Excel 2007 Advanced Training Manual

TheMouseTrainingCompany
Excel2007
Advanced
Tel:+44(0)2079209500
http://www.mousetraining.co.uk
MSOfficeTrainingSpecialists
TABLEOFCONTENTS
TABLEOFCONTENTS ...............................................................................................3
INTRODUCTION..........................................................................................................................7
HowToUseThisGuide .................................................................................................................. 7
Objectives....................................................................................................................................... 7
Instructions .................................................................................................................................... 7
Appendices..................................................................................................................................... 7
SECTION1ADVANCEDWORKSHEETFUNCTIONS.....................................................9
NAMES.....................................................................................................................................10
DefiningNames............................................................................................................................ 10
CreatingNamesAutomatically..................................................................................................... 11
ManagingNames ......................................................................................................................... 12
USINGNAMES ..........................................................................................................................14
GoTo............................................................................................................................................ 14
NamesInFormulae...................................................................................................................... 15
ApplyingNames ........................................................................................................................... 16
CONDITIONAL&LOGICALFUNCTIONS.......................................................................................17
IfStatements................................................................................................................................ 17
LogicalTest................................................................................................................................... 18
ValueIfTrue/False ..................................................................................................................... 18
NestedIf....................................................................................................................................... 19
StatisticalIfStatements ............................................................................................................... 21
AND,OR,NOT...........................................................................................................................22
And............................................................................................................................................... 22
Or ................................................................................................................................................. 23
Not ............................................................................................................................................... 23
LOOKUPFUNCTIONS.................................................................................................................24
Lookup.......................................................................................................................................... 24
VectorLookup.............................................................................................................................. 24
Hlookup........................................................................................................................................ 26
Vlookup........................................................................................................................................ 27
NestedLookups............................................................................................................................ 29
OTHERUSEFULFUNCTIONS.......................................................................................................31
ISERROR........................................................................................................................................ 31
IFERROR........................................................................................................................................ 32
COUNTIF....................................................................................................................................... 33
AVERAGEIF ................................................................................................................................... 35
AVERAGEIFS ................................................................................................................................. 36
SUMIFS......................................................................................................................................... 37
COUNTIFS..................................................................................................................................... 39
DATACONSOLIDATION..........................................................................................41
SECTION2VIEWS,SCENARIOS,GOALSEEKANDSOLVER.......................................44
GOALSEEKINGANDSOLVING....................................................................................................45
GoalSeek...................................................................................................................................... 45
Solver ........................................................................................................................................... 47
SolverParameters........................................................................................................................ 47
Constraints ................................................................................................................................... 48
SolverAndScenarioManager...................................................................................................... 50
OpeningScenarioManager.......................................................................................................... 50
SavingSolverSolutions ................................................................................................................ 51
Reports......................................................................................................................................... 52
VIEWS&SCENARIOS.................................................................................................................53
CustomViews............................................................................................................................... 53
TypicalCustomViewModel......................................................................................................... 53
DefiningAView............................................................................................................................ 54
ShowingAView............................................................................................................................ 55
ScenarioManager ........................................................................................................................ 55
LoadTheScenarioManager......................................................................................................... 55
ShowingAScenario...................................................................................................................... 57
EditingAScenario ........................................................................................................................ 58
DeletingAScenario...................................................................................................................... 59
SECTION3USINGEXCELTOMANAGELISTS...........................................................60
EXCELLISTS,LISTTERMINOLOGY................................................................................................61
RowAndColumnContent............................................................................................................ 61
ColumnLabels.............................................................................................................................. 61
ListSizeAndLocation................................................................................................................... 61
Miscellaneous .............................................................................................................................. 61
SORTINGDATA.........................................................................................................................62
CustomSortingOptions ............................................................................................................... 65
CreatingACustomSortOrder...................................................................................................... 66
ADDINGSUBTOTALSTOALIST ..................................................................................................67
ExaminingSubtotals..................................................................................................................... 68
FILTERINGALIST.......................................................................................................................69
CustomCriteria ............................................................................................................................ 72
Wildcards ..................................................................................................................................... 73
TurningOffAutofilter................................................................................................................... 74
AdvancedFiltering ....................................................................................................................... 75
SetCriteria ................................................................................................................................... 75
EnteringSearchCriteria ............................................................................................................... 77
WildcardsWithTextCriteria........................................................................................................ 77
MultipleCriteria........................................................................................................................... 77
CheckingTheCriteriaRange ........................................................................................................ 78
CalculatedCriteria........................................................................................................................ 79
CalculatedCriteriaUsingFunctions ............................................................................................. 80
CopyingFilteredData................................................................................................................... 81
UniqueRecords............................................................................................................................ 81
LISTSTATISTICS.........................................................................................................................82
DatabaseFunctions...................................................................................................................... 82
PIVOTTABLES............................................................................................................................85
ToCreateAPivotChartReportFromAnExistingPivotTableReport ........................................... 87
CreateAStaticChartFromTheDataInAPivotTableReport ...................................................... 88
DeleteAPivotTableOrPivotChartReport ................................................................................... 88
CreateLayoutForPivotTables ..................................................................................................... 89
ModifyingAPivotTable................................................................................................................ 90
MANAGINGPIVOTTABLES.........................................................................................................93
UsingAnotherPivotTableReport................................................................................................. 93
ChangingAnExistingReport'sSourceData ................................................................................. 94
AutomaticallyRefreshDataWhenAWorkbookIsOpened......................................................... 95
AutomaticallyRefreshDataAtRegularTimeIntervals ................................................................ 95
RequireAPasswordToRefreshAnExternalDataRange ............................................................ 95
GroupingPivotTableItems........................................................................................................... 97
FormattingAPivotTable ............................................................................................................ 100
SECTION4CHARTS .............................................................................................. 104
INTRODUCTIONTOCHARTING................................................................................................ 105
Terminology ............................................................................................................................... 105
EmbeddedCharts....................................................................................................................... 106
SeparateChartPages ................................................................................................................. 106
ThreeMethodsToCreateCharts............................................................................................... 107
MovingAndResizingEmbeddedCharts .................................................................................... 108
DataLayout ................................................................................................................................ 108
ShortcutMenu(RightClick) ....................................................................................................... 110
ChartTypes ................................................................................................................................ 110
DefaultChartType ..................................................................................................................... 114
FORMATTINGCHARTS ............................................................................................................ 115
DesignRibbon ............................................................................................................................ 115
SwitchRowsAndColumns......................................................................................................... 117
ChangingTheChartLayout ........................................................................................................ 117
ChartStyles ................................................................................................................................ 118
MovingChartLocation............................................................................................................... 118
LayoutRibbon ............................................................................................................................ 119
FormattingChartElements........................................................................................................ 119
ResettingCustomFormats......................................................................................................... 120
Adding,RemovingAndFormattingLabels ................................................................................. 120
Axes............................................................................................................................................ 121
Gridlines ..................................................................................................................................... 122
UnattachedText......................................................................................................................... 122
FormatDialog............................................................................................................................. 123
AddASeriesManually ............................................................................................................... 125
TheSeriesFunction.................................................................................................................... 125
ChartingWithBlocksOfData..................................................................................................... 125
SECTION5TEMPLATES ........................................................................................ 126
INTRODUCTIONTOTEMPLATES .............................................................................................. 127
StandardTemplates ................................................................................................................... 127
CustomTemplates ..................................................................................................................... 128
AutoTemplates........................................................................................................................... 130
OpeningAndEditingTemplates................................................................................................. 130
TemplateProperties................................................................................................................... 131
SECTION6AUDITING........................................................................................... 133
AUDITINGFEATURES .............................................................................................................. 134
Tracers........................................................................................................................................ 134
Comments.................................................................................................................................. 136
SECTION7OTHERFORMATTING ......................................................................... 139
FORMATTINGCELLS................................................................................................................ 139
Themes....................................................................................................................................... 139
CustomisingATheme................................................................................................................. 140
Styles .......................................................................................................................................... 142
ConditionalFormatting .............................................................................................................. 145

SECTION8OTHEREXCELFEATURES..................................................................... 150
INSERTING,FORMATTINGANDDELETINGOBJECTS.................................................................. 150
InsertingADrawingObject ........................................................................................................ 150
SmartArt..................................................................................................................................... 151
WordArt ..................................................................................................................................... 153
FormattingShapes ..................................................................................................................... 153
QuickStyles................................................................................................................................. 153
ManualFormatting .................................................................................................................... 155
REVIEWING ............................................................................................................................ 157
Protecting................................................................................................................................... 157
UseASharedWorkbookToCollaborate.................................................................................... 159
ShareAWorkbook ..................................................................................................................... 160
PROOFINGTOOLS................................................................................................................... 166
SpellingAndGrammar ............................................................................................................... 166
Thesaurus................................................................................................................................... 167
Translation ................................................................................................................................. 167
ShowOrHideScreenTips ........................................................................................................... 168
EXCEL2007SPECIFICATIONSANDLIMITS ............................................................ 169
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INTRODUCTION
Excel2007isapowerfulspreadsheetapplicationthatallowsuserstoproducetablescontainingcalculations
and graphs. These can range from simple formulae through to complex functions and mathematical
models.
HowToUseThisGuide
This manual should be used as a point of reference following attendance of the introductory level Excel
2007trainingcourse.Itcoversallthetopicstaughtandaimstoactasasupportaidforanytaskscarriedout
bytheuserafterthecourse.
Themanualisdividedintosections,eachsectioncoveringanaspectoftheintroductorycourse.Thetable
of contents lists the page numbers of each section and the table of figures indicates the pages containing
tablesanddiagrams.
Objectives
Sections begin with a list of objectives each with its own check box so that you can mark off those topics
thatyouarefamiliarwithfollowingthetraining.
Instructions
Those who have already used a spreadsheet before may not need to read explanations on what each
commanddoes,butwouldratherskipstraighttotheinstructionstofindouthowtodoit.Lookoutforthe
arrowiconwhichprecedesalistofinstructions.
Appendices
The Appendices list the Ribbons mentioned within the manual with a breakdown of their functions and
tablesofshortcutkeys.
Keyboard
Keysarereferredtothroughoutthemanualinthefollowingway:
[ENTER]Denotesthereturnorenterkey,[DELETE]denotestheDeletekeyandsoon.
Whereacommandrequirestwokeystobepressed,themanualdisplaysthisasfollows:
[CTRL]+[P]thismeanspresstheletterpwhileholdingdowntheControlkey.
Commands
Whenacommandisreferredtointhemanual,thefollowingdistinctionshavebeenmade:
When Ribbon commands are referred to, the manual will refer you to the Ribbon E.g. Choose HOME
fromtheRibbonsandthenBforbold.
When dialog box options are referred to, the following style has been used for the text In the PAGE
RANGEsectionofthePRINTdialog,clicktheCURRENTPAGEoption
DialogboxbuttonsareshadedandboxedClickOKtoclosethePRINTdialogandlaunchtheprint.
Notes
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Within each section, any items that need further explanation or extra attention devoted to them are
denotedbyshading.Forexample:
Excelwillnotletyoucloseafilethatyouhavenotalreadysavedchangestowithoutprompting
youtosave.
Tips
At the end of each section there is a page for you to make notes on and a Useful Information heading
whereyouwillfindtipsandtricksrelatingtothetopicsdescribedwithinthesection.
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SECTION1ADVANCEDWORKSHEETFUNCTIONS
Objectives
Bytheendofthissectionyouwillbeableto:
CreateanduseNAMESinworkbooks
Understandanduseconditionalformulae
SetupLOOKUPtablesanduseLOOKUPfunctions
UsetheGOALSEEK
UsetheSOLVER
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NAMES
Whenenteringformulaeorreferringtoanyareaonthespreadsheet,itisusualtorefertoa"range".For
example,B6isarangereference;B6:B10isalsoarangereference.Aproblemwiththissortofreferenceis
that it is not always easy to remember what cells to reference. It may be necessary to write down the
range,orselectit,whichoftenmeanswastingtimescrollingaroundthespreadsheet.Instead,Exceloffers
the chance to name ranges on the spreadsheet, and to use these names to select cells, refer to them in
formulaeorusetheminDatabase,ChartorMacrocommands.
DefiningNames
Thereareanumberofwaystosetupnamesonaspreadsheet.AcommonwayistousetheInsert,Name,
Definemenu.Intheexample,thereisarangeofsalesfiguresthatcouldbenamed1st_Qtr;
Tonamecells:
Mouse
i. Selectthecellsyouwishtoname.
ii. Click the DEFINE NAME button on the in
the DEFINED NAMES GROUP on the
FORMULASRibbon
iii. TheNEWNAMEdialogboxappears
Selectionof
cellsfor
naming
DEFINEDNAMES
grouponthe
FORMULASribbon
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iv. Tonamethecells,simplytypeanameintheNameboxandchooseOK.
OR
Keyboard
i. Selectthecellsyouwishtoname.
ii. TypedirectlyintheNAMEBOXtotheleftoftheFORMULABAR.
iii. PressRETURN
A range can include any selection of cells, not
necessarily a contiguous row or column. Names
canbeupto255charactersinlength,muststart
with a letter and cannot include spaces. Names
arenotcasesensitive.
In the example, these cells would be called
1st_Qtr. From now on, any reference to the
range C6:C10 can be made with the name
1st_Qtr;Noticethatthenamebox,ontheleft
hand side of the formula bar now displays the name 1st_Qtr; It will do so whenever cells C6:C10 are
selected;
CreatingNamesAutomatically
Alternatively, cells can be named using text already on the spreadsheet. For instance, in a spreadsheet,
column or row headings may have already been entered in the cells. B6 to B10 for example shows the
salesmensnamesandtheirrespectivesalesquarterlythistextcanbeusedtonamethecellrangesfortheir
sales
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Tocreatenamesautomatically:
Mouse
i. Select the cells you wish to define names for,
include the data and the data labels in either
thefirstcolumnortoprow
ii. Click the CREATE FROM SELECTION button
ontheintheDEFINEDNAMESGROUPonthe
FORMULASRibbon
iii. Select where your labels are. They must be
part of the selection can be in the top row or
leftcolumn.
iv. Choose OK and, all the salesmens names will appear in the
name box to the left of the formula bar and selecting their
namewillselecttheirindividualsalesfigures
Thisprocedureworksequallywellwithtextenteredtotherightof
a row of data. Or labels in the bottom of a column but THEY
MUSTBEPARTOFTHESELECTION.
ManagingNames
The NAME MANAGER option in the group is a useful tool that allows you to create, modify or delete
nameswithinyourworkbookevenifthenamereferstocellsorrangesoutsidethepresentworkbook.
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Tousenamemanager
Mouse
i. Click the NAME MANAGER BUTTON on the in the DEFINED NAMES GROUP on the FORMULAS
Ribbon.
ii. TheNAMEMANAGERDialogboxappears.
iii. TocreatenewnameusetheNEWbutton.
iv. The NEW NAME dialog appears. The name manager temporarily dissappears until you click OK or
CANCEL
v. WhentheNEWNAMEdialogboxisthereyoumustgiveaname,selectascopeandclickintherefers
tobox.
vi. YoumaythenselectanycellsinthisworkbookorANYopenworkbook.
vii. YoumaythenclickonOKthedialogboxwillclose,theNAMEMANAGERwillreappearandthenamed
cellswillappearwilthinthelargewhitearea.
viii. Selecting any named rangewill allow you to edit or delete it by clicking on the enabled buttons at the
topofthedialog.
Filteringoutneedednamedranges
Usingthefilterbuttonallowssomebasicfilteringofthenames
withinyourworkbook.
Dontforgettoclearthefilterafteryouhavewhatyouwant.
Scoping is a function where the names may be used on a
specific sheet or throughout the whole workbook. When
filteringthenamesyouhaveitmaybeusefultosetascopeif
youhavemanynamesonmanysheets.
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USINGNAMES
GoTo
The GOTO feature can be used to go to a specific cell address on the
spreadsheet.Itcanalsobeusedinconjunctionwithnames.
ToGOTOaname:
Mouse
i. ClicktheFIND&SELECTBUTTONontheintheEDITINGGROUP
ontheHOMERibbon.
ii. SelectGOTO
iii. Thefollowingdialogappears
iv. Clickonthenamerequired,thenchooseOK.
Keyboard
i. Press[F5].Thefollowingdialogboxappears;
ii. Clickonthenamerequired,thenchooseOK.
Notonlydoesthecellpointermovetothecorrectrange,butit
alsoselectsit.Thiscanbeveryusefulforcheckingthatranges
havebeendefinedcorrectly,andalsoforlistingallthenamesonthespreadsheet.
You can also go to a specific cell that has been used in two range names. The previous example
mentionedcellC6,theintersectionoftheFEBandBritainranges.
Tomovetoacellthatbelongstotworanges:
Keyboard
i. Press[F5]andtypethefirstrangenameintheReference
box,thentypeaspaceandthesecondrangename.
ii. Click OK. The pointer immediately jumps to the correct
cell.
Togotolocationsinworkbookbasedon
differentcriteriathannames.
Keyboard
i. Press [F5] and click the SPECIAL button The following
dialogappears
ii. MakeaselectionandclickonOK
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iii. Allcellsofthosecriteriawillbeselected.
iv. Usereturnorribbonkeystomovearound.
NamesInFormulae
Namescanbeusedinanysimpleformula,aswellasanyofExcel'sbuiltinfunctions.Insteadoftypingcell
referencesorselectingcells,simplytypethenameorpastethenameintotheformula.
=SUM(LONG)
=AVERAGE(_1ST_QTR)
Anintersectingnamecanbeused,E.G.;
=LONG_1ST_QTR
=LONG_1ST_QTR+OLSON_1ST_QTR
To avoid typing a name, choose from a list and paste in the required
name.
Topasteanameintoaformula:
Mouse
i. Click the USE IN FORMULA BUTTON on the in the DEFINED
NAMESgroupontheFORMULASRibbon
ii. Selectaname
iii. Thenameisenteredwithintheselectedcellprefacedbyanequalssign
OR
i. Click the USE IN FORMULA BUTTON on the in the DEFINED NAMES group on the FORMULAS
Ribbon
ii. Clickonthepastenamesoptionatthebottomofmenu
iii. ClickontherequirednameandchooseOK
Or
Keyboard
Press[F3]
i. ClickontherequirednameandchooseOK
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ApplyingNames
When a cell has already been referred to in a formula, and is then
named, the name will not automatically appear in the formula.
Similarly, if a cell is referred to by its address rather than its name,
the name will not automatically appear. To replace all references
withnames,thenamesmustbeapplied.
SupposeaformulaiswrittentosumcellsC7:F7
=SUM(C7:F7)
Theformulamakesnoreferencetotherange"OLSON",eventhoughthisrangehasbeennamed.
Toreplacecellreferenceswithrange
names:
Mouse
i. Click the drop down arrow next to DEFINE NAME
BUTTONontheintheDEFINEDNAMESgrouponthe
FORMULASRibbon;
ii. SelectAPPLYNAMES.
iii. Clickonthenameyouwant,andchooseOK.
Toapplyothernamesatthesametime,use[Ctrl]andclick
on the required names. The formula will now show the
rangenamesinsteadofthecellreferences.
The Apply Names command works throughout the
spreadsheet, so wherever the cell reference to the name
youchoseappeared,thenameisnowinitsplace.
Excel2007Advanced
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CONDITIONAL&LOGICALFUNCTIONS
Excelhasanumberoflogicalfunctionswhichallowyoutosetvarious"conditions"andhavedatarespond
to them. For example, you may only want a certain calculation performed or piece of text displayed if
certain conditions are met. The functions used to produce this type of analysis are found in the Insert,
Functionmenu,undertheheadingLOGICAL.
IfStatements
The IF function is used to analyse data, test whether or not it meets
certain conditions and then act upon its decision. The formula can be
entered either by typing it or by using the Function Library on the
formulas ribbon, the section that deals with logical functions Typically,
theIFstatementisaccompaniedbythreeargumentsenclosedinoneset
of parentheses; the condition to be met (logical_test); the action to be
performed if that condition is true (value_if_true); the action to be
performed if false (value_if_false). Each of these is separated by a
comma,asshown;
=IF(logical_test,value_if_true,value_if_false)
ToviewIFfunctionsyntax:
Mouse
i. Click the drop down arrow next to the LOGICAL button in the
FUNCTIONLIBARYgroupontheFORMULASRibbon;
ii. Adialogboxwillappear
iii. Thethreeargumentscanbeseenwithinthebox
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LogicalTest
This part of the IF statement is the "condition", or test. You may want to test to see if a cell is a certain
value,ortocomparetwocells.Inthesecases,symbolscalledLOGICALOPERATORSareuseful;
> Greaterthan
< Lessthan
>= Greaterthanorequalto
<= Lessthanorequalto
= Equalto
<> Notequalto
Therefore, a typical logical test might be B1 > B2, testing whether or not the value contained in cell B1 of
thespreadsheetisgreaterthanthevalueincellB2.Namescanalsobeincludedinthelogicaltest,soifcells
B1 and B2 were respectively named SALES and TARGET, the logical test would read SALES > TARGET.
Anothertypeoflogicaltestcouldincludetextstrings.Ifyouwanttocheckacelltoseeifitcontainstext,
thattextstringmustbeincludedinquotationmarks.Forexample,cellC5couldbetestedforthewordYES
asfollows;C5="YES".
It should be noted that Excel's logic is, at times, brutally precise. In the above example, the logical test is
thatsalesshouldbegreaterthantarget.Ifsalesareequaltotarget,theIFstatementwillreturnthefalse
value. To make the logical test more flexible, it would be advisable to use the operator > = to indicate
"meetingorexceeding".
ValueIfTrue/False
ProvidedthatyourememberthatTRUEvaluealwaysprecedesFALSEvalue,thesetwovaluescanbealmost
anything. If desired, a simple number could be returned, a calculationperformed, oreven a piece of text
entered.Also,thetypeofdataenteredcanvarydependingonwhetheritisatrueorfalseresult.Youmay
want a calculation if the logical test is true, but a message displayed if false. (Remember that text to be
includedinfunctionsshouldbeenclosedinquotes).
Taking the same logical test mentioned above, if the sales figure meets or exceeds the target,a BONUS is
calculated(e.g.2%ofsales).Ifnot,nobonusiscalculatedsoavalueofzeroisreturned.TheIFstatement
incolumnDoftheexamplereadsasfollows;
=IF(B2>=C2,B2*2%,0)
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Youmay,alternatively,wanttoseeamessagesaying"NOBONUS".Inthiscase,thetruevaluewillremain
thesameandthefalsevaluewillbethetextstring"NOBONUS";
=IF(B2>=C2,B2*2%,"NOBONUS")
A particularly common use of IF statements is to produce "ratings" or "comments" on figures in a
spreadsheet.Forthis,boththetrueandfalsevaluesaretextstrings.Forexample,ifasalesfigureexceeds
acertainamount,aratingof"GOOD"isreturned,otherwisetheratingis"POOR";
=IF(B2>1000,"GOOD","POOR")
NestedIf
When you need to have more than one condition and more than two possible outcomes, a NESTED IF is
required.ThisisbasedonthesameprincipleasanormalIFstatement,butinvolves"nesting"asecondary
formulainsidethemainone.ThesecondaryIFformstheFALSEpartofthemainstatement,asfollows;
=IF(1stlogictest,1sttruevalue,IF(2ndlogictest,2ndtruevalue,falsevalue))
Onlyifbothlogictestsarefoundtobefalsewillthefalsevaluebereturned.Noticethattherearetwosets
of parentheses, as there are two separate IF statements. This process can be enlarged to include more
conditions and more eventualities up to seven IF's can be nested within the main statement. However,
caremustbetakentoensurethatthecorrectnumberofparenthesesareadded.
Intheexample,salesstaffcouldnowreceiveoneofthreepossibleratings;
=IF(B2>1000,"GOOD",IF(B2<600,"POOR","AVERAGE"))
TomaketheaboveIFstatementmoreflexible,thelogicaltestscouldbeamendedtomeasuresalesagainst
cell references instead of figures. In the example, column E has been used to hold the upper and lower
salesthresholds.
=IF(B2>$E$2,"GOOD",IF(B2<$E$3,"POOR","AVERAGE"))
(IftheIFstatementistobecopiedlater,thiscellreferenceshouldbeabsolute).
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N.B. The depth of nested IF functions has been increased to 64 as previous
versionsofexcelonlynested7deep
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StatisticalIfStatements
Averyusefultechniqueistodisplaytextorperformcalculationsonlyifacellisthemaximumorminimum
ofarange.Inthiscasethelogicaltestwillcontainanestedstatisticalfunction(suchasMAXorMIN).If,for
example,aperson'ssalescellisthemaximuminthesalescolumn,amessagestating"TopPerformer"could
appearnexttohisorhername.Ifthelogicaltestisfalse,ablankmessagecouldappearbysimplyincluding
anemptysetofquotationmarks.Whentypingthelogicaltest,itshouldbeunderstoodthattherearetwo
typesofcellreferencinggoingon.Thefirstisareferencetooneperson'sfigure,andisthereforerelative.
ThesecondreferencerepresentstheRANGEofeveryone'sfigures,andshouldthereforebeabsolute.
=IF(relativecell=MAX(absoluterange),"TopPerformer","")
InthisexampletheIFstatementforcellB2willread;
=IF(C2=MAX($C$2:$C$4),"TopPerformer","")
WhenthisisfilleddownthroughcellsB3andB4,thefirstreferencetotheindividual'ssalesfigurechanges,
butthereferencetoallthreesalesfigures($C$2:$C$4)shouldremainconstant.Bydoingthis,youensure
thattheIFstatementisalwayscheckingtoseeiftheindividual'sfigureisthebiggestoutofthethree.
A further possibility is to nest another IF statement to display a message if a value is the minimum of a
range.Bewareofsyntaxheretheformulacouldbecomequiteunwieldy!
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AND,OR,NOT
Rather than create large and unwieldy formulae involving multiple IF statements, the AND, OR and NOT
functionscanbeusedtogrouplogicaltestsor"conditions"together.Thesethreefunctionscanbeusedon
theirown,butinthatcasetheywillonlyreturnthevalues"TRUE"or"FALSE".Asthesetwovaluesarenot
particularly meaningful on a spreadsheet, it is much more useful to combine the AND, OR and NOT
functions within an IF statement. This way, you can ask for calculations to be performed or other text
messagestoappearasaresult.
And
Thisfunctionisalogicaltesttoseeifallconditionsaretrue.Ifthisisthecase,thevalue"TRUE"isreturned.
If any of the arguments in the AND statement are found to be false, the whole statement produces the
value "FALSE". This function is particularly useful as a check to make sure that all conditions you set are
met.
Arguments are entered in the AND statement in parentheses, separated by commas, and there is a
maximumof30argumentstooneANDstatement.Thefollowingexamplechecksthattwocells,B1andB2,
arebothgreaterthan100.
=AND(B1>100,B2>100)
If either one of these two cells contains a value less than a hundred, the result of the AND statement is
"FALSE.ThiscannowbewrappedinsideanIFfunctiontoproduceamoremeaningfulresult.Youmaywant
toaddthetwofigurestogetheriftheyareover100,ordisplayamessageindicatingthattheyarenothigh
enough.
=IF(AND(B1>100,B2>100),B1+B2,"Figuresnothighenough")
Another application of AND's is to check that a number is between certain limits. The following example
checksthatanumberisbetween50and100.Ifitis,thevalueisentered.Ifnot,amessageisdisplayed;
=IF(AND(B1>50,B1<100),B1,"Numberisoutofrange")
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Or
Thisfunctionisalogicaltesttoseeifoneormoreconditionsaretrue.Ifthisisthecase,thevalue"TRUE"is
returned. If just one of the arguments in the OR statement is found to be true, the whole statement
produces the value "TRUE". Only when all arguments are false will the value "FALSE" be returned. This
functionisparticularlyusefulasachecktomakesurethatatleastoneoftheconditionsyousetismet.
=IF(OR(B1>100,B2>100),"atleastoneisOK","Figuresnothighenough")
Intheaboveformula,onlyoneofthenumbersincellsB1andB2hastobeover100inorderforthemtobe
addedtogether.Themessageonlyappearsifneitherfigureishighenough.
Not
NOT checks to see if the argument is false. If so, the value "TRUE" is returned. It is best to use NOT as a
"provided this is not the case" function. In other words, so long as the argument is false, the overall
statement is true. In the example, the cell contents of B1 are returned unless the number 13 is
encountered.IfB1isfoundtocontain13,themessage"Unlucky!"isdisplayed;
=IF(NOT(B1=13),B1,"Unlucky!")
TheNOTfunctioncanonlycontainoneargument.Ifitisnecessarytocheckthatmorethanoneargumentis
false,theORfunctionshouldbeusedandthetrueandfalsevaluesoftheIFstatementreversed.Suppose,
forexample,acheckisdoneagainstthenumbers13and666;
=IF(OR(B1=13,B1=666),"Unlucky!",B1)
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LOOKUPFUNCTIONS
Asalreadymentioned,Excelcanproducevaryingresultsinacell,dependingonconditionssetbyyou.For
example, if numbers are above or below certain limits, different calculations will be performed and text
messages displayed. The usual method for constructing this sort of analysis is using the IF function.
However,asalreadydemonstrated,thiscanbecomelargeandunwieldywhenyouwantmultipleconditions
and many possible outcomes. To begin with, Excel can only nest seven IF clauses in a main IF statement,
whereas you may want more than eight logical tests or "scenarios. To achieve this, Excel provides some
LOOKUPfunctions.Thesefunctionsallowyoutocreateformulaewhichexaminelargeamountsofdataand
find information which matches or approximates tocertain conditions.They are simpler to construct than
nestedIFsandcanproducemanymorevariedresults.
Lookup
Before you actually start touse the variousLOOKUP functions, it is worth learning theterms that you will
comeacross,whattheymeanandthesyntaxofthefunctionarguments.
VectorLookup
A vector is a series of data that only occupies one row or column. LOOKUP will look through this row or
column to find a specific value. When the value is found, a corresponding "result" in the adjacent row or
columnisreturned.Forexample,columnDofaspreadsheetmaycontainfigures,andtheadjacentcolumn
E contains corresponding text. LOOKUP will search for the requested figure in column D and return the
correspondingtextfromcolumnE.
ThesyntaxforLOOKUPisasfollows;
=LOOKUP(lookup_value,lookup_vector,result_vector)
Thelookup_valuerepresentsthenumberortextentrytolookfor;thelookup_vectoristheareainwhichto
search for the lookup_value; the result_vector is the adjacent row or column where the corresponding
valueortextistobefound.
Itisessentialthatdatainthelookupvectorisplacedinascendingorder,i.e.numbersfromlowest
tohighest,textfromAtoZ.Ifthisisnotdone,theLOOKUPfunctionmayreturnthewrongresult.
Excel2007Advanced
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Inthediagram,columnDcontainsvaryingsalaries,againstwhichthereisacompanycarincolumnEwhich
corresponds to each salary. For example, a 20030 salary gets a Golf, a 35000 salary gets a Scorpio. A
LOOKUPformulacanbeusedtoreturnwhatevercarisappropriatetoasalaryfigurethatisentered.Inthis
case,thelookup_valueisthecellwherethesalaryisentered(B13),thelookup_vectoristhesalarycolumn
(D3:D11),andtheresult_vectoristhecarcolumn(E3:E11).Hencetheformula;
=LOOKUP(B13,D3:D11,E3:E11)
Typing 40000 in cell B13 will set the lookup_value. LOOKUP will search through the lookup_vector to find
thematchingsalary,andreturntheappropriatecarfromtheresult_vector,whichinthiscaseisMercedes.
Alternatively,theformulacouldbesimplifiedandcellreferencesavoidedbyusingFormula,DefineNameto
giveappropriaterangenames.CallB13Salary,D3:D11SalariesandE3:E11Cars.TheLOOKUPformulacould
thenbesimplifiedto;
=LOOKUP(Salary,Salaries,Cars)
One of the advantages of the LOOKUP function is that if the exact lookup_value is not found, it will
approximate to the nearest figure below the requested value. For instance, if a user enters a Salary of
23000,thereisnofigureintheSalariesrangewhichmatchesthis.However,thenearestsalarybelow23000
is 20030, so the corresponding car is returned, which is a Golf. This technique is very useful when the
lookup_vector indicates grades or "bands. In this case, anyone in the salary "band" between 20030 and
25000getsaGolf.Onlywhentheirsalarymeetsorexceeds25000dotheygetaSierra.
There may be occasions where the lookup_value is below the lowest
valueinthevector.Inthiscasethe#N/Amessageisdisplayed.
Locationofall
REFERENCEand
LOOKUP
functions
Typicallayoutof
asheetneeding
aLOOKUP
function
Excel2007Advanced
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Toinsertalookupfunction:
Mouse
i. Click the drop down arrow next to the LOOKUP AND REFENCE button in the FUNCTION LIBARY
groupontheFORMULASRibbon;
ii. AdialogboxappearsdisplayingthetwoversionsofLOOKUP.Therearetwosyntaxforms;thefirstisthe
"array"andthesecondthe"vector.
Thesecondoftheseforms,the"vector"LOOKUPisbyfarthemostuseful,anditisrecommended
thatyouonlyusethisform.
Hlookup
The horizontal LOOKUP function (HLOOKUP) can be used not just on a "vector" (single column or row of
data),butonan"array"(multiplerowsandcolumns).HLOOKUPsearchesforaspecifiedvaluehorizontally
along the top row of an array. When the value is found, HLOOKUP searches down to a specified row and
entersthevalueofthecell.Thisisusefulwhendataisarrangedinalargetabularformat,anditwouldbe
difficult for you to read across columns and then down to the appropriate cell. HLOOKUP will do this
automatically.
ThesyntaxforHLOOKUPis;
=HLOOKUP(lookup_value,table_array,row_index_number)
Thelookup_valueis,asbefore,anumber,textstringorcellreferencewhichisthevaluetobefoundalong
thetoprowofthedata;thetable_arrayisthecell references(orrangename)oftheentire tableofdata;
therow_index_numberrepresentstherowfromwhichtheresultisrequired.Thismustbeanumber,e.g.4
instructsHLOOKUPtoextractavaluefromrow4ofthetable_array.
It is important to remember that data in the array must be in ascending order. With a simple LOOKUP
function,onlyonecolumnorrowofdata,referredtoasavector,isrequired.HLOOKUPusesanarray(i.e.
morethanonecolumnorrowofdata).Therefore,asHLOOKUPsearcheshorizontally(i.e.acrossthearray),
datainthefirstrowmustbeinascendingorder,i.e.numbersfromlowesttohighest,textfromAtoZ.As
withLOOKUP,ifthisruleisignored,HLOOKUPwillreturnthewrongvalue.
Asanexample,ausermayhaveaspreadsheetwhichdisplaysvariousdifferentratesofinterestforarange
ofamountsoverdifferenttimeperiods;
Excel2007Advanced
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Whatever the amount a customer wants to borrow, he may pay up to five different rates of interest
depending on whether the loan is over 10, 15 or more years. The HLOOKUP function will find a specific
amount,thenmovedownthearraytofindtheappropriateinterestratefortherequiredtimeperiod.
DesignatecellA51asthecelltoholdtheamount,i.e.thelookup_value;cellsC43:H48arethetable_array;
therow_index_numberwillbe2ifacustomerwantstheloanover10years,3ifhewantstheloanover15
years,andsoon.CellB51holdsthisformula;
=HLOOKUP(A51,C43:H48,3)
The above formula looks along the top row of the array for the value in cell A51 (30000). It then moves
down to row3 and returnsthe value 15.00%, which is the correct interest rate for a 30000 loan over 15
years.(Rangenamescouldbeusedheretosimplifytheformula).
AswiththeLOOKUPfunction,theadvantageofHLOOOKUPisthatitdoesnotnecessarilyhavetofindthe
exact lookup_value. If, for example, you wanted to find out what interest rate is applicable to a 28000
loan, the figure 28000 can be entered in the lookup_value cell (A51) and the rate 14.30% appears. As
before,Excelhaslookedforthevalueinthearrayclosestto,butlowerthan,thelookup_value.
Vlookup
The VLOOKUP function works on the same principle as HLOOKUP, but instead of searching horizontally,
VLOOKUPsearchesvertically.VLOOKUPsearchesforaspecifiedvalueverticallydownthefirstcolumnofan
array.Whenthevalueisfound,VLOOKUPsearchesacrosstoaspecifiedcolumnandentersthevalueofthe
cell. The syntax for the VLOOKUP function follows the same pattern as HLOOKUP, except that instead of
specifying a row index number, you would specify a column index number to instruct VLOOKUP to move
acrosstoaspecificcolumninthearraywheretherequiredvalueistobefound.
=VLOOKUP(lookup_value,table_array,col_index_number)
In the case of VLOOKUP, data in the first column of the array should be in ascending order, as VLOOKUP
searchesdownthiscolumnforthelookup_value.
Inthesamespreadsheetasbefore,aVLOOKUPformulacouldbeusedtosearchforaspecifictimeperiod,
then return the appropriaterate for a fixed amount. In the following example, atime period is entered in
cellA54andinB54theVLOOKUPformulaiscontained;
Excel2007Advanced
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CellB54holdsthisformula;
=VLOOKUP(A54,C43:H48,5)
ThecellA54isthelookup_value(timeperiod),thetable_arrayisasbefore,andforthisexampleratesare
lookedupforaloanof40000,hencethecolumn_index_number5.BychangingthevalueofcellA54,the
appropriate rateforthattimeperiodisreturned.Wherethespecificlookup_valueisnot found,VLOOKUP
works in the same way as HLOOKUP. In other words, the nearest value in the array that is less than the
lookup_valuewillbereturned.So,a40000loanover17yearswouldreturnaninterestrateof16.00%.
Excel2007Advanced
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NestedLookups
One of the limitations of the horizontal and vertical LOOKUP functions is that for every lookup_value
changed,thecolumnorrowindexnumberstaysconstant.Usingourexample,theHLOOKUPwillsearchfor
anyamount,butalwaysforthesametimeperiod.Conversely,theVLOOKUPwillsearchforanytimeperiod,
but always for the same amount. In both cases, if you want to alter the time period and the amount the
formulamustbeeditedtoalterthecolumnorrowindexnumber.
Thereis,however,atechniquewherebyoneLOOKUPfunctionis"nested"withinanother.Thislooksupone
value, which will then be used in a second LOOKUP formula as a column or row index number. Using this
techniqueallowsyouto,say,enteratimeperiodandanamountandseethecorrectinterestrate.
Because nested LOOKUPs have more than one lookup_value, more than one array is needed. This second
arrayshouldconsistofthecolumnorrownumberstobeusedintheLOOKUPformula.Theexampleshows
ourmaininterestratesspreadsheet,withanadditionaltwocolumnsofdata;
ColumnJcontainsallthesametimeperiodsascolumnC,butalongsidethisarenumbers2to6,indicating
therow_index_numbertobereturnedfortheappropriatetimeperiod.Tolookupthisvalue,useasimple
vectorLOOKUPformula,whereK50istherequiredtimeperiod,J43:J47isthelookup_vectorandK43:K47is
theresult_vector;
LOOKUP(K50,J43:J47,K43:K47)
Noticethereisnoequalssign,becausethisformulaisnotbeingenteredinacellofitsown.Theformulawill
return a value between 2 and 6 which will be used as a row_index_number in a HLOOKUP formula. This
HLOOKUP will look in the main interest rate table for an amount typedin by you, and will respond to the
row_index_numberreturnedfromthenestedLOOKUPformula.ThecellsJ50andK50holdtheamountand
timeperiodtobetypedinbyyou,andtheentirenestedHLOOKUP,typedinJ52,isasfollows;
=HLOOKUP(J50,C43:H48,LOOKUP(K50,J43:J47,K43:K47))
In the example, the time period 25 is vertically looked up in column J and the corresponding value 5 is
returned.Also,theamount40000ishorizontallylookedupinthemaintable,witharow_index_numberof
Excel2007Advanced
30
5. The end result is an interest rate of 18.50%. Simply by changing cells J50 and K50, the correct interest
rateisalwaysreturnedfortheamountandperiodtypedin.
Excel2007Advanced
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OTHERUSEFULFUNCTIONS
ISERROR
ISERRORisaveryusefulfunctionthattellsyouiftheformulayoulookatwithitgivesanyerrorvalue.
Iserror(Value)
Valuereferstoanyerrorvalue(#N/A,#VALUE!,#REF!,#DIV/0!,#NUM!,#NAME?,or#NULL!)
TouseISERRORfunction
In the example below the average functions in the column G is trying to divide empty cells and giving the
errormessage#DIV/0!Theerrorfunctioncheckingthatcellgivesthevaluetruethereisanerrorthiscould
benestedinanIFfunctionwithanAVERAGEfunctionsothattheerrormessagedoesnotshowincolumn
G
Mouse
iii. ClickonMOREFUNCTIONSintheFORMULASgroupontheFORMULASribbon
iv. SelectISERRORfunction
v. Thedialogboxabovewillappear
vi. Selectcellyouwishtocheck,thecellreferencewillappearintheVALUEbox.
vii. ClickOK
FormoreadvanceduserstrynestingtheISERRORfunctionandthefunctiongivinganerrormessageinanIF
function.
Excel2007Advanced
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IFERROR
IFERROR(Value,value_if_error)
Acommonrequestintheareaoffunctionsissomethingtosimplifyerrorchecking.
E.G. If a user wants to catch errors in a VLOOKUP and use their own error text opposed to Excels error,
theyhavetodosomethinglikethisusingtheIFandISERRORfunctions:
=IF(ISERROR(VLOOKUP("Dave", SalesTable, 3, FALSE)), " Value not found",
VLOOKUP("Dave",SalesTable,3,FALSE))
Asyoucansee,usersneedtorepeattheVLOOKUPformulatwice.Thishasanumberofproblems.
FIRST,itishardtoreadandhardtomaintainifyouwanttochangeaformula,youhavetodoittwice.
SECOND, it can affect performance, because formulas are quite often run twice. The IFERROR function
solvestheseproblems,enablingcustomerstoeasilytrapandhandleformulaerrors.
Hereisanexampleofhowausercoulduseitinthesamesituation:
=IFERROR(VLOOKUP(Bob,SalesTable,3,false),Valuenotfound)
TouseIFERRORfunction
Mouse
viii. ClickonLOGICALintheFORMULASgroupontheFORMULASribbon
ix. SelectIFERRORfunction
x. Thedialogboxabovewillappear
xi. ClickintheVALUEtextbox.
xii. Selectcellyouwishtocheck,thecellreferencewillappearintheVALUEbox.
xiii. TypeintheVALUE_IF_ERRORtextboxwhatvalueyouwishtodisplayifanerrorisfound
xiv. ClickOK
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COUNTIF
COUNTIFcountsthenumberofcellsinarangebasedonagivencriteria.
COUNTIF(range,criteria)
RANGE is one or more cells to count, including numbers or names, arrays, or references that contain
numbers.Blankandtextvaluesareignored.
CRITERIAisthecriteriaintheformofanumber,expression,cellreference,ortextthatdefineswhichcells
willbecounted.Forexample,criteriacanbeexpressedas32,"32",">32","apples",orB4.
TouseCOUNTIFfunction
Mouse
i. ClickontheMOREFUNCTIONSbuttonintheFORMULASgroupontheFORMULASribbon
ii. ClickonSTATISTICAL.
iii. SelectCOUNTIFfromthedisplayedfunctions.Adialogwillbedisplayed
iv. ClickinRANGEtextbox
v. Selecttherangeofcellsyouwishtocheck.
vi. ClickintheCRITERIAbox,either,typecriteriadirectlyintheboxorselectacellthatcontainsthevalue
youwishtocount.
Excel2007Advanced
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vii. ClickOK
Excel2007Advanced
35
AVERAGEIF
Averycommonrequestisforasinglefunctiontoconditionallyaveragearangeofnumbersacomplement
toSUMIFandCOUNTIF.AVERAGEIF,allowsuserstoeasilyaveragearangebasedonaspecificcriteria.
AVERAGEIF(Range,Criteria,[AverageRange])
RANGE is one or more cells to average, including numbers or names, arrays, or references that contain
numbers.
CRITERIAisthecriteriaintheformofanumber,expression,cellreference,ortextthatdefineswhichcells
areaveraged.Forexample,criteriacanbeexpressedas32,"32",">32","apples",orB4.
AVERAGE_rangeistheactualsetofcellstoaverage.Ifomitted,RANGEisused.
HereisanexamplethatreturnstheaverageofB2:B5wherethecorrespondingvalueincolumnAisgreater
than250,000:
=AVERAGEIF(A2:A5,>250000,B2:B5)
TouseAVERAGEIFfunction
Mouse
viii. ClickontheMOREFUNCTIONSbuttonintheFORMULASgroupontheFORMULASribbonandClick
onSTATISTICAL.
ix. SelectAVERAGEIFfromthedisplayedfunctions.Adialogwillbedisplayed
x. ClickinRANGEtextbox
xi. Selecttherangeofcellscontainingthe.valuesyouwishcheckedagainstthecriteria.
xii. ClickintheCRITERIAbox,either,typecriteriadirectlyintheboxorselectacellthatcontainsthevalue
youwishtochecktherangeagainst
xiii. ClickintheAVERAGE_RANGEtextboxandselecttherangeyouwishtoaverage..
xiv. ClickOK
Excel2007Advanced
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AVERAGEIFS
Average ifs is a new function to excel and does much the same as the AVERAGEIF function but it will
averagearangeusingmultiplecriteria.
TouseAVERAGEIFSfunction
Mouse
xv. ClickontheMOREFUNCTIONSbuttonintheFORMULASgroupontheFORMULASribbonandClick
onSTATISTICAL.
xvi. SelectAVERAGEIFSfromthedisplayedfunctions.Adialogwillbedisplayed
xvii. ClickinAVERAGE_RANGEtextbox
xviii. Selecttherangeofcellscontainingthe.valuesyouwishcheckedagainstthecriteria.
xix. ClickintheCRITERIA_RANGE1boxselectarangeofcellsthatcontainsthevaluesyouwishtocheck
thecriteriaagainst
Excel2007Advanced
37
xx. ClickintheCRITERIA1textboxandtypeinthecriteriatomeasureagainstyourCRITERIA_RANGE1.
xxi. Repeatsteps5and6toentermultiplecriteria,range2,range3etc,usethescrollbarontherightto
scrolldownandlocatemorerangeandcriteriatextboxes.ClickOKwhenallrangesandcriteriashave
beenentered.
SomeimportantpointsaboutAVERAGEIFSFUNCTION
IfAVERAGE_RANGEisablankortextvalue,AVERAGEIFSreturnsthe#DIV0!errorvalue.
Ifacellinacriteriarangeisempty,AVERAGEIFStreatsitasa0value.
CellsinrangethatcontainTRUEevaluateas1;cellsinrangethatcontainFALSEevaluateas0
(zero).
EachcellinAVERAGE_RANGEisusedintheaveragecalculationonlyifallofthecorresponding
criteriaspecifiedaretrueforthatcell.
UnliketherangeandcriteriaargumentsintheAVERAGEIFfunction,inAVERAGEIFSeach
CRITERIA_RANGEmustbethesamesizeandshapeasSUM_RANGE.
IfcellsinAVERAGE_RANGEcannotbetranslatedintonumbers,AVERAGEIFSreturnsthe#DIV0!
errorvalue.
Iftherearenocellsthatmeetallthecriteria,AVERAGEIFSreturnsthe#DIV/0!errorvalue.
Youcanusethewildcardcharacters,questionmark(?)andasterisk(*),incriteria.Aquestionmark
matchesanysinglecharacter;anasteriskmatchesanysequenceofcharacters.Ifyouwanttofind
anactualquestionmarkorasterisk,typeatilde(~)beforethecharacter.
SUMIFS
Thisfunctionaddsallthecellsinarangethatmeetsmultiplecriteria.
The order of arguments is different between SUMIFS and SUMIF. In particular, the SUM_RANGE
argument is the first argument in SUMIFS, but it is the third argument in SUMIF. If you are copying and
editingthesesimilarfunctions,makesureyouputtheargumentsinthecorrectorder.
SUMIFS(sum_range,criteria_range1,criteria1,criteria_range2,criteria2)
SUM_RANGEisoneormorecellstosum,includingnumbersornames,arrays,orreferencesthatcontain
numbers.Blankandtextvaluesareignored.
CRITERIA_RANGE1,CRITERIA_RANGE2,are1to127rangesinwhichtoevaluatetheassociatedcriteria.
CRITERIA1,CRITERIA2,are1to127criteriaintheformofanumber,expression,cellreference,ortext
thatdefinewhichcellswillbeadded.Forexample,criteriacanbeexpressedas32,"32",">32","apples",or
B4.
SomeimportantpointsaboutSUMIFS
EachcellinSUM_RANGEissummedonlyifallofthecorrespondingcriteriaspecifiedaretrueforthatcell.
CellsinSUM_RANGEthatcontainTRUEevaluateas1;cellsinSUM_RANGEthatcontainFALSEevaluate
as0(zero).
Excel2007Advanced
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UnliketherangeandcriteriaargumentsintheSUMIFfunction,inSUMIFSeachCRITERIA_RANGEmust
bethesamesizeandshapeasSUM_RANGE.
Youcanusethewildcardcharacters,questionmark(?)andasterisk(*),incriteria.Aquestionmarkmatches
anysinglecharacter;anasteriskmatchesanysequenceofcharacters.Ifyouwanttofindanactualquestion
markorasterisk,typeatilde(~)beforethecharacter.
TouseSUMIFSfunction
Mouse
xxii. ClickontheMATH&TRIGbuttonintheFORMULASgroupontheFORMULASribbon.
xxiii. SelectSUMIFSfromthedisplayedfunctions.Adialogwillbedisplayed
xxiv. ClickinSUM_RANGEtextbox
xxv. Selecttherangeofcellscontainingthe.valuesyouwishtosumup
xxvi. ClickintheCRITERIA_RANGE1boxselectarangeofcellsthatcontainsthevaluesyouwishtocheck
thecriteriaagainst
xxvii. ClickintheCRITERIA1textboxandtypeinthecriteriatomeasureagainstyourCRITERIA_RANGE1.
xxviii. Repeatsteps5and6toentermultiplecriteria,range2,range3etc,asyouuseeachCRITERIA_RANGE
andCRITERIAmoretextboxeswillappearforyoutouse.ClickOKwhenallrangesandcriteriashave
beenentered.
Excel2007Advanced
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COUNTIFS
TheCOUNTIFSfunction,countsarangebasedonmultiplecriteria.
COUNTIFS(range1,criteria1,range2,criteria2)
RANGE1,RANGE2,are1to127rangesinwhichtoevaluatetheassociatedcriteria.Cellsineachrange
mustbenumbersornames,arrays,orreferencesthatcontainnumbers.Blankandtextvaluesareignored.
CRITERIA1,CRITERIA2,are1to127criteriaintheformofanumber,expression,cellreference,ortext
thatdefinewhichcellswillbecounted.Forexample,criteriacanbeexpressedas32,"32",">32","apples",
orB4.
TouseCOUNTIFSfunction
Mouse
xxix. ClickontheMOREFUNCTIONSbuttonintheFORMULASgroupontheFORMULASribbonandclick
onSTATISTICAL.
xxx. SelectCOUNTIFSfromthedisplayedfunctions.Adialogwillbedisplayed
xxxi. ClickintheCRITERIA_RANGE1boxselecttherangeofcellsthatyouwishtocount.
xxxii. ClickintheCRITERIA1textboxandtypeinthecriteriatomeasureagainstyourCRITERIA_RANGE1.
xxxiii. Repeatstep4toentermultiplecriteria,criteria_range2,range3etc,asyouuseeachCRITERIA_RANGE
andCRITERIAmoretextboxeswillappearforyoutouse.ClickOKwhenallrangesandcriteriashave
beenentered.
Excel2007Advanced
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Eachcellinarangeiscountedonlyifallofthecorrespondingcriteriaspecifiedaretrueforthatcell.
Ifcriteriaisanemptycell,COUNTIFStreatsitasa0value.
Youcanusethewildcardcharacters,questionmark(?)andasterisk(*),incriteria.Aquestionmarkmatches
anysinglecharacter;anasteriskmatchesanysequenceofcharacters.Ifyouwanttofindanactualquestion
markorasterisk,typeatilde(~)beforethecharacter.
Excel2007Advanced
41
DATACONSOLIDATION
To summarize and report results from separate worksheets, you can consolidate data from each separate
worksheetintoamasterworksheet.Theworksheetscanbeinthesameworkbookasthemasterworksheet
or in other workbooks. When you consolidate data, you are assembling data so that you can more easily
updateandaggregateitonaregularoradhocbasis.
E.G. If you have a worksheet of sales figures for each of your divisional offices, you might use a
consolidationtorollupthesefiguresintoacorporatesalesworksheet.Thismasterworksheet(Alldivisions)
mightcontainsalestotalsoraveragesfortheentireenterprise.
Toconsolidatedata
Mouse
xxxiv. Nameanewsheettosummariseyouraggregatedatagotothetoplefthandcellonthatsheetwhere
youwouldliketostartaggregateyourdata.InexampleabovethecellwouldpossiblybeA3onall
divisionssheet.)
Make sure that you leave enough cells to the right and below this cell for the consolidated data.
TheCONSOLIDATEcommandpopulatestheareaasneeded
xxxv. OntheDATAribbonintheDATATOOLSgroup,clickonconsolidatetheCONSOLIDATEdialogboxis
displayed.
Excel2007Advanced
42
xxxvi. FromtheFUNCTIONdropdownboxselectwhichfunctionyouwishtoapplytotheconsolidateddata
ranges(defaultissum)
xxxvii. ClickinREFERENCEtextbox.Selectoneofthesheetsyouwishtoconsolidateandselectthedataon
thatsheettherangewillappearintheREFERENCEboxyouwillnoticeitisabsolute.
Iftheworksheetisinanotherworkbook,clickBrowsetolocatethefile,andthenclickOKtoclose
the Browse dialog box. The file path is entered in the Reference box followed by an exclamation
point.
Alternatively,(and easier) ensure all workbooks that have sheets to be consolidated are already
open. Then just like selecting the range click in the REFERENCE box, then select the workbook
fromtheTASKBAR,selectthesheetthentherangeandclickonADD.
Be consistent with your selections although the ranges may be in different locations on different
sheets,either,selectthelabels onALLTHESHEETSwiththedatatobeconsolidatedORNONEAT
ALL.
xxxviii. ClickonADDtherangewillappearintheALLREFERENCESboxifthewrongrangehasbeenselected
selectitintheALLREFERENCESboxandclickonDELETE.
xxxix. Repeattheprevioustwostepsuntilalldatarangestobeconsolidatedhavebeenselectedandaddedto
ALLREFERENCESbox.
xl. IfyouselectedlabelsinyourdatarangesthentickthecheckboxesintheUSELABELSINarea.Select
TOPROWand/orLEFTCOLUMN.
xli. ThedatawhenconsolidatedcanbeautomaticallyupdateablebyselectingthecheckboxCREATELINKS
TOSOURCEDATA.Thisensuresasyourdatachangessowillyourconsolidateddata.
You can only select this check box if the worksheet is in another workbook. Once you select this
checkbox,youwon'tbeabletochangewhichcellsandrangesareincludedintheconsolidation.
To set up the consolidation so that you can update the consolidation manually by changing the
includedcellsandranges,cleartheCreatelinkstosourcedatacheckbox.
xlii. Ifyouaresatisfiedwithallrangesselectedandoptionsselected,clickOK.
Excel2007Advanced
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xliii. Thedatawillbeconsolidatedontoyoursummaryworksheet
xliv. Dataisconsolidated
If you selected the CREATE LINKS TO SOURCE DATA check box your data will be automatically
outlined (see left and below NAME BOX) use these outlines as you would in SUBTOTALS. The
CREATELINKSTOSOURCEDATAcheckboxworksbestwhenconsolidatingacrossworkbooksas
you can see in the above picture across sheets enters the sheet name in the B column repeatedly
you would have to change this manually but across workbooks the filename is entered there to
informyouofthesourceofthedata.
If you did not use the CREATE LINKS TO SOURCE DATA check box then the data will be
consolidatedandputintoyourcellsasvalues(averagedorsummedasyouchose)
Excel2007Advanced
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SECTION2VIEWS,SCENARIOS,GOALSEEKANDSOLVER
CreateViews
UseGoalseekandsolver
SwitchbetweenViews
CreateScenarios
SwitchbetweenScenarios
Excel2007Advanced
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GOALSEEKINGANDSOLVING
Excel has a number of ways of altering conditions on the spreadsheet and making formulae produce
whateverresultisrequested.Excelcanalsoforecastwhatconditionsonthespreadsheetwouldbeneeded
tooptimisetheresultofaformula.Forinstance,theremaybeaprofitsfigurethatneedstobekeptashigh
as possible, acosts figure that needs to be kept to a minimum, or abudgetconstraint thathas to equal a
certain figureexactly. Usually, these figures are formulae thatdependon a great many other variables on
the spreadsheet. Therefore, you would have to do an awful lot of trialanderror analysis to obtain the
desired result. Excel can, however, perform this analysis very quickly to obtain optimum results. The Goal
Seek command can be used to make a formula achieve a certain value by altering just one variable. The
Solvercanbeusedformorepainstakinganalysiswheremanyvariablescouldbeadjustedtoreachadesired
result. The Solver can be used to not only obtain a specific value, but also to maximise or minimise the
resultofaformula(e.g.maximiseprofitsorminimisecosts).
GoalSeek
The Goal Seek command is used to bring one
formulatoaspecificvalue.Itdoesthisbychanging
one of the cells that is referenced by the formula.
Goal Seek asks for a cell reference that contains a
formula(theSetcell).Italsoasksforavalue,which
is the figure you want the cell to equal. Finally,
Goal Seek asks for a cell to alter in order to take
theSetcelltotherequiredvalue.
In the example spreadsheet, cell B8 contains a
formula that sums advertising and payroll costs.
Cell B10 contains a profits formula based on the
revenuefigure,minusthetotalcosts.
Ausermaywanttoseehowaprofitof4000canbe
achievedbyalteringpayrollcosts.
TolaunchtheGoalseeker:
Mouse
i. OntheDATAribbon,DATATOOLSgroup,clickWHATIFANALYSISandthenclickGOALSEEK.
ii. IntheSETCELLbox,enterthereferenceforthecellthatcontainstheformularesultyouwishtosettoa
specificfigure.(Intheexample,thisiscellB4.)
iii. IntheTOVALUEbox,typetheresultyouwant.(Inthe
example,thisis4000.)
iv. IntheBYCHANGINGCELLbox,enterthereferencefor
the cell that contains the value you want to adjust. (In
theexample,thisiscellB3.)
TheGoalSeekcommandautomaticallysuggeststheactive
cell as the Set cell. This can be overtyped with a new cell
reference or you may click on the appropriate cell on the
Excel2007Advanced
46
spreadsheet.
v. Clickthe OKbuttonandthespreadsheetwillalterthecelltoavaluesufficientfortheformulatoreach
yourgoal.GoalSeekalsoinformsyouthatthegoalwasachieved;
vi. Younowhavethechoiceofacceptingtherevisedspreadsheet,orreturningtothepreviousvalues.Click
OKtokeepthechanges,orCANCELtorestorepreviousvalues.
Goal Seekcan be used repeatedly in thisway tosee how revenue orothercosts could be used to
influencethefinalprofits.Simplyrepeattheaboveprocessandalterthechangingcellreference.
Thechangingcellmustcontainavalue,notaformula.Forexample,ifyoutriedtoalterprofitsby
changingtotalcosts,thiscellcontainsaformulaandGoalSeekwillnotacceptitasachangingcell.
Onlytheadvertisingcostsorthepayrollcellscanbeusedaschangingcells.
Goal Seek will only accept one cell reference as the changing cell, but names are acceptable. For
instance, if a user had named either cells B5 or B6 as "Advert_costs" or "Payroll" respectively,
these names could be typed in the BY CHANGING CELL box. For goalseeking with more than one
changingcell,usetheSolver.
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47
Solver
For more complex trialanderror analysis the Excel Solver should be used.
Unlike Goal Seek, the Solver can alter a formula not just to produce a set
value, but also to maximise or minimise the result. More than one changing
cell can be specified, so as to increase the number of possibilities, and
constraints can be built in to restrict the analysis to operate only under
specificconditions.
The basis for using the Solver is usually to alter many figures to produce the
optimum result for a single formula. This could mean, for example, altering
pricefigurestomaximiseprofits.Itcouldmeanadjustingexpendituretominimisecosts,etc.Whateverthe
case,thevariablefigurestobeadjustedmusthaveaninfluence,either,directlyorindirectly,ontheoverall
result,thatistosaythechangingcellsmustaffecttheformulatobeoptimised.Upto200changingcellscan
beincludedinthesolvingprocess,andupto100constraintscanbebuiltintolimittheSolver'sresults.
SolverParameters
The Solver needs quite a lot of information in order for it to be able to come up with a realistic solution.
ThesearetheSolverparameters
TosetuptheSolver:
Mouse
i. ClickSOLVERbuttonontheintheANALYSISgroupontheDATARibbon;
LikeGoalSeek,theSetCellisthecellcontainingtheformulawhosevalueistobeoptimised.Unlike
GoalSeek,however,theformulacanbemaximisedorminimisedaswellassettoaspecificvalue.
ii. DecidewhichcellstheSolvershouldalterinordertoproducetheSetCellresult.Youcaneithertypeor
clickontheappropriatecells,and[Ctrl]clickifnonadjacentcellreferencesarerequired.
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Whenusingacomplexspreadsheet,oronethatwascreatedbysomeoneelse,thereisanoptionto
lettheSolverguessthechangingcells.Usuallyitwillselectthecellscontainingvaluesthathavean
immediateeffectontheSetCell,soitmaybeagoodideatoamendthis.
Constraints
ConstraintspreventtheSolverfromcomingupwithunrealisticsolutions.
TobuildconstraintsintoyourSolverparameters:
Mouse
i. IntheSolverdialog,chooseADD
ii. Thisdialogboxasksyoutochooseacellwhosevaluewillbekeptwithincertainlimits.Itcanbeanycell
orcellsonthespreadsheet(simplytypethereferenceorselecttherange).
iii. This cell can be subjected to an upper or lower limit, made to equal a specific value or forced to be a
wholenumber.DropdownthearrowinthecentreoftheConstraintboxtoseethelistofchoices:To
setanupperlimit,clickonthe<=symbol;foralowerlimit,>=;the=signforaspecificvalueandtheINT
optionforaninteger(wholenumber).
iv. OncetheOKbuttonischosen,theSolverParameterdialogboxredisplaysandtheconstraintappearsin
thewindowatthebottom.ThisconstraintcanbeamendedusingtheChangebutton,orremovedusing
theDeletebutton.
When maximising or minimising a formula value, it is important to include constraints which set upper or
lower limits on the changing values. For instance, when maximising profits by changing sales figures, the
Solvercouldconceivablyincreasesalestoinfinity.Ifthesalesfiguresarenotlimitedbyanupperconstraint,
the Solver will return an error message stating that the cell values do not converge. Similarly, minimising
totalcostscouldbeachievedbymakingoneofthecontributingcostsinfinitelylessthanzero.Aconstraint
shouldbeincluded,therefore,tosetaminimumlevelonthesevalues.
The example here shows the number of cases for five London hospitals, split into three types: Elective,
Emergency and Day cases. Below this are the respective costs of each type of case for each hospital, and
finally the total costs (number multiplied by price) for each type in each hospital. All these figures are
totalledincolumnH,toarriveatafinaltotalcostsfigureincellH17.
Excel2007Advanced
49
CallupSOLVERfromthe ANALYSISgrouponthe DATAribbon.TheSetCellinthiscasewillbeH17,the
total costs cell. It can be assumed that the costs of cases cannot be changed, only the number in each
hospital,thereforethechangingcellswillbeB4:F6:
The problem is that, if Solve is
chosen now, the number of cases
could reduce to infinitely below
zeroandproduceanerrormessage.
Fortunately,constraintscanbebuilt
in to force each hospital to have a
minimum number of cases, and for
theretobeatotalnumberofcases
overall. Choose the ADD option to
add a constraint, highlight the cells
B4:F6, drop down the arrow and
click on >= to set a minimum limit.
Here, type whatever the minimum
number of cases should be. To
avoid the error message, simply type 1 and choose OK. Also, as hospital cases cannot be fractions, add
another constraint to force these cells to be integers. Finally, a constraint could be added to set a total
numberofcases(cellH7).TheSolverparametersshouldnowappearasfollows:
When Solve is chosen, the Solver
carries out its analysis and finds a
solution. This may be unsatisfactory,
asithascalculatedthatthebestway
to minimise costs is to put the
majority of cases in St George's as
day patients. Further constraints
could now be added to force the
Solvertoplaceminimumnumbersof
cases in the other hospitals, or set a
maximum limit on St Georges' day
cases.
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50
SolverAndScenarioManager
The Solver uses sophisticated numeric
analysis and iterative methods to
perform trialanderror calculations
very quickly. The original values of the
spreadsheet, therefore, have a
profoundeffectontheresultofaSolver
solution. It may be the case that there
isnoconcretesolutiontoaspreadsheet
problem,andtheSolvermayproducea
"best guess" within the specified
constraints. Changing the original
values and running the Solver again
may produce a different result, and it
may therefore by helpful to save the
different"scenarios"thatareproduced.
It may also be necessary to save
scenarioswhereconstraintshaveeither
been added, removed or amended.
Using Excel's Scenario Manager can
facilitate this, by allowing you to save
each new Solver solution and compare
it to previous ones. For most complex
spreadsheetproblems,theSolverandScenarioManagerareusedtogether.
OpeningScenarioManager
Toopenscenariomanager
Mouse
i. ClickSCENARIOMANAGERontheWHATIFANALYSISbuttonontheintheDATATOOLSgroupon
theDATARibbon;(thetextwhatifanalysiswillbemissingifsolverhasbeenaddedintoExcel)
ii. Scenariomanagerwillappear.
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SavingSolverSolutions
WhentheSolverfindsasolutionthatseemsfeasible,youmaywanttosaveit.
SaveasolutionasaScenario:
Mouse
i. Once Solver has found a solution, choose SAVE SCENARIO from the dialog box. The scenario can be
namedandeitherthenewvalueskeptortheoriginalvaluesrestored.
ToviewasavedScenario:
Mouse
ii. Scenariomanagerwillappear.Allnamedscenarioswillbelisted.
iii. ClickontheappropriatenameandchooseSHOWtodisplaytheresults.Typically,ascenarioonlyholds
theresultsofthechangingcellssetinanySolverParameters.ChoosingEditfromtheScenarioManager
allowsthesevaluestobechanged,ortheScenariorenamed.
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Reports
Once a Solver solution is obtained, a report can be generated to summarise the changes that have been
madeandhowaccuratelytheconstraintshavebeensatisfied.Whenchangingcellshaveintegerconstraints,
theonlymeaningfultypeofreportisanAnswerReport,whichgivesdetailsofthetargetcell'soriginalvalue
andnewvalue,thechangestotheadjustablecellsaswellasallconstraints.
Tocreateasolverreport:
Mouse
i. Click Answer Report from the Solver Solution dialog box. Excel generates the report in a new sheet
behindthecurrentworksheet.
ii. Toseethereport,choosetheanswerreportribbon:behindcurrentworksheet
Excel2007Advanced
53
VIEWS&SCENARIOS
Excel'sCustomViewsareusedtosaveandrecalldifferentdisplaysettingsandprintoptions.TheScenario
Managerallowsyoutostorechangestospreadsheetdataandperform"whatif"analysis.
CustomViews
Customviewsallowyoutosavedifferentdisplayandprintsettings,andimposethemquicklyandeasilyon
theworksheetatanytime.Thesettingswhichcanbesavedincludeprintsettings,rowheightsandcolumn
widths,displaysettings,selectedcells,windowsizeandpositions,settingsforpanesandfrozentitles.This
canbeadvantageouswhendealingwithlargeworksheetswhereswitchingfromoneareatoanothermight
otherwisebeawkward.Italsoallowsanumberofdifferentprintsettingsincludingprintareatobesaved
aspartofthesameworksheetfile.
TypicalCustomViewModel
Intheexampleabove,Sales,CostsandProfitsdatacanbeseenatthetopofthescreen,withanembedded
line chart underneath. There is also an embedded pie chart, which, at the moment, can only be seen by
scrollingdownthespreadsheet.Itwouldbeusefultobeableto"swap"betweenthelinechartandthepie
chartwhilestillabletoseethespreadsheetfigures.Itmayalsobehelpfultodefinedifferentpagesettings,
depending on whether the line chart or pie chart is being printed. By defining different spreadsheet
"views,itispossibletotogglebetweenthedifferentchartsandkeepthedataonthescreenatalltimes.It
isalsopossibletoprintadifferentheaderwhenadifferenttypeofchartisdisplayed.
Excel2007Advanced
54
DefiningAView
Beforedefiningaview,youshouldensurethatthedisplayoptions,zoompercentage,printsettingsetc.are
asyouwishtorecordthem.
Tocreateaview:
Mouse
i. ClickViewfromthemenubarandchooseCustomViews.Thefollowingdialogboxwillappear:
ii. FromtheCustomViewsdialogbox,chooseADD.
iii. Choose whether or not to include print settings or hidden rows and columns as part of the View by
checkingtherequiredoptions.
iv. EnterthenameunderwhichthisviewistobesavedandclickonOK.
Onceaviewhasbeendefined,thedisplayandprintsettingsoftheworksheetcanbechanged(forexample
in our typical model you may want a view to display the pie chart next to the data with an appropriate
headerwhenprinting).YoucanthensetupaViewthatwouldsavethosesettings.
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55
ShowingAView
Havingdefinedasmanyviewsasareneededforthecurrentworksheet,youcanswitchbetweenthem.
Toshowaview:
Mouse
i. ClickontheVIEWribbonWORKBOOKVIEWSgroup,andCUSTOMVIEWS.
ii. Click on the SHOW button. If Print or Print Preview commands are executed, the correct settings
(includingtheheader)willbeapplytoeachview.
Todeleteaview:
Mouse
i. ClickontheVIEWribbonWORKBOOKVIEWSgroup,andCUSTOMVIEWS.
ii. ClicktheDELETEbutton.
ScenarioManager
ThepurposeoftheScenarioManageristoallowyoutosaveanumberofalternativeinputsforspecificcells
whichaffecttheresultsinaworksheet.Forexample,youmaywanttoseetheresultsofchangesincosts
figures, and their impact on profits. A variety of different costs figures could be saved as different
"scenarios,andeachoneloadedinturntoproducecomparisons.
LoadTheScenarioManager
Once you have constructed your
worksheetwiththeappropriatedataand
formulae, you are ready to set up
scenarios.
Tosetupscenarios:
Mouse
i. Click SCENARIO MANAGER on the
WHAT IF ANALYSIS button on the
in the DATA TOOLS group on the
DATA Ribbon; (the text what if
analysis will be missing if solver has
beenaddedintoExcel)
ii. :Click the ADD button to name your
scenario and define the CHANGING
CELLS(thecellscontainingthevalues
you want to vary for each scenario).
Thefollowingdialogwillappear:
Excel2007Advanced
56
iii. TypeanameintheboxmarkedSCENARIONAME.
iv. Click the button to the rightof the CHANGING CELLS box to collapse the dialog allowing you to view
theworksheetandselectthecellscontainingthevariables.Nonconsecutivecellsmaybeselectedusing
[Ctrl]andclick.ClickthebuttontoexpandtheAddScenariodialogoncemore.
v. ClickOKtoaddtheScenario.Thefollowingdialogboxwillappear:
vi. Typethevalueforthefirstchangingcellthatyouwanttosaveunderthecurrentscenarioname.Press
[RIBBON]tomovetothenextchangingcellandtypeavalueforthatchangingcell.Repeattheprocess
untilallchangingcellvalueshavebeensetforthecurrentscenario.
vii. ClicktheOKbuttontoreturntotheScenarioManagerdialog
viii. ClickOKagaintoexittheScenarioManager.
Or
i. ClicktheADDbuttontodefineanotherscenario.
ii. Whenallscenarioshavebeenadded,clickOKtoreturntotheScenarioManagerdialogandOKtoexit
theScenarioManager.
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57
ShowingAScenario
Whenseveralscenarioshavebeencreated,eachoneinturncanbeshown.Thevaluesassociatedwiththat
scenariowillappearinthedesignatedChangingCells,andallthedependantformulaeontheworksheetwill
update. Any charts dependant on the changing values will also update. The Scenario Manager dialog box
willremainonscreen,allowingyoutoclickonanalternativescenarionameandshowitinstead.
Toshowscenarios:
Mouse
ii. Doubleclickthescenarionamewhosevaluesyouwantontheworksheet.Thevalueswillappearinthe
changingcells.
iii. Thedialogboxremainsonscreenallowingyoutodoubleclickotherscenarionamesandseehowthec
hangingvaluesaffectthedata.ClickOKtoexittheScenarioManagerdialog.
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EditingAScenario
Therearetwomainwaysinwhichyoumightwishtochangeanexistingscenario.Youmightwanttoamend
thevaluesofthechangingcells,oraddordeletechangingcells.Theapproachisslightlydifferentforeach
ofthesetasks.
Tochangevaluesinascenario
Mouse
theDATARibbon;
ii. Selectthenameofthescenariotobeedited.
iii. ClickontheEDITbuttonandclickOKfromtheEditScenariodialog.
iv. Changethevaluesasrequired,andclickontheOKbutton.Thisprocedurecanberepeatedifnecessary
toeditotherscenarios.
Toaddchangingcells:
Mouse
theDATARibbon;(
iii. ClickontheEDITbuttonandclickthebuttontotherightoftheCHANGINGCELLSboxtocollapsethe
EditScenariodialog.
iv. Holddownthe[CTRL]keyasyouclickanddragacrossthecellsthatyouwanttoadd.Clickthebuttonto
expandthedialog.ClickOKtoconfirmtheaddition.
v. EnterthevalueforthenewlyaddedchangingcellintheChangingcellsdialogandclickOKtoconfirm.
vi. ClickCLOSEtoexittheScenarioManager.
Toremovechangingcells:
Mouse
theDATARibbon;
iii. ClickontheEDITbutton.
iv. Drag across the cell references of the cells you want to remove from the CHANGING CELLS box and
press[DELETE].ClickOKtoconfirmthedeletionandOKagaintoclosetheChangingcellsdialog.
v. ClickCLOSEtoexittheScenarioManager.
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DeletingAScenario
Todeleteascenario:
Mouse
theDATARibbon;
ii. Selectthenameofthescenariotobedeleted.
iii. ClickDELETEbutton.
Youcantundothedeletionofascenario.
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SECTION3USINGEXCELTOMANAGELISTS
Objectives
SetupanExcellist
Sortthelist
Createlistsubtotals
Add,editanddeletelistitemsusingthedataform
UseAutoFiltertofindspecificlistdata
UsetheAdvancedfilteringtools
AnalyselistdatawithdataandPivotTables
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61
EXCELLISTS,LISTTERMINOLOGY
AlthoughExcel'sprimaryfunctionisasaSpreadsheet,itcanalsobeusedforanumberoflistoperations.It
is possible to store, and manipulate information (customer records, staff records or stock inventories for
example) on an Excel worksheet, organise it in different ways, and "query" the list to extract information
whichmeetsspecific,userdefinedcriteria.Thelistiseffectivelytreatedasadatabase.
In order to use Excel's database capacity, information must be laid out in rows and columns subject to
certainconstraints.Therearesomedatabasetermswithwhichtheusershouldbecomefamiliar:
RowAndColumnContent
Theinformationbeingstoredmustbedividedupintocategories.Forexample,informationonstaffmight
includeFirstname,LastnameandDepartment.InanExcelList,eachcategorymustbeenteredinaseparate
column. Do not mix text and numbers in a column the data must belong to the same category of
informationandthereforeshouldbethesamedatatype.Donotusespacesinfrontofcolumnentries,use
alignmentbuttonsinsteadifyouneedtomovedataawayfromthecolumnedges.
ColumnLabels
This is the title at the top of each column, describing the category of information which it contains. Each
labelnamemustbeuniqueandmustbemadeupoftextratherthannumbersorcalculations.Thecolumn
namesmustappeardirectlyabovethelistinformationtheymaynotbeseparatedfromtherestofthelist
byablankrow.Formatyourcolumnlabelstodistinguishthemfromthelistdata.
ListSizeAndLocation
TheLististhewholecollectionofinformation,allFields,FieldnamesandRecordsandshouldbelaidoutasa
regularblockofdata.(seespecificationsforlistlimits)
Donotplacemorethanonelistonaworksheet.Ifyouwantmorethanonelistinaworkbook,placeeach
list on a separate sheet. (this is only a guide it will not affect functionality but when working with lists
hiddenrowscancausesevereproblemswithotherlistsonsamesheet)
Leaveatleastoneblankrowandoneblankcolumnbetweenthelistandotherdataontheworksheet.
Place additional data diagonally below and to the right of your list. This ensures that data will not be
affectedwhenyoufilterthelist.
Miscellaneous
Excel does not distinguish between upper and lower case characters in a list, unless you use the Case
sensitivesortoption.
When you use formulae in lists, Excel uses the results of the formulae.
Excel2007Advanced
62
SORTINGDATA
Although not confined
to database
information,thesorting
facility in Excel is
particularly appropriate
for changing the order
in which records are
listed. Remember to
save the file containing
thedatabaseinformationpriortosorting.
Ifyouwillneedtorestoretheoriginalrecordorder,itisagoodideatoincludeacolumnofrecordnumbers
beforesortingthedatabase.Thiscanbeachievedsimplybyaddingacolumnwithasuitableheading,and
usingthefillhandleorthedataseriescommandtoenterconsecutivenumbersadjacenttoeachrecord.
When using any data handling techniques ensure you have: 1. Selected a cell
somewhereinthedatalist.2.HaveNOMOREthanonecellselected
Excel automatically selects the entire list for sorting. It compares the top rows of your list for
formatting differences. If there is a difference in the formatting of the top row, Excel identifies
thatrowascolumnlabelsandexcludesitfromthesort.Thisensuresthecolumnlabelswillnotbe
sortedwiththerestofthedata.
Toperformasinglelevelsort:(quicksort)
Mouse
i. Selectacellinthelistwithinthecolumnbywhichyouwanttosort.
ii. Click the Sort Ascending or Sort Descending button from the DATA ribbon, SORT &
FILTERgroup
OR
Mouse
i. Clickwithinthedatatobesortedinthecolumnyouwishtosortby
ii. ClicktheSortAtoZorSortZtoAoptionfromtheSort&Filterbutton
ontheHOMEribbonintheEDITINGgroup
iii. Thedatawillbesortedalphabeticallyornumericallybythatcolumn
Excel2007Advanced
63
Toperformamultilevelsort:
Mouse
i. Clickwithinthedatatobesorted.
ii. Choose Sort, button from the DATA ribbon, SORT & FILTER group The following
dialogboxwillappearinwhichfromwhichyoumayspecifytheSortfieldsandtheSortorder.
iii. FromtheSort Bydropdownlist,selectthefieldyouwanttouseasthemainsortorder.
iv. Selectfromthenextdropdownlistwhatyouwanttosortonbydefaultthis
willbethedata(values)
v. Select the Ascending or Descending from the drop down list depending on
whichorderyouwishthedatasortedin.
vi. Selectaddlevel
vii. SpecifyanysubsortsusingtheThen Bydropdownliststopickthesubsequentfieldstosortbywhen
duplicatesoccurinthemainsortfield.
viii. Youmayaddmanylevelstoyoursortingofdata.Ifyouwishtoreorderyoursortinglevels
usethereorderbuttonsbyselectingalevelandmovingitupordown
ix. Ifyouhaveanincorrectlevelinyourmanysortorders.Selectitandclickondeletelevel.
x. ClickOK.toapplysortorders
OR
Mouse
i. ClicktheCustomsortoptionfromtheSort&FilterbuttonontheHOMEribbonintheEDITINGgroup
ii. Thecustomsortdialogwillappear.
iii. Continueasprevious
iv. ClickOK.toapplysortorders
Excel2007Advanced
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Excel2007Advanced
65
CustomSortingOptions
The ascending and descending sort orders rearrange your list by alphabetical, numerical, reverse
alphabeticalorreversenumericalorder.Forsometypesofdata,suchasmonths,thismaynotbetheorder
that you need to use. You can use one of the custom sort orders provided with the Excel program to
rearrangeyourdatainchronologicalorderbydayoftheweekorbymonth.
Tosortbyacustomsortorder:
Mouse
i. Placetheactivecellwithinthelist.
ii. ClicktheCustomsortoptionfromtheSort&FilterbuttonontheHOMEribbonintheEDITINGgroup
OR
i. ChooseSORT,buttonfromtheDATAribbon,SORT&FILTERgroup.
ii. FromtheSORTBYdropdownlist,selectthecolumnbywhichyouwanttosort.
iii. FromtheSORTONdropdownlistselectwhatyouwanttosorton(Values)
IV. FromtheORDERdropdownlistselectCUSTOMLIST
v. Thefollowingdialogboxwillappear
vi. Selectacustomlistfromthelefthandbox.
vii. Click on OK to close the list dialog and apply sort order to level and click on OK again to perform the
sort.
Excel2007Advanced
66
CreatingACustomSortOrder
Whensortingbyascending,descendingorchronologicalorderisnotsuitableforthedatainalist,youcan
createacustomsortorder.CustomsortordersenableyoutogiveExceltheexactordertorearrangedata.
Custom sort orders are helpful for data such as Low, Medium, High, where neither alphabetical nor an
existingcustomsortorderwillprovidethedesiredresults.
Tocreateacustomsortorder:
Mouse
i. ClicktheCustomsortoptionfromtheSort&FilterbuttonontheHOMEribbonintheEDITINGgroup
OR
i. ChooseSORT,buttonfromtheDATAribbon,SORT&FILTERgroup.
OR
i. ClickontheMICROSOFTOFFICEBUTTONandselecttheEXCELOPTIONSbutton.InthePOPULAR
section.clickontheEDITCUSTOMLISTSbutton
ii. IntheCUSTOMLISTSbox,verifythatNewListisselected.
iii. IntheLISTENTRIESbox,typeeachuniqueentryintheorderyouwanttosorttheentries.Separatethe
entriesbypressing[ENTER].
iv. ClickADDthelistentrieswillappearinthelefthandbox
v. ClickOK.
CustomsortordersaresavedwiththeExcel2007programsettingsandareavailableforusewith
allworksheets.YoucanuseacustomlistwiththeAutoFillfeature.
Excel2007Advanced
67
ADDINGSUBTOTALSTOALIST
Automatic subtotals are useful in summarising the data contained in a list.
Subtotals are created by using an Excel summary function such as SUM(),
COUNT()orAVERAGE().Tousethesubtotals,yourdatamustbeorganisedin
a properly designed list and sorted according to the column by which you
wanttosummarisethedata.
Toaddsubtotalstoalist:
Mouse
i. Sort the list according to the column by which you
wanttosummarisethedata.
ii. ChooseSUBTOTALfromtheOUTLINEgrouponthe
DATAribbon.
iii. FromtheAt Each ChangeIndropdownlist,select
the field by which you want to summarise the data.
(thefieldyouhavethedatasortedby)
iv. From the Use Function dropdown list, select the
summary function you want to use to generate the
subtotals.
v. In the Add Subtotal To box, check the column or
columns to which you want the function to be
applied.
vi. Ifdesired,checktheoptionsforreplacingthecurrent
subtotals (if any), inserting a page break for each
summary group and inserting the summary below
eachgroup.
vii. ClickOK.
WhenyouusetheData,Subtotalscommand,itaddsitsownGrandTotal,soyoushouldnotusethe
SUM() function in your list. If you use the Data, Subtotals command, the SUM() function will be
inaccuratesinceitincludesthesubtotalsinthecalculation.(seeworkingwithlists)
Toremovesubtotalsfromasetofdata:
Mouse
i. Selectasinglecellsomewherewithinthesubtotalledlist.
ii. ChooseSUBTOTALfromtheOUTLINEgroupontheDATAribbon
iii. ClickREMOVEALLandthenOK.
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68
ExaminingSubtotals
When you insert automatic subtotals, Excel creates an outline of your data. The outline enables you to
showorhidecertainsectionsofdatabyclickingontheoutlinebuttonsbelowtheNameboxontheformula
bar.Grandtotalvaluesarederivedfromthelistdata,notthesubtotalrows.
Toexamineasubtotalledlist
Mouse
i. Havingappliedsubtotalstoalist,outlinenumberingcanbeseenonthefarleftbelowthenamebox.
ii. Select1,2or3toseeallthedatawithsubtotalsatintervals,subtotalsaloneorjustthegrandtotal
iii. Clickingonthe+or=buttonsbelowtheoutlinenumbersenablesyoutoselectwhichoutlinegroupto
expandorcollapsetoallowprintingorcomparisonofrequireddata.
iv. Removingsubtotalswillremovetheseautomaticoutlines
Outline
buttons
Excel2007Advanced
69
FILTERINGALIST
When you filter a list, you
display only the sets of
data that meet a certain
set of search conditions
called criteria. The
AutoFilter feature enables
youtospecifythosesearch
conditionsfromthelist.
WhenyouusetheData,Filter,AutoFiltercommand,dropdownlistarrowsaredisplayednexttoeachofthe
columnlabelsinthelist.Whenyouopenadropdownlist,alistofalltheuniqueentriesforthatcolumnis
displayed.Byselectingoneoftheentriesfromthedropdownlist,calledafiltercriterionyouinstructExcel
what to search for. Then Excel filters the list so that only the sets of data that contain the entry you
selectedwillbedisplayed.WhenFiltermodeisactive,arrowsforthecolumnswithfiltercriterionselected
appear in blue on the worksheet, row numbers appear in blue, and the status bar displays either the
number of rows that meet the criteria, or the text Filter mode. The sets of data that do not meet the
criteriaremaininthelistbuttheyarehidden.
IfyouselectasinglecellinthelistbeforechoosingFilterdropdownlistarrowsareappliedtoallof
thecolumnlabelsinyourlist.IfyouselectmultiplecolumnlabelsbeforechoosingFilterdropdown
list arrows are displayed only for the selected columns, thus restricting which columns you can
applyfiltersto.Ineithercase,theentirelistisfiltered.Also,youcanfilteronlyonelistatatime
onaworksheet.
TofilteralistusingAutoFilter:
Mouse
i. Placetheactivecellanywherewithinyourlist.
ii. Click the FILTER option from the SORT & FILTER button on the HOME
ribbonintheEDITINGgroup
OR
i. Choose FILTER, button from the DATA ribbon, SORT &
FILTERgroup.
ii. Yourlistcolumnlabelswillappearwithdropdownlistarrows
totheright.
iii. Whenyouselectthedropdownarrowfromthetopofaparticularcolumnyouwillhave(dependingon
thedatatype)aboxatthebottomofthemenuwithalluniquevaluesmakesurethevaluesyouwishto
beseenareticked.Selectthevaluesyouarefilteringfor.(FollowingPictures)
iv. Whenallvaluesyouwishtoseeareticked(thiscreatesORconditionsforthatcolumn)clickOKtoapply
thefilterforthatcolumn
OR
Excel2007Advanced
70
i. Youhavesortorderoptionsatthetoppartofthemenuwhichworkinthesamemanneraspreviously
discussedifyouselectasortorderthiswillclosethemenuandapplythefilter.
ii. Repeatstep3untilyouhavesetfiltercriteriaforallcolumnsthatyouwishtofilterby.
iii. Thelistwillshowonlythoserowsthatmatchyourcriteria.
EachtimeyouapplycriteriatoacolumnyoucreateANDconditionsacrosscolumnsthatreducethe
number of records that will be displayed. Using the simple autofilter OR conditions cannot be
appliedacrosscolumns.(seeadvancedfilter).MoreANDconditions=lessrecords
Whilstafilterisactive,ifyouprinttheworksheet,onlyvisiblerowswillbeoutput,soyoucanprint
outmultipleviewsofyourdatafromanindividuallist.
Removingasinglecolumnfilter:
Mouse
Sorting
options
Valuestobe
filteredby
Filteroptionsfor
customfilter.
(seenext)
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71
i. Youcanseewhichcolumnshavefiltercriteriaactivebecausethedropdownlistarrowsareblue.Click
the dropdown list arrow for the column whose criteria you wish to remove. And choose the tick box
thatsaysselectall.
ii. Allvalueswillbeselectedfordisplayagain.EitherclickOKorselectnewsortordertoshowallrecords.
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Removingallcolumnfilters:
Mouse
i. Click the Clear option from the SORT & FILTER button on the HOME ribbon in
theEDITINGgroup
OR
i. Choose FILTER, button from the DATA ribbon, SORT &
FILTERgroup.
ii. Allcolumnfilterswillbecleared
When filters are cleared the SELECT ALL tick box is applied to all columns. Make sure that this
methodistheoneyoureallywantifyouhaveselectedcomplicatedcriteriainaparticularcolumn.
CustomCriteria
WhenyouspecifyafiltercriterionforacolumnfromuniqueentrieslistedintheAutoFilterdropdownlist,
you can only select one filter criterion at a time. The Custom filter criterion enables you to filter a list to
displaysetsofdatathatcontainThiscreatesanORconditionorcomplicatedoptionsofwhattext,datesor
numbers you wish to display To meet the filter criteria, a set of data must meet either the first filter
criterionorthesecondfiltercriterionorboth
You can also use the Custom criterion choice to find values that fall within a range. When you specify
custom criteria, select a comparison operator from the dropdown list and then either type in a value or
selectitfromthecriteriadropdownlist.
Whenyouusecustomcriteria,youneedtounderstandthecomparisonoperatorsthatExceloffersyou.The
tablebelowoutlinesthese:
Operator Meaning
= Equalto
> Greaterthan
< Lessthan
>= Greaterthanorequalto
<= Lessthanorequalto
<> Notequalto
TospecifyeitherAND/OR
customcriteria:
Mouse
i. Click on the AUTOFILTER dropdown
forthedesiredcolumn.
ii. Depending on the Data type you will
have the data type and type of filter
name.(pictureshowsnumberfilter)
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iii. You may select one of the options shown to

start your custom filter OR move to the
bottomofthemenuandselectcustomFilter.
iv. Thefollowingdialogboxwillbeshown.
v.
vi. In the Custom AutoFilter dialog box from the
first criteria dropdown list select one of the
filter criteria. (The default operator is =
equals).
vii. ClickonOR orAND.(thisisveryimportant)
viii. Fromthesecondoperatordropdownlist,selectacomparisonoperator.
ix. Fromthesecondcriteriadropdownlistselecttheotherfiltercriterion.
x. Click OK. The filtered list shows the sets of data that meet either the first or the second specified
criterionforthecolumn.
Usingcustomcriteriatofindarangeofvalues:
Mouse
i. Click the dropdown arrow for the column label whose range of values you want to filter by. This will
typicallybenumbersordates
ii. ClickCustomfilter.Fromtheresultingdialogbox,selectthecomparisonoperatortocontrolthelower
limitingvalue,forexamplegreaterthanorgreaterthanorequalto.
iii. Fromthefirstcriteriadropdownlist,selectavalueortypethevaluein.
iv. SelectANDasthedataMUSTmeetbothconditionstodisplaytherange
v. Fromthesecondcriteriadropdownlistselecttheotherfiltercriterion.
vi. Click OK. The filtered list shows the sets of data that meet BOTH the first and the second specified
criterionforthecolumn.
Wildcards
Youcanusewildcardstosearchfortextincommonwithintheuniqueentries,eventhoughtheentireentry
might not match. For example, searching for all of the sets of data that have entries in the lastname
column that begin with M might display two Moores (where the entire entry matches) but might also
displayMaddingandMartinez(wheretheentireentrydoesnotmatch).
Wildcard Finds Example
*asterisk Anysetofcharactersthatareinthesame
positionastheasterisk
*.xlsfindsFilter.xlsand
sortdata.xls
?questionmark Anysinglecharacterthatisinthesameposition
asthe?
B?tfindsBat,Bit,ButandBet
~tilde Aquestionmarkoranasterisk Who~?FindsthetextWho?
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Tofilteralistusingwildcards:
Mouse
i. With AutoFilter active, select the dropdown list arrow to the right of the column you want to use to
filterthedata.
Wildcardsonlyworkwhenfilteringcolumnscontainingtext
i. ChooseCUSTOM.
ii. Ensurethattheoperatorissetto=.
iii. Typethepatternoflettersyouarefilteringbywiththeasterisksand/orquestionmarksinsertedinthe
appropriatepositions.
iv. ClickOK.
TurningOffAutofilter
Whenyounolongerneedtofilteryourdata,youcanswitchtheAutoFilteroffinthefollowingway:
ToswitchoffAutoFilter:
Mouse
i. Choose FILTER, button from the DATA ribbon, SORT & FILTER
group.
OR
i. ClicktheFILTERoptionfromtheSORT&FILTERbuttonontheHOMEribbon
intheEDITINGgroup
ii. TheAutoFilteroptiononthesubmenuwillappeartickedshowingthatAutoFilter
is currently active. Click AutoFilter to remove the tick and deactivate the
AutoFilter.
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AdvancedFiltering
Sometimes, the filter criteria that you specify with AutoFilter will not yield the necessary results. For
example,youcannotuseAutoFiltertofilteralisttodisplaythemorecomplexcriteriaoftwoseparateAND
conditionscombinedwithanORcondition.Todothis,youmustusetheAdvancedFilteroption.Thisrelies
on you setting up and defining a Criteria range on the worksheet where the data to be matched can be
entered.
SetCriteria
The Criteria range usually consists of a copied set of the list column names, and a blank row immediately
beneathintowhichyoucantypethedatatobematched.Itisagoodideatocopythecolumnnamesfrom
the top of the database into the area to be used as a criteria range, as this reduces the chance of there
beinganydiscrepancybetweenthetwosetsofnames.
In fact, not all the column labels need to be included in the criteria range. It could be restricted to only
those labels on which you wished to search, and those labels included could be displayed in a different
order.Ifyouwishandcriteriatocreatearangeyoumayneedtocopyaparticularcolumnlabeltwice.
TodefinetheCriteriarange:
Mouse
i. Copyacrosstoanewsheetthecolumnlabelsyouwishtocreatecriteriafor.
ii. Createthecriteriainthecellsunderthelabels.
iii. If criteria are created in the same row, this would createan AND condition and on different rows this
wouldcreateanORcondition.
iv. Selectthecopiedsetofcolumnlabelsandthecriteriabelow
andnamethecellrangeifyouwish.(notessential)Typethe
wordCriteriaintothenameboxandpress[ENTER].
You do not have to name the cells with the range name
Criteria, but it will ensure that Excel automatically picks the
correctgroupofcellsasthecriteriacarryingcellswheneveryou
usetheAdvancedFilter.
AND
condition
OR
condition
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Torunanadvancedfilter:
Mouse
i. Clickwithinyourdatalist
ii. ChooseADVANCED,buttonfromtheDATAribbon,SORT&FILTERgroup.
iii. Thefollowingdialogwillbedisplayed
iv. Youshouldseethatyourdatalistisselectedcompletely.Ifnot(duetoemptycolumnsorrows.)Delete
thevaluesinthelistrangeboxandeithertypeintherangeyouwishorselectthecorrectrangewiththe
mouse
v. Inthecriteriarangeboxeithertypecriteria(ifyounamedtherange)ordeleteanyvaluespresentand
selectyourcriteriafromyoursheetofcriteria.
vi. BydefaultthelistwillbefilteredinplaceaswhenusingtheAutoFilter.
vii. ClickOK.Youwillbereturnedtoyourdatalistwiththefilterapplied.
viii. Sortifneeded
Toremoveafilter:
Mouse
i. ClicktheClearoptionfromtheSORT&FILTERbuttonontheHOMEribbonin
theEDITINGgroup
OR
i. ChooseFILTER,buttonfromtheDATAribbon,SORT&FILTERgroup.
ii. Thefilterwillbecleared
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EnteringSearchCriteria
At a basic level criteria entered in the Criteria range is subject to the limitations mentioned earlier but
makinguseofauserdefinedCriteriarangeallowsmorecomplexsearchestobeperformed.
Itisimportanttoremembertocleartheoldfilterandselectnewcriteriaanddeleteoldcriteriafromeither
the custom filter or the advanced filter before applying a new filter. Otherwise the true results of a filter
will not be shown. For example, if the first filter is applied with Johnson entered under Surname, and a
subsequentfilteriscarriedoutforthosewhoworkinFinance,itisessentialthattheNamespecificationis
cleared unless you deliberately wish to confine the filter to those people called Johnson who happen to
workintheFinancedepartment.
ExcelwillfindrecordsmatchingtextinformationenteredintheCriteriarange,andrecordswheretheinitial
letters match the specified data. When working with a user defined criteria range, if you wish to confine
filterresultstoonlythoserecordswhere,forexample,thefirstnameisRob,itwouldbenecessarytoenter
theformula="=Rob"intheCriteriarangeundertheappropriatecolumnlabel.
CriteriaEntered ResultsMatched
RoborRob* Rob;Robert;Robin
="=Rob" Rob
WildcardsWithTextCriteria
One variation on searches for text criteria consists of using text Wildcard symbols. The two Wildcard
symbolsmaybefamiliartousersofotherPCsystems.
TheAsterisk
The Asterisk (
*
) may be substituted for any group of characters. Searching for
*
Banking would find both
Development Banking and Merchant Banking. If no Wildcard symbols are included in the search criteria,
Excel usually assumes that there is an asterisk at the end of the specification, so it will match the data
specifiedandanyrecordswheretheinitialdataisthesame.
TheQuestionMark
The Question Mark (?) may be substituted for any single character. The question mark identifies the
positionofthewildcardcharacterwithinthestringoftext.T?mwouldfindTimorTom.?awouldfindall
recordswherethesecondletterintheappropriatefieldwasanA.Onceagain,Excelwillassumethatthere
isanasteriskontheendofthesearchspecificationunlessotherwiseinformed.EnteringT?minaFirstname
fieldwouldfindTim,TomandTommy.Usethesyntax="=T?m"toconfinethesearchestothreecharacters
inlength.
MultipleCriteria
Hitherto, the Criteria range has been described as a copied set of field names into which you may enter
search specifications underthe appropriate column names. You maychoose to enter criteria inthe blank
rowundermorethanonefieldname.EnteringFinanceasthedepartmentand7asthegradeforexample,
wouldfindonlythosepersonswhometbothcriteria.
Multiple criteria on the same row dictates that the first specification AND all other specifications must be
metinorderforExceltofindtherecord.(SeealsouseoftheAND()functionunderCalculatedCriteria).
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UsingMultipleRowsintheCriteriaRange
There may be situations where you wish to find members of either Division or
Risk.InsuchaninstancetheCriteriarangecanbeextendedtoincludeasecond
rowintowhichyoumayenterspecifications:
ExtendingthecriteriarangeforORcriteria:
Mouse
If you named your criteria range then you may wish to first delete the current Criteria range name.
chooseNAMEMANAGERfromtheFORMULASribbon.IntheDEFINEDNAMESgroup.
iii. SelectCRITERIAfromthenameslistinsidethedialogandclickDELETE.
iv. Closethedialogbox
v. Createyourcriteria onyour criteria worksheet asnecessary. Now, entering search specifications inall
rows within the range will allow Excel to identify all those records which meet the specifications in
either,thefirstORthesecondrowetc.(SeealsouseoftheOR()functionunderCalculatedCriteria).
vi. Highlight the entire region to be redefined as the Criteria range i.e. the copied set of Column names
and the two rows (or more) immediately below, then, Name the range again if you wish. (if previous
namedcriteriaarestillpresentthenensureadifferentnameisusedtoidentifythiscriteria.).
vii. Applyadvancedfilteraspreviouslydiscussed.
TheCriteriarangemaybeextendedtoincludethreeormorerowsofuserdefinedsearchcriteriaif
required.
ToreturntousingjustonerowofuserdefinedinformationintheCriteriarange,selecttheareato
be included and redefine the Criteria range again. This is important because searching for data
whenarowintheCriteriarangehasbeenleftblank,willresultinExcelfindingeveryrecordinthe
database.Ineffect,youhaveaskedExceltofindallrecordswherethecontentsofanyfieldcanbe
anythingatall.
CheckingTheCriteriaRange
Ifyouaregettingsurprisingresultswhenyoufilteryourdata,itmaybebecauseyourcriteriarangecontains
unlabelledcellsorextrarowsthatyouthoughtyouhadremovedfromtherange.
ItiseasytodoublecheckthecurrentlydefinedCriteriarangeatanytimebymakinguseoftherangename
which Excel applies to it. Using the [F5] function key will result in a dialog box showing all the currently
named ranges on the worksheet. Click on the name Criteria and choose OK. The area covered by that
name will be highlighted. You may choose to alter the selection and redefine the Criteria range again to
adjustit.
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CalculatedCriteria
You may also choose to find data subject to calculated criteria rather than exactly matching data or using
comparison operators or wildcard characters. This would let you find data that matches the result of a
formula,ratherthanavaluethatyouhaveentereddirectly
Tousecalculatedcriteria:
Mouse
i. IncludeintheCriteriarangeonecolumnnamewhichisnotusedinthelistCalcforexample.
ii. DeleteanynamedcriteriafromtheNAMEMANAGER
iii. Select the column labels (including Calc or whatever you have named it) plus at least one row below
themdependingonwhetheryouneedusemultipleORconditionstofilteryourdata.
iv. TypeCriteriaintotheNameboxandpress[ENTER]tonametherange
Belowthecalculatedfieldnameinthecriteriarange,youmustenteraformulawhichreferstothe
cells contained in the first record of the database. The formula must result in a TRUE or FALSE
answer.
Intheexamplebelow,inordertofindonlythoserecordswherethevalueofthegrossforAustraliawould
increasetoover500a10%increasewasapplied,theformulashowncouldbeenteredintheCalccolumn.
When entered, the calculated formula displays on the worksheet as TRUE or FALSE depending on the
figurescontainedinthefirstrecordofthedatabasetowhichtheformulaspecificallyrefers.Theunderlying
formuladisplaysintheformulabarasusual.
Youmayusecalculatedfieldstorefertoandmanipulatecellswithinthefirstrecordofthedatabase,andto
refer to cells outside of the database area. For example, the threshold figure of 500 might be held in an
inputcelloutsidethedatabase.Ifthiswasthecase,thatcellreferencecouldbeincludedinthecalculated
searchcriteria,butthereferencetoitwouldneedtobeabsoluteorfixed.
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CalculatedCriteriaUsingFunctions
Some of Excel's Logical Functions are particularly suited to setting Criteria for a list search. Rather than
having to extend the criteria range, you can specify criteria as arguments within the AND(), OR() or NOT()
functions.
=AND()
If there are several specifications, every one of which must be met by all records found, use the AND()
functionandreferonceagaintothecellscontainedinthefirstrecordofthedatabase.Textentriesmustbe
enclosedindoublequotes.TheAND()functionmaycontainupto30commaseparatedarguments
Referring to the database in the diagram below, for example, if the GROSS (L2) must be greater than or
equalto400,theDIVISION(E2)AustraliaandtheRISK(G2),medium.Thecalculatedfunctionmightbeset
asappearsontheFormulabar:
=OR()
Searching for two different entries in the same field would necessitate the use of the OR() function. You
maywishtolocatealltherecordswheretheDEPT(F2)iseithershowsorwaterrides.ObviouslytheAND()
function will be inappropriate, because the customer cannot be both companies simultaneously. Instead,
thecalculationmightbe:
ExcelwillfindanyrecordswhereanyoneoftheargumentscontainedintheOR()functionismet.TheOR()
functionmaycontainupto30commaseparatedlogicalarguments.
=NOT()
The NOT() function can be used to exclude records meeting certain criteria from the find operation.
Enteringacalculationsuchas:
=NOT(DIVISION="Canada")
will allow Excel to find all those records where the Division is anything other than Canada. The NOT()
functioncontainsonlyoneargument.Itcanbecombinedwithotherfunctions,forexample:
=AND(NOT(DIVISION="Canada"),Hrs<20)
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willfindallthoserecordsfordivisionsotherthanCanadawheretheHrsworkedwaslessthan20.
CopyingFilteredData
You can use the Advanced Filter command to copy the sets of data that meet the criteria in the Criteria
rangetoanotherlocationontheworksheet.
Tocopyfiltereddatatoanotherlocation:
Mouse
i. SettheCriteriarange.
ii. Placetheactivecellwithinthelist.
i. ChooseADVANCED,buttonfromtheDATAribbon,SORT&FILTERgroup.
ii. Intheresultingdialogbox,chooseCopytoAnotherLocation.
iii. In the Copy To text box, enter a worksheet cell that represents the top lefthand corner of where you
wouldliketheresults.
iv. ClickOK.
Ifyouwanttocopyonlycertain columnsfromthematchingsetsofdata,enterthecolumnlabels
exactlyastheyappearinthelistinthelocationyouwanttocopyto.Whenyourunthefilter,set
theCopyTorangereferencetothecellswhereyouhavetypedthecolumnlabels.Youmayonlyuse
this on the sheet your data is on you cannot copy to another sheet that will have to be done
manuallylater.
UniqueRecords
Thereisacheckbox[a]allowingyoutoselectUniquerecordsonly.Thismaybeusefulif,forexample,the
CopyTorangedoesnotincludeallthecolumnlabels.Theremaybeseveralrecordswherethedivisionand
lastnamearethesame.IftheHourlyrate,hrs,DateofhirefieldsetcarenotincludedintheCopyTorange,
this could result in several seemingly identical records being extracted. Checking theUnique records only
checkboxbeforechoosingOKwouldresultinExcelextractingonlythefirstrecordineachinstance.
Datacopied
tohere
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LISTSTATISTICS
There are several Excel functions which are specifically designed to enable you to analyse database
information.Aselectionoftheseappearsinthetablebelow.
DatabaseFunctions
Function Purpose
DCOUNT(Database,Field,Criteria) Tocountthenumberofrecordsinalistwhichmeet
specifiedcriteria.Thisfunctionwillonlycountvaluecells.
DCOUNTA(Database,Field,Criteria) Tocountthenumberofrecordsinalistwhichmeet
specifiedcriteria.Thisfunctionincludestextandvalue
cells.
DSUM(Database,Field,Criteria) Toaddthecontentsofthechosenfieldinalist,subjectto
anyspecifiedcriteria.
DMIN(Database,Field,Criteria) Tofindtheminimumvalueinthechosenfieldinalist,
subjecttoanyspecifiedcriteria.
DMAX(Database,Field,Criteria) Tofindthemaximumvalueinthechosenfieldinalist,
DAVERAGE(Database,Field,Criteria) Tofindtheaveragevalueofthechosenfieldinalist,
DGET(Database,Field,Criteria) Toreturnthecontentsofthechosenfieldsubjecttoany
specifiedcriteria.Thisfunctionisonlyvalidwherea
singlerecordmeetsthecriteriaset.
DPRODUCT(Database,Field,Criteria) Tomultiplythecontentsofthechosenfieldinalist,
In all cases, if the Criteria range is blank, these functions will apply to the entire list area. Once data is
enteredintheCriteriarange,theresultsoftheDatabasefunctionswilladjusttoreflectonlythoserecords
meetingthecriteria.
The arguments for all of these functions are identical, and the easiest way to incorporate them into a
worksheetisbyusingthePasteFunctiondialog.
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Toenteradatabasefunctionontheworksheet:
Mouse
i. ClicktheINSERTFUNCTIONbuttonfromFORMULALIBRARYontheFORMULASribbon
OR
i. ClicktheINSERTFUNCTIONbuttonfromthelefthandsideoftheFORMULABAR.
ii. Thefollowingdialogboxwillappear
iii. Inthefunctioncategorylist,selectDatabase.
iv. Fromthefunctionnamelistchoosethedatabasefunctionyourequire:e.g.=DMAX()
v. ClickOKanotherdialogwillappear.
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vi. Enterthethreearguments,listrange,fieldnameandcriteriarange.
vii. Press[ENTER]orclickOK
In theabove example, the formula shownon the formula bar above has been entered intothecell to the
right of the label Max gross pay for Canada. This formula finds the maximum gross pay for all records
wherethedivisionisCanada.Allthedatabasefunctionslookatwhathasbeenenteredinthecriteriarange
inordertogivetheirresults.
IfyouhaveassignedtherangenameDATABASEtoyourLISTAREAandCRITERIAtoyourcriteria
rangeyouusecan[F3]topastethenames.
Thefieldmaybeenteredasanumberorastext.Obviously,ifthefieldonwhichthefunctionisto
operate is the fifth column within the database, you could enter the number 5 as the field
argument.Alternatively,thefieldnamecouldbeenteredastext,inwhichcaseitwouldneedtobe
enclosedindoublequotes:
=DMAX(database,"division",criteria)
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PIVOTTABLES
A PivotTable can summarise large amounts of data using specified calculations and formats. It is called a
PivotTablebecausetheheadingscanberotatedaroundthedatatovieworsummariseitindifferentways.
Thesourcedatacanbe:
AnExcelworksheetdatabase/listoranyrangethathaslabelledcolumns.
Acollectionofrangestobeconsolidated.Therangesmustcontainbothlabelledrowsandcolumns.
AdatabasefilecreatedinanexternalapplicationsuchasAccessorDbase.
The data in aPivotTable cannot bechanged as it is the summary of other data. The data itself can be
changedandthePivotTablerecalculated.ThePivotTablecanbereformatted.
TocreateaPivotTableorPivotTablewithpivotchart:
Mouse
i. Select a cell in a range of cells of data, or put the insertion point inside of an
Exceltable.
ii. Makesurethattherangeofcellshascolumnheadings.
iii. Do one of the following: To create a PivotTable report, on the Insert ribbon, in
theTablesgroup,clickPivotTable,andfromthemenuclickPivotTable.
iv. TheCreatePivotTabledialogboxisdisplayed.
OR
i. TocreateaPivotTableandPivotChartreport,ontheInsertribbon,intheTablesgroup,clickPivotTable,
andthenfromthemenuclickPivotChart.
ii. TheCreatePivotTablewithPivotChartdialogboxisdisplayed.
Excel2007Advanced
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ToSelectadatasource.Andchoosethedatathatyouwanttoanalyze
Mouse
i. ClickSelectatableorrange.
ii. Typetherangeofcellsortablenamereference,suchas=QuarterlyProfits,intheTable/Rangebox.
iii. If you selected a cell in a range of cells or if the insertion point was in a table before you started the
wizard,therangeofcellsortablenamereferenceisdisplayedintheTable/Rangebox.
OR
i. To select a range of cells or table, click Collapse Dialog button to temporarily hide the
dialogbox,selecttherangeontheworksheetandthenpressExpandDialog.
If the range is in another worksheet in the same workbook or another workbook, type the
workbookandworksheetnamebyusingthefollowingsyntax:
([workbookname]sheetname!range).
Useexternaldata
Mouse
i. ClickUseanexternaldatasource.
ii. ClickChooseConnection.
iii. TheExistingConnectionsdialogboxisdisplayed.
iv. In the SHOW dropdown list at the
top of the dialog box, select the
category of connections for which
youwanttochooseaconnectionor
select ALL CONNECTIONS (which
isthedefault).
v. Select a connection from the
SELECT A CONNECTION list box,
andthenclickOPEN.
If you choose a connection from the
Connections in this Workbook
category, you will be reusing or
sharing an existing connection. If you
choose a connection from the
Connection files on the network or
Connection files on this computer the
connection file is copied into the
workbook as a new workbook
connection, and then used as the new
connectionforthePivotTablereport.
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ToEnteralocation.
Mouse
i. ToplacethePivotTablereportinanewworksheetstartingatcellA1,clickNEWWORKSHEET.
ii. ToplacethePivotTablereportinanexistingworksheet,selectEXISTINGWORKSHEET,andthentype
thefirstcellintherangeofcellswhereyouwanttolocatethePivotTablereport.
OR
i. clickCOLLAPSEDIALOGtotemporarilyhidethedialogbox,selectthebeginningcellon
theworksheetandthenpressEXPANDDIALOG.
ii. ClickOK.
An empty PivotTable report is added to the location that you entered with the PivotTable Field List
displayedsothatyoucanstartaddingfields,creatingalayout,andcustomizingthePivotTablereport.
If you are creating a PivotChart report, an associated PivotTable report is created directly underneath the
PivotChartreportforthelocationthatyouenter.ThisPivotTablereportmustbeinthesameworkbookas
the PivotChart report. If you specify a location in another workbook, the PivotChart report will also be
createdinthatworkbook.
ToCreateAPivotChartReportFromAnExistingPivotTableReport
Mouse
i. ClickthePivotTablereport.
ii. On the INSERT ribbon, in the CHARTS
group,clickacharttype.
Youcanuseanycharttypeexceptxy(scatter),bubbleorstock.
ConvertaPivotChartreporttoastaticchart
Find the associated PivotTable report that has the same name as the PivotChart report by doing the
following: (The PivotTable report that supplies the source data to the PivotChart report. It is created
automaticallywhenyoucreateanewPivotChartreport.Whenyouchangethelayoutofeitherreport,they
bothchange.)
Mouse
i. Click the PivotChart report to find the associated PivotTable report name, In the DATA group, on the
DESIGNribbon,clickSELECTDATAtodisplaytheEDITDATASOURCEdialogbox,andthennotethe
associated PivotTable name, which is the text that follows the (!) exclamation point, in the Chart data
rangetextboxandthenclickOK.
ii. ToidentifytheassociatedPivotTablereport,clickeachPivotTablereportintheworkbook,andthenon
the OPTIONS ribbon, in the PIVOTTABLE group, click OPTIONS until you find the same name in the
NAMEtextbox.thenClickOK.
iii. On the OPTIONS ribbon, ACTIONS group, click SELECT, then click ENTIRE PIVOTTABLE. Press
DELETE.
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iv. ThechartisnowstaticandnotassociatedwiththePivotTable.
CreateAStaticChartFromTheDataInAPivotTableReport
Thisprocedurecreatesaregular,noninteractivechartratherthanaPivotChartreport(PivotChartreport:A
chartthatprovidesinteractiveanalysisofdata,likeaPivotTablereport.Youcanchangeviewsofdata,see
differentlevelsofdetailorreorganizethechartlayoutbydraggingfieldsandbyshowingorhidingitemsin
fields.).
Tocreatestaticchartfromdata
Mouse
i. Select the data in the PivotTable report that you want to use in your chart. To include field buttons(A
fieldbuttonisaButtonthatidentifiesafieldinaPivotTableorPivotChartreport.Youcandragthefield
buttonstochangethelayoutofthereport,orclickthearrowsnexttothebuttonstochangethelevelof
detail displayed in the report.) and data in the first row and column of the report, start dragging from
thelowerrightcornerofthedatathatyou'reselecting.
ii. OntheHOMEribbon,intheCLIPBOARDgroup,clickCOPY.
iii. ClickablankcelloutsideofthePivotTablereport.
iv. OntheHOMEribbon,intheCLIPBOARDgroup,clickthearrownexttoPASTE,andthenclickPASTE
SPECIAL.
v. ClickVALUES,andthenclickOK.
vi. OntheINSERTribbon,intheCHARTSgroup,clickacharttype.
DeleteAPivotTableOrPivotChartReport
ToDeleteaPivotTablereport
Mouse
ii. OntheOPTIONSribbon,intheACTIONSgroup,clickSELECT,andthenclickENTIREPIVOTTABLE.
iii. PressDELETE.
DeletingtheassociatedPivotTablereport(associatedPivotTablereport:ThePivotTablereportthat
supplies the source data to the PivotChart report. It is created automatically when you create a
newPivotChartreport.Whenyouchangethelayoutofeitherreport,theotheralsochanges.)fora
PivotChartreportcreatesastaticchartthatyoucannolongerchange.
ToDeleteaPivotChartreport
Mouse
i. SelectthePivotChartreport.
ii. PressDELETE.
DeletingthePivotChartreportdoesnotautomaticallydeletetheassociatedPivotTablereport.
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CreateLayoutForPivotTables
Once the PivotTable has been created a layout has to be
created to view your data in the empty PivotTable we do this
throughthePivotTableFieldlistwhichappearsinapanetothe
rightofyourPivotTable
An Option button will allow you to change the way your
PivotTablefieldlistlooks
Tocreatealayout
Mouse
i. DraganddropthefieldsfromthefieldssectionatthetoptothebottomareasofthePane
ii. If Month of Hire is used as a row label the PivotTable will look at your data and pick out the unique
valuestomakeuptherowheadingswithinyourreport.
iii. Chooseafieldforthecolumnlabels
iv. Chooseafieldyouwishtouseasyourvalues.
NumericaldatawilluseSUMasthedefaultmethodofcalculatingyourdata.IfTextualitwilluse
count as default. You may use more than one field in any area but it is important to place them
correctly.Youmaydragthemaroundasmuchasyouwishuntilyourreportlooksasyouwishitto
look.
v. Youmayfilterononeormorefieldsifyouwish.Todothisdragafieldtothereportfilterbox
Anyoftheseareascanbefiltered.
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ModifyingAPivotTable
AllofthefollowingareoptionsformodifyingyourPivotTable
Addingordeletingfields
filteringandsorting
Formatthecolourscheme
Changinghowthepivotchartcalculates
ToAddordeletefields:
Mouse
vi. Draganddropthefieldsbetweenthevariousareasandthefieldlistsectionfieldinfowilldisappearor
appearindifferentlocations.
vii. Draggingafieldfromoneoftheareastothefieldlistwillremovethatdatafromthereport.(thiswillnot
changethedatainyourDatalistmerelyleaveitabsentfromthereport.
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Tosortareport:
Mouse
i. Moveyourmouseoverafieldthatistickedinthefieldlistsection
ii. Clickonthedropdownarrowtotherightoftheselectedfield
i. Untickanyvaluesyoudontwishtoseethiswillremovethosevaluesascolumnlabelswithinthereport.
ii. SORTyourdataAscendingordescending
iii. ClickOK
OR
i. ClickonMORESORTOPTIONS
ii. Thefollowingdialogappears.
iii. Bydefaultyoumaydraglabelsonyour
reporttobeinanyorderyouwish.
iv. Make an ascending or descending
choice and by what field (this may be
the field you originally started this
process from or the Value field (E.G.
SumOfGross)
v. ClickOK.
OR
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i. clickonMOREOPTIONS
ii. Thefollowingdialogappears
By default the report will sorted each time you update the report. If this box is unticked then you are
allowed to sort by a specific key sort order as when we created custom sort orders previously. (see
followingpicture.)
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Tofilterareport
Mouse
i. MoveyourmousetoLABELorVALUEFILTERStoseecertainoptions
tofilteroutyourdata
ii. Selecting a filter brings up the following dialog box the value is
obviously SUM OF GROSS you may decide whether it is supposed to
beequaltoorgreaterthan.
iii. Type in the value (or values) you will compare the condition against
andClickOK
YoumaydecidetofilteryourdatamorethoroughlytherearetwokindsoffiltersVALUEandLABEL
filtersLabelfilterswillremovelabelsbasedoncriteriaratherthanthetickboxesjustdiscussed.And
the Value filters will hide the data values and leave the labels showing. Both are completed the
samewayasPreviouslydiscussedinthefilteringsection.
MANAGINGPIVOTTABLES
WhendataischangedinthePivotTablesourcelist,thePivotTabledoesnotautomaticallyrecalculate.
UsingAnotherPivotTableReport
ThePivotTablecache.
EachtimethatyoucreateanewPivotTablereportorPivotChartreport,Excelstoresacopyofthedatafor
the report in memory, and saves this storage area as part of the workbook file. Thus, each new report
requires additional memory and disk space. However, when you use an existing PivotTable report as the
sourceforanewreportinthesameworkbook,bothreportssharethesamecopyofthedata.Becauseyou
reusethesamestoragearea,thesizeoftheworkbookfileisreducedandlessdataiskeptinmemory.
Locationrequirements
TouseaPivotTablereportasthesourceforanotherreport,bothreportsmustbeinthesameworkbook.If
the source PivotTable report is in a different workbook, copy the source report to the workbook location
where you want the new report to appear. PivotTable reports and PivotChart reports in different
workbooksareseparate,eachwithitsowncopyofthedatainmemoryandintheworkbookfiles.
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Changesaffectbothreports
When you refresh the data in the new report, Excel also updates the data in the source report, and vice
versa. When you group or ungroup items in one report, both reports are affected. When you create
calculatedfieldsorcalculateditemsinonereport,bothreportsareaffected.
PivotChartreports
You can base a new PivotTable report or PivotChart report on another PivotTable report, but you cannot
baseitdirectlyonanotherPivotChartreport.However,ExcelcreatesanassociatedPivotTablereportfrom
the same data whenever you create a PivotChart report, so you can base a new report on the associated
report.ChangestoaPivotChartreportaffecttheassociatedPivotTablereport,andviceversa.
ChangingAnExistingReport'sSourceData
Changes in the source data can result in different data being available for analysis. For example, you may
want to conveniently switch from a test database to a production database. You can update a PivotTable
report or a PivotChart report with new data that is similar to the original data connection information by
refreshingthereport.
Toincludeadditionaldataordifferentdata,youcanredefinethesourcedataforthereport.Ifthedatais
substantiallydifferentwithmanyneworadditionalfields,itmaybeeasiertocreateanewreport.
Displayingnewdatabroughtinbyrefresh
Refreshing a report can also change the data that is available for display.
For reports based on worksheet lists, Excel retrieves new fields within the
source range or named range that you specified. For reports based on
external data, Excel retrieves new data that meets the criteria for the
underlyingquery(query:InQueryorAccess,ameansoffindingtherecords
that answer a particular question you ask about the data stored in a
database.) or data that becomes available in an OLAP cube. You can view
anynewfieldsintheFieldListandaddthefieldstothereport.(OLAPcube:
An OLAP data structure. A cube contains dimensions, like
Country/Region/City, and data fields, like Sales Amount. Dimensions
organizetypesofdataintohierarchieswithlevelsofdetail,anddatafields
measurequantities.)
TorefreshaPivotTable:
Mouse
ClickinPivotTable.
i. ChooseREFRESHDATAintheDATAgroupontheOPTIONSribbon.
ii. ChoosetoREFRESHALLorjustREFRESH
iii. The data is is now refreshed and updated new information, field names and changed data is now
displayed
Refresh will refresh just the report you are clicked on. Refresh all will refresh all reports in the
workbook.
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AutomaticallyRefreshDataWhenAWorkbookIsOpened
Youcanrefreshanexternaldatarangeautomaticallywhenyouopentheworkbook,andoptionallysavethe
workbookwithoutsavingtheexternaldata,sothattheworkbookfilesizeisreduced.
Toautomaticallyrefreshdata
Mouse
i. Clickacellintheexternaldatarange.
ii. On the DATA ribbon, in the MANAGE CONNECTIONS group, click the arrow next to REFRESH, and
thenclickCONNECTIONPROPERTIES.
iii. ClicktheUSAGEtabandSelecttheREFRESHDATAONFILEOPENcheckbox.
iv. If you want to save the workbook with the query definition but without the external data, select the
REMOVEEXTERNALDATAFROMQUERYTABLEBEFORESAVINGWORKSHEETcheckbox.
TorefreshdatawhentheworkbookisopenedforaPivotTablereport,youcanalsousetheRefresh
data when opening the file check box under the PivotTable Data section on the Data tab of the
PivotTableOptionsdialogbox.
AutomaticallyRefreshDataAtRegularTimeIntervals
TorefreshatTimeintervals
Mouse
ii. On the DATA ribbon, in the CONNECTIONS group, click the arrow next to REFRESH, and then click
CONNECTIONPROPERTIES.
iii. ClicktheUSAGEtabandSelecttheREFRESHEVERYcheckbox,andthenenterthenumberofminutes
betweeneachrefreshoperation.
RequireAPasswordToRefreshAnExternalDataRange
Stored passwords are not encrypted and not recommended. If your data source requires a password to
connecttoit,youcanrequirethatthepasswordisenteredbeforetheexternaldatarangecanberefreshed.
Thisproceduredoesnotapplytodataretrievedfromatextfile(*.txt)oraWebquery(*.iqy).
Tosetapassword.
Mouse
ii. On the DATA ribbon, in the CONNECTIONS group, click the arrow next to REFRESH, and then click
CONNECTIONPROPERTIES.
iii. ClicktheDEFINITIONtabandcleartheSAVEPASSWORDcheckbox.
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Excelpromptsforthepasswordonlythefirsttimethattheexternaldatarangeisrefreshedineach
Excel session. The next time that you start Excel, you will be prompted for the password again if
you open the workbook that contains the query and attempt a refresh operation.
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GroupingPivotTableItems
Data can be summarised into higher level categories by grouping items within PivotTable fields.
Dependingonthedatainthefieldtherearethreewaystogroupitems:
Groupselecteditemsintospecifiedcategories.
Automaticallygroupnumericitems
Automaticallygroupdatesandtimes
Togroupselecteditems:
Mouse
i. Select the items to group. Select adjacent items by clicking and dragging or nonadjacent items by
selectingeachitemwhilstholding[CTRL].
ii. ChooseGROUPfromtheOUTLINEgroupontheDATAribbon.
iii. Agroupiscreated:
iv. Repeatprocedureuntilgroupingiscomplete
v. Clickonagroupname(E.G.Group1)Thentypeinthenameyouwishtocallthisgroupintheexample
abovethemonthshavebeengroupedandnamedasquarters
vi. The+andbuttonsinfrontofthegroupnamesallowthecollapseandexpansionofthegroupstosee
thedataforthesubgroup.
Youmayevengroupseveralgroupstogether
Torenameagroup.
Mouse
i. The row labels now have a duplicate field name with a number
following the name. Click on the drop down arrow to the right of the
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fieldname.andselectFIELDSETTINGS.
ii. thefollowingdialogwillappear
iii. EnteranewCUSTOMNAMEthatwouldbestdescribethegroup.SuchasQUARTERS.
iv. ClickOK
v. ThefieldhaschangednamesnotjustwithintheRowlabelareabutalsointhefieldlistsectionwhereit
canbeusedwithinthisreportuntilitisungrouped.
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Togroupnumerically
Mouse
i. Selectasingleitem.
ii. ChooseGROUPfromtheOUTLINEgroupontheDATAribbon
iii. Exceldisplaysadialogboxinwhichtoenterstarting,endingand
intervalvalues.Enterappropriatevalues
iv. ClickOK.
Togroupadateortimeinarange:
Mouse
i. Selectasingleitem.
ii. Choose GROUP from the OUTLINE group on the DATA
ribbon
iii. Excel displays a dialog box in which to enter starting, ending
andintervalvalues.
iv. EnterappropriatevaluesandclickOK.
Ifyouareexperiencingproblemsanalysinglistdatacheckthefollowing:
Yourlistiscorrectlysetupwiththefirstrowcontainingthecolumnlabelsidentifyingdataineach
ofthecolumnsandnoblankrowsbetweentheheadingsandthefirstrowofdata.
Your column headings are not ambiguous i.e. they cannot be confused with function names or
rangenames.
Yourcolumnheadingsareformattedtomakethemstandoutfromthedata.
Yourcolumnheadingsideallyshouldnotcontainspacesyoucanremovethespacescompletelyor
replacethemwithanunderscore(_)character.
Your criteria range should only contain a row of headings and blank rows below. The headings
mustexactlymatchtheheadingsatthetopofyourlist.
Problemssometimesoccurifthecriteriarangelooksblankbutperhapshasaspaceinit.
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FormattingAPivotTable
Afteryouhaveaddedthefields,displayedtheappropriatelevelofdetails,createdcalculations,andsorted,
filtered, and grouped data the way that you want in a PivotTable report, you often want to enhance the
layoutandformatofthereporttoimprovereadabilityandtomakeitmoreattractive.Thereareanumber
ofwaystochangethelayoutandformatofaPivotTablereportasdescribedinthefollowingsections.
You can manually format a cell or cell range in PivotTable report by rightclicking thecell or cell range, by
clicking FORMAT CELLS, and by using the FORMAT CELLS dialog box. However, you cannot use the
MERGECELLScheckboxontheALIGNMENTgroupinaPivotTablereport.
YoucanalsoconditionallyformataPivotTablereport
ToapplyaPivotTablestyle
ii. OntheDESIGNribbon,inthePIVOTTABLESTYLESgroup
iii. Clickavisiblestyle,scrollthroughthegallery,ortoseealloftheavailablestyles,clicktheMOREbutton,
atthebottomofthescrollbar.
OR
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iv. If you have displayed all of the available styles and you want to create your own custom PivotTable
style,clickNewPivotTableStyleatthebottomofthegallerytodisplaytheNewPivotTableStyledialog
box.
toapplyBanding
Mouse
v. ClickthePivotTablereport.
vi. On the DESIGN ribbon, in the PIVOTTABLE STYLE
OPTIONSgroup,either:
Toalternateeachrowwithalighteranddarkercolourformat,clickBANDEDROWS.
Toalternateeachcolumnwithalighteranddarkercolourformat,clickBANDEDCOLUMNS.
Toincluderowheadersinthebandingstyle,clickROWHEADERS.
Toincludecolumnheadersinthebandingstyle,clickCOLUMNHEADERS.
ToChangethenumberformatforafield
Mouse
vii. In the PivotTable report, select the field for which you want to change the
numberformat.
viii. OntheOPTIONSribbonintheACTIVEFIELDgroup,clickFIELDSETTINGS.
TheFIELDSETTINGSdialogboxisdisplayedforlabelsandreportfilters,and
theVALUESFIELDSETTINGSdialogboxisdisplayedforvalues.
ix. Click NUMBER FORMAT at the bottom of the dialog box. The FORMAT
CELLSdialogboxisdisplayed.
x. IntheCATEGORYlist,clicktheformatcategorythatyouwant.
xi. Selecttheoptionsthatyouwantfortheformat,andthenclickOKtwice.
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Preserveordiscardformatting
Mouse
ii. On the OPTIONS ribbon, in the PIVOTTABLE group, click OPTIONS. The
PIVOTTABLE OPTIONS dialog box is displayed.
iii. ClicktheLAYOUT&FORMATtab,inandlookattheFORMATsection
iv. To save the PivotTable report layout and format so that it is used each time that you perform an
operationonthePivotTable,selectthePