Professional Documents
Culture Documents
EXCEL
ADVANCED
QUICK NOTES
Page 1 of 48
Create HTML Documents and Hyperlinks
• Introduction...............................................................................................................................2
• Remove a Hyperlink..................................................................................................................8
• Introduction
You can display an existing worksheet or chart on an Intranet or on the Internet. To do this, you
must
This feature is only available if the Internet Assistant add in program is installed
Page 2 of 48
• Check That the Internet Assistant Add in Program is Installed
If a checkmark appears in the box to the left of Internet Assistant Wizard, the Wizard is
available.
You are asked if you wish to create a new web page or add to an existing page.
4. Click the radio button that begins with Create an Independent, Ready to View…
5. Click Next.
6. Complete the Title information. This will appear at the very top of the browser screen.
Complete the Header Information. This will appear centered at the top of the web document.
Page 3 of 48
If desired, complete the description area. It will appear above the data and is used to
describe the data or the purpose of the page.
Choose a Horizontal Line checkboxes if you wish a horizontal lines to your document.
Complete the Date, Author and email information at the bottom if it is not completed.
Click Next.
Click in the Save As box at the bottom of the page and type a file name. Your name
must have the extension .htm (example: 1stQrt.htm)
If you save charts as part of the Excel page, the charts are saved as separate files. They are
loaded into the web page when you open the file as a HTML file in a web browser..
You must have access to an Internet browser such as Netscape or Internet Explorer to view the
document in HTML.
You must be connected to the Internet or have your Internet browser open or you may not be
able to do this.
1. Click on the Web Toolbar icon on the standard toolbar. The Web Toolbar is displayed.
2. Click in the Address box on the Web Toolbar and type the file name of the HTML file
including the complete path.
Page 4 of 48
Or if you don't want to type the path
3. To return to your worksheet, click on the Excel icon on the Windows 95 status bar.
1. Open Netscape.
2. Click File on the menu bar.
3. Click Open File.
If you are using a newer version of Netscape, click Open Page.
4. In the Look In box, click on the path to the file.
5. In the File window, click on the file.
6. Click Open.
In Excel, charts are often created as a separate worksheet. They are too big for a web page. A
good size for a chart is approximately four inches by three inches. The easiest way to resize the
chart is to change the page margins.
1. Click on the worksheet tab to display the worksheet containing the chart.
2. Click the Page tab.
3. Change the orientation of the page to landscape
4. Check that the page size is 8.5 by 11.
5. Click the Margins tab.
6. Set all the margins to 3 inches.
7. Click OK.
Page 5 of 48
• Display the Chart as a Web Page
7. Complete the Title information. This will appear at the very top of the browser screen.
Complete the Header Information. This will appear centered at the top of the web document.
If desired, complete the description area. It will appear above the data and is used to
describe the data or the purpose of the page.
Choose a Horizontal Line checkboxes if you wish a horizontal lines to your document.
Complete the Date, Author and email information at the bottom if it is not completed.
8. Click Next.
9. Click the Save the Results as a HTML file radio button.
In the File Path box
Click the Browse button to display a Save As box.
Click in the Save In box at the top of the window and click on the path to the folder where
you wish to save the document.
Click in the Save As box at the bottom of the page and type a file name. Your name
must have the extension .htm (example: 1stQrt.htm)
Page 6 of 48
You can insert hyperlinks in worksheets that allow you to jump to another Excel document, a
document on the Internet or Intranet or to other Office documents.
ü If the hyperlink is to an Internet or Intranet site, you must know the address of the site.
ü If the hyperlink is to another document, you must know the path to the document.
A window opens.
Page 7 of 48
Be careful! If you create a hyperlink to a document and then move the document, the hyperlink
will no longer be valid!!!
• Use Hyperlinks
1. If the hyperlink is a URL or email link, you must be connected to the Internet.
2. Click on the link.
The hyperlink site or file is loaded.
1. Click on the hyperlink with the right mouse button. A menu appears.
2. Point to Hyperlink.
3. Click Select Hyperlink.
4. Type the name you wish to appear on the link.
5. Press the Enter. key.
The name appears on the link. To see the reference, point to the link. The reference is
displayed.
• Remove a Hyperlink
Page 8 of 48
Use Multiple Worksheets
• Copy Worksheets.......................................................................................................................9
• Copy Worksheets
Page 9 of 48
1. Open the workbook containing the worksheet you wish to copy.
2. Open the destination workbook (the workbook receiving the file)..
3. Click on the tab of the worksheet you wish to copy with the RIGHT mouse button.
4. Click Move or Copy. A window opens.
6. In the Before Sheet window, click the location for the new sheet.
7. Click the Create a Copy checkbox at the bottom of the window to COPY the file instead of
MOVING it.
