it should be, selected by default., 4. Click in the Title box and type a title for the message., The title will be displayed along with the message, when you select the cell(s)., , Figure 12-16: Defining text length in the Data Validation, dialog box., , 5. Click in the Input message box and type a data input, message., For example, you could enter instructions such as, “Enter State name as a two-letter abbreviation”., 6. Click OK., Now when you select the cell(s), you will see the title, and message displayed., , Figure 12-17: An error message appears when you try to, enter data that does not match a data validation rule., , 182

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Analyzing and Organizing Data, , Using Text to Columns, , Exercise, • Exercise File: MonthlySales12-7.xlsx, , The Convert Text to Columns feature in Excel allows you, to split the contents of a cell into different columns. For, example, you could split a person’s first and last name, into separate columns., , • Exercise: Select cell A7 and split Denise Winters’ first and, last names into two cells using the space between the words, as the delimiter., , You can split data into columns using two different, methods:, , , Delimited: The data will be separated based on the, location of commas or tabs within the data., , , , Fixed Width: You specify a fixed column break, location., , Let’s take a look at both methods., Tips,  Before using the text to columns feature, make sure, there are enough blank columns next to your data so, that the split data will have somewhere to go without, copying over the rest of your data., , Figure 12-18: Before splitting text., , Split data using a delimiter, If the data has delimiters such as commas or tabs, you can, use them to split the data., 1. Select the cell range you want to convert., 2. Click the Data tab on the Ribbon and click the Text, to Columns button in the Data Tools group., The Convert Text to Columns Wizard dialog box, appears., 3. Select the Delimited option and click Next., Here you need to select the types of delimiters you, want to use to separate your data. Tabs, semicolons,, commas, and spaces are all common delimiters., , Figure 12-19: Step 2 of the Convert Text to Columns, Wizard dialog box., , Your selection will depend on the types of delimiters, you have present in your data. For example, if you, want to split first and last names using the space, between the names, you’d select the Space option., 4. Click the check box next to each delimiter you want, to select in the Delimiters area., A preview appears, showing you how the data will be, split into different columns based on your selection., 5. Click Next., Next you can select a format for each column of data., , Figure 12-20: After splitting text., , 183

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Analyzing and Organizing Data, 6. Select a column in the Data preview area and then, select a format option for that column in the Column, data format area. Repeat for additional columns., Tip: If you don’t want the new columns to replace, the original data, click the Destination Collapse, Dialog button and select the range where you, want to put the split data., 7. Click Finish., Tip: A message may appear, asking if you want to, replace the contents of the destination cells. If so,, click OK., The data is split into different columns., , Split data using a fixed column break, You can also decide for yourself where you want to split, the data using a fixed column break., 1. Select the cell range you want to convert., 2. Click the Data tab on the Ribbon and click the Text, to Columns button in the Data Tools group., The Convert Text to Columns Wizard dialog box, appears., 3. Select the Fixed width option and click Next., Here you can manually add break lines to separate, your data into different columns., 4. Click in the Data preview area where you want to, place a break line., A line appears, showing you where the data will be, separated., 5. Add additional break lines as desired, then click, Next., Next you can select a format for each column of data., 6. Select a column in the Data preview area and then, select a format option for that column in the Column, data format area. Repeat for additional columns., 7. Click Finish., Tip: A message may appear, asking if you want to, replace the contents of the destination cells. If so,, click OK., The data is split into different columns., , 184

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Analyzing and Organizing Data, , Removing Duplicates, , Exercise, • Exercise File: MonthlySales12-8.xlsx, , You can easily clean up your Excel data and remove, duplicate rows of data., , • Exercise: Select the cell range A2:G7 and check it for, duplicates. Remove any duplicates., , 1. Select the range of cells you want to check for, duplicates., Be sure to select all the columns you want Excel to, check., 2. Click the Data tab on the Ribbon and click the, Remove Duplicates button in the Data Tools group., The Remove Duplicates dialog box appears. Here, you have another chance to select or deselect the, columns you want to check., 3. Click OK., If Excel finds duplicate items, they are removed and, a message appears telling you what was removed. If, no duplicates are found, you see a message to that, effect instead., , Figure 12-21: The Remove Duplicates dialog box., , 4. Click OK., The message disappears., , 185

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Analyzing and Organizing Data, , Grouping and Outlining Data, ,  Exercise, • Exercise File: MonthlySales12-9.xlsx, , Many spreadsheets are created in a hierarchical style. For, example, a worksheet might contain a column for each, month, followed by a total column. By outlining your, worksheets, you make them easier to understand and read., Instead of sifting through irrelevant information, you can, collapse an outline to display each group’s bottom line., There are several ways to outline a workbook:, , , Using the Auto Outline Feature: The Auto Outline, command automatically outlines a selected range of, cells or the entire worksheet, based on formulas and, the direction of references., , , , Grouping Data: You can group rows and columns, manually by selecting them., , , , Using the Subtotals Feature: The Subtotals, command calculates subtotal values for the labeled, columns you select. Excel automatically inserts and, labels the total rows and outlines the list., , , , Using the Consolidate Feature: You can consolidate, several sheets using the Consolidate feature., , • Exercise: Manually group rows 3 through 6 and practice, hiding and displaying details., Then remove the grouping., Use the Auto Outline feature (Excel should outline columns, E to G). Clear the outline., , Show Detail, Hide Detail, , This lesson explains how to use the Auto Outline feature, and how to group data manually., , Group rows or columns manually, 1. Select the column or row data you want to group., 2. Click the Data tab on the Ribbon and click the, Group button in the Outline group., The Group dialog box appears. Here you need to, select whether you want to group rows or columns., 3. Select the Rows or Columns option and click OK., The selected rows or columns are grouped together., , Hide or show detail, Once you’ve grouped or outlined data, you can collapse, or expand the group detail., 1. Click the Data tab on the Ribbon and click the Hide, Detail or Show Detail button in the Outline group., Other Ways to Hide or Show Detail:, Click the outline symbols next to or above the, worksheet. These include the Row Level and, Column Level buttons and the plus and minus, button., , 186, , Figure 12-22: An example of grouped rows.

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Analyzing and Organizing Data, Ungroup rows or columns, 1. Select the grouped row or column data., 2. Click the Data tab on the Ribbon and click the, Ungroup button in the Outline group., , Outline data automatically, If your data contains detailed rows or columns that are, summed or subtotaled, Excel can automatically group the, data into outline form., Tips, , Columns E:G are grouped because they, contain related data. Column G is a summary, column of data contained in columns E and F., ,  Excel will only outline numerical data that is related, by a sum or subtotal formula. It cannot outline text, data or numerical data that is not totaled by a, formula., 1. Make sure your data has column labels and contains, formulas that summarize the data., The sum and subtotal functions are commonly used, to summarize rows or columns., , Figure 12-23: An example of spreadsheet after using the, Auto Outline command., , Tip: Summary rows and columns should be, below and to the right of the data, respectively. If, they are above or to the left, click the Outline, Dialog Box Launcher in the Outline group., Remove the checkmark from the Summary rows, below detail or Summary columns to right of, detail check box., 2. Select a cell in the data range you want to outline., 3. Click the Data tab on the Ribbon, click the Group, button list arrow in the Outline group, and select, Auto Outline., The data is automatically outlined so that you can, collapse the detailed rows or columns and view only, the totals or subtotals., , Figure 12-24: The Settings dialog box., , Remove an outline, 1. Click the Data tab on the Ribbon, click the Ungroup, button list arrow in the Outline group, and select, Clear Outline., The outline is cleared from the worksheet., , 187

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Analyzing and Organizing Data, , Using Subtotals, , Exercise, • Exercise File: MonthlySales12-10.xlsx, , A quick and easy way to group and summarize data is to, use Excel’s Subtotals feature. Usually you create subtotals, with the SUM function, but you can also create subtotals, using functions such as COUNT, AVERAGE, MAX, and, MIN. The Subtotals feature also outlines the data,, allowing you to display and hide the detail rows for each, subtotal., , • Exercise: Subtotal the data at each change in Position, using the SUM function and subtotal the Sales and, Commission columns., Click the 2 Column Level Symbol button to hide details,, then click the 3 Column Level Symbol button to display, them again., Remove the subtotals., , Create subtotals, 1. Make sure your data is arranged into labeled, columns, that the data in each column is of the same, type, and that you’ve sorted the data based on the, column you want to group the subtotals by., Now you’re ready to subtotal your data., Tip: Excel’s Subtotals feature subtotals your data, by automatically inserting the SUBTOTAL, function., 2. Select a cell in the data range., 3. Click the Data tab on the Ribbon and click the, Subtotal button in the Outline group., The Subtotal dialog box appears., 4. Click the At each change in list arrow and select the, column you want to subtotal., This command specifies what it is that you want to, subtotal. For example, if you have a list of customers,, the products they bought, and the amounts of the, sales, and you want to subtotal the list by the type of, product, you would select the column that contains, the products., 5. Click the Use function list arrow and select the, function you want to use to calculate the subtotals., For example, you could select Sum, Count, Average,, or Max., 6. In the “Add subtotal to” box, click the check box next, to each column that has values you want to subtotal., 7. Click OK., The data is organized with subtotals., Tips,  To hide or show subtotals detail, click the Hide, Detail and Show Detail buttons in the Outline group, on the Ribbon or use the outline symbols next to the, worksheet to hide or display individual subtotals., , 188, , Figure 12-25: The Subtotal dialog box.

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Analyzing and Organizing Data,  To add more subtotals, repeat the steps but uncheck, the Replace current subtotals check box so you, don’t overwrite the existing subtotals., , Remove subtotals, 1. Click the Data tab on the Ribbon and click the, Subtotal button in the Outline group., The Subtotal dialog box appears., 2. Click the Remove All button., The subtotals are removed., , Figure 12-26: Subtotals of sales and commissions calculated at each change in position. In other words, the, subtotal of each position appears in the list, with the grand total appearing at the bottom., , 189

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Analyzing and Organizing Data, , Consolidating Data by, Position or Category, Excel can automatically summarize or consolidate, information from multiple worksheets into a single master, worksheet using the Consolidate feature. For example, if, you have sales data from three different offices on three, different worksheets, Excel can total them for you on, another worksheet., , Exercise, • Exercise File: MonthlySales12-11.xlsx, • Exercise: Add a new worksheet to the workbook., Consolidate the data in E1:E6 (the Sales totals) from, worksheets Jan, Feb, and Mar into the new worksheet., Copy the Sales label to the consolidated worksheet., , Excel can consolidate information in three different ways:, by position, by category, or by using formulas. This, lesson describes the first two ways:, , , Consolidate by position: Used when data in all the, worksheets is arranged in exactly the same order and, location., , , , Consolidate by category: Used when the worksheets, have the same row and column labels, but the rows, and columns aren’t arranged in the same order on all, the worksheets. Excel uses the labels to match the, data., , Jan sheet data, , Feb sheet data, , Mar sheet data, , Tips,  Make sure the label spelling and capitalization are, identical on each of the worksheets you want to, consolidate by category., , Consolidate by position or category, Before you begin consolidating by position or category,, make sure the data is arranged in labeled rows and, columns without blank rows or columns. Each of the, ranges you want to consolidate needs to be on a separate, worksheet, with a blank worksheet for the consolidation’s, destination., When consolidating, you don’t actually specify whether, you are consolidating by position or category—Excel, knows how to consolidate based on the data range you, select and whether or not the consolidating worksheets are, arranged identically., 1. On the worksheet where you want to put the, consolidated data, click the upper-left cell in the area, where you want to put the consolidated data., 2. Click the Data tab on the Ribbon and click the, Consolidate button in the Data Tools group., The Consolidate dialog box appears., 3. Click the Function list arrow and select the function, you want to use to consolidate the data., Consolidation functions include Sum, Count or, Average., , 190, , Consolidated data, , Figure 12-27: Consolidating sales data from three, different worksheets.

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Analyzing and Organizing Data, 4. Click the first worksheet tab you want to consolidate,, and select the range you want to consolidate., Tip: If source data is in a different workbook,, click Browse to locate the file and click OK., 5. Click the Add button., 6. Repeat steps 4 and 5 to select the ranges on any other, worksheets., Tip: If you’re consolidating from multiple, workbooks and you want the consolidation to, update automatically whenever the source data, changes, click the Create links to source data, check box to select it., 7. To copy labels to the consolidated worksheet, click, the Top row and Left column options., This tells Excel where the labels are located in the, source ranges., 8. Once you’re ready to consolidate, click OK., , Select one of these options to use the, label from the referenced data in the, consolidated data., , Figure 12-28: The Consolidate dialog box., , The values from the selected ranges are combined on, the consolidation worksheet using the function you, selected., Tips,  If you choose to copy labels onto the consolidation, worksheet, any labels that don’t appear in all of the, source ranges will appear in separate rows or, columns on the consolidation worksheet, along with, their corresponding data cells., , 191

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Analyzing and Organizing Data, , Consolidating Data Using, Formulas, Consolidating with formulas is the most versatile and, powerful way to consolidate data from multiple, worksheets into a single worksheet because there is no, prescribed format for the data that is consolidated., The cells you reference don’t need to be in the same, position on each sheet, or even have the same labels, to be, consolidated using this method., , Exercise, • Exercise File: MonthlySales12-12.xlsx, • Exercise: Find the total commissions paid to managers in, the first quarter of the year. Copy the Commission label, from the Jan worksheet to cell C1 of the Sheet2 worksheet., In cell C2 on Sheet2, enter =SUM(, Then select cells G3:G4 on the Jan sheet, type a comma,, select G3:G4 on the Feb tab, type a comma, and select, G3:G4 on the Mar tab. Press Enter., The total 19,650 appears in cell C2 on Sheet2., , 1. Copy any column or row labels you want to use from, the source worksheets to the consolidation worksheet,, then paste the labels where you want to see, consolidated data., 2. Enter a formula that references the source cells in, each worksheet that you want to consolidate., For example, you could combine three different cells, on three different worksheets by typing, =SUM(Sheet2!A6,Sheet3!B7,Sheet4!D2). Or, to, reference the same cell on different worksheets, you, could enter =SUM(Sheet2:Sheet4!A6)., Tips,  Instead of typing each cell reference, you can type, the first part of the formula, for example =SUM(, and, then click the cells you want to include.,  Enter a comma between cell selections from different, worksheets.,  The consolidation will automatically update when the, source cell ranges are changed., , Figure 12-29: Consolidating data using a formula., , 192

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Working with, the Web and, External Data, Inserting a Hyperlink ...................................... 194, , 13, Excel’s Internet features let you add, hyperlinks to your workbooks to link, them to another workbook, a file created, in another program, or even a Web page., You can save a worksheet as a Web page, so that other users can view it and you can, even retrieve information stored on a Web, page and place it in your worksheet., , Creating a Web Page from a Workbook ........ 195, Importing Data from an Access Database or, Text File .......................................................... 196, Importing Data from the Web and Other, Sources. ......................................................... 198, Import data from the Web...................... 198, Import data from other sources ............. 199, Working with Existing Data Connections ...... 200, Access existing connections ................. 200, Manage connections............................. 200, , 193

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Working with the Web and External Data, , Inserting a Hyperlink, , Exercise, • Exercise File: TradeShow13-1.xlsx, Mileage13-1.xlsx, , In this lesson, you will learn how to use hyperlinks in, Excel. A hyperlink is text or an image that points to a file,, a specific location in a file, or a Web page on your, computer, on a network, or on the Internet. Whenever you, click on a hyperlink, you jump to the hyperlink’s, destination (if it’s available)., , • Exercise: Open the TradeShow13-1.xlsx workbook. Type, “Mileage Report” in cell A10, then hyperlink that text to the, Mileage13-1 file in your Practice folder., Click the hyperlink you just created to open the Mileage131.xlsx file., , A hyperlink is usually indicated by colored and, underlined text. On the Internet, hyperlinks are used all, the time to move between different Web pages., 1. Select the cell you want to use for the hyperlink and, enter the text or image you want to hyperlink., 2. Click the Insert tab on the Ribbon, and click the, Hyperlink button in the Links group., Other Ways to Insert a Hyperlink:, Select the text and press <Ctrl> + <K>. Or, rightclick the cell and select Hyperlink from the, contextual menu., The Insert Hyperlink dialog box appears. There are, four different types of Hyperlink destinations you can, create:, , Figure 13-1: The Insert Hyperlink dialog box., ,  Existing File or Web Page: Creates a link that, takes you to another Excel workbook or to a file, created in another program, such as a Microsoft, Word document, or to a Web page on the Internet.,  Place in This Document: Takes you to a, bookmark in the same document.,  Create New Document: Creates a new Excel, workbook and inserts hyperlinked text into your, existing workbook that connects to the new one.,  E-mail Address: Creates a clickable e-mail, address., This hyperlink opens another file when clicked., , 3. Either browse to or enter the hyperlink’s destination, and click OK., The hyperlink is created. Now whenever you click, the hyperlink, Excel will take you to the hyperlink’s, destination file or the location that you specified., Tips,  To edit an existing hyperlink, right-click the, hyperlink and select Edit Hyperlink from the, contextual menu.,  To remove a hyperlink, right-click the hyperlink and, select Remove Hyperlink from the contextual menu., , 194, , Figure 13-2: Click hyperlinked text to display the linked, file or Web page.

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Working with the Web and External Data, , Creating a Web Page from a, Workbook, This lesson explains how you can save your Excel, worksheets as Web pages that can be viewed in a Web, browser., , Exercise, • Exercise File: TradeShow13-2.xlsx, • Exercise: Save and publish the workbook as a Web page, and preview the workbook in your Web browser., , 1. Open the workbook., 2. Click the Office Button on the Ribbon and select, Save As., The Save As dialog box appears., 3. Click the Save as type list arrow and select Web, Page., New options appear in the dialog box., Tip: If you want to add a title to the worksheet, when it appears as a Web page, click the Change, Title button and enter a title., 4. Click the Publish button., The Publish as Web Page dialog box appears. Here, you can choose which item you want to publish and, select where you want to save the Web page file., 5. Click the Choose list arrow and select which part of, the workbook you want to publish as a Web page, if, necessary., 6. Click the Browse button and select a location for the, file, if necessary., You may want to save the file to a Web server so, others can access it., 7. Click the Open published web page in browser, option to select it and click the Publish button., Excel opens the Web page in your computer’s Web, browser., Tips,  Select AutoRepublish every time this workbook is, saved if you want the Web page file to update each, time the workbook file is updated.,  This process makes a spreadsheet ready for, publishing on the Internet. Contact your network or, web site administrator for the best way to publish a, workbook as a web page., Figure 13-3: Publishing a workbook as a Web page., , 195

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Working with the Web and External Data, , Importing Data from an, Access Database or Text File, Excel can connect to external data sources including other, files, databases or Web pages. In order to work with data, from an external source, you need to create a data, connection in Excel., , Exercise, • Exercise File: Board of Directors Meeting.txt, • Exercise: Create a new workbook and import the Board of, Directors Meeting.txt file data into it. In the Text Import, Wizard, leave the default options selected. Save the new, workbook as April.xlsx., , Import data from an Access database, 1. Click the Data tab on the Ribbon and click the From, Access button in the Get External Data group., The Select Data Source dialog box appears. By, default, it searches for data sources available on your, computer and displays them in the dialog box., Trap: If the Get External Data group does not, appear on the Ribbon, click the Get External, Data button and select an option from the list., 2. Browse to and select the database file that contains, the data you want to import. Click the Open button., The Select Table dialog box appears. Here you need, to select which table you want to import from the, database., , Figure 13-4: The Select, , Tip: If the Select Table dialog box does not, appear, there is only one table in the database, and, it is automatically selected., 3. Select a table and click OK., The Import Data dialog box appears. Here you tell, Excel how you want the data displayed in your, workbook—as a table, PivotTable, etc.—as well as, where you want to put the data—in the existing, worksheet or in a new one., 4. Select an option for how you want to view the data, and then select an option for where you want to put, it. Click OK., Tip: If you select to put the data in your existing, worksheet, also select the cell where you want to, put it., , Figure 13-5: Select how you want to import the data into, the workbook in the Import Data dialog box., , The data is imported from the Access database into, your workbook., Tips,  If, while connecting to external data, you see a, security notice telling you that you are connecting, to an external source that may not be safe, click, OK., Figure 13-6: The Access database data imported into a, table in Excel., , 196

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Working with the Web and External Data, Import data from a text file, You can also import data from text files with .txt and .csv, extensions., 1. Click the Data tab on the Ribbon and click the From, Text button in the Get External Data group., The Import Text File dialog box appears., Trap: If the Get External Data group does not, appear on the Ribbon, click the Get External, Data button and select an option from the list., 2. Browse to and select the text file that contains the, data you want to import. Click the Import button., , Step 1: Select the file type that describes the data you want to, import from the text file., , Step 1 of the Text Import Wizard appears. Here you, need to select whether the file is delimited or fixed, width. You also need to select the row of text from, which you want to start importing data., 3. Select a file type and enter the row at which you want, to start importing. Click Next., Step 2 of the Text Import Wizard appears. Specify the, delimiters used to separate the data in the text file., 4. Select delimiters or specify fixed width column, breaks. Click Next., Step 3 of the Text Import Wizard appears. Select a, column and choose the format you want to use for its, data., , Step 2: Set the delimiter used to separate data in the text file. A, preview is shown of how the data looks with the selected, delimiter., , You can also select “Do not import column (skip)”, and the column will not be included in the Excel, workbook., 5. Specify a format for each column, or skip the, column. Click Finish., The Wizard closes and the Import Data dialog box, appears, asking you where you want to import the, data in the workbook., 6. Select where you want to put the imported data. Click, OK., The data from the text file appears in the workbook., , Step 3: Select a column and choose the format you want to use, for the data. Or, select the option to skip the column., , Figure 13-8: Importing data with the Text Import Wizard., , Figure 13-7: Data imported from, , 197

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Working with the Web and External Data, , Importing Data from the Web, and Other Sources, Instead of copying and pasting data into a worksheet from, a Web page—which normally causes no end of formatting, problems—you can import data from a growing number, of Web sites. You can also get data from a variety of, sources such as a SQL server., , Exercise, • Exercise File: None required., • Exercise: Create a new workbook and import data from, http://www.customguide.com/online_learning.htm., Import the Available Titles section at the bottom of the Web, page into the workbook., Close the workbook without saving., , Tips,  Some data sources may require special security, access, and the connection process can often be very, complex. Enlist the help of your organization’s, technical support staff to assist you., , Enter the address of the page from, which you want to import data, Table selection arrow, , Import data from the Web, 1. Click the Data tab on the Ribbon and click the From, Web button in the Get External Data group., The New Web Query window opens, displaying the, Internet Explorer Home page., Trap: If the Get External Data group does not, appear on the Ribbon, click the Get External, Data button and select an option from the list., 2. Enter the address of the Web site you want to visit in, the Address box and click Go., If the Web site is set up for you to export data, you’ll, see table selection arrows next to the pieces of data., , Figure 13-9: The New Web Query Window., , 3. Click the table selection arrows next to the data you, want to import, then click Import., Tip: When you click a yellow table selection, arrow, it turns into a green checkmark., The Import Data dialog box appears. Here you can, specify where you want to put the data., 4. Select an option for where you want to put the data., Click OK., The Web data appears in the workbook., Figure 13-10: Imported Web data., , 198

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Working with the Web and External Data, Import data from other sources, 1. Click the Data tab on the Ribbon. Click the From, Other Sources button in the Get External Data, group., Trap: If the Get External Data group does not, appear on the Ribbon, click the Get External, Data button and select an option from the list., Several data source options appear., 2. Select a data source, then follow the onscreen, instructions or instructions from your organization’s, technical support staff to complete the connection., , 199

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Working with the Web and External Data, , Working with Existing Data, Connections, Besides allowing you to add connections, Excel has tools, to help you view and manage the data connections that are, accessible in your workbook, on your computer, or on, your network., , Access existing connections, If you have added connections that you want to display, or, if you want to open a connection that Excel has built in, for you, you can use the Existing Connections dialog box., , Exercise, • Exercise File: April.xlsx, • Exercise: Click cell outside the A1:D6 data range and, view the existing connections from which you can get, external data. Close the dialog box., Click a cell within the A1:D6 data range and click the, Connections button in the Connections group. Click “Click, here to see where the selected connections are used” in the, Workbook Connections dialog box. Close the dialog box., Click the Properties button in the Connections group to, view the properties for the external data range. Close the, dialog box., , 1. Click the Data tab on the Ribbon and click the, Existing Connections button in the Get External, Data group., Trap: If the Get External Data group does not, appear on the Ribbon, click the Get External, Data button and select an option from the list., The Existing Connections dialog box appears. Here, you can see the connections in the open workbook,, on your network, or on your computer. Excel has, automatically included a few Web site connections in, the “on your computer” section., 2. Select the connection you want to display and click, the Open button., The Import Data dialog box appears., 3. Select how and where you want to display the data in, your workbook and click OK., The data appears in your workbook., , Figure 13-11: The Existing Connections dialog box., , Manage connections, You can see the connections that are present in your, workbook and change their properties using the, commands in the Connections group., 1. Click the Data tab on the Ribbon., The Connections group offers several options for, working with your workbook’s connections:,  Connections button: Display the Workbook, Connections dialog box where you can see the, connections and locations of connections in your, workbook. Here you can add, remove, refresh, or, adjust the properties of the connections., , Figure 13-12: The Workbook Connections dialog box., , 200

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Working with the Web and External Data,  Properties button: Change the connection, properties of the imported data currently selected, in your worksheet. Properties include the name of, the connection, formatting and layout, and refresh, options. Refer to Table 13-1: Data Range, Properties for more information about properties.,  Refresh All button: Updates workbook data to, match the external data source.,  Edit Links: Shows the other files the workbook is, connected to so you can edit or remove the links., 2. Click a button in the Connections group and work, with the connection as necessary., Tips,  When working with workbooks that have data, connections, a Security Warning banner may appear, below the Ribbon telling you that connections have, been disabled. Click the Options button, select, Enable this content, and click OK., , Figure 13-13: The External Data Range Properties dialog, box., , Table 13-1: Data Range Properties, Save query definition, , Check this option so your worksheet remembers where to go when it refreshes the data. Uncheck it so, the data source can not be refreshed again., , Save password, , Check this option so that Excel automatically enters the password when the data source is refreshed., , Enable background refresh, , Check this option so that when you refresh the data source you can continue working in Microsoft, Excel. Otherwise, you must wait until Excel is completely finished refreshing the data source to work, with the program., , Refresh every, , Check this option to refresh the data source at specific intervals, and then enter the number of minutes, you want between refreshes in the minutes box., , Refresh data on file open, , Check this option so that the data source automatically refreshes when you open the workbook. The, Save query definition check box must be selected to refresh the data., , Remove external data from, worksheet before saving, , Check this option so that Excel deletes the data source information when you save the worksheet., , Include field names, , Check this option so that Excel automatically inserts the data source’s field names as column labels for, the data source., , Preserve column, sort/filter/layout, , Check this option to preserve any sort order, filtering or column order changes you make in a data, source when it is refreshed., , Include row numbers, , Check this option to allow the data source to use its own row numbering., , Preserve cell formatting, , Check this option to retain cell formatting that you apply in Microsoft Excel when you refresh the data, source., , Adjust column width, , Check this option so that Excel automatically adjusts its column width to display the imported data, source information., , Fill down formulas in, columns adjacent to data, , Check this option if you want Excel to copy formulas in a data source to new columns when it is, refreshed., , 201

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Working with, Macros, Recording a Macro ........................................ 203, Playing and Deleting a Macro. ...................... 205, Play a macro ........................................ 205, Delete a macro..................................... 205, Adding a Macro to the Quick Access Toolbar, ........................................................................... 206, Editing a Macro’s Visual Basic Code ............ 207, Inserting Code in a Macro ............................. 208, Enable macros ..................................... 208, Insert code in a macro .......................... 208, , 14, If you find yourself performing the same, task over and over again, you might want, to consider creating a macro to complete, the task for you. A macro helps you, perform routine tasks by automating, them. Instead of manually performing a, series of time-consuming, repetitive, actions, you can record a single macro, that does the entire task all at once for, you., This entire chapter is devoted to macros., We start with the basics: learning how to, record and play a macro. Then you’ll, move into some more advanced topics, including how to write and edit macros, using the Visual Basic programming, language., , Using Exercise Files, This chapter suggests exercises to practice, the topic of each lesson. There are two, ways you may follow along with the, exercise files:,  Open the exercise file for a lesson,, perform the lesson exercise, and close, the exercise file.,  Open the exercise file for a lesson,, perform the lesson exercise, and keep, the file open to perform the remaining, lesson exercises for the chapter., The exercises are written so that you may, “build upon them”, meaning the exercises, in a chapter can be performed in, succession from the first lesson to the last., , 202

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Working with Macros, , Recording a Macro, , Exercise, • Exercise File: WeeklySales14-1.xlsx, , A macro is a series of Excel commands and instructions, that are recorded so that they can be executed as a single, command. Instead of manually performing a series of, time-consuming, repetitive actions in Excel yourself, you, can create a macro to perform the task for you., There are two ways to create a macro: by recording them, or by writing them in Excel’s Visual Basic programming, language. This lesson explains the easy way to create a, macro—by recording the task(s) you want the macro to, execute for you., When you record a macro, imagine you’re being, videotaped; everything is recorded—all your commands,, the data you enter, even any mistakes you make. Before, recording a macro, it’s helpful to write down a script that, contains all the steps you want the macro to record., Practice or rehearse your script a couple times, to make, sure it works, before you actually record it. If you do, make a mistake while recording a macro, don’t worry—, you can always delete the existing macro and try again or, edit the macro’s Visual Basic source code to fix the, mistake., , • Exercise: Create a macro that inserts the current date with, Bold and Center Alignment formatting:, Click cell B3. Open the Record Macro dialog box and name, the new macro “DateStamp”. Assign the macro the shortcut, <Ctrl> + <d>, make sure This Workbook is selected, and, enter the description “This macro inserts the current date”., Click OK., To record the macro, type =Today() and click the Enter, button on the Formula Bar. Make sure cell B3 is selected,, copy it, and use the Paste Special command to paste values, only in cell B3. Apply bold and center formatting. Stop, recording the macro., , 1. Click the View tab on the Ribbon and click the, Macros button list arrow in the Macros group. Select, Record Macro., The Record Macro dialog box appears., Tip: If you click the Macros button list arrow and, select Use Relative References, actions are, recorded relative to the initially selected cell., , Figure 14-1: The Record Macro dialog box., , 2. Enter a name for the macro and press <Tab>., Next you can enter a shortcut key that will allow you, to run the macro by pressing the <Ctrl> + <shortcut, key>., 3. Enter a shortcut key, if desired., Now you can tell Excel where to store the macro., You have three choices:,  Personal Macro Workbook: If you want a macro, to be available whenever you use Microsoft, Excel, store the macro in your Personal Macro, Workbook.,  New Workbook: Stores the macro in a new, workbook.,  This Workbook: Stores the macro in the active or, current workbook., , 203

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Working with Macros, 4. Click the Store macro in list arrow and select where, you want to store the macro., 5. Click in the Description box and enter a description, for the macro, if desired., 6. Click OK., Now comes the important part—recording the macro., 7. Record the macro: perform the actions you want to, include in your macro., Once all the actions have been recorded, stop, recording., 8. Click the Macros button list arrow in the Macros, group and select Stop Recording., The macro is recorded and ready to use., Other Ways to Stop Recording:, Click the Stop Recording button on the status, bar., Tips,  When you save a workbook with macros in it, you, need to click the Save as type list arrow in the Save, As dialog box and select the Excel Macro-Enabled, Workbook file type., , 204

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Working with Macros, , Playing and Deleting a Macro, Once you’ve recorded a macro, you’re ready to view and, play it., , Exercise, • Exercise File: WeeklySales14-2.xlsm, • Exercise: Run the DateStamp macro so that the current, date appears in cell C3., , Tips,  If you see a Security Warning message beneath the, Ribbon telling you that macros have been disabled,, click the Options button, select Enable this content,, and click OK., , Click the Options button to, enable macros., , Play a macro, 1. Click the View tab on the Ribbon and click the, Macros button list arrow in the Macros group. Select, View Macros., The Macro dialog box appears. Here you can see the, macros that you have recorded., 2. Select the macro you want to run and click the Run, button., The macro runs, performing the steps you recorded., , Delete a macro, 1. Click the View tab on the Ribbon and click the, Macros button list arrow in the Macros group. Select, View Macros., , Figure 14-2: Macros are usually disabled when the file is, opened, even if the file is saved to be macro-enabled., , The Macro dialog box appears., 2. Select the macro you want to delete and click the, Delete button., 3. Click Yes., The macro is deleted., , Figure 14-3: Playing a macro in the Macro dialog box., , 205

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Working with Macros, , Adding a Macro to the Quick, Access Toolbar, To make macros fast and easy to access, you can add, them as buttons on the Quick Access Toolbar., Tips,  It may seem obvious, but you must create a macro, before you can add it to the Quick Access Toolbar., 1. Click the Customize Quick Access Toolbar button, next to the Quick Access Toolbar and select More, Commands., The Customize tab of the Excel Options dialog box, appears., , Exercise, • Exercise File: WeeklySales14-3.xlsm, • Exercise: Add the DateStamp macro to the Quick Access, Toolbar, selecting the green triangle symbol to represent the, macro on the Toolbar., Then remove the DateStamp macro from the Quick Access, Toolbar., Macro button, Customize Quick, Access Toolbar, button, , Figure 14-4: The Quick Access Toolbar with a macro, button added., , 2. Click the Choose commands from list arrow and, select Macros., A list of your macros appears., 3. Select the macro you want to add to the Quick Access, Toolbar and click the Add button., The macro now appears in the list on the right side of, the dialog box. At this point, you can select a symbol, to represent your macro on the toolbar., 4. Click the Modify button., The Modify Button dialog box appears, displaying, dozens of symbols to choose from., 5. Select a symbol., , Figure 14-5: Adding the DateStamp macro button to the, Quick Access Toolbar., , You can also modify the display name that will, appear when you hover over the button on the, toolbar., 6. (Optional) Click in the Display name box and enter a, different name for the button., 7. Click OK to close the Modify Button dialog box., Click OK to close the Excel Options dialog box., The macro appears as a button on the Quick Access, Toolbar. Now you can click it to run the macro., 8. Click the macro button on the Quick Access Toolbar., Tips,  To remove a macro from the Quick Access Toolbar,, right-click the button and select Remove from Quick, Access Toolbar., Figure 14-6: Selecting a button symbol in the Modify, Button dialog box., , 206

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Working with Macros, , Editing a Macro’s Visual Basic, Code, This lesson introduces you to the Visual Basic (also called, VB or VBA) programming language—the code Excel, uses to record macros. Using the Visual Basic language, and the Visual Basic editor you can make minor changes, to your macros once you have recorded them., , Exercise, • Exercise File: WeeklySales14-4.xlsm, • Exercise: Open the DateStamp macro in editing mode., Edit the code so that the date is horizontally aligned to the, left instead of on center., Run the macro in cell D3 to see that the macro enters the, date so it is aligned to the left side of the cell., , The best way to learn about Visual Basic is to view, existing code. In this lesson we’ll look at how to view and, edit the code for an existing macro., 1. Click the View tab on the Ribbon and click the, Macros button list arrow in the Macros group. Select, View Macros., The Macro dialog box appears. Here you can see the, macros that you have recorded., 2. Select the macro you want to edit and click the Edit, button., The Microsoft Visual Basic Editor program appears., Those funny-looking words are Visual Basic—the, language that was used by Excel to record the macro, you created., You don’t have to learn Visual Basic to be proficient, at Excel, but knowing the basics can be helpful if you, ever want to modify an existing macro. If you take a, close look at the code for your macro, some of the, procedures should make a little sense to you. For, example, if your macro contains a copy or paste, command, you may see the text “Selection.Copy” or, “Selection.Paste”., You can delete sections of code to delete certain, actions from the macro, or edit the code to change the, macro’s actions., , Edit code by finding the property you want to, change, and changing its code. For example,, this property controls if the text is aligned to, the Left, Center, or Right side of the cell., , Figure 14-7: Editing a macro’s code using the Microsoft, Visual Basic Editor., , 3. Edit the macro’s code as desired, then click the Save, button on the Standard toolbar., 4. Click the Close button in the upper right-hand corner., The Visual Basic Editor window closes., , 207

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Working with Macros, , Inserting Copied Code in a, Macro, Unless you’re a programmer, it’s unlikely that you will, ever learn many of Visual Basic’s hundreds of functions,, statements, and expressions—and that’s okay., A very useful technique you can use to edit and create, macros is to insert code that has been copied, or, plagiarized, from another macro. This technique lets you, add steps to your existing macros by recording the steps, you want to add in new macros, copying the appropriate, code and inserting it into the existing macro., , Display the Developer tab and enable, macros, Before copying code, we’ll display the Developer tab and, enable macros by turning off macro security., ,  Exercise, • Exercise File: ExpenseReport14-5.xlsm, • Exercise: The object of the exercise is to copy the code, that inserts today’s date from the DateStamp macro into the, ExpenseFillin macro., First, open the ExpenseReport14-5 workbook, display the, Developer tab and enable macros., Open the DateStamp macro and copy the block of code, starting at the line ActiveCell.FormulaR1C1 =, "=TODAY()" and ending at the line, Selection.PasteSpecial Paste:=xlPasteValues., , Paste this code into the ExpenseFillin macro under the line, Range("C5").Select, , Save the changes to the ExpenseFillin macro., Run the macro in cell A5., Click this button to, enable macros for the, workbook that is open., , 1. Open any workbook, click the Office Button and, click Excel Options., The Excel Options window appears., 2. Click the Show Developer tab in the Ribbon check, box to select it. Click OK., Next, enable all macros., 3. Click the Developer tab on the Ribbon and click the, Macro Security button in the Code group., The Trust Center window appears, displaying the, Macro Settings., 4. Select the Enable all macros… option., Tip: For security purposes, once you’re done, working with macros you’ll want to disable them, again in the Trust Center., , Figure 14-8: A security warning appears when a workbook, that contains macros is opened., , Other Ways to Enable Macros for a Single, Workbook:, When a file that uses macros is open, click the, Options button in the Security Warning bar., Select the Enable macros option and click OK., , Insert code in a macro, 1. Open the workbooks containing the macros you want, to work with., This includes both the workbook with the macro to, be copied from and the workbook with the macro to, be pasted into., , 208, , Figure 14-9: You can enable macros in the Trust Center, so that macros are never blocked. Only do this if you are, sure that files that you open that have macros are safe.

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Working with Macros, 2. Click the View tab on the Ribbon and click the, Macros button in the Macros group. Select the macro, that contains the code you want to copy and click the, Edit button., The Visual Basic Editor window opens. In the Project, pane on the left side of the window you’ll see the, macros associated with all the workbooks that are, open., 3. In the Project pane on the left side of the window,, click the expand button to expand the source, workbook’s project until you see the Modules folder., Expand this folder and double-click the module that, contains the code you want to copy., The code for the selected module, or macro, appears, in the window to the right., Tip: A module is just like a folder where Excel, puts the code each time you record a macro., , Figure 14-10: The Macro dialog box., , 4. Scroll through the code until you see the code you, want to copy, then select the code and click the Copy, button on the Standard toolbar., The code is copied., Now open the macro in which you want to paste the, copied code., 5. In the Project pane along the left side of the window,, open the module in which you want to paste the, copied code., The code for the selected module, or macro, is, displayed in the window., Tip: If the macros you want to copy and paste, between are in the same workbook, they appear in, the code part of the window together. They are, simply separated by a line., 6. Click where you want to paste the code and click the, Paste button on the Standard toolbar., The copied code is inserted into the macro., 7. Click the Save button on the Standard toolbar, then, click the Visual Basic Editor window’s Close button., The Visual Basic Editor window closes. The macro, with the newly inserted code is now ready to be run., , Navigate between, macros in open, workbooks in the, Project pane., , This code can be copied and pasted into, the ExpenseFillin macro so that today’s, date is inserted in cell C5., , Figure 14-11: An example of copying code from one, macro into another. The macros for the open workbook are, displayed on the same screen. A line separates the, macros., , 209

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Working with Macros, , Declaring Variables and, Adding Remarks to VBA Code, You’ve probably heard that programming is a lot like, algebra. In algebra you use variables, like r in the, equation r2. Programming uses variables too. You, should always declare any variables when you use them, in code. Declaring a variable is like telling Excel “I’m, going to be using a variable named r in my code.”, This lesson explains how to declare variables and how to, add remarks—or declare variables—in your code., , Declare a variable (DIM statement), In Visual Basic, you use the DIM statement to declare, variables, using the syntax DIM variablename As, datatype., 1. Open the workbook that contains the macro with the, code you want to change., ,  Exercise, • Exercise File: ExpenseReport14-6.xlsm, • Exercise: Open the ExpenseFillin macro in the Visual, Basic Editor. Enter the following DIM and REM statements, at the top of the macro’s code:, Dim EmployeeName As String, ‘Declares the EmployeeName variable as a text, string, Dim EmployeeNo as Long, ‘Declares the EmployeeNo variable as an, integer, , Dim Cost As Integer, Dim, Variable Name, Statement The name of, the variable, , Data Type, The type of, data used in, the variable, , Figure 14-12: The syntax of a DIM statement., , 2. Click the View tab on the Ribbon and click the, Macros button in the Macros group., The Macros dialog box appears., 3. Select the macro that contains the code you want to, work on and click Edit., , Notice how the colors help distinguish the statements. This is, something the Visual Basic Editor automatically does to help you, read code., , The macro opens in the VBA window., 4. Click where you want to add the statement in the, code. Add a Dim statement at the beginning of the, procedure, using the syntax Dim VariableName As, DataType., Here’s what the arguments of the Dim statement, mean:, • VariableName: The name of the variable., Example: EmployeeName., • DataType: The type of data you want to use in, the variable, such as a number, date, or text. See, Table 14-1: Data Types used in DIM Statements, for a list of data types that can be used., Make sure you add an As between the variable name, and the data type. Example: As String., , 210, , Figure 14-13: An example of DIM and REM statements.

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Working with Macros, Add a remark to a procedure (REM, statement), Code can be confusing, but you can make it easier to, understand by adding explanatory remarks to it. These, remarks are called REM statements. A REM statement, doesn’t do anything—it’s just a way to add notes, explaining the function of the code., , Table 14-1: Data Types used in DIM Statements, , 1. Open the workbook that contains the macro with the, code you want to change., 2. Click the View tab on the Ribbon and click the, Macros button in the Macros group., The Macros dialog box appears., , Date Type, , Size, , Range, , Byte, , 1 byte, , 0 to 255, , Boolean, , 2 bytes, , True or False, , Integer, , 2 bytes, , -32,768 to 32,767, , Long (Long, Integer), , 4 bytes, , 2,147,483,648 to 2,147,483,647, , Date, , 8 bytes, , January 1, 1000 to December 31,, 9999, , String (Text), , Varies, , Approximately 2 billion characters, , 3. Select the macro that contains the code you want to, work on and click Edit., The macro opens in the VBA window., 4. Click where you want to add the remark in the code., Type ' (an apostrophe) then type the rest of the, remark., , 211

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Working with Macros, , Prompting for User Input, , Exercise, • Exercise File: ExpenseReport14-7.xlsm, , When creating macros and code it is often useful to, prompt the user for information. You can then use this, information in any number of ways—place it in a cell, use, it in a calculation, or print it in a header or footer., This lesson explains one of the easiest ways to prompt the, user for information—using the InputBox function. The, InputBox function prompts the user for information by, displaying a dialog box., , • Exercise: Open the ExpenseFillin macro in the Visual, Basic Editor. Enter the following InputBox statements, below the second REM statement:, EmployeeName = InputBox("Enter the Employee Name."), EmployeeNo = InputBox("Enter the Employee Number."), Run the ExpenseFillin macro entering your name and, employee number when prompted., , The syntax for the InputBox function is, InputBox(“Prompt”) where “Prompt” is the message you, want to display (usually enclosed in quotation marks)., 1. Open the workbook that contains the macro with the, code you want to change., 2. Click the View tab on the Ribbon and click the, Macros button in the Macros group., The Macros dialog box appears., 3. Select the macro that contains the code you want to, work on and click Edit., The macro opens in the VBA window., 4. Click where you want to add the InputBox function, to the code., 5. Add an Input statement using the syntax, InputBox(“Prompt”)., , Figure 14-14: An example of the InputBox code in a, macro., , Figure 14-15: An example of a dialog box prompting a, user for information., , 212

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Working with Macros, , Using the If…Then…Else, Statement, The If…Then…Else statement takes action based on a, certain condition. For example, if an employee’s weekly, sales are more than $2,500, then calculate a 5%, commission bonus for the employee, else don’t calculate a, bonus., 1. Open the workbook that contains the macro with the, code you want to change., 2. Click the View tab on the Ribbon and click the, Macros button in the Macros group., The Macros dialog box appears., , Exercise, • Exercise File: ExpenseReport14-8.xlsm, • Exercise: Use the If…Then…Else statement to enter the, employee number 45177 if the employee is Jeff Nelson, else, the user will have to enter their employee number., Open the ExpenseFillin macro in the Visual Basic Editor., Enter the following If…Then…Else statement under the, statement: EmployeeName = InputBox("Enter the, Employee Name"), If EmployeeName = "Jeff Nelson" Then, EmployeeNo = 45177, Else, EmployeeNo = InputBox("Enter the Employee Number."), End If, Run the ExpenseFillin macro entering Jeff Nelson as the, Employee Name., , 3. Select the macro that contains the code you want to, work on and click Edit., The macro opens in the VBA window., 4. Click where you want to add the remark in the code., Add an If…Then…Else statement using the, following syntax (italicized text is where variables, belong in the statement):, If condition Then, statement if true, Else, statement if false, End If, , Figure 14-16: The syntax of an If…Then…Else statement., , Figure 14-17: An example of an If…Then…Else statement, used in a macro., , 213

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Working with, Objects, Inserting Clip Art ............................................ 215, Inserting Pictures and Graphics Files........... 216, Formatting Pictures and Graphics ................ 217, Crop a picture or graphic ...................... 217, Recolor a picture or graphic.................. 217, Change the visual style of a picture or, graphic ................................................. 218, Inserting Shapes............................................ 219, Draw a shape ....................................... 219, Adjust a shape ..................................... 219, Add text to a shape .............................. 220, Formatting Shapes ........................................ 221, Change the fill color of a shape ............ 221, Change the outline of a shape .............. 221, Change the visual style of a shape ....... 222, Resize, Move, Copy and Delete Objects ....... 223, Applying Special Effects ............................... 224, Grouping Objects .......................................... 225, Select multiple objects.......................... 225, Group objects....................................... 225, Ungroup objects ................................... 225, Aligning and Distributing Objects................. 226, Flipping and Rotating Objects....................... 227, Flip an object........................................ 227, Rotate an object ................................... 227, Use the Size and Properties Dialog Box 227, Layering Objects ........................................... 228, , 214, , 15, Spreadsheets that include pictures,, drawings, and graphics can be much more, compelling and effective than ones that, contain only numbers and text. Once you, know how to work with pictures and, graphics, you can create all kinds of cool, worksheets., This chapter explains how to use Excel’s, drawing tools to insert shapes; how to, insert pictures and clip art; and how to, format pictures, shapes and clip art., , Using Exercise Files, This chapter suggests exercises to practice, the topic of each lesson. There are two, ways you may follow along with the, exercise files:,  Open the exercise file for a lesson,, perform the lesson exercise, and close, the exercise file.,  Open the exercise file for a lesson,, perform the lesson exercise, and keep, the file open to perform the remaining, lesson exercises for the chapter., The exercises are written so that you may, “build upon them”, meaning the exercises, in a chapter can be performed in, succession from the first lesson to the last.

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Working with Objects, , Inserting Clip Art, , Exercise, • Exercise File: Catalog15-1.xlsx, , Clip Art is a collection of pictures and graphics that, Microsoft has included with Excel., , • Exercise: Insert a bike Clip Art image into the worksheet., Close the Clip Art task pane., , 1. Click the Insert tab on the Ribbon and click the Clip, Art button in the Illustrations group., The Clip Art task pane appears., Trap: Depending on how Excel is installed and, configured on your computer, an error message, may appear, informing you that the clip art feature, has not been installed. Try inserting the Office, 2007 CD-ROM and/or reinstalling the Excel, program., 2. Type the name of what you’re looking for in the, “Search for” text box., 3. Click the Search in list arrow to select which, collections you want to search in., , Type what you want to, search for., , Select where you want, to search., Select the file type you, want to search for., , Click the image you, want to insert., , There are four options listed here:,  Everywhere: Searches all three of the collections, listed below.,  My Collections: Searches your hard disk for clip, art files stored on your computer.,  Office Collections: Searches for clip art files, stored within the Excel program., , Figure 15-1: The Clip Art task pane., ,  Web Collections: Searches Microsoft Office, Online for clip art files available on the Web., 4. Click the Results should be list arrow and make sure, only Clip Art is selected., 5. Click the Go button., Clip art graphics that match the search terms appear, in the pane., 6. Click the graphic that you want to insert., The graphic is inserted. When you’re finished, inserting clip art, close the Clip Art task pane., 7. Click the Close button in the upper-right corner of, the Clip Art task pane., The task pane closes., Tips,  A little star in the bottom-right corner of a graphic, indicates animation., , 215

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Working with Objects, , Inserting Pictures and, Graphics Files, In addition to inserting clip art into a worksheet, you can, also insert pictures or graphics that you have on file—, such as pictures uploaded from a digital camera or, graphics created in another program. Table 15-1:, Supported Graphics File Formats describes the types of, graphics files you can insert., 1. Click the Insert tab on the Ribbon and click the, Picture button in the Illustrations group., The Insert Picture dialog box appears., 2. Navigate to the location where the file you want to, insert is stored., 3. Click the name of the file you want to insert and click, Insert., , Exercise, • Exercise File: Catalog15-2.xlsx, Jumper.jpg, • Exercise: Insert the Jumper.jpg image located in the, Practice folder., , Table 15-1: Supported Graphics File Formats, Graphics Interchange Format, , .gif, .gfa, , JPEG File Format, , .jpeg, .jpg, .jfif, .jpe, , Microsoft Windows Bitmap, , .bmp, .rle, .dib, , Portable Network Graphics, , .png, , Tagged Image File Format, , .tiff, , Microsoft Windows Metafile, , .emf, .wmf, , Computer Graphics Metafile, , .cgm, , Tip: To insert more than one picture or graphics, file at a time, press and hold down the <Ctrl> key, as you click each file., The graphic is inserted into the worksheet, and the, Format contextual tab appears on the Ribbon under, Picture Tools., Contextual tab, , Figure 15-2: Whenever a graphic is inserted, the Format con, appears on the Ribbon by default., , 216

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Working with Objects, , Formatting Pictures and, Graphics, Excel comes with several features that allow you to alter a, picture or graphics file once it has been inserted. This, lesson will introduce you to three of these features., , Exercise, • Exercise File: Catalog15-3.xlsx, • Exercise: Crop the Jumper image to half its size, then, undo the action. Recolor the Jumper image to grayscale., Then, apply the Rotated, White picture style to the image., , Crop a picture or graphic, When you crop a picture or graphic, you trim its, horizontal and vertical sides. Cropping is useful when you, only want to include a portion of a picture or graphic or, when you want to center your subject inside the frame., 1. Double-click the picture or graphic that you want to, crop., The Format contextual tab appears on the Ribbon, under Picture Tools., , Crop, button, , Figure 15-3: The Size group on the Format tab., , 2. Click the Crop button in the Size group., Trap: If the Ribbon is not wide enough to display, the Size group, click the Size button and select, Crop., 3. Click and drag the picture or graphic’s cropping, handles., Excel displays how the picture will look with the, cropping settings., Tip: To crop all four sides of a picture or graphic, at once while maintaining the graphic’s, proportions, press and hold down <Ctrl> +, <Shift> as you drag., , Recolor button, , 4. Click the Crop button in the Size group once again to, turn off the cropping tool., Excel crops the picture or graphic., , Recolor a picture or graphic, You can also change the color of a picture or graphic., 1. Double-click the picture or graphic that you want to, recolor., The Format contextual tab appears on the Ribbon, under Picture Tools., 2. Click the Recolor button in the Adjust group., A gallery of color options appears., 3. Select a color option from the gallery., , Figure 15-4: The Recolor gallery., , The picture or graphic is changed accordingly., , 217

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Working with Objects, Change the visual style of a picture or, graphic, Changing the visual style of a picture or graphic doesn’t, alter the picture or graphic itself, just how it appears in the, worksheet., 1. Double-click the picture or graphic that you want to, adjust., The Format contextual tab appears on the Ribbon, under Picture Tools., 2. Select a style from the Picture Styles group., The style is applied to the picture or graphic., Tip: To view all the available styles, click the, More button ( ) in the Picture Styles group to, view the Picture Styles gallery., , 218, , Figure 15-5: The Picture Styles gallery.

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Working with Objects, , Inserting Shapes, , Exercise, • Exercise File: Catalog15-4.xlsx, , Excel 2007 comes with an extensive set of ready-made, shapes, called AutoShapes, that you can use to easily, draw shapes on your worksheets. The Shapes gallery, contains over a hundred common shapes and lines, such, as stars, arrows, and speech balloons., , • Exercise: Draw a 16-Point Star shape that is about the, same size as the other two graphics in an open area of the, worksheet. Then, change the shape by dragging its, adjustment handle toward the middle of the star., , Draw a shape, , Table 15-2: AutoShape Categories, , To insert a shape into a worksheet, draw it., , Lines, , Straight lines, curved lines, scribbly, lines, arrows, and free form drawing, shapes., , Rectangles, , Different styles of rectangles., , Basic Shapes, , Squares, triangles, circles, pentagons,, and more., , Block Arrows, , Arrows that point up, down, left, and, right., , Equation Shapes, , Plus, minus, division, and equal to, signs., , Flowchart, , Basic shapes used to create flowcharts., , Stars and Banners, , Shapes that boldly announce, something., , Callouts, , Text box shapes that point to and, describe something., , 1. Click the Insert tab on the Ribbon and click the, Shapes button in the Illustrations group., The Shapes gallery appears. Table 15-2: AutoShape, Categories describes the different types of shapes that, are available., 2. Click the shape you want to insert., Tip: One of the shapes you can enter here is a text, box, which allows you to enter text and position, the text object anywhere on the worksheet., The arrow pointer changes to a cross hair., 3. Click and drag on the worksheet until the shape, reaches the desired size., Tip: To draw a straight line, perfect square or, circle, or to constrain the dimensions of other, shapes, press and hold down the <Shift> key as, you drag., The shape is inserted onto the worksheet and the, Format contextual tab appears on the Ribbon under, Drawing Tools., , Adjustment handle, , Adjust a shape, Click and drag the adjustment, handle to change the shape., , You can adjust the most prominent feature of a shape—, such as the point of an arrow or the spikes on a star—by, using its adjustment handle., 1. Click the shape to select it., 2. Click and drag the shape’s adjustment handle ( )., 3. Release the mouse button., Tip: Some shapes have more than one adjustment, handle, while others don’t have any at all., Figure 15-6: Adjusting a shape., , 219

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Working with Objects, Add text to a shape, Adding text to a shape is extremely easy—just click the, shape and start typing., 1. Select the shape you want to add text to and start, typing., Other Ways to Add Text to a Shape:, Right-click the shape you want to add text to,, select Edit Text from the contextual menu, and, type your text., , 220

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Working with Objects, , Formatting Shapes, The first thing you’ll probably want to do after inserting a, shape is change its fill color or outline. This lesson will, show you how to format a shape to meet your needs., , Change the fill color of a shape, You can add, adjust, or remove the fill color of the shapes, you create in Excel., , Exercise, • Exercise File: Catalog15-5.xlsx, • Exercise: Apply a yellow fill color to the star shape., Apply an orange outline color to the shape and change the, weight of the outline to 3 pt., Apply the Intense Effect, Accent 6 shape style., Undo the actions of changing the weight of the outline and, applying the shape style., Table 15-3: The Shape Fill Menu, , 1. Double-click the shape whose fill color you wish to, change., The Format contextual tab appears on the Ribbon, under Drawing Tools., 2. Click the Shape Fill button in the Shape Styles, group., The Shape Fill menu appears. You have several, options to choose from here, as shown in Table 15-3:, The Shape Fill Menu., 3. Select an option from the menu., Other Ways to Change the Fill Color of a, Shape:, Right-click the shape and select Format Shape, from the contextual menu. Click the Fill tab,, select your options, and click Close when you’re, finished., , Theme Colors, , Lets you select a fill color from the, colors in the current theme., , Standard Colors, , Lets you select a fill color from one of, the 10 standard colors., , No Fill, , Removes the fill color., , More Fill Colors, , Lets you select a fill color from one of, the thousands of colors in the Colors, dialog box., , Picture, , Fills the shape with a graphic you, have on file., , Gradient, , Fills the shape with a gradient that, gradually changes from one color to, another., , Texture, , Fills the shape with a texture., , Change the outline of a shape, You can add an outline to shapes or adjust or remove an, existing outline., Figure 15-7: The Shape Styles group on the Format tab., , 1. Double-click the shape whose outline you wish to, change., The Format contextual tab appears on the Ribbon, under Drawing Tools., 2. Click the Shape Outline button in the Shape Styles, group., The Shape Outline menu appears. You have several, options to choose from here, as shown in Table 15-4:, The Shape Outline Menu., 3. Select an option from the menu., Other Ways to Change the Outline of a Shape:, Right-click the shape and select Format Shape, from the contextual menu. Click the Line Color, or Line Style tabs, select your options, and click, Close when you’re finished., , Table 15-4: The Shape Outline Menu, Theme Colors, , Lets you select an outline color from, the colors in the current theme., , Standard Colors, , Lets you select an outline color from, one of the 10 standard colors., , No Outline, , Removes the outline., , More Outline Colors, , Lets you select an outline color from, one of the thousands of colors in the, Colors dialog box., , Weight, , Changes the thickness of an outline., , Dashes, , Changes the look of the outline., , 221

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Working with Objects, Change the visual style of a shape, Changing the visual style of a shape is an easy way to, spice up its appearance. A visual style is a set of different, formatting commands that can be applied to a shape in, one single step., 1. Double-click the shape that you want to adjust., The Format contextual tab appears on the Ribbon, under Drawing Tools., 2. Select a style from the Shape Styles gallery., Tip: To view all the available styles, click the, More button ( ) in the Shape Styles group to, display the Styles gallery., The visual style is applied to the shape., , Figure 15-8: The Shape Styles gallery., , 222

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Working with Objects, , Resize, Move, Copy and, Delete Objects, This lesson will show you how to resize, move, copy, and, delete the shapes and graphics in your workbooks., , Resize an object, , Exercise, • Exercise File: Catalog15-6.xlsx, • Exercise: Shrink the bike clip art image to half its original, size., Move the bike clip art image so it is not covering any text., Make a duplicate of the Jumper image., Delete the duplicate Jumper image., , Make an object larger or smaller by resizing it., 1. Click the object to select it., Sizing handles appear around the object once it is, selected. You can use these sizing handles to change, the size and proportion of the selected object., 2. Click and drag one of the object’s sizing handles., Tip: To maintain the object’s proportions while, resizing, hold down the <Shift> key as you drag., The object is resized., , Move an object, By simply clicking and dragging with the mouse, you can, move an object to a new location on the worksheet., 1. Click and drag the object to a new location., The object is moved on the worksheet., , Click and drag a corner sizing handle to keep the, shape proportional., , Figure 15-9: To resize an object, simply click and drag, one of its sizing handles., , Copy an object, The fastest way to copy an object is by clicking and, dragging—simply press and hold the <Ctrl> key as you, drag., 1. Click the object to select it., 2. Press and hold down the <Ctrl> key, and click and, drag the object to a new location., 3. Release the mouse button, and release the <Ctrl>, key., Other Ways to Copy an Object:, Select the object and copy it. Then paste the, object where you want it to be located on the, worksheet., , Delete an object, If you decide you don’t want an object, delete it., 1. Select the object that you want to delete and press the, <Delete> key., The object is removed from the workbook., , 223

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Working with Objects, , Applying Special Effects to, Objects, , Exercise, • Exercise File: Catalog15-7.xlsx, • Exercise: Apply an orange glow effect to the star shape., , New in Excel 2007, you can apply special effects such as, reflection, glow, and 3-D rotation to clip art, shapes, and, pictures., 1. Double-click the object that you want to apply, special effects to., The Format contextual tab appears on the Ribbon., 2. Depending on the object, click the Picture Effects, button in the Picture Styles group or click the Shape, Effects button in the Shape Styles group., A menu of different types of effects appears., 3. Point to the type of effect you want to use, then select, an option from the submenu., The special effect is applied to the object., Tip: As you point to different effects in the, submenu, the selected shape changes to show you, how it will look with the effect applied (Live, Preview)., Figure 15-10: Selecting a special effect., , Figure 15-11: A shape with a glow special effect., , 224

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Working with Objects, , Grouping Objects, ,  Exercise, • Exercise File: Catalog15-8.xlsx, , It is often easier to work with a single object than it is to, work with several smaller objects. A group is a collection, of objects that Excel treats as a single object., , • Exercise: Display the Wheels worksheet and group the, three images. Then ungroup them., , Select multiple objects, Before you can group multiple objects, you must select, them first., 1. Press and hold down the <Shift> key as you click, each object that you want to select., , Group objects, , Select multiple objects by, holding down the <Shift> key, as you click each object., , Figure 15-12: Selecting multiple objects., , By grouping several objects together you can format an, entire group of objects rather than formatting each object, individually., 1. Select the objects that you want to group and click, the Format contextual tab on the Ribbon., 2. Click the Group button in the Arrange group, and, select Group from the list., Other Ways to Group Objects:, Select the objects that you want to group. Then,, right-click one of the selected objects, point to, Group in the contextual menu, and select Group., , Ungroup objects, If you need to make changes to an object that is part of a, group, you’ll need to ungroup the objects before, continuing., 1. Select the group of objects that you want to ungroup, and click the Format contextual tab on the Ribbon., 2. Click the Group button in the Arrange group, and, select Ungroup from the menu., , Figure 15-13: You can also use the contextual menu to, group and ungroup objects., , The selected objects are ungrouped. Now you can, work with each object individually., Other Ways to Ungroup Objects:, Right-click the group of objects that you want to, ungroup, point to Group in the contextual menu,, and select Ungroup., , 225

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Working with Objects, , Aligning Objects, ,  Exercise, • Exercise File: Catalog15-9.xlsx, , This lesson will show you how to use the Align and, Distribute features to organize the objects on your, worksheets., , • Exercise: Display the Wheels worksheet and align the, images with the bottom-most image. Then, distribute the, objects horizontally., , Align objects, The Align command aligns objects relative to one another., 1. Select all the objects that you want to align., 2. Click the Format contextual tab on the Ribbon and, click the Align button in the Arrange group., A menu of alignment options appears., 3. Select an alignment option from the menu., The selected objects are aligned accordingly., , Distribute objects, The Distribute command spaces out selected objects, equally., 1. Select all the objects that you want to distribute., , Figure 15-14: Selecting an alignment option., , 2. Click the Format contextual tab on the Ribbon and, click the Align button in the Arrange group., 3. Select either Distribute Horizontally or Distribute, Vertically from the list., The selected objects are distributed so that equal, space appears between each object., , Figure 15-15: An example of objects that have been, aligned to the bottom edge and distributed horizontally., , 226

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Working with Objects, , Flipping and Rotating Objects, When you flip an object, you create a mirror image of it., Excel allows you to flip an object horizontally or, vertically. You can also rotate objects., , Flip an object, ,  Exercise, • Exercise File: Catalog15-10.xlsx, • Exercise: Display the Frames worksheet and flip the bike, clip art image horizontally. Then, rotate the image about 45, degrees to the left so the rider looks like he’s doing a, wheelie on his back wheel., , 1. Double-click the object that you want to flip., The Format contextual tab appears on the Ribbon., 2. Click the Rotate button in the Arrange group., 3. Select Flip Vertical or Flip Horizontal from the list., The object is flipped accordingly., , Rotate an object, When you rotate an object, you turn it around its center., You can rotate objects in 90-degree increments or you can, use the rotation handle to rotate an object manually., 1. Select the object that you want to rotate., A green rotation handle ( ) appears., 2. Click and drag the object’s rotation handle., Excel rotates the selected object., , Figure 15-16: Flipping an object., , Other Ways to Rotate an Object:, Double-click the object that you want to rotate,, click the Rotate button in the Arrange group, and, select Rotate Right 90° or Rotate Left 90° from, the menu., , Use the Size and Properties dialog box, Using an object’s rotation handle is the fastest and easiest, way to rotate an object, but you can rotate an object with, greater precision using the Size and Properties dialog box., 1. Double-click the object that you want to rotate., The Format contextual tab appears on the Ribbon., 2. Click the Rotate button in the Arrange group and, select More Rotation Options from the list., The Size and Properties dialog box appears., 3. Enter the number of degrees you want to rotate the, object in the Rotation box and then click Close., The object is rotated accordingly., , Figure 15-17: The Size and Properties dialog box., , 227

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Working with Objects, , Layering Objects, ,  Exercise, • Exercise File: Catalog15-11.xlsx, , By default, the first object that you insert on a worksheet, is assigned to the bottom layer of the page. Each object, that you insert thereafter is assigned one level above, and, so on. The final object that you insert will appear on the, topmost layer., , • Exercise: Send the star shape to the back and move it, behind the bike clip art image., , There are four layering commands in Microsoft Excel:, , , , , Bring to Front: Places the selected object on the, very top layer of the page. All other objects will, appear behind the selected object., , 3, 2, , Send to Back: Places the selected object on the very, bottom layer of the page. All other objects will, appear in front of the selected object., , , , Bring Forward: Brings the selected object up one, layer., , , , Send Backward: Sends the selected object down one, layer., , 1. Double-click the object that you want to layer., The Format contextual tab appears on the Ribbon., , Layered objects, as, they appear onscreen., , 1, , 3, 2, 1, , Layered objects are, simply stacked on top, of one another, like, sheets of paper., , Figure 15-18: Layered objects., , 2. Click the Bring to Front or Send to Back button in, the Arrange group, or click the Bring to Front or, Send to Back button list arrow and select an option, from the list., The object is layered accordingly., Other Ways to Layer an Object:, Right-click the object that you want to layer, point, to Bring to Front or Send to Back in the, contextual menu, and select an option from the, submenu. Or, double-click the object that you, want to layer, click the Selection Pane button in, the Arrange group and adjust layering., , Figure 15-19: An example of layered objects., , 228

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Working with Objects, , Inserting SmartArt, ,  Exercise, • Exercise File: Catalog15-12.xlsx, , New in Excel 2007, the SmartArt feature lets you create, and customize designer-quality diagrams., , Insert a SmartArt graphic, 1., , • Exercise: Display the Satisfaction worksheet, insert the, “Basic Cycle” SmartArt graphic and enter the following text, into the five placeholders: Friendly service, Low cost, High, quality, Best fit, Lifetime guarantee., , Click the Insert tab on the Ribbon and click the, SmartArt button in the Illustrations group., The Choose a SmartArt Graphic dialog box appears., Table 15-5: Types of SmartArt Graphics describes the, types of graphics that are available., 2. Select a graphic type from the left-hand list, then, select a sub-type from the right. Click OK., The SmartArt object is inserted onto the worksheet., , Add text to a SmartArt graphic, There are two ways to add text to a SmartArt graphic:, using the Text pane or the graphic itself., 1. Click the [Text] placeholder where you want to insert, your text., A blinking cursor appears, indicating that you can, type your text., 2. Start typing., Other Ways to Add Text to SmartArt:, Click a bullet in the Text pane and type your text., If the Text pane is not visible, select the SmartArt, graphic and click the Design tab on the Ribbon, under SmartArt Tools. Click the Text Pane button, in the Create Graphic group., , Figure 15-20: The Choose a SmartArt Graphic dialog box., , Table 15-5: Types of SmartArt Graphics, List, , Show non-sequential information., , Process, , Show steps in a process or timeline., , Cycle, , Show a continual process., , Hierarchy, , Create an organization chart or decision, tree., , Relationship, , Illustrate connections., , Matrix, , Show how parts relate to a whole., , Pyramid, , Show proportional relationships with the, largest component on the top or bottom., , Tips,  In the Text pane, use the up or down arrow keys on, your keyboard to move between placeholders.,  To add an additional placeholder, press <Enter> in, the Text pane., , Figure 15-21: An example of a SmartArt graphic., , 229

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Working with Objects, , Working with SmartArt, Elements, In order to create an effective SmartArt graphic, you need, to know how to work with its elements. This includes, adding new shapes, replacing shapes with different ones,, or removing those you don’t need. This lesson will show, you how to do all of this and more., , Exercise, • Exercise File: Catalog15-13.xlsx, • Exercise: Display the Satisfaction worksheet tab, select, the SmartArt graphic, and select the “Friendly service”, shape. Add a shape after it and enter the text “Best staff”., Select the “Friendly service” shape and change its shape to, a 7-Point Star. Select the “Best fit” shape and remove it., , Add a shape, Adding shapes to a SmartArt graphic is extremely easy., 1. Select the SmartArt graphic that you want to add a, shape to., 2. Select the shape that is closest to where you want to, add the new shape., 3. Click the Design tab on the Ribbon under SmartArt, Tools, and click the Add Shape button list arrow in, the Create Graphic group., , Figure 15-22: The Create Graphic group., , A list of location options appears., 4. Select a location from the list., The new shape is inserted in the location specified., Other Ways to Add a Shape:, In the Text pane, place your cursor at the, beginning or end of an existing shape’s text. Press, <Enter>., , Replace a shape, You can also replace a shape with a different one., 1. Select the SmartArt graphic containing the shape that, you want to replace., Figure 15-23: The Shapes group., , 2. Select the shape that you want to replace, and click, the Format tab on the Ribbon under SmartArt Tools., 3. Click the Change Shape button in the Shapes group., The Shapes Gallery appears., 4. Select a shape from the gallery., The existing shape is replaced., , 230

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Working with Objects, Remove a shape, It’s easy to remove a shape if you don’t want it., 1. Select the SmartArt graphic containing the shape you, want to remove., 2. Select the shape you want to remove and press the, <Delete> key., The shape is removed from the SmartArt graphic., Tips,  To resize a shape, click and drag one of its sizing, handles.,  To move a shape, simply click and drag the shape to a, new location within the SmartArt graphic’s frame., , 231

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Working with Objects, , Formatting SmartArt, , Exercise, • Exercise File: Catalog15-14.xlsx, , Excel 2007 has a variety of SmartArt layouts and styles, that allow you to format your SmartArt graphics with the, click of a button., , Change layouts, If you find that the layout you selected isn’t the best fit for, your data, you can easily switch to a different layout., , • Exercise: Display the Satisfaction worksheet tab and, change the layout of the SmartArt graphic to Block Cycle, layout., Change the graphic’s color to the Colorful – Accent Colors, option in the color gallery., Change the graphic’s style to the Polished style in the 3-D, section of the styles gallery., , 1. Select the SmartArt graphic and click the Design tab, on the Ribbon under SmartArt Tools., 2. Select a layout from the Layouts group., The selected layout is applied., Tip: To view more layouts, click the More button, ( ) in the Layouts group; click More Layouts to, display the SmartArt Graphic dialog box., Other Ways to Change Layouts:, Right-click the SmartArt graphic and select, Change Layout from the contextual menu. Select, a new layout and click OK., , Figure 15-24: The Layouts group., , Change, colors, , Change, style, , Discard, formatting, changes, , Change colors, If you don’t like the color that has been assigned to your, SmartArt graphic by default, change it., Figure 15-25: The SmartArt Styles and Reset groups., , 1. Select the SmartArt graphic and click the Design tab, on the Ribbon under SmartArt Tools., 2. Click the Change Colors button in the SmartArt, Styles group., The Color Gallery appears., 3. Select the color variation that you want to use., Excel updates the SmartArt graphic accordingly., , Change styles, Changing the style of a SmartArt graphic is an easy way, to spice up its appearance. A style is a set of formatting, commands that can be applied to the graphic in one step., 1. Select the SmartArt graphic and click the Design tab, on the Ribbon under SmartArt Tools., 2. Select a style from the SmartArt Styles gallery., The selected style is applied., Tip: To view all the available styles, click the, More button ( ) in the SmartArt Styles group., , 232, , Figure 15-26: An example of SmartArt with modified, layout, colors, and style.

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Working with Objects, Discard all formatting changes, Sometimes you might find yourself wanting to start all, over with a SmartArt graphic. When this happens, you, can easily restore the default formatting of the graphic, using the Reset Graphic command., 1. Select the SmartArt graphic and click the Design tab, on the Ribbon under SmartArt Tools., 2. Click the Reset Graphic button in the Reset group., The graphic is restored to its original state., Tip: To restore defaults for only one shape, rightclick the shape and select Reset Shape from the, contextual menu., , 233

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Working with Objects, , Using WordArt, Using Excel’s WordArt feature is the fastest and easiest, way to add dramatic and colorful worksheet text., , Insert WordArt, 1. Click the Insert tab on the Ribbon and click the, WordArt button in the Text group., The WordArt Styles gallery appears., , Exercise, • Exercise File: Catalog15-15.xlsx, • Exercise: Display the Satisfaction worksheet tab. Insert, any WordArt style, and type “Uptown Bikes” in the text box, that appears., Apply the Arch Up text effect in the Transform category., Select the text and change the font size to 20 using regular, font formatting commands., Move the text box to the top of the worksheet and center it, over the SmartArt graphic., , 2. Select a WordArt style from the gallery., A text box formatted using the WordArt style you, selected appears on the worksheet., 3. Type your text., , Modify WordArt, You can also modify WordArt once it has been inserted., For example, you can change the text fill and outline, color, choose a new WordArt style, or apply a cool text, effect., 1. Select the WordArt that you want to format and click, the Format contextual tab on the Ribbon., 2. Use the commands found in the WordArt Styles, group., , Figure 15-27: Selecting a style from the WordArt Styles, gallery., , Tip: You might notice a little purple diamond ( ), next to some WordArt objects. This is called an, adjustment handle, and it is used to change the, angle at which some WordArt effects slant or, loop. Simply click and drag this adjustment, handle to adjust the effect., , Clear WordArt, If you decide you don’t like the WordArt effect(s) you, applied, you can clear the effects and start over., 1. Select the text formatted with the WordArt effect(s), you wish to remove., 2. Click the Format contextual tab on the Ribbon, click, the More button in the WordArt Styles gallery, and, select Clear WordArt from the menu., Tip: Click the Quick Styles button in the, WordArt Styles group if the WordArt Styles, gallery isn’t displayed., Tips,  You can resize, move, copy and delete WordArt just, as you would any other object on a worksheet., , 234, , Figure 15-28: As soon as WordArt has been inserted, the, Format tab appears on the Ribbon under Drawing Tools., You can use the commands on this tab to modify WordArt.

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Working with Objects, , Inserting an Embedded Object, ,  Exercise, • Exercise File: Catalog15-16.xlsx,, , You can include content from other programs by inserting, them as objects in Excel. For example, you can embed a, PowerPoint presentation in an Excel worksheet, and then, edit it within Excel using PowerPoint commands., 1. Click the Insert tab on the Ribbon and click the, Object button in the Text group., , • Exercise: Display the Satisfaction worksheet and insert a, PowerPoint presentation object., Click the Design, Animations, Slide Show, and View tabs to, see the PowerPoint commands that are available, then delete, the PowerPoint object., , The Object dialog box appears. Choose a tab, depending on the type of object you want to insert:,  Create New: Select this tab to insert a blank new, object. Select the type of object you want to insert, and click OK.,  Create from File: Select this tab to insert a file, that has already been created. Click the Browse, button to navigate to the file you want to insert., Click the Link to file check box to link the object, to the file. Changes to the file will be included in, the object in Excel., 2. Select a the tab for the type of object you want to, insert. Select the object type or file and click OK., Excel inserts a new object of the selected type, or, inserts the selected file., , Figure 15-29: The Create New tab of the Object dialog, box., , The tabs on the Ribbon change to provide you with, the commands available in the program of the, embedded object. For example, if you inserted a, PowerPoint presentation object, you’d see tabs that, you normally find in the PowerPoint program., 3. Edit the object using the available commands., Tip: To delete an embedded object, select it and, press <Delete>., , Figure 15-30: The Create from File tab of the Object, dialog box., , 235

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Working with Objects, , Inserting Symbols, , Exercise, • Exercise File: Catalog15-17.xlsx, , You can enter many more characters and symbols in a, worksheet than can be found on the keyboard. For, example, you can insert the copyright symbol (©),, accented and foreign characters (ç), silly characters (),, and many more., 1., , • Exercise: Insert the  symbol after “Uptown Bikes” on all, three worksheet tabs., , Place the insertion point where you want to insert the, symbol or character., For example, you can place the insertion point inside, a cell or inside a text box., , 2. Click the Insert tab on the Ribbon and click the, Symbol button in the Text group., The Symbol dialog box appears. You can browse the, different symbols by changing the Font and Subset., Special characters such as ellipses are available under, the Special Characters tab., 3. Select the symbol you want to use and click Insert., Figure 15-31: The Symbol dialog box., , 236

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Advanced, Topics, Customizing the Quick Access Toolbar ........ 238, Add commands to the Quick Access, Toolbar ................................................. 238, Move the Quick Access Toolbar below the, Ribbon.................................................. 239, Using and Customizing AutoCorrect ............ 240, How AutoCorrect works......................... 240, Create an AutoCorrect entry.................. 240, Changing Excel’s Default Options ................ 242, Recovering Your Documents......................... 243, Understand how AutoRecover works ..... 243, Change AutoRecovery settings ............. 244, Using Microsoft Office Diagnostics............... 245, Viewing Document Properties and Finding a, File .................................................................. 246, View document properties..................... 246, Find a file.............................................. 246, , 16, This chapter explains how to tailor Excel, to work the way you do. In this chapter,, you will get to customize many of Excel’s, settings through Excel Options., First, learn how to customize the Quick, Access Toolbar and work with, AutoCorrect. Add the commands you use, most often so they are readily available on, the Quick Access Toolbar above the, Ribbon. AutoCorrect is the feature that, instantly corrects common spelling and, typing errors, such as changing “teh” to, “the.”, You’ll also learn more about how to, customize Excel by changing its default, options, viewing workbook properties,, finding a workbook on your computer,, recovering workbooks when Excel, crashes, and repairing Excel when it does, not work properly., , Saving a Document as PDF or XPS ............... 247, Download add-in................................... 247, Save to PDF or XPS ............................. 247, Adding a Digital Signature to a Document .... 249, Preparing Documents for Publishing and, Distribution..................................................... 250, Prepare a document for distribution ....... 250, Publishing a Workbook to a Document, Workspace...................................................... 251, Creating a Custom AutoFill List..................... 252, Creating a Custom Number Format............... 253, , 237

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Advanced Topics, , Customizing the Quick Access, Toolbar, The Quick Access Toolbar is a shortcut for commands, that are used most often. You can customize it to fit your, working style better., , Exercise, • Exercise File: None required., • Exercise: Add the Print Preview command from the, Popular Commands group to the Quick Access Toolbar., Move the Quick Access Toolbar below the Ribbon., , Add commands to the Quick Access Toolbar, The purpose of the Quick Access Toolbar is to provide, buttons for the commands you use most frequently. If the, Quick Access Toolbar doesn’t contain enough of your, frequently used commands, you can customize it by, adding or deleting its buttons., 1. Click the Office Button and click Excel Options., The Excel Options dialog box appears., 2. Click the Customize tab., This tab displays options for customizing the Quick, Access Toolbar. The left side displays commands you, can add to the Quick Access Toolbar. The right side, displays commands that appear there., 3. Click the Choose commands from list arrow and, select the group of commands you want to view., Each group has a different set of commands to, display. Some commands appear in several groups., Once the command you want to add to the Quick, Access Toolbar appears, you can add it to the toolbar., 4. Select the command you want to add to the Quick, Access Toolbar., 5. Click the Add button., The command is added to the list of commands in the, Quick Access Toolbar., Tip: Arrange the order in which the commands on, the Quick Access Toolbar are displayed by, clicking the Move Up and Move Down buttons to, the right of the column., Tip: Click the Reset button to return the Quick, Access Toolbar to its default commands., Tip: Select a command in the Quick Access, Toolbar column and click the Remove button to, remove it from the Quick Access Toolbar., 6. Click OK., The new commands are displayed on the Quick, Access Toolbar., , 238, , Click this option to move the location of the Quick, Access Toolbar., , Figure 16-1: Adding a command to the Quick Access, Toolbar.

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Advanced Topics, Move the Quick Access Toolbar below the, Ribbon, The Quick Access Toolbar is displayed above the Ribbon, by default, but you can move it below the Ribbon as well., 1. Click the Office Button and click Excel Options., The Excel Options dialog box appears., 2. Click the Customize tab., , Figure 16-2: The Quick Access Toolbar above the Ribbon., , This tab displays options for customizing the Quick, Access Toolbar., 3. Click the Show Quick Access Toolbar below the, Ribbon check box., 4. Click OK., The Quick Access Toolbar is shown below the, Ribbon., , Figure 16-3: The Quick Access Toolbar below the Ribbon., , 239

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Advanced Topics, , Using and Customizing, AutoCorrect, AutoCorrect automatically corrects many common typing, and spelling errors as you type. It is also a great way to, use shorthand for longer words, phrases, or symbols., , Exercise, • Exercise File: None required., • Exercise: Create an AutoCorrect entry that replaces “ot”, with “to”. Try the AutoCorrect entry by typing this phrase in, a cell: “He was going ot the store.”, , AutoCorrect is a feature that is shared across the, Microsoft Office suite—so any additions or changes you, make to AutoCorrect in one program, such as Excel, will, appear in all the Microsoft Office programs, like Word., , How AutoCorrect works, You may have already noticed that sometimes your typos, are corrected as you enter text in Excel. When you type an, AutoCorrect entry and then press the <Spacebar>,, AutoCorrect replaces that text with the correct text., For example, AutoCorrect will change the mistyped, words “hte” to “the”, or “adn” to “and”. AutoCorrect also, corrects simple grammar mistakes, such as capitalization, problems. For example, it would change “GOing” to, “Going” or capitalize the first letter in sentences., , Create an AutoCorrect entry, Excel already has many entries in AutoCorrect, but you, can add your own entries to correct habitual misspellings,, quickly insert a symbol, or insert a shorthand version of a, long phrase that you frequently use., 1. Click the Office Button and click Excel Options., The Excel Options dialog box appears., 2. Click the Proofing tab., This tab displays options for how Excel corrects and, formats your text., 3. Click the AutoCorrect Options button., The AutoCorrect dialog box appears with the, AutoCorrect tab displayed. You can change how, AutoCorrect works and add, change, or remove the, AutoCorrect entries., 4. Type the word or phrase you want to correct or use as, shorthand in the Replace text box., This is the text that AutoCorrect will recognize when, you type., 5. Type the word or phrase you want to appear in the, With text box., When the text in the “Replace” text box is typed with, a space, the text in the “With” text box will appear., , 240, , Figure 16-4: The AutoCorrect tab of the AutoCorrect, dialog box.

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Advanced Topics, 6. Click Add., The entry is added to the AutoCorrect list., 7. Click OK to close the AutoCorrect dialog box. Click, OK to close the Excel Options dialog box., The dialog boxes close and the entry will now be, available in all Excel workbooks, and also in all other, Office applications., , 241

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Advanced Topics, , Changing Excel’s Default, Options, Microsoft spent a lot of time and research when it decided, on default settings for Excel. However, you may find that, the default settings don’t always fit your own needs., , Exercise, • Exercise File: None required., • Exercise: Explore the tabs in the Excel Options dialog, box., , This lesson isn’t so much an exercise as it is a reference, on how to customize Excel by changing its default, settings., 1. Click the Office Button and click Excel Options., The Excel Options dialog box appears., 2. Click the tabs on the left to view different option, categories., See Table 16-1: Tabs in the Excel Options Dialog, Box for more information on these categories., 3. Change the options as you see fit. Click OK to, confirm the changes., The changes are applied to the Excel program., , Figure 16-5: The Advanced tab of the Excel Options, dialog box contains the most options for customizing, Excel., , Table 16-1: Tabs in the Excel Options Dialog Box, Popular, , Change the most popular options in Excel. This includes enabling the Mini toolbar, Live Preview, and the Developer, tab. Also, change the color scheme, control ScreenTips, and change the user name and language settings., , Formulas, , Change when formulas are calculated in your workbooks, as well as if you want to use options like AutoComplete, to complete your formulas for you as you begin to enter them, and how you want Excel to check for errors., , Proofing, , Change how Excel corrects and formats your text. Change what types of errors Excel flags when looking for, spelling and grammar errors., , Save, , Customize how workbooks are saved, such as how often AutoRecover saves a workbook, and change default file, locations., , Advanced, , Advanced options for working with Excel. Change how Excel works when you edit text; modify how cut, copy, and, paste commands operate; control what Excel displays in a workbook, such as the formula bar and function, ScreenTips; customize tools in the window, such as how it displays sheet tabs and scroll bars; and control general, options such as how to update automatic links., , Customize, , Add commands to the Quick Access Toolbar and change or add keyboard shortcuts for commands in Excel., , Add-Ins, , View and manage Microsoft Office add-ins, such as custom XML data., , Trust Center, , Help keep your workbooks safe and your computer secure and healthy. Read privacy statements and change Trust, Center Settings to control how Excel works with macros, add-ins, the message bar, trusted publishers and locations,, and more., , Resources, , Contact Microsoft, find updates and online resources, and maintain the health and reliability of your Microsoft, Office programs., , 242

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Advanced Topics, , Recovering Your Documents, Computers don’t always work the way they’re supposed, to. Nothing is more frustrating than when a program, for, no apparent reason, decides to take a quick nap, locks up,, and stops responding to your commands—especially if, you lose the precious document that you’re working on!, ,  Exercise, • Exercise File: None required., • Exercise: Understand how AutoRecover works. Change, the AutoRecover save interval to 8 minutes., , Fortunately, Microsoft realizes that people might want to, recover their documents when Microsoft Excel locks up, or stops responding. If Excel 2007 encounters a problem, and stops responding, you can restart Microsoft Excel, your computer and try to recover your lost documents., Sometimes Excel will display a dialog box telling you, that Excel has stopped working and automatically restart, itself., , Understand how AutoRecover works, If AutoRecover is enabled in Excel, you don’t have to do, anything to make it work. When Excel suddenly crashes,, Excel automatically restarts and returns as close as it can, to the state of the program as it was. For example, if you, had several workbooks open, Excel would try to reopen, all the workbooks to the same window size and status, before the crash., 1. Restart Microsoft Excel (if it doesn’t restart by itself)., In a majority of cases, Excel will restart on its own., 2. Select the best-recovered document in the Document, Recovery task pane., , Figure 16-6: This dialog box appears before Excel closes, abnormally (crashes)., , Table 16-2: Status Indicators in the Document, Recovery task pane, Original, , Original file based on last manual save., , AutoSaved, , File recovered during recovery process or file, saved during an AutoRecover save process., , Repaired, , Excel encountered problems while recovering, the document and has attempted to repair them., , Sometimes Excel will display several recovered, documents in the Document Recovery task pane,, such as the original document that was based on the, last manual save, and a recovered document that was, automatically saved during an AutoRecover save, process. You can see the status of any recovered, document by simply pointing at the recovered, document for a second or two., See Table 16-2: Status Indicators in the Document, Recovery task pane for an overview of status, indicators., 3. Click Close to close the task pane., You can resume working with the workbook(s)., , 243

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Advanced Topics, Change AutoRecovery settings, You can further protect your work by using the, AutoRecover feature to periodically save a temporary, copy of the workbook you're working on. To recover, work after a power failure or similar problem, you must, have turned on the AutoRecover feature before the, problem occurred. You can set the AutoRecover save, interval to occur more frequently than every 10 minutes, (its default setting). For example, if you set it to save, every 5 minutes, you'll recover more information than if, you set it to save every 10 minutes. Here’s how to change, the AutoRecover save interval…, 1. Click the Office Button and click Excel Options., The Excel Options dialog box appears., 2. Click the Save tab., Options for how to customize save settings appears., 3. Ensure that the Save AutoRecover information, every check box is checked and specify the desired, interval, in minutes, in the minutes box., You can’t specify the interval if the check box is not, selected., 4. Click OK when you’re finished., Now Excel will automatically save a copy of the, workbook at regular intervals as you use Excel., Tips,  Even with Excel’s document recovery features, the, best way to ensure that you don’t lose much, information if your computer freezes up is to save, your work regularly., , 244, , Figure 16-7: The AutoRecover options are located in the, Save tab of the Excel Options dialog box.

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Advanced Topics, , Using Microsoft Office, Diagnostics, It’s a sad fact of life. The more complicated programs get,, the less stable they seem to be. Programs sometimes, become corrupted and have to be reinstalled in order to, make them work correctly again. Fortunately, Microsoft, has made this process relatively painless with the Office, Diagnostics feature. Diagnostics runs a series of tests that, can help you discover why your computer is not working, properly. The results of these tests might solve some, problems directly and identify other ways you can solve, problems., ,  Exercise, • Exercise File: None required., • Exercise: Run Office Diagnostics to see if there are any, problems with Microsoft Office on your computer., , Should your installation of Microsoft Excel become, corrupted or buggy, this lesson explains how you can use, Office Diagnostics to fix the problem., 1. Click the Office Button and select Excel Options., The Excel Options dialog box appears., 2. Click the Resources tab., A slew of resources you can use to assist with, Microsoft Office programs are displayed., , Figure 16-8: The Resources tab of the Excel Options, dialog box. Office Diagnostics replaces Detect and Repair, from Excel 2003., , 3. Click Diagnose., The Microsoft Office dialog box appears with, information about running diagnostic tests on your, computer., 4. Click Continue., The next screen for diagnostics appears., 5. Click Start Diagnostics., A thorough inspection of your Office programs is, undertaken, and any required fixes are performed., Other Ways to Run Office Diagnostics:, Click the Start button and select All Programs,  Microsoft Office  Microsoft Office Tools,  Microsoft Office Diagnostics from the menu., Tips,  In earlier versions of Office, this feature was called, Detect and Repair. This new tool provides more, comprehensive testing and repair capabilities., , Figure 16-9: The first screen of the Microsoft Office, Diagnostics tool., , 245

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Advanced Topics, , Viewing Document Properties, and Finding a File, View document properties, Document Properties are bits of information that describe, and identify a document. This information includes the, title, author name, subject, and keywords in the document., You can also add your own tags to document properties to, help organize and identify the document later., ,  Exercise, , Exercise, None required., • Exercise File: Catalog16-1.xlsx, lesson, file. properties and add “Frames, • Exercise:, Exercise:Online, View the, document, and wheels” to the Subject property. Then search for “sales”, in the Search box under the Start button and look at the list, of results that match., Click the Document Properties list arrow to view Advanced, document properties., , 1. Click the Office Button and select Prepare , Properties from the menu., The Document Information Panel appears with the, document’s standard properties displayed. You can, add your own keywords to the Keywords text box to, make it easy to search for the document., Tip: Change a property by changing the text in its, text box., You can also view more advanced properties., 2. Click the Document Properties list arrow in the, upper-left corner of the Document Information Panel, and select Advanced Properties., The Properties dialog box appears. Use these tabs to, view and change more document properties., , Figure 16-10: The Document Information Panel appears, between the Ribbon and the document., , 3. Click the OK button in the Properties dialog box, The Properties dialog box is closed., 4. Click the Close button in the Document Information, Panel., The Document Information Panel is closed., , Find a file, It is just as easy to misplace and lose a file in your, computer as it is to misplace your car keys—maybe, easier! Luckily, Windows comes with a great search, feature that can track down your lost files. Search can, look for a file, even if you can’t remember its exact name, or location., , Use the Search, folder for more, advanced, searches., , 1. Click the Start button and type what you want to, search for., Instant Search looks for file names, file contents, and, file keywords that match the text you are searching, for and displays the results in the Start menu., 2. Click the file that matches your search., The selected file appears., , 246, , Figure 16-11: Search results from the Search box in the, Start menu.

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Advanced Topics, , Saving a Document as PDF or, XPS, New in Office 2007, you can save your files in Portable, Document Format (PDF) or XML Paper Specification, (XPS) format. Both formats ensure that when the file is, viewed online or printed, it retains exactly the same, format that you intended, and that data in the file cannot, easily be changed., , Exercise, • Exercise File: Catalog16-2.xlsx, • Exercise: Download and install the PDF add-in and save, the workbook as a .pdf type document., , Download add-in, In order to save a document in PDF or XPS format, you, need to download and install an add-in from Microsoft, Office Online., 1. Click the Office button and select Save As  Find, add-ins for other file formats from the menu., The Excel Help window appears., 2. Find and click the Microsoft Save as PDF or XPS, Add-in for 2007 Microsoft Office programs link., The Microsoft Download Center opens in your Web, browser., 3. Follow the instructions to install the add-in., , Save to PDF or XPS, Once you have downloaded the PDF and XPS add-in,, you’re ready to start saving your files., 1. Click the Office Button and select Save As  PDF, or XPS from the menu., The Publish as PDF or XPS dialog box appears., 2. Navigate to the location where you want to save the, file., 3. Click the Save as type list arrow and select PDF or, XPS Document from the list., You have several other options to choose from in this, dialog box:,  Open file after publishing: Select this option if, you want to open the file immediately after saving, it. This option is only available if you have a PDF, or XPS reader installed on your computer., , Figure 16-12: The Publish as PDF or XPS dialog box., ,  Standard (publishing online and printing):, Select this option if the document requires high, print quality., , 247

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Advanced Topics,  Minimum size (publishing online): Select this, option if the print quality is less important than, the file size.,  Options: Click here to display the Options dialog, box where you can specify even more options., Click OK to save your changes., 4. Make your specifications and click Publish., Excel saves the document to the specified format., Tips,  In order to view PDF and XPS files, you need to have, a special reader/viewer installed. These can be, downloaded for free online., , 248

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Advanced Topics, , Adding a Digital Signature to a, Workbook, , Exercise, • Exercise File: None required., • Exercise: Understand how digital signatures work., , You can help provide assurance as to the authenticity,, integrity, and origin of a workbook by adding a digital, signature to the document. Much like a handwritten, signature on a check or other legal document, a digital, signature ensures that the workbook was created by a, particular person., 1. Click the Office Button and select Prepare  Add a, Digital Signature from the menu., A confirmation dialog box appears., Tip: To purchase third-party software from the, Office Marketplace, select Signature Services, from the Office Marketplace in the dialog box, that appears., 2. Click OK., The Get a Digital ID dialog box appears., 3. Select Create your own digital ID and click OK., The Create a Digital ID dialog box appears., 4. Enter your name, e-mail address, organization and, location and click Create., The Sign dialog box appears. Here you need to, specify the purpose of the digital signature., , Figure 16-13: Adding a digital signature., , 5. Specify the purpose of the digital signature in the, Purpose for signing this document field (for, example, Confirm authenticity)., Now you’re ready to insert the digital signature., 6. Click Sign., The Signature Confirmation dialog box appears., 7. Click OK., The signature is confirmed and added to the, workbook., Tips,  To view digital signatures associated with a, workbook, click the Office Button and select, Prepare  View Signatures from the menu., , Figure 16-14: The Create a Digital ID dialog box., , 249

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Advanced Topics, , Preparing Documents for, Publishing and Distribution, Excel has several features that help you make sure, workbooks look and work the way you want them to, before you distribute them to others., , Exercise, • Exercise File: Catalog16-3.xlsx, • Exercise: Remove document properties with the document, inspector, and mark the document as final., , Excel 2007 comes with several options that help you, prepare a workbook for distribution., 1. Click the Office Button, select Prepare and select, the option you want to use., Table 16-3: Prepare a Document for Distribution, Options describes these options below., Table 16-3: Prepare a Document for Distribution Options, Properties, , View and edit the workbook’s properties, such as the name of the author, keywords that identify the, workbook, and information such as the title or category assigned to the workbook., , Inspect Document, , Check the workbook for hidden information, such as personal information; custom XML data; and other, hidden or embedded information. Because this hidden information can reveal details about your, organization or about the workbook itself that you might not want to share publicly, you might want to, remove this hidden information before you share the workbook with other people., , Encrypt Document, , Add a password to the workbook so that only individuals with the password can open it., , Add a Digital Signature, , Add a digital signature to the workbook to be able to verify its integrity later on. You must be signed up, for signature services from Microsoft to add a digital signature., , Mark as Final, , This option marks the workbook as final so that other people receive it as a read-only file., , Run Compatibility Checker, , Use this option if you are sharing the workbook with users of earlier versions of Excel., , 250

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Advanced Topics, , Publishing a Workbook to a, Document Workspace, If you have access to a SharePoint site online, you can, publish your workbook to a document workspace. A, document workspace allows you and your team to share, files via the Internet so you can all work together on a, workbook at the same time. By giving team members, access to a single workbook, they can work directly on, the workbook in the shared workspace, or work on their, own copy that they can regularly synchronize with the, shared workspace., , Exercise, • Exercise File: Catalog16-3.xlsx, • Exercise: Understand how to upload a workbook to a, shared workspace., , You will have to work with your network administrator to, get permission to create a shared workspace on your, organization’s SharePoint site, but this lesson will show, you how to get started., 1. Open the workbook that you want to upload to the, shared workspace., 2. Click the Office Button and select Publish , Create Document Workspace from the menu., The Document Management task pane appears., Tip: If you already have a document workspace, you would like to publish the document to, select, Document Management Server from the Publish, menu., , Figure 16-15: The Office Button menu., , 3. Type the Web address of the SharePoint Web site in, the “Location for new workspace” text box., If you want to publish the workbook to a site that you, have used before, select the URL from the “Location, for new workspace” list arrow., 4. Click the Create button in the Document, Management task pane., Tip: If a message appears, telling you the site is, restricted or non-trusted, click OK., Now just tell everyone where the workbook is, located., 5. Click Add New Members and type the e-mail, addresses or user names of the individuals to be, added to the shared workspace., , Figure 16-16: The Document Management task pane., , Depending on how your server and network is set up,, the procedure for publishing to a document, workspace may differ from the one described here., , 251

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Advanced Topics, , Creating a Custom AutoFill, List, You’re already familiar with Excel’s AutoFill feature. It’s, the nifty function that automatically enters a series of, values. If you find yourself typing the same list of words, frequently, you can save yourself a lot of time by creating, a custom AutoFill list. Once you have created a custom, AutoFill list all you have to do is type the first entry of the, list in a cell, and use AutoFill to have Excel complete the, rest of the list for you., , Exercise, • Exercise File: CustomizingExcel.xlsx, • Exercise: Use the data in A1:A10 to create a custom, AutoFill list., Try using the AutoFill list in the worksheet., , Create a custom AutoFill list, 1. Click the Microsoft Office Button and click Excel, Options., 2. Click the Popular tab and select Edit Custom Lists, in the “Top options for working with Excel” section., The Custom Lists dialog box appears., 3. Click NEW LIST in the Custom lists box., 4. Type the first entry you want to include in the, AutoFill list and press <Enter>. Repeat for each, entry of the list., Other Ways to Enter Custom List Entries:, Select the cell range that contains the information, you want to include in your custom AutoFill list., Then open the Custom Lists dialog box. Click, Import., 5. Click Add., The custom list is added to the dialog box., 6. Click OK, OK., Figure 16-17: The Custom Lists dialog box., , Use a custom AutoFill list, Using a custom AutoFill list is just like completing any, other series with AutoFill., 1. Click the cell where you want to begin the custom fill, series., 2. Type an item from the series., 3. Click and drag the cell’s fill handle to complete the, series in the cells you select., , 252

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Advanced Topics, , Creating a Custom Number, Format, You learned how to format values (numbers) in a previous, lesson in this chapter. Excel comes with a huge number of, predefined number formats you can use. With so many, available number formats, it is unlikely that you will ever, need to create your own custom number format, but if you, do, here’s a brief overview., , Exercise, • Exercise File: CustomizingExcel.xlsx, • Exercise: Select cell C1 and create this custom number, format: ##-####, , 1. Click the Home tab on the Ribbon and click the, Dialog Box Launcher in the Number group., 2. Click Custom in the Category box., This is where you can modify a copy of an existing, format code to meet your specifications. A custom, number format is created by specifying format codes, that describe how you want to display a number, date,, time, or text. Table 16-4: Format Codes for Numbers, and Dates gives some examples of how to use these, codes when creating custom number formats., Tip: The sample area of the number dialog box, becomes very important when you’re creating, custom number formats. Watch the sample area, carefully to see how the custom number format, 3. In the Type list, select a number format that you want, to customize., The number format appears in the Type box., , Figure 16-18: Creating a custom number format., , 4. Make changes to the number format in the Type box, using the format codes shown in Table 3 4: Format, Codes for Numbers and Dates., Refer to (the table below) for more information on, entering custom number formats., Table 16-4: Format Codes for Numbers and Dates, Numbers, , Dates and Times, , To Display, , Use this Code, , To Display, , Use this Code, , 1234.59 as 1234.6, , ####.#, , 1/1/99 as 1-1-99, , m-d-yy, , 12499 as 12,499, , #,###, , 1/1/99 as Jan 1, 99, , mmm d, yy, , 12499 as 12,499.00, , #,###.##, , 1/1/99 as January 1, 1999, , mmmm, d, yyyy, , 1489 as $1,489.00, , $#,###.##, , 1/1/99 as Fri 1/1/99, , ddd m/d/yy, , .5 as 50%, , 0%, , 1/1/99 as Friday, January 1, , dddd, mmmm, d, , .055 as 5.5%, , 0.0%, , 4:30 PM as 4:30 PM, , h:mm AM/PM, , Hide value, , ;;, , 4:30 PM as 16:30, , h:mm, , 253

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Appendix of, Common, Functions, Using Logical Functions (IF) ......................... 255, Using Financial Functions (PMT) .................. 256, Using Database Functions (DSUM)............... 257, Using Lookup Functions (VLOOKUP)........... 258, Financial Functions ....................................... 259, Date & Time Functions .................................. 260, Math & Trig Functions ................................... 262, Statistical Functions...................................... 264, Lookup & Reference Functions .................... 265, Database Functions....................................... 266, Text Functions ............................................... 267, Logical Functions .......................................... 268, , 254, , 17, Excel has hundreds of functions—so, many that you’re not likely to use a, majority of them. However, there are, some functions that are more commonly, used, and this chapter provides a quick, overview of many of these important, functions, organized by category., The first few lessons let you practice, some of the more common—yet still, complex—functions in Excel., For a complete list of Excel’s functions, and their descriptions—especially to learn, about the more specialized categories of, Information, Engineering, and Cube, functions—check out the Excel Help files.

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Appendix of Common Functions, , Using Logical Functions (IF), , Exercise, • Exercise File: Functions.xlsx, IF worksheet, , This lesson introduces a very useful function, the IF, function. The IF function is a conditional function or, logical function because it will evaluate a condition you, specify and return one value if the condition is true and, another value if the condition is false. For example, you, could use the IF function in an invoice to create a formula, that would subtract a 5% discount from the invoice if the, total was more than $500.00, otherwise it wouldn’t, subtract anything., , • Exercise: Enter these arguments for the IF function in cell, B17:, Logical_test: B14>=500, Value_if_true: B14*.15, Value_if_false: B14*.1, Copy the IF function from B17 to cells C17:H17., , The IF function is one of the more difficult functions, but, it’s also very powerful., 1. Click the Insert Function button on the Formula bar., , =IF(A5>10,A4*.75,A4), , The Insert Function dialog box appears., 2. Click the Or select a category list arrow and select, Logical., Functions that fall under this category are shown in, the Select a function box., , Logical Test, Value or, expression that, can be evaluated, to True or False, , Value if True, Value that is, returned if, Logical Test is, True, , Value if False, Value that is, returned if Logical, Test is False, , 3. Select IF in the Select a function box and click OK., The Function Arguments dialog box appears., , Figure 17-1: The syntax for the IF Function., , Other Ways to Find a Function:, Type the function’s name in the Search for a, function box. Or, select the function from the, Select a function box., You’re ready to start entering the IF formula. There, are three parts in this formula:,  Logical Test: This is this first argument, and it, evaluates a statement as true or false.,  Value if True: If the statement in the Logical, Test is true, then this value is entered.,  Value if False: If the statement in the Logical Test, is false, then this value is entered., 3. Enter the arguments for the IF function and click OK., The function is run in the, Tip: Remember, you can also create cell, references by clicking the cell or cell range you, want to reference. Click the Collapse Dialog, button to collapse the function palette and select, the cell range if the Function Arguments dialog, box is in the way., , Figure 17-2: The Function Arguments dialog box., , Other Ways to Use the IF Function in a, Formula:, Write the formula using the syntax, =IF(logical_test,value_if_true,value_if_false)., , 255

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Chapter Name, , Using Financial Functions, (PMT), The PMT function is a very valuable function if you work, with real estate, investments, or are considering taking out, a loan. The PMT function calculates the payment for a, loan based on periodic payments and a constant interest, rate. For example, say you want to take out a $10,000 car, loan at 8% interest and will pay the loan off in four years., You can use the PMT function to calculate that the, monthly payments for such a loan would be $244.13.You, can also use the PMT function to determine payments to, annuities or investments. For example, if you want to save, $50,000 in 20 years by saving the same amount each, month, you can use PMT to determine how much you, must save., 1. Click the Insert Function button on the Formula bar., The Insert Function dialog box appears., 2. Click the Or select a category list arrow and select, Financial., Functions that fall under this category are shown in, the Select a function box., ,  Exercise, • Exercise File: Functions.xlsx, PMT worksheet, • Exercise: In cell D4, create a PMT function that uses, these arguments:, Rate: C4/12, Nper: B4*12, Pv: A4, The result is a negative number: Add a – (negative) symbol, between the = and PMT in the Formula bar so the value is, positive., Copy the PMT function to D5:D6., , =PMT(.09/12,36,10000), Rate, Nper, The interest The number, rate per, of payments, period, , Pv, The present, value of loan, amount, or, principal, , Figure 17-3: The syntax for the PMT Function., , 3. Select PMT in the Select a function box and click, OK., The Function Arguments dialog box appears., 4. Enter the required arguments for the PMT function, and click OK., The results of the function are displayed in the, selected cell., Tip: Remember, you can also create cell, references by clicking the cell or cell range you, want to reference. Click the Collapse Dialog, button to collapse the function palette and select, the cell range if the Function Arguments dialog, box is in the way., , Figure 17-4: The Function Arguments dialog box., , Other Ways to Use the PMT Function in a, Formula:, Write the formula using the syntax, PMT(rate,nper,pv), Figure 17-5: The results of the PMT function and, additional information., , 256

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Chapter Name, , Using Database Functions, (DSUM), Excel’s database functions perform calculations only for, records that meet the criteria you specify. All the database, functions use the same basic syntax: =Function(database,, field, criteria). These arguments (parts) of a database, function include:, , , Database: Is the cell range that makes up the list or, database., , , , Field: Indicates which column is used in the, function. You can refer to fields by their column, labels as long as you enclose them with double, quotation marks, such as "Name". You can also refer, to fields as a number that represents the position of, the column in the list: 1 for the first column in the, list, 2 for the second, and so on. Make sure you refer, to their position in the list, and not the column, heading numbers!, , , , Criteria: Is a reference to the cell or cell range that, specifies the criteria for the function., , Exercise, • Exercise File: Functions.xlsx, DSUM worksheet, • Exercise: Start by adding a label for the results of the, DSUM function and criteria: Type Purpose in cell C25 and, type Business in cell C26., Enter the DSUM function in C27 using these arguments:, Database: A1:I23, Field: “Annual Trips”, Criteria: C25:C26, , =DSUM(A1:I23, "Annual Trips", C25:C26), Database, the range of, cells that, make up the, list, , Field, the name or, number of the, column that is, used in the, function, , Criteria, the range of, cells that, contains the, conditions you, want to specify, , Figure 17-6: The syntax for the DSUM function., , This lesson explains how to use database functions by, creating a formula with the simplest database function—, the DSUM function., 1. Click the Insert Function button on the Formula bar., The Insert Function dialog box appears., 2. Click the Or select a category list arrow and select, Database., Functions that fall under this category are shown in, the Select a function box., 3. Select DSUM in the Select a function box and click, OK., , Figure 17-7: The Function Arguments for the DSUM, function., , The Function Arguments dialog box appears., 4. Enter the required arguments for the DSUM function, and click OK., Tip: It is important to understand how the field, must be entered: either the name in double, quotations, or by the number (for example,, column A is 1, B is 2, and so on)., Other Ways to Use the DSUM Function in a, Formula:, Write the formula using the syntax, =DSUM(database, field, criteria)., , C27 displays the number of records in the Annual Trips column, (column I) that match the criteria in C26., , Figure 17-8: An example of the DSUM function., , 257

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Chapter Name, , Using Lookup Functions, (VLOOKUP), The VLOOKUP function looks up information in a, worksheet. The VLOOKUP searches vertically down the, left most column of a cell range until it finds the value you, specify. When it finds the specified value, it then looks, across the row and returns the value in column you, specify. The VLOOKUP function works a lot like looking, up a number in a phonebook: first you look down the, phonebook until you find the person’s name, then you, look across to retrieve the person’s phone number., , Exercise, • Exercise File: Functions.xlsx, VLOOKUP worksheet, • Exercise: Start by adding a label for the results of the, VLOOKUP function and criteria: Type Sales by Client in, cell E25 and type 21 in cell E26., Enter the VLOOKUP function in E27 using these, arguments:, Lookup_value: E26, Table_array: A1:J23, Col_index_num: 9, Range_lookoup: False, , Tips,  It’s important to understand that VLOOKUP only, looks down the column that is farthest left in the, specified cell range. In then looks across the row., 1. Click the Insert Function button on the Formula bar., The Insert Function dialog box appears., 2. Click the Or select a category list arrow and select, Lookup and Reference., Functions that fall under this category are shown in, the Select a function box., , =VLOOKUP(D26, A1:I23, 9), Lookup Value, the value to be, found in the, first column of, the table array, , Table Array, the cell range, in which data is, looked up, , Column Index, Number, the number of the, column from, which the, matching value, must be returned, , Figure 17-9: The syntax for the VLOOKUP function., , 3. Select VLOOKUP in the Select a function box and, click OK., The Function Arguments dialog box appears., 3. Enter the required arguments for the VLOOKUP, function., Other Ways to Use the VLOOKUP Function in, a Formula:, Write the formula using the syntax =VLOOKUP, (lookup_value,table_array, col_index_num), Tips,  The HLOOKUP function is similar to the VLOOKUP, function, except it searches horizontal from left to, right across the top row of a cell range until it finds, the value you specify. When it finds the specified, value it then looks down the column to find the, specified value. Because of the way data is typically, structured, VLOOKUP is much more powerful than, HLOOKUP., , 258, , Figure 17-10: The Function Arguments for the VLOOKUP, function.

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Appendix of Common Functions, , Financial Functions, , Exercise, , Excel’s financial functions are vital if you work with, investments or real estate. Financial functions help you do, things like determine loan payment amounts, calculate the, future value of investments, and find rates of return., , • Exercise File: None required., • Exercise: Become familiar with Excel’s Financial, functions., , Table 17-1: Overview of Financial Functions, FV, , =FV(rate, number of periods,, payment, present value*, type*), , Calculates the future value of an investment based on periodic, constant, payments and a constant interest rate., Example: You plan to deposit $2,000 a year for 35 into an IRA, and you expect a, 10% average rate of return., =FV(10%,35,-2000) equals $542,048.74, , IMPT, , =IPMT(rate, period, number of, periods, present value, future, value*, type*), , Calculates the interest payment for over a specified period of time, with constant, periodic payments and a constant interest rate., Example: The following formula calculates the interest due in the first month of a, three-year $8000 loan at 10 percent annual interest:, IPMT(0.1/12, 1, 36, 8000) equals -$66.67, , IRR, , =IRR(values, guess), , Calculates the internal rate of return of investment. The investments do not have, to be equal, but they must occur at regular intervals. The internal rate of return is, the interest rate received for an investment consisting of payments (negative, values) and income (positive values) that occur at regular periods., Example: You want to start a business. It will cost $40,000 to start the business,, and you expect to net the following income in the first three years: $10,000,, $15,000, and $20,000. Enter the four values in the cells A1:A4 of the worksheet,, making sure to enter the initial $40,000 investment as a negative value., IRR(A1:A4) equals 5%, , NPV, , =NPV(rate, value1, value2, ...), , Calculates the net present value of an investment by using a discount rate and a, series of future payments (negative values) and income (positive values)., , PMT, , =PMT(rate, number of periods,, present value, future value*, type*), , Calculates the payment for a loan based on constant payments and a constant, interest rate., Example: The following formula calculates the monthly payment on a $20,000, loan with an annual interest rate of 9% that must be paid in 36-months., PMT(9%/12, 36, 20000) equals ($635.99), , PV, , =PV(rate, number of periods,, payment, future value*, type*), , Returns the present value of an investment., Example: An annuity that pays $600 every month for the next 20 years costs, $50,000, and the money paid out will earn 7 %. You want to determine whether, this would be a good investment. Using the PV function, you find that the present, value of the annuity is:, PV(0.07/12, 12*20, 600, , 0) equals ($77,389.50), , RATE, , =RATE(total number of payments,, payment, present value), , Determines the interest rate per period of an annuity., Example: You want to calculate the rate of a four-year (48 month) $8,000 loan, with monthly payments of $200. Using the RATE function you find:, RATE(48, -200, 8000) equals 0.77 percent, This is the monthly rate, because the period is monthly. The annual rate is, 0.77%*12, which equals 9.24 percent., , * Optional arguments., , 259

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Appendix of Common Functions, , Date & Time Functions, , Exercise, • Exercise File: None required., , You can use dates and time in your formulas just like any, other value. For example, if cell A1 contained the entry, 5/1/99 you could use the formula =A1+100 to calculate, the date 100 days later, which is 8/9/99., , • Exercise: Become familiar with Excel’s Date & Time, functions., , One very important thing to know about working with, date and time functions: while Excel can display dates, and times using just about any format, it actually stores, dates as chronological numbers called serial values. So, when you think of dates as months, days, and, years, such, as May 1, 1999, Excel thinks of dates in terms of serial, numbers, such as 36281., Since the date and time formulas often return serial, number values, you should format any cells with date or, time formulas with data and time formats that you can, easily understand. You can also create custom number, formats to display the results of date formulas. For, example, the custom format dddd would display only the, day, Monday, instead of the entire date, 8/9/99., Table 17-2: Overview of Date & Time Functions, DATE, , =DATE(year, month, day), , Enters a date in the cell., Example: DATE(99,5,1) equals May 1, 1999., , TODAY, , =TODAY( ), , A special version of the DATE function. While the DATE function, can return the value of any date, the TODAY function always returns, the value of the current date., , TIME, , =TIME(hour, minute, second), , Enters a time in the cell. Uses a 24-hour (military) time system., Example: TIME(14,30) equals 2:30 PM., , TODAY, , =NOW( ), , A special version of the TIME function. While the TIME function, can return the value of any time, the NOW function always returns, the value of the current time., , WEEKDAY, , =WEEKDATE (serial_number,, return_type), , Returns a day of the week for a specific date. The serial_number, argument is a date value (or reference to one)., Example: WEEKDAY("2/14/90") equals Wednesday., , YEAR, , =YEAR (serial_number,, return_type), , Returns a value of the year for a specific date. The serial_number, argument is a date value (or reference to one)., Example: YEAR("3/15/1998”) equals 1998., , MONTH, , =MONTH (serial_number,, return_type), , Returns a value of the month for a specific date. The serial_number, argument is a date value (or reference to one)., Example: MONTH("3/15/1998”) equals 3., , DAY, , =DAY(serial_number,, return_type), , Returns a value of the day for a specific date. The serial_number, argument is a date value (or reference to one)., Example: DAY("3/15/1998”) equals 15., , HOUR, , =HOUR (serial_number), , Returns hour value for a specific time. The serial_number argument, is a time value (or reference to one). Uses a 24-hour time format., Example: HOUR("12:15:45”) equals 12., , 260

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Appendix of Common Functions, Table 17-2: Overview of Date & Time Functions, MINUTE, , =MINUTE (serial_number), , Returns the minute value for a specific time. The serial_number, argument is a time value (or reference to one). Uses a 24-hour time, format., Example: MINUTE("12:15:45”) equals 15., , SECOND, , =SECOND (serial_number), , Returns a value of a second for a specific time. The serial_number, argument is a time value (or reference to one). Uses a 24-hour time, format., Example: SECOND("12:15:45”) equals 45., , HOUR, , =HOUR(number,, number_chosen), , Calculates the number of possible combinations from a given, number of items., Example: You want to form a two-person team from five candidates,, and you want to know how many possible teams can be formed., COMBIN(5, 2) equals 10 teams., , DAYS360, , =DAYS360(start_date,end_date), , Returns the number of days between two dates based on a 360-day, year (twelve 30-day months), which is used in some accounting, calculations., Example: DAYS360("1/30/93", "2/1/93") equals 1., , 261

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Appendix of Common Functions, , Math & Trig Functions, You can find many of Excel’s mathematical functions on, a typical scientific calculator. If you still remember your, algebra classes, many of these functions, such as SIN,, COS, and LOG should be familiar to you., ,  Exercise, • Exercise File: None required., • Exercise: Become familiar with Excel’s Math & Trig, functions., , Table 17-3: Overview of Math & Trig Functions, ABS, , =ABS(number), , Determines the absolute value of a number. The absolute value of a, number is the number without its sign., , ACOS, , =ACOS(number), , Returns the arccosine of an angle. ACOS is the inverse of the COS, function., , ASIN, , =ASIN(number), , Returns the arcsine of an angle. ASIN is the inverse of the SIN, function., , COMBIN, , =COMBIN(number,, number_chosen), , Calculates the number of possible combinations from a given, number of items., Example: You want to form a two-person team from five candidates,, and you want to know how many possible teams can be formed., COMBIN(5, 2) equals 10 teams., , COS, , =COS(number), , Returns the cosine of an angle., , DEGREES, , =DEGREES(angle), , Converts radians into degrees., , EVEN, , =EVEN(number), , Rounds a number up to the nearest even or odd integer., , =EXP(number), , Calculates the value of the constant e (approximately, 2.71828182845904) raised to the power specified by its argument., , ODD, EXP, , Example: EXP(2) equals e2, or 7.389056, FACT, , =FACT(number), , Calculates the factorial of a number. The factorial of a number is the, product of all the positive integers from one up to the specified, number., Example: FACT(5) equals 1*2*3*4*5 equals 120, , LN, , =LN(number), , Calculates the natural (base e) logarithm of a positive number., , LOG, , =LOG(number, base), , Calculates the logarithm of a positive number using a specified base., , LOG10, , =LOG(number), , Calculates the base 10 logarithm of a number., , MOD, , =MOD(number, divisor), , Returns the remainder after number is divided by divisor., Example: MOD(3, 2) equals 1, the remainder of dividing 3 by 2., , PI, , =PI( ), , Returns the value of the constant pi (), accurate to 14 decimal, places., , PRODUCT, , =PRODUCT(number1,, number2…), , Multiplies all the numbers in a range of cells, , RADIANS, , =DEGREES(angle), , Converts degrees to radians., , RAND, , =RAND(), , Generates a random number between 0 and 1., , RANDBETWEEN, , =RANDBETWEEN (bottom,, top), , Generates a random number between the bottom and top arguments., , 262

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Appendix of Common Functions, Table 17-3: Overview of Math & Trig Functions, =ROUND(number, num_digits), , Rounds a number to a specified number of digits. The, ROUNDDOWN and ROUNDUP function take the same form as the, ROUND function, and as their name implies, always round either up, or down., , SIGN, , =SIGN(number), , Determines the sign of a number. Results in 1 if the number is, positive, zero (0) if the number is 0, and -1 if the number is negative., , SIN, , =SIN(number), , Returns the sine of an angle., , SQRT, , =SQRT(number), , Returns a positive square root of a number., , SUM, , =SUM(number1, number2…), , Adds all the numbers in a range of cells., , SUMIF, , =SUMIF(range,criteria,, sum_range), , Adds the cells only if they meet the specified criteria., , ROUND, ROUNDDOWN, ROUNDUP, , Example: You want to total the cell range B1:B5 only if the value in, cellA1 is greater than 500., SUMIF(A1,">500",B1:B5), , TAN, , =TAN(number), , Returns the tangent of an angle., , 263

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Appendix of Common Functions, , Statistical Functions, , Exercise, • Exercise File: None required., , Excel offers a large number of functions to help you, analyze statistical data., , • Exercise: Become familiar with Excel’s Statistical, functions., , Table 17-4: Overview of Statistical Functions, AVERAGE, , =AVERAGE(number1,, number2…), , Calculates the average, or arithmetic mean, of the numbers in the, range or arguments., , COUNT, , =COUNT(number1,, number2…), , Counts the number of cells that contain numbers, including dates, and formulas. Ignores all blank cells and cells that contain text or, errors., , COUNTA, , =COUNTA(number1,, number2…), , Counts the number of all nonblank cells, regardless of what they, contain, such as text., , COUNTIF, , =COUNTIF(range,criteria,, sum_range), , Counts the cells only if they meet the specified criteria. Similar to, SUMIF., , MAX, , =MAX(number1, number2…), , Returns the largest value in a range., , MEDIAN, , =MEDIAN(number1,, number2…), , Calculates the median of the numbers in the range or arguments. The, median is the number in the middle of a set of numbers—half the, numbers have values that are greater than the median, and half have, values that are less., , MIN, , =MIN(number1, number2…), , Returns the smallest value in a range., , MODE, , =MODE(number1, number2…), , Determines which value occurs most frequently in a set of numbers., , STDEV, , =STDEV(number1, number2…), , Estimates standard deviation based on a sample. The standard, deviation is a measure of how widely values are dispersed from the, average value., , STDEVP, , =STDEVP(number1,, number2…), , Estimates standard deviation based on an entire population., , VAR, , =VAR(number1, number2…), , Estimates variance based on a sample., , VARP, , =VARP(number1, number2…), , Estimates variance based on an entire population., , 264

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Appendix of Common Functions, , Lookup & Reference, Functions, You can use Excel’s Lookup & Reference functions to, locate values in rows or columns of data., , Exercise, • Exercise File: None required., • Exercise: Become familiar with Excel’s Lookup &, Reference functions., , Table 17-5: Overview of Lookup & Reference Functions, COLUMNS, , =COLUMNS(array), , Returns the number of columns in a range., , HLOOKUP, , =HLOOKUP(lookup_value,, table_array, row_index_num,, Range_lookup*), , This “horizontal lookup” function looks for a value in the top row of, a table or range and returns a value in the same column from the row, you specify. Use when comparison values are in the top row across a, table of data and you want to look down a certain number of rows., , LOOKUP, , =LOOKUP(lookup_value,looku, p_vector,result_vector);, =LOOKUP(lookup_value,array), , Returns a value from a one-row or one-column range or from an, array., , ROWS, , =ROWS(array), , Returns the number of rows in a range., , TRANSPOSE, , =TRANSPOSE(array), , Returns a vertical range of cells as a horizontal range, or vice versa., Changes the orientation of the range., , VLOOKUP, , =VLOOKUP(lookup_value,tabl, e_array,col_index_num,range_l, ookup*), , This “vertical lookup” function looks for a value in the first column, of a table or range and returns a value in the same row from the, column you specify. Use when comparison values are in a column to, the left of the data you want to find., , *Optional arguments, , 265

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Appendix of Common Functions, , Database Functions, ,  Exercise, • Exercise File: None required., , Database functions return results based on filtered criteria., All the database functions use the same basic syntax, =Function(database, field, criteria). The arguments, include:, , , Database: The cell range that makes up the list or, database., , , , Field: Indicates which column is used in the, function. You can refer to fields by their column label, enclosed with double quotation marks, such as, "Name" or as a number that represents the position of, the column in the list: 1 for the first column, 2 for the, second, and so on—not the column heading numbers!, , , , Criteria: Is a reference to the cell or cell range that, specifies the criteria for the function. For example,, you might only want to total records from a certain, region., , • Exercise: Become familiar with Excel’s Database, functions., , Table 17-6: Overview of Database Functions, DAVERAGE, , =DAVERAGE(database, field,, criteria), , Find the average of values in a column in a list or database that, match the criteria you specify., , DCOUNT, , =DCOUNT(database, field,, criteria), , Counts the number of cells that contain numbers from a list or, database that match the criteria you specify., , DGET, , =DGET(database, field, criteria), , Extracts a single record from a database that matches the criteria you, specify., , DMAX, , =DMAX(database, field,, criteria), , Returns the largest value from a database that matches the criteria, you specify., , DMIN, , =DMIN(database, field, criteria), , Returns the smallest value from a database that matches the criteria, you specify., , DSTDEV, , =DSTDEVP(database, field,, criteria), , Estimates standard deviation based on a sample. The standard, deviation is a measure of how widely values are dispersed from the, average value., , DSUM, , =DSUM(database, field,, criteria), , Adds the values in a column in a list or database that match the, criteria you specify., , DVAR, , =DVAR(database, field, criteria), , Estimates variance based on a sample from selected list or database, entries., , 266

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Appendix of Common Functions, , Text Functions, ,  Exercise, • Exercise File: None required., , Excel offers a category of functions aimed at working, with text. These functions allow you to remove, combine,, and replace different pieces of text in a worksheet., , • Exercise: Become familiar with Excel’s Text functions., , Table 17-7: Overview of Text Functions, CONCATENATE, , CONCATENATE, (text1,text2,...), , Combines multiple strings of text into one string., , EXACT, , EXACT(text1,text2), , Compares two strings of text and returns TRUE if they are exactly, the same, FALSE if they aren’t. The function is case-sensitive but, doesn’t pay attention to formatting differences. Use EXACT to test, whether text being entered into a worksheet matches another text, string., , LEFT, , LEFT(text,num_chars*), , Returns the first character or characters in a text string, depending, on the number of characters you specify., , LEN, , LEN(text), , Returns the number of characters in a string of text. Spaces count as, characters., , LOWER, , LOWER(text), , Converts uppercase letters in a text string to lowercase., , MID, , MID(text,start_num,num_chars), , Returns a specified number of characters from a text string, starting, at the position you specify., , PROPER, , PROPER(text), , Capitalizes the first letter in a text string and any other letters in text, that follow any character other than a letter. Converts all other letters, to lowercase letters., , REPLACE, , REPLACE(old_text,start_num,n, um_chars,new_text), , Replaces the number of characters you specify in a text string with a, different text string., , RIGHT, , RIGHT(text,num_chars*), , Returns the last character or characters in a text string, depending on, the number of characters you specify., , SUBSTITUTE, , SUBSTITUTE(text,old_text,ne, w_text,instance_num*), , Substitutes new specified text for old specified text in a text string., , TRIM, , TRIM(text), , Removes all spaces from text except for single spaces between, words. Use to fix irregular spacing., , UPPER, , UPPER(text), , Converts lowercase letters in a text string to uppercase., , *Optional arguments., , 267

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Appendix of Common Functions, , Logical Functions, , Exercise, • Exercise File: None required., , Excel has a number of logical functions to choose from., These functions allow you to evaluate logical arguments, and conditions. The most famous logical function is, probably the IF function., , • Exercise: Become familiar with Excel’s Logical functions., , Table 17-8: Overview of Logical Functions, AND, , AND(logical1,logical2*, ...), , Returns TRUE if all its arguments are TRUE, or FALSE if one or, more argument is FALSE. The arguments need to evaluate to logical, values like TRUE or FALSE., , IF, , IF(logical_test,value_if_true,val, ue_if_false*), , Use for conditional tests on values and formulas. Returns one value, if a condition you specify is TRUE and another value if it is FALSE., , OR, , OR(logical1,logical2*,...), , Returns TRUE if any of its arguments is TRUE, or FALSE if all, arguments are FALSE., , *Optional arguments., , 268

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Microsoft Office Excel 2007, Review, Quiz Questions, 1., , Excel automatically opens with Windows. (True or False?), , 2., , Which of the following is NOT a new feature in Excel 2007?, A. SmartArt, B. Microsoft Online help, C. New user interface, D. Live Preview, , 3., , The Ribbon can be hidden so that only tab names appear. (True or False?), , 4., , The Office Button contains basic file commands. (True or False?), , 5., , What is the Quick Access Toolbar?, A. There are no toolbars in Excel 2007., B. What appears when you select text., C. A customizable toolbar of common commands that appears above or below the Ribbon., D. An extension of the Windows taskbar., , 6., , Which of the following is NOT a common keystroke shortcut in Excel?, A. <Ctrl> + <Alt> + <Delete>, B. <Ctrl> + <S>, C. <Ctrl> + <O>, D. <Ctrl> + <Home>, , 7., , Contextual menus are only available when text is selected. (True or False?), , 8., , What is the Mini Toolbar?, A. Another name for the Quick Access Toolbar., B. A toolbar of common formatting commands that appears whenever text or data is selected within a cell., C. The name of the toolbar in the Help window., D. There are no toolbars in Excel 2007., , 9., , What key can you press to get help in Excel?, A. <Esc>, B. <Ctrl> + <H>, C. <F1>, D. <F11>, , 269

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10., , Which of the following are ways to exit Excel 2007? (Select all that apply.), A. Click the Office Button and click Exit Excel., B. Click the Office Button and click Close Excel., C. Click the Close button on the title bar., D. Click the Close button on the Quick Access Toolbar., , 11., , A blank workbook appears automatically when you start Excel. (True or False?), , 12., , To open a workbook, click the Office Button and select, A. Open, B. Find, C. Look in, D. Search, , 13., , Press, to move the cell pointer one cell to the left., A. <Enter>, B. <Shift> + <Tab>, C. The up arrow key, D. <Tab>, , 14., , Labels consist of any type of data used in calculations (True or False?), , 15., , Excel automatically, A. left-aligns, B. right-aligns, C. centers, D. merges and centers, , 16., , You can select all the cells in a worksheet at once. (True or False?), , 17., , All formulas start with a(n), A. =, B. /, C. #, D. >, , 18., , Which one of the following features can help you quickly total a column of numbers?, A. AutoTotal, B. QuickSum, C. AutoSum, D. QuickTotal, , 19., , Which of the following formulas is NOT correctly written?, A. 5+6, B. =A2-B3, C. =A4/A6, D. =SUM(A1:A6), , 20., , You can use AutoFill to copy a formula to adjacent cells. (True or False?), , 270, , ., , values in cells., , © 2007 CustomGuide, Inc., , .

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21., , Absolute cell references never include dollar signs. (True or False?), , 22., , You can undo multiple actions in Excel. (True or False?), , 23., , When you save a workbook with a different name, the old workbook is deleted. (True or False?), , 24., , The feature that allows you to see how your printed worksheet will look is called, A. Print View, B. Print Layout, C. Print Sampling, D. Print Preview, , 25., , Which of the following is NOT a way to print a worksheet?, A. Press <Ctrl> + <P>., B. Click the Quick Print button on the Quick Access Toolbar., C. Press <Ctrl> + <T>., D. Click the Office Button and select Print., , 26., , You can close a workbook which one of the following ways?, A. Press <Ctrl> + <C>., B. Click and drag the workbook window to the Recycle Bin., C. Click the workbook’s Close button., D. Press <Delete>., , 27., , You can replace cell contents by typing over the current contents. (True or False?), , 28., , To copy cells using the mouse, press and hold the, A. <Alt>, B. <Ctrl>, C. <Shift>, D. <F4>, , 29., , The Office Clipboard is available in other Office programs besides Excel. (True or False?), , 30., , With the Paste Special command, you can choose to paste only, A. values, B. formulas, C. cell comments, D. All of these are correct., , 31., , Which button should you click to leave misspelled text alone and move to the next questionable word?, A. Ignore Once, B. Ignore All, C. Add to Dictionary, D. Change, , 32., , When you insert a row, the existing rows are shifted in which direction?, A. Left, , ., , key while clicking and dragging the selection., , ., , 271

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B. Upward, C. Downward, D. Right, , 33., , Pressing the Delete key deletes the selected cell and its contents. (True or False?), , 34., , To access the find and replace commands, click the Find & Select button in the, A. Editing, B. Cells, C. Number, D. Clipboard, , 35., , You can delete a cell comment, but you can’t edit one. (True or False?), , 36., , When you track changes in Excel, you must also share the workbook. (True or False?), , 37., , Which of the following is NOT a type of font formatting?, A. Bold, B. Italic, C. Underline, D. Comma Style, , 38., , Which of the following is NOT a type of number formatting?, A. Number, B. Accounting, C. Dollar, D. Percentage, , 39., , The, feature automatically resizes columns or rows to best fit cell contents., A. AutoFit, B. AutoSize, C. AutoAdjust, D. FitRight, , 40., , You can align cell contents horizontally but not vertically within a cell. (True or False?), , 41., , The Border list arrow is located in the, A. Alignment, B. Clipboard, C. Font, D. Number, , 42., , Click the Format Painter button once to apply it once or twice to apply it multiple times. (True or False?), , 43., , Excel contains preset formatting styles that you can quickly apply to cells. (True or False?), , 44., , Document themes consist of:, A. Theme colors, , 272, , group on the Home tab., , group on the Home tab.

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B. Theme fonts, C. Theme effects, D. All of these, , 45., , allows you to highlight cells that meet specific criteria., A. Conditional formatting, B. Font formatting, C. Filtering, D. Find and replace, , 46., , Which of the following is not a conditional format that can be applied to cells?, A. Data Bars, B. Characters, C. Color Scales, D. Icon Sets, , 47., , You can preview how a new conditional formatting rule looks before you apply it. (True or False?), , 48., , You cannot edit a conditional formatting rule after you’ve created it. (True or False?), , 49., , Which of the following types of items can NOT be found using Excel’s Find feature?, A. Formulas, B. Comments, C. Conditional Formatting, D. Styles, , 50., , A line chart, A. displays trends over time., B. compares values across categories., C. displays the contribution of each value to a total., D. compares pairs of values., , 51., , To create a chart, click the, A. Home tab., B. Insert tab., C. Data tab., D. Formulas tab., , 52., , A faint outline appears as you drag the chart to resize it. (True or False?), , 53., , When you change the chart type of only one of multiple data series in a chart, you create a, A. mixed-use, B. dual, C. combination, D. consolidated, , 54., , Built-in chart layouts and styles are found on the, A. Home, B. Format, , chart., , tab., , 273

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C. Layout, D. Design, , 55., , Which of the following is NOT a type of label in the Labels group?, A. Chart Title, B. Data Bar, C. Legend, D. Data Labels, , 56., , You can add or remove axis tick marks using the Format Axis dialog box. (True or False?), , 57., , Which of the following is NOT a button found in the Background group on the Layout tab?, A. Background Area, B. Plot Area, C. Chart Wall, D. Chart Floor, , 58., , Which of the following is NOT a button found in the Analysis group?, A. Error Bars, B. Error Lines, C. Trendline, D. Lines, , 59., , You can right-click a chart element and use the Mini Toolbar to quickly perform basic text formatting. (True or False?), , 60., , To change a chart’s source data, click the, A. Change Source, B. Edit Chart, C. Update Chart Data, D. Select Data Source, , 61., , If you decide you no longer need a chart template that you’ve saved, you can delete it. (True or False?), , 62., , Which of the following is NOT a view option in Excel?, A. Normal view, B. Edit view, C. Page Layout view, D. Page Break Preview view, , 63., , You can use the Zoom slider to change the magnification level of a worksheet. (True or False?), , 64., , When you create a new workbook window, you create a copy of the workbook file. (True or False?), , 65., , Splitting and freezing a workbook window are exactly the same thing. (True or False?), , 66., , To select a worksheet, click the View tab on the Ribbon, click the Sheet button in the Worksheet Selection group, and, select the sheet you want to make active. (True or False?), , 274, , button in the Data group.

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67., , You can add additional worksheets to a workbook. (True or False?), , 68., , You can move a worksheet within a workbook simply by dragging the sheet's tab to a new location. (True or False?), , 69., , Click the, button in the Window group to switch between multiple open workbooks., A. Change Windows, B. Choose Workbook, C. Switch Windows, D. View Workbook, , 70., , When you hide a row, column, or worksheet, the hidden data is deleted. (True or False?), , 71., , You can protect a workbook from, A. being modified., B. having its structure changed., C. being opened., D. All of these things., , 72., , You can unlock cell ranges so that they can still be edited once the worksheet is protected. (True or False?), , 73., , Which of the following is NOT an option in Excel for publishing a workbook to a server?, A. Internet Fax, B. Excel Services, C. Document Management Server, D. Create Document Workspace, , 74., , Once you have created a template you can use it to create new workbooks. (True or False?), , 75., , You can work with headers and footers easiest in Page Layout View. (True or False?), , 76., , In Page Break Preview view, you can move a page break by clicking and dragging it to a new location. (True or, False?), , 77., , Which of the following is NOT a preset margin size setting available in Excel?, A. Large, B. Normal, C. Wide, D. Narrow, , 78., , The default paper size in Excel is:, A. Legal, B. Letter, C. Executive, D. A4, , 79., , The Sheet Options group on the Page Layout tab has commands that allow you to view or print which of the, following:, A. The Formula Bar, , 275

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B. Formulas, C. Page numbers, D. Gridlines, , 80., , In the Print dialog box, you CANNOT select how many copies you want to print. (True or False?), , 81., , To change the order of evaluation, enclose the part of the formula to be calculated first in parentheses. (True or False?), , 82., , Which of the following is NOT a category of functions in Excel?, A. Scientific, B. Financial, C. Logical, D. Math & Trig, , 83., , By default, Excel recalculates the formulas in a workbook whenever you change a value that affects another value., (True or False?), , 84., , You can define a name for multiple non-adjacent cells. (True or False?), , 85., , Which of the following is NOT a button found in the Defined Names group?, A. Name Manager, B. Evaluate Formula, C. Define Name, D. Use in Formula, , 86., , Click the, button to display arrows that show what cells affect the currently selected cell., A. Show Formulas, B. Watch Window, C. Define Name, D. Trace Precedents, , 87., , The Error Checking dialog box does not include which one of the following buttons?, A. Help on this error, B. Show Calculation Steps, C. Edit in Formula Bar, D. Show Formulas, , 88., , Before you sort data, make sure it's organized into..., A. a chart., B. alphabetical order., C. a pivot table., D. columns and rows., , 89., , You can sort Excel data by any of the following, except by..., A. font color., B. cell icon., C. number formatting., D. cell color., , 276

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90., , To sort by multiple columns, use the, A. Sort dialog box, B. Column Specifier button, C. Sort Columns window, D. drag and drop feature, , 91., , You can create your own custom list for sorting or use a predefined custom list. (True or False?), , 92., , Which one of the following is a way to turn on the filtering buttons?, A. Click the Insert tab and click the Filter button in the Filter group., B. Click the Filter tab and click the Filter button in the Filter group., C. Click the Home tab on the Ribbon, click the Sort & Filter button in the Editing group, and click Filter., D. Type the formula =Filter(Data) in the first cell of the column you want to filter., , 93., , You can use wildcards when entering values in the Custom AutoFilter dialog box. (True or False?), , 94., , With an Advanced Filter, you can do all of the following, except..., A. Extract and copy filtered results to another range on the worksheet., B. Use wildcards in the filter criteria., C. Filter using criteria located outside of the data range., D. You can do all of these things., , 95., , You can create a blank table or a table that uses an existing data range. (True or False?), , 96., , Which of the following is NOT a way to resize a table?, A. Click the Resize Table button in the Properties group., B. Use the Resize Table Wizard., C. Enter data in a cell below or to the right of the table., D. Click and drag the table’s sizing handle., , 97., , By default, when you add a total row to a table, the last column is summed. (True or False?), , 98., , Which of the following is not a feature for working with table data?, A. Removing duplicate rows, B. Using calculated columns, C. Filtering and sorting, D. All of these are features for working with table data., , 99., , You can summarize and analyze table data using a, A. PivotTable, B. PivotSheet, C. PivotGrid, D. DataSheet, , ., , ., , 100. In Excel 2007, the Data Form has been excluded from the Ribbon by default. (True or False?), 101. Once you apply a table style to a table, you can't change it to a different one. (True or False?), , 277

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102. Which of the following is NOT a formatting option in the Table Style Options group?, A. Header Row, B. Checkered Rows, C. Banded Columns, D. First Column, , 103. You can create a new table style using the, , dialog box., , A. New Table Style, B. Custom Table Style, C. New Table Quick Style, D. Create Table Style, , 104. When you convert a table to a range, the table formatting remains applied to the cells. (True or False?), 105. You can create a PivotTable in its own new worksheet or in one that already exists in your workbook. (True or False?), 106. Specify the data you want to use in the PivotTable in the, , task pane., , A. Select Fields, B. Specify Fields, C. PivotTable Field List, D. PivotTable Layout, , 107. Which of the following is NOT a calculation available in the Value Field Settings dialog box?, A. Count, B. Average, C. StdDev, D. These are all available, , 108. You can filter a PivotTable by dragging a field into the, , box in the PivotTable Field List., , A. AutoFilter, B. Report Filter, C. Pivot Filter, D. Data Filter, , 109. Which of the following is NOT a button found in the Layout group on the Design tab?, A. Header Row, B. Grand Totals, C. Report Layout, D. Blank Rows, , 110. You can group any type of PivotTable item except for dates. (True or False?), 111. When you make changes to your PivotTable's source data, the PivotTable refreshes automatically to include the edits., (True or False?), , 112. Which of the following is NOT an option in the PivotTable Style Options group?, A. Banded Columns, B. Banded Rows, C. Bold Headers, , 278

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D. Row Headers, , 113. When you modify a PivotTable, the PivotChart is updated along with it. (True or False?), 114. To make sure you don't lose the original values for the changing cells, you should use the original cell values in the, first scenario you create. (True or False?), , 115. The result cells you specify in the Scenario Summary dialog box are, , ., , A. the total row of your scenarios, B. the data labels used in your scenarios, C. the cells that you change in the scenarios, D. the cells that are affected by the changing cells in the scenarios, , 116. You can create either a one- or a two-input data table. (True or False?), 117. Use Goal Seek when, , ., A. you don't know the result of a formula, but you know the formula input values, B. you know the desired result of a formula, but not the input value the formula needs to arrive at the result, C. you want to quickly create scenarios, D. you know the result of one formula, but not the result of another formula that references that formula, , 118. Solver is an optional Excel Add-In feature. (True or False?), 119. Which of the following statements is NOT true?, A. You can provide users with information and feedback using Data Validation., B. To use Data Validation, click the Data Validation button in the Data Tools group on the Data tab., C. You must protect the worksheet to use the data validation feature., D. Data validation lets you restrict which type of information is entered in a cell., , 120. Which of the following is NOT a delimiter that Excel can use to split cell data?, A. Space, B. Semicolon, C. Comma, D. All of these are common delimiters, , 121. The Remove Duplicates button is found in the, , group on the Data tab on the Ribbon., , A. Data Tools, B. Sort & Filter, C. Outline, D. Analysis, , 122. You can group rows and columns manually by selecting them. (True or False?), 123. You should sort data before you group and summarize its information using the Subtotals command. (True or False?), 124. You can consolidate by, , when the data in all the worksheets is arranged in exactly the same order and, , location., A. position, , 279

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B. category, C. absolute reference, D. column, , 125. The cells you reference don't need to be in the same position on each sheet, or even have the same labels, to be, consolidated using formulas. (True or False?), , 126. A hyperlink is text or an image that points to a file, a specific location in a file, or a Web page on your computer, on a, network, or on the Internet. (True or False?), , 127. To create a Web page from a workbook you need to have a basic understanding of HTML. (True or False?), 128. To import data into Excel, use the buttons in the, , group on the Data tab on the Ribbon., , A. Connect to External Data, B. Get External Data, C. Import Data, D. Import Files, , 129. When you click a yellow table selection arrow on a Web page, it turns into a green checkmarked box. (True or False?), 130. Which of the following is NOT a button in the Connections group on the Data tab on the Ribbon., A. Hyperlink, B. Refresh All, C. Properties, D. Connections, , 131. Which of the following is NOT a place where you can choose to store a macro?, A. This Workbook, B. New Workbook, C. Universal Macro Workbook, D. Personal Macro Workbook, , 132. To play a macro in the Macro dialog box, click the, , button, , A. Run, B. Play, C. Macro, D. Go, , 133. You can select a symbol of your choice to represent the macro on the Quick Access Toolbar. (True or False?), 134. Excel macros are written in the, , programming language., , A. ABC, B. Visual Basic, C. Basic Macro, D. Visual Excel, , 135. You can change your macro security settings in the, A. Macro Center, B. Code Center, , 280, , window.

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C. Trust Center, D. VBA Control, , 136. Which of the following statements declares a variable?, A. REM HireDate as Date, B. Dim HireDate as Date, C. InputBox(HireDate) = Date, D. Sub HireDate() = Date, , 137. Which of the following statements would prompt a user for information?, A. REM DOB as Date, B. Sub HireDate(, C. DIM HireDate(, D. InputBox(, , 138. On which tab on the Ribbon is the Clip Art button located?, A. View, B. Insert, C. Data, D. Page Layout, , 139. Whenever a picture or graphics file has been inserted, the, , contextual tab appears on the Ribbon by default., , A. Insert, B. Graphics, C. Format, D. Picture, , 140. The cropping tool is NOT useful in which of the following situations:, A. When you want to change the color of a picture or graphic., B. When you only want to include a portion of a graphic—for example, a person’s face instead of their entire body., C. When you want to trim the edges of a picture., D. When you want to remove a portion of a picture or graphic., , 141. Changing the visual style of a picture or graphic alters the picture or graphics file. (True or False?), 142. What is an adjustment handle used for?, A. To adjust the size of the shape., B. To move the shape to a new location., C. To adjust the color of the shape., D. To adjust a shape’s most prominent feature, such as the point of an arrow or the spikes on a star., , 143. A visual style is a set of different formatting commands that can be applied to a shape in one single step. (True or, False?), , 144. What happens if you hold down the <Shift> key as you click and drag an object’s sizing handles?, A. Excel copies the object., B. Excel changes the color of the object., C. Excel moves the object., D. Excel maintains the objects proportions as it resizes the object., , 281

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145. Holding down the <Ctrl> key as you click and drag an object copies the object. (True or False?), 146. Which of the following is NOT a type of special effect in Excel 2007?, A. Reflection, B. Glow, C. Morph, D. Bevel, , 147. Which of the following is the correct way to select more than one object on a worksheet?, A. Click the Format contextual tab on the Ribbon and click the Select Object button in the Arrange group., B. Hold down the <Ctrl> key as you click each object., C. Hold down the <Shift> key as you click each object., D. You can only select one object at a time in Excel 2007., , 148. You cannot make changes to an individual object when it is grouped. (True or False?), 149. The Align command spaces out selected objects equally. (True or False?), 150. To rotate an object with greater precision, use the:, A. Ribbon, B. Size and Position dialog box, C. rotation handle, D. contextual menu, , 151. Which of the following is NOT a layering command in Excel 2007?, A. Send to Middle, B. Send to Back, C. Bring to Front, D. Bring Forward, , 152. The SmartArt feature lets you design your own clip art. (True or False?), 153. You can add text to a SmartArt graphic using the graphic itself or the, , pane., , A. Task, B. Protection, C. Graphics, D. Text, , 154. In order to create an effective SmartArt graphic, you need to know how to work with its elements. (True or False?), 155. All SmartArt formatting changes are final. (True or False?), 156. You cannot modify WordArt once it has been inserted. (True or False?), 157. When you embed a PowerPoint presentation, the Ribbon changes to display tabs with PowerPoint commands. (True or, False?), , 282

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158. How would you insert a © symbol in a worksheet?, A. Click the Insert tab on the Ribbon and click the Symbol button in the Symbols group., B. Press <Ctrl> + <C>., C. Click the Copyright button on the Standard toolbar., D. Excel cannot display the © symbol., , 159. Why would you use the Quick Access Toolbar?, A. To have a backup in case the main toolbars fail., B. To have a toolbar that’s compatible across several programs., C. To provide quick access to the commands you use most often., D. To keep your other toolbars private., , 160. You can restore the default commands to the Quick Access Toolbar by clicking the Reset button. (True or False?), 161. AutoCorrect changes:, A. Spelling errors, B. Grammar errors, C. Capitalization errors, D. All of these., , 162. AutoCorrect entries created in Excel will not appear in any other programs. (True or False?), 163. Which of the following is NOT a tab in the Excel Options dialog box?, A. Proofing, which changes how Excel corrects your text., B. Formulas, which changes how formulas perform., C. Create, which changes how new workbooks are made., D. Trust Center, which changes your privacy options., , 164. You can see the status of any recovered document simply by pointing at it for a moment in the Available Files pane., (True or False?), , 165. You can specify how often a document is automatically saved. (True or False?), 166. To repair Excel, click the Office Button and select:, A. Excel Options, then click the Resources tab and click Diagnose., B. Diagnostics, then click Run., C. Save, then Save after Diagnosis., D. Properties, then choose the All Programs tab and select Office Tools., , 167. Document Properties like subject and category can only changed by an administrator. (True or False?), 168. If you don’t know the name of a file, you can find it by searching for a file keyword. (True or False?), 169. You can save a document in XPS or PDF mode immeditately when Office is installed on your computer. (True or, False?), , 170. Once a document has been saved as a PDF or XPS file, you can view it even without a viewer or reader for those, files.(True or False?), , 283

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171. What is a digital signature?, A. A copy of a handwritten signature inserted in a document as a graphic., B. Your avatar symbol for Office., C. The signature used in Outlook., D. A digital encryption that ensures the document was created by a particular person., , 172. ‘Mark as Final’ is one of the options for preparing a document for distribution. (True or False?), 173. When a workbook is saved onto a shared workspace:, A. Coworkers can work on the workbook and synchronize the results., B. Coworkers can work on the workbook but they are not able to share the results., C. Coworkers can view the workbook but are not able to make changes., D. Coworkers can create a SharePoint server site that allows administrators to use Excel., , 174. What are the three arguments or parts of an IF formula?, A. IF, THEN, ELSE, B. The conditional statement, the value if the test is false, and the value if the test if true., C. The logical test, the value if the test is true, and the value if the test if false., D. The conditional statement, the expression, and the value., , 175. Which is NOT a required part of a PMT function?, A. The interest rate., B. The amount of the loan, or principal., C. The number of payments., D. If the interest rate is Fixed or Variable., , 176. The DSUM function calculates the totals of specific records based on your criteria. (True or False?), 177. Which of the following functions looks up values vertically down a column and then horizontally across a row?, A. HLOOKUP, B. DSUM, C. DLOOKUP, D. VLOOKUP, , Quiz Answers, 1., , False. You must start Excel to begin using it., , 2., , B. Microsoft Online help is not a new feature in Excel 2007., , 3., , True. Double-click a tab to hide the Ribbon, then click any tab to view commands once again., , 4., , True. The Office Button contains basic file commands, similar to the File menu of previous versions., , 5., , C. The Quick Access Toolbar is a customizable toolbar of common commands that appears above or below the, Ribbon., , 284

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6., , A. <Ctrl> + <Alt> + <Delete> is a Windows command, not an Excel command., , 7., , False. Contextual menus are available whenever you right-click something in the Excel window., , 8., , B. The Mini Toolbar is a toolbar of common formatting commands that appears whenever text or data is selected, within a cell., , 9., , C. Press <F1> to access help in Excel., , 10., , A and C. Click the Office Button and click Exit Excel or click the Close button on the title bar., , 11., , True. A blank workbook appears when you start Excel., , 12., , A. Select Open and then navigate to the saved file you want to open., , 13., , B. Pressing <Shift> + <Tab> moves the cell pointer one cell to the left., , 14., , False. Labels are any type of text or information NOT used in calculations., , 15., , B. Excel right-aligns values., , 16., , True. You can select all cells at once by pressing Ctrl + A., , 17., , A. All formulas start with an equal sign (=)., , 18., , C. You can quickly sum a column of numbers using the AutoSum button., , 19., , A. This formula is incorrect because it doesn’t begin with an equal sign., , 20., , True. You can use AutoFill to copy formulas to adjacent cells., , 21., , False. Absolute cell references always contain dollar signs., , 22., , True. You can undo multiple actions in Excel., , 23., , False. The original workbook remains intact, with its original name., , 24., , D. The Print Preview feature allows you to preview how your printed worksheet will look., , 25., , C. Pressing <Ctrl> + <T> is not a print command., , 26., , C. Click the Close button or press <Ctrl> + <W> to close a workbook., , 27., , True. Simply click a cell and type to replace its contents., , 28., , B. Press and hold the <Ctrl> key to copy cells using the mouse., , 29., , True. The Office Clipboard can be used in all Office programs., , 30., , D. You can use the Paste Special command to paste any of these elements., , 31., , A. Click the Ignore Once button to leave text alone and move to the next questionable word., , 285

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32., , C. The existing rows are shifted downward when you insert a row., , 33., , False. Pressing the Delete key only deletes the cell’s contents., , 34., , A. Editing, , 35., , False. You can edit or delete a cell comment., , 36., , True. When you track changes in Excel, you must also share the workbook., , 37., , D. Comma Style is not a type of font formatting., , 38., , C. Dollar is not a type of number formatting., , 39., , A. AutoFit resizes columns or rows to best fit cell contents., , 40., , False. You can align cell contents vertically and horizontally within a cell., , 41., , C. The Border list arrow is located in the Font group., , 42., , True. Click the Format Painter button once to apply it once or twice to apply it multiple times., , 43., , True. Excel contains preset formatting styles that are all ready for you to apply to cells., , 44., , D. Document themes consist of theme colors, fonts, and effects., , 45., , A. Conditional formatting allows you to highlight cells that meet specific criteria., , 46., , B. Characters is not a conditional formatting option in Excel., , 47., , True. Click Preview in the New Formatting Rule dialog box to see how new conditional formatting will look before, you apply it., , 48., , False. You can edit a conditional formatting rule., , 49., , D. Styles cannot be found using the Find feature., , 50., , A. A line chart displays trends over time., , 51., , B. To create a chart, click the Insert tab, then select a chart type and chart in the Charts group., , 52., , True. A faint chart outline does appear as you resize a chart., , 53., , C. When you change the chart type of only one of multiple data series in a chart, you create a combination chart., , 54., , D. Built-in chart layouts and styles are found on the Design tab., , 55., , B. Data Bar is not a type of label in the Labels group., , 56., , True. Adding or removing tick marks is one of the options in the Format Axis dialog box., , 57., , A. Background Area is not a button found in the Background group., , 286

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58., , B. Error Lines is not a button found in the Analysis group., , 59., , True. You can right-click a chart element and use the Mini Toolbar to quickly perform basic text formatting., , 60., , D. To change a chart’s source data, click the Select Data Source button in the Data group., , 61., , True. If you decide you no longer need a chart template that you’ve saved, you can delete it., , 62., , B. Edit view is not an Excel view option., , 63., , True. The Zoom slider on the status bar lets you zoom in and out of a worksheet., , 64., , False. Creating a new workbook window is like opening the workbook in a different view: if a workbook is open in, multiple windows, changes made in any of the windows are applied to the same file., , 65., , False. They are similar, but splitting allows you to scroll through all window sections independently. Also, you can, move split lines but not frozen sections., , 66., , False. To select a worksheet, click that worksheet's tab at the bottom of the workbook window., , 67., , True. You can add and delete worksheets., , 68., , True. You can move a worksheet within a workbook simply by dragging the sheet's tab to the new location. Hold down, the Ctrl key if you want to copy it., , 69., , C. Click the Switch Windows button in the Window group to switch between multiple open workbooks., , 70., , False. Hiding data doesn't delete it, it just hides it from view until it is unhidden., , 71., , D. You can protect a workbook from all of these things., , 72., , True. You can unlock cell ranges so that they can still be edited once the worksheet is protected., , 73., , A. Internet Fax is a way to send, not publish a workbook from Excel., , 74., , True. Once you have created a template you can use it to create new workbooks., , 75., , True. Page Layout View makes it easy to work with headers and footers., , 76., , True. In Page Break Preview view, you can move a page break by clicking and dragging it to a new location., , 77., , A. Large is not a margin size option in Excel., , 78., , B. Letter is the default paper size in Excel., , 79., , D. You can view or print gridlines and headings using the commands in the Sheet Options group., , 80., , False. In the Print dialog box, you CAN select how many copies you want to print., , 81., , True. To change the order of evaluation, enclose the part of the formula to be calculated first in parentheses., , 82., , A. Scientific is not a category of functions in Excel., , 287

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83., , True. By default, Excel recalculates the formulas in a workbook whenever you change a value that affects another, value., , 84., , True. You can define a name for multiple non-adjacent cells., , 85., , B. The Evaluate Formula button is not found in the Defined Names group., , 86., , D. Click the Trace Precedents button to display arrows that show what cells affect the currently selected cell., , 87., , D. The Error Checking dialog box does not have a Show Formulas button., , 88., , D. Before you sort data, make sure it's organized into columns and rows., , 89., , C. You can sort data by cell icon, cell or font color, but not by number formatting., , 90., , A. Use the Sort dialog box to sort data by multiple columns., , 91., , True. You can either create your own custom list or use a predefined custom list., , 92., , C. To display the filtering buttons, click the Home tab on the Ribbon, click the Sort & Filter button in the Editing, group, and click Filter., , 93., , True. You can use wildcards when entering values in the Custom AutoFilter dialog box., , 94., , D. You can do all these things with an Advanced Filter., , 95., , True. You can create a blank table or a table that uses an existing data range., , 96., , B. There isn't a Resize Table Wizard in Excel., , 97., , True. When you add a total row to a table, the last column is summed by default., , 98., , D. All of these are features for working with table data., , 99., , A.You can summarize and analyze table data using a PivotTable., , 100. True. In Excel 2007, the Data Form has been excluded from the Ribbon by default., 101. False. You can always change table styles., 102. B. Checkered Rows is not an option in the Table Style Options group., 103. C. You can create a new table style using the New Table Quick Style dialog box., 104. True. When you convert a table to a range, the table formatting remains applied to the cells., 105. True. You can create a PivotTable in either a new or existing worksheet, 106. C. Specify the data you want to use in the PivotTable in the PivotTable Field List task pane., 107. D. All are available., , 288

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108. B. You can filter a PivotTable by dragging a field into the Report Filter box in the PivotTable Field List., 109. A. Header Row is not a button found in the Layout group on the Design tab., 110. False. Dates are commonly grouped in PivotTables., 111. False. You must manually refresh the PivotTable to include changes made to your source data., 112. C. Bold Headers is not an option in the PivotTable Style Options group., 113. True. When you modify a PivotTable, the PivotChart is updated along with it., 114. True. To make sure you don't lose the original values for the changing cells, you should use the original cell values in, the first scenario you create., , 115. D. The result cells you specify in the Scenario Summary dialog box are the cells that are affected by the changing cells, in the scenarios., , 116. True. You can create either a one- or a two-input data table, 117. B. Use Goal Seek when you know the desired result of a formula, but not the input value the formula needs to arrive at, the result., , 118. True. Solver is an optional Excel Add-In feature., 119. C. You don't need to protect the worksheet to use the data validation feature., 120. D. All of these are common delimiters that Excel can use to split cell data., 121. A. The Remove Duplicates button is found in the Data Tools group on the Data tab on the Ribbon., 122. True. You can group rows and columns manually by selecting them., 123. True. Always sort data before using the Subtotals command., 124. A. You can consolidate by position when the data in all the worksheets is arranged in exactly the same order and, location., , 125. True. The cells you reference don't need to be in the same position on each sheet, or even have the same labels, to be, consolidated using formulas., , 126. True. A hyperlink is text or an image that points to a file, a specific location in a file, or a Web page on your computer,, on a network, or on the Internet., , 127. False. You don't need to know anything about HTML to create a Web page from Excel., 128. B. To import data into Excel, use the buttons in the Get External Data group on the Data tab on the Ribbon., 129. True. When you click a yellow table selection arrow on a Web page, it turns into a green checkmarked box., 130. A. Hyperlink is not a button in the Connections group., , 289

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131. C. The Universal Macro Workbook is not a place where you can store a macro., 132. A. Click the Run button in the Macro dialog box to play a macro., 133. True. You can select a symbol of your choice to represent the macro on the Quick Access Toolbar., 134. B. Excel macros are written in the Visual Basic programming language., 135. C. You can change your macro security settings in the Trust Center window., 136. B. Dim HireDate as Date would declare the variable 'HireDate' as a date., 137. D. The statement InputBox(, 138. B. The Clip Art button is located in the Illustrations group on the Insert tab., 139. C. Whenever a picture or graphic has been inserted into a worksheet, the Format contextual tab appears on the Ribbon, under Picture Tools., , 140. A. The cropping tool is not useful when it comes to changing the color of a picture or graphic., 141. False. Changing the visual style of a picture or graphic does not alter the picture or graphic itself, just how it appears, on the worksheet., , 142. D. An adjustment handle is used to adjust a shape’s most prominent feature, such as the point of an arrow or the spikes, on a star., , 143. True. A visual style is a set of different formatting commands that can be applied to a shape in one single step., 144. D. Holding down the <Shift> key as you click and drag an object’s sizing handles maintains the object’s proportions., 145. True. Holding down the <Ctrl> key as you click and drag an object copies the object., 146. C. Morph is not a type of special effect in Excel 2007., 147. C. To select multiple objects in Excel, press and hold down the <Shift> key as you click each object that you want to, select., , 148. True. In order to make changes to an object that is part of a group, you need to ungroup the object first., 149. False. The Distribute command spaces out selected objects equally., 150. B. To rotate an object with greater precision, use the Size and Position dialog box., 151. A. Send to Middle is not a layering command in Excel 2007., 152. False. The SmartArt feature lets you create and customize designer-quality diagrams., 153. D. You can add text to a SmartArt graphic using the graphic itself or the Text pane., 154. True. In order to create an effective SmartArt graphic, you should know how to add and remove shapes, replace shapes, with different ones, etc., , 290

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155. False. You can easily restore the default formatting of a SmartArt graphic using the Reset Graphic command., 156. False. You can modify WordArt once it has been inserted., 157. True. When you embed a PowerPoint presentation, the Ribbon changes to display tabs with PowerPoint commands., 158. A. To insert a symbol or special character, click the Insert tab on the Ribbon and click the Symbol button in the, Symbols group., , 159. C. The purpose of the Quick Access Toolbar is to provide buttons for the commands you use most often., 160. True. You can restore the default commands to the Quick Access Toolbar by clicking the Reset button., 161. D. AutoCorrect changes spelling errors, grammar errors, and capitalization errors., 162. False. AutoCorrect entries created in Excel will appear in any other Office programs., 163. C. There is no Create tab in the Excel Options dialog box., 164. True. You can see the status of any recovered document simply by pointing at it in the Available Files pane., 165. True. You can specify how often a document is automatically saved., 166. A. To repair Excel, click the Office Button and select Excel Options, then click the Resources tab and click Diagnose., 167. False. You can change a property by changing the text in its text box., 168. True. If you don’t know the name of a file, you can find it by searching for a file keyword., 169. False. You must download an add-in to enable this ability in Microsoft Office 2007., 170. False. You must download a special viewer or reader to view documents saved as PDF or XPS files., 171. D. A digital encryption that ensures the document was created by a particular person., 172. True. Mark as Final is one of the options for preparing a document for distribution., 173. A. When a workbook is saved onto a shared workspace, coworkers can work on the workbook and synchronize the, results., , 174. C. The three parts of an IF formula are the logical test, the value if the test is true, and the value if the test is false., 175. D. A fixed or variable interest rate option is not part of the PMT function., 176. True. The DSUM calculates the totals of specific records based on your criteria., 177. The VLOOKUP functions can look up values vertically down a column and then horizontally across a row., , 291