8. Click OK..
1. Move the cursor to the Tab Split bar on the sheets tab status bar. The cursor becomes a
double pointed arrow.
• Move Worksheets
Page 10 of 48
Move a Worksheet to a Different Workbook
6. In the Before Sheet window, click the location for the new sheet.
7. Click OK.
Page 11 of 48
2. Hold the CTRL key and click the tab of another worksheet.
Repeat until all the worksheets are selected.
• Add Worksheets
1. Click on the worksheet tab to the right of the position for the new worksheet
2. Click Insert on the menu bar.
3. Click Worksheet.
A worksheet is inserted. The name on the worksheet will be the next available sheet name
(such as sheet6 )
1. Select the same number of worksheet tabs as the number of worksheets you wish to insert.
2. Click on any of the with the right mouse button. A window appears.
3. Click Insert.
• Delete Worksheets
Rename a Worksheet
Page 12 of 48
Click on the worksheet with the right mouse button. A menu is displayed.
Click Rename. The text on the worksheet tab is selected.
Type a new name for the sheet. It will replace the existing name.
Press the Enter key.
This assumes the worksheets will have similar data and headings in the same position on all
worksheets. It is useful if worksheets represent data such as months, quarters, or geographic
areas.
Select the range of cells containing the format you wish to copy.
Click the Copy icon on the toolbar.
Click on the worksheet tab of the worksheet where you wish to place the formatting.
Select the cell in the upper left corner of the range where you want to paste the formatting
Click Edit on the menu bar.
Click Paste Special.
In the Paste Area, select Formats
Click OK.
12/17/98
Page of 48
• Make Reference to Cells in Other Worksheets
You usually reference cells in other worksheets when you are creating formulas. To include a cell
from another worksheet. You can point to the cell(s) or write the address manually.
1. Begin typing the formula. When you wish to include the cell from the other worksheet.
2. Click on the tab of the worksheet.
3. Click on the desired cell or select a range of cells.
4. Click on the tab of the worksheet containing the formula. The cell reference will be displayed.
5. Continue writing the formula.
6. When the formula is complete, press the Enter key.
1. Begin typing the formula. When you wish to include the cell from the other worksheet.
2. Type the name of the sheet containing the cell you wish to reference.
3. Type an exclamation point (!)
Page 14 of 48
5. Press the Enter key.
You can reference cells from multiple worksheets . This is useful if you wish to create a formula
to summarize data in multiple worksheets. The process is sometimes referred to as 3-D
References. It is assumed
3. When you wish to reference the cells from the multiple worksheets
The formula is displayed in the Formula bar at the top of the window.
1. Select the range of cells containing the formulas you wish to copy. (It may just be a single
cell).
2. Click the Copy icon on the toolbar.
3. To copy the formula to one other worksheet, click on the tab for the worksheet.
Page 15 of 48
4. Select the destination cell for the formula
Or
If you are copying a multiple formulas, select the cell in the upper left corner of the range
where you want to paste the formulas
Example:
A workbook contains 12 worksheets, one for each month, displaying expenditures in
various categories.
Use Consolidation to create a summary worksheet to total the expenditures for each
category.
Consolidate by Position When Data and labels are in the same position on
both the source and destination worksheets.
Consolidate by Category When Labels and Data are NOT in the same position
on both the source and the destination
documents.
The data must be positioned in the same cells on their respective worksheets.
1. Click on the tab of the worksheet that will contain the consolidated data.
2. Select the range to receive the consolidate data. Do NOT include any rows or columns that
contain labels.
Page 16 of 48
3. Click Data on the menu bar.
4. Click Consolidate.
5. Click the arrow at the right side of the Function box.
6. Click the desired summary function (such as SUM or AVG).
7. Click the Collapse Dialog button at the right side of the reference box to collapse the window
8. Click on the tab of the first worksheet whose data you wish to include.
Select the range of cells containing the data you wish to summarize. Include columns or
rows that contain labels.
Click the Collapse Dialog button. You are returned to the Consolidate window.
Click Add.
9. If you wish to link the consolidated data to the source data so it is automatically updated
when source data is changed, click the Create Links to Source Data checkbox.
You can only link data if the consolidated data is on a worksheet different from the
worksheets containing the data. See below to browse a linked consolidation.
Consolidate by Category
1. Click on the tab of the worksheet that will contain the consolidated data.
2. Select the upper left cell of the area to contain the consolidated data.
Use a separate worksheet for the consolidation if you wish to link it to the source data.
Page 17 of 48
Select the range of cells containing the data you wish to summarize. Include columns or
rows that contain labels.
Click the Collapse Dialog button. You are returned to the Consolidate window.
Click Add.
9. If you wish to link the consolidated data to the source data so it is automatically updated
when source data is changed, click the Create Links to Source Data checkbox.
You can only link data if the consolidated data is on a worksheet different from the
worksheets containing the data.
10. In the Use Labels In section, click the location of the data labels.
If the top row contains labels, click in the Top Row checkbox.
If the left column contains labels, click in the Left Column checkbox.
5. Click OK.
If you create a consolidation that is linked to the source data, an outline is created. Notice the
buttons labeled 1 and 2 at the upper left above the row headers.
To expand the consolidation to see the source data for each summary, click the 2 button .
To see just the summary data, click the 1 button.
To expand any part of the consolidation, click the + button to the left of the area you wish to
expand.
Page 18 of 48
To collapse an expanded section, click the - sign to the left of the area you wish to collapse.
Page 19 of 48
Audit a Worksheet
• Find Errors..............................................................................................................................22
• Introduction to Audit
Auditing is a system that you can use to check your workbooks for errors . You can use it to
display all the cells that feed into a formula
Auditing Terms
Term Description
Page 20 of 48
Auditing Toolbar
Page 21 of 48
• Find Cells Referred to in a Specific Formula
4. To remove the arrows, click the Remove Precedents button on the Auditing toolbar.
4. To remove the arrows, click the Remove Dependents button on the Auditing toolbar.
• Find Errors
6. To remove the arrows, click the Remove All Arrows button on the Auditing toolbar.
Page 22 of 48
Use Macros
• Introduction.............................................................................................................................23
• Run a Macro............................................................................................................................25
• Introduction
In Excel, if you perform a task repeatedly, you can automate it with a macro. A macro is a stored
list of commands and keystrokes. They are automatically executed when you run the macro.
Page 23 of 48
ü Formatting cells
ü Printing a range
• Record Macros
6. In the Store macro in box, click the location where you want to store the macro.
6. Click in the description box and type a short description of the macro's function.
7. Click OK..
Page 24 of 48
From NOW ON, until you stop recording, every keystroke is being recorded!!!
8. Perform the actions you wish the Macro to record. Do them in the order you want them
performed.
• Run a Macro
Page 25 of 48
• Assign a Shortcut Key After a Macro Has Been Created
• Edit Macros
Macros are edited using the Visual Basic Editor. This is a program Excel uses to create macros.
• Delete Macros
Page 26 of 48
• Attach Macros to Buttons or Drawing Objects
Macros can be attached to buttons or drawing objects. When you click the button or drawing
object, the assigned macro automatically runs.
Page 27 of 48
Import and Export Data
Usually, Excel will open the following types of files without any special manipulation.
To open them
Page 28 of 48
In the Save as Type box at the bottom of the page, choose Microsoft Excel Workbook.
In the File Name box, type a name for the file.
Click Save.
1. In Microsoft Access, open the table, query, or form that contains the records you want to
import..
2. Click View on the menu bar.
3. Click Datasheet View.
4. Select the records you want to copy. If you wish to copy entire columns, drag across the
column headings.
6. In Excel, click on the cell that will be the upper left most cell in the worksheet where you wish
to place the data.
Introduction
Text files that contain data can come from a variety of sources. They include
ü Mainframe computer reports
ü Data contained in email messages.
ü Other applications that can export files as text files.
Delimited Text Files Contain some special character that defines the
boundary between columns of data.
Page 29 of 48
Commas and Tabs are common used as
characters to delimit text..
Import Data
6. Select either Delimited or Fixed width to indicate the type of file. Look at the Preview box .to
help you make your choice.
7. If you are not importing the entire document, click in the Start Import at Row box and choose
the correct row. Use the Preview box to help you determine the starting row.
8. Click Next.
9. In the Delimiter section, click the Delimiter that is used to separate fields. Excel usually
attempts to choose one for you. The result of using the delimiter is displayed in the preview
window.
10. Click Next.
Page 30 of 48
• Import a Word Table
1. Open Word.
2. Open the document containing the table you wish to import.
3. Select the table.
4. Click Copy on the menu bar.
6. If necessary, open the workbook where you wish to paste the table.
7. Click in the cell that will be the upper left most cell of the table.
8. Click Paste.
8. Click Save.
9. Repeat for each worksheet you wish to export.
Page 31 of 48
Use Templates
• Introduction.............................................................................................................................32
• Create a Macro........................................................................................................................34
• Edit Templates.........................................................................................................................35
• Introduction
A template is a workbook that has been saved in template format. Templates are used to simplify
creating a new worksheet. The following settings are commonly stored in a template:
Some default templates are installed with Excel. You can also create your own..
Page 32 of 48
Create a Workbook with an Existing Template
1. Click File on the menu bar.
2. Click New.
3. To open the standard blank worksheet
Click the General tab.
Click Workbook.
Click OK.
This is the same workbook that is created as when you click the New button on the
toolbar.
Or
To open another template,
Click on the tab containing the template you wish to use.
Select the desired workbook template.
Click OK.
Notice, the title bar contains the name of the template (instead of Book1).
ü Invoice template
ü Expense Sheet template
ü Purchase Orders template
These templates contain forms, special toolbars and built in macros .
The template appears. A Customize button is located in the upper right corner. This liets
you enter information to customize the template.
8. Fill in the information. Notice, the red triangles that appear in the upper right corner of some
cells. These are comments that will help you fill in information.
Page 33 of 48
10. To add a logo to the template
Click the Select Logo button. You may need to scroll down the worksheet to see it.
The Insert Picture dialog box opens.
Click the Look In box and choose the path to the logo you wish to use.
Select the file name of the logo.
Click Insert. The logo appears in the box, resized and formatted to fit..
11. Click the Lock/Save Sheet button. A lock/Save Sheet dialog box appears.
Click OK to lock and save the customized template.
12. In the File Name box, type a meaningful name for the template.
13.
Do NOT change the Save In location. It should be the Templates folder. This is where Excel
looks for templates.
• Create a Template
3. If desired, add header and footer information and names for worksheets.
3. Click File on the menu bar.
4. Click Save As. The Save As dialog box appears.
5. Click the arrow to the right of the Save As box.
6. Select Template (*.xlt)
Page 34 of 48
The Save in box will automatically jump to the Templates folder. This is where Excel looks
for templates.
Any template you save in the Templates Folder appears in the General Tab when you
choose File, New to use templates.
7. Type a meaningful name for the template in the File Name box. Excel will add a .xlt
extension.
8. Click Save. A prompt appears indicating the location of the template. Write the location
down in case you wish to edit the template later.
• Edit a Template
The location of the Microsoft Office folder may be different on different workstations. It is
often in the Program Files folder.
4. Click the arrow at the right side of the Files of Type box.
5. Click Templates. A list of templates appear.
6. Click the filename of the template you wish to open.
7. Click Open.
Page 35 of 48
Use Multiple Workbooks
• Link Workbooks......................................................................................................................36
• Track Changes.........................................................................................................................47
• Link Workbooks
Source Data The data in the cell that you want to link
Destination Cell The cell or range to which you link the source data.
or
Destination Range
Page 36 of 48
Difference Between Copying Cell Data and Linking Cell Data
Copy Cells Data in Destination Cells does not change when the
source data is changed
Link Cells Data in Destination changes when the source data is
changed.
5. If necessary, click the tab of the worksheet containing the source data.
6. Select the cell containing the source data.
7. Click the OK button on the Formula bar.
1. Open the workbook containing the source data and workbook that will contain the destination
data.
2. In the Source workbook, select the Source Data you wish to link.
3. Click Copy on the toolbar.
4. Switch to the destination workbook by doing one of the following.
If the workbook is visible, click anywhere in it to activate it.
Or
If the workbook is not visible
Click Window on the menu bar.
Select the workbook.
5.If necessary, click the tab of the worksheet containing the source data.
5. Click the upper left cell of the area where you wish to place the linked data.
6. Click Edit on the menu bar.
7. Click Paste Special. The All radio button is selected.
Page 37 of 48
8. Click the Paste Link checkbox.
9. Save the Destination workbook.
1. Open the workbook containing the source data and workbook that will contain the destination
data
2. In the Destination workbook, click in the cell where you wish to place the formula.
3. Type =
4. Type the formula . When you wish to insert the cell from the linked workbook,
Switch to the source workbook by doing one of the following.
If the workbook is visible, click on it to activate it.
Or
If the workbook is not visible
Click Window on the menu bar.
Select the workbook.
5. If necessary, click the tab of the worksheet containing the source data..
6. Click in the cell or select the range of cells containing the data you wish to use in the formula
7. Switch to the Destination workbook.
8. Complete the formula.
9. Press Enter.
1. Click the cell containing the linked formula you wish to break.
2. Click Copy on the toolbar to copy the cell contents.
3. Click Edit on the menu bar.
4. Click Paste Special.
5. Click the Values radio button.
6. Click OK.
The data is replaced with the value only, not the link to the source cells.
Page 38 of 48
This assumes more than one workbook is open.
Cascade Workbook windows are arranged one on top of the other with
just the top title bar displayed for those workbooks not on top.
5. Click OK.
Consolidating data can be used to summarize data from other workbooks. The workbooks must
have the same layout for Consolidation to work.
1. Open all the workbooks that contain the data you wish to consolidate.
2. Create or open the workbook that will contain the consolidated data.
3. Select the destination range. It should be large enough to include both data and data labels.
4. Click Data on the menu bar.
5. Click Consolidate.
6. Click the arrow to the right of the Function box.
7. Select a function.
Page 39 of 48
8. Click the Collapse Dialog button to the right of the Reference box. The window collapses.
9. Switch to one of the workbooks containing source data.
Select the data.
Click the Collapse Dialog button to return to the Consolidate window.
Click Add.
10. If you wish to Link the Consolidation workbook to the Source workbooks, click the Create
Links To Source Data check box.
• Use a Workspace
You can open a group of workbooks in one step by creating a workspace file. This is useful if the
workbooks are related so that you often want several open at once.
Create a Workspace
Page 40 of 48
2. In the Look In box, click on the path to where the workspace file is saved. The workspace file
will be visible along with other Excel files.
3. Select the file.
4. Click Open. All the workbooks contained in the workspace will be opened.
Remove a Workspace
You remove a workspace by deleting the workspace file. The workbooks contained in the
workspace are not deleted. Just the link to the workspace is removed.
• Share Workbooks
Introduction
If you are working on a network, you can share files with other users. They will be able to
ü Enter data
ü Change columns or rows
ü Change formatting
The files must be saved in a Shared directory on the server so the file is accessible to everyone.
Page 41 of 48
Insert objects with the drawing Insert automatic subtotals
toolbar
Notice, the word [shared] appears in the title bar after the workbook name.
Track Changes Sets how many days Excel keeps track of changes
made to the workbook.
Page 42 of 48
6. Click OK.
7. When prompted, choose Save to save the workbook. The file must be saved before the
changes take effect.
Handle Conflicts
Conflicts occur if two or more users make changes to the same cell. Excel detects the conflict
when the file is saved. A Resolve Conflict dialog box appears. To handle the conflict
If there is more than one conflict and you wish the same resolution for all of them, you can
choose Accept All Mine or Accept All Others.
Page 43 of 48
• Enable Change History
7. Click OK.
7. When prompted to save, click OK.
Excel provides a method to prevent users from turning off Sharing or Change History.
4. Click OK.
5. Click Yes if prompted that sharing has been removed.
Page 44 of 48
Notice in the title bar, sharing has been re-established.
Do this when no other users are using the workbook. Their changes will be lost.
A message that the file will no longer be shared and that the Change History will be erased
appears.
6. Click Yes.
• Merge Workbooks
Introduction
To merge workbooks, copies are sent to each user. After users have made their changes, the
copies are merged into one file.
Create a Merge
Page 45 of 48
1. Open the shared workbook that will be the main copy for all the changes.
2. Click Tools on the menu bar.
3. Click Merge Workbooks.
4. If prompted, click OK to save the workbook.
Notice, Select Files to Merge into Current Workbook appears in the title line of the dialog box.
5. In the Look In box, click on the path of a file to merge.
Select the file.
Click OK.
Notice
ü Revision marks appear on each cell that has been revised..
ü Each user's changes are marked by a different color.
ü A small triangle appears in the upper left corner of the cell.
After any changes are made, you can either accept or reject them
4. Specify changes in the When, Who and Where boxes or leave all blank to review all
changes.
Page 46 of 48
6. If you wish to accept all changes, click the Accept All button.
Or
If you wish to reject all changes, click the Reject All button.
Or
For each change,
If a number of changes have occurred, select the one you want.
Click Accept to accept the change.
When the last change has been reviewed, the window closes. All the triangles marking
changes have disappeared.
• Track Changes
Tracking tracks changes to contents of cells. All changes made by everyone are displayed.
Who Click the arrow to the right of the Who box to choose
whose changes to track
If none of the boxes is selected, Excel will track all changes by all users at any time.
Page 47 of 48
6. Click OK .
When changes are made, Excel displays a small triangle in the upper left corner of the cell
containing the changes. The cell also has a colored border around it.
Move the mouse pointer to the triangle. A description of the change, who made it and when it
was made are displayed.
When the document is printed, the small triangles are not printed, but the border is. To turn off
the borders and marking but still keep the tracking
Page 48 of 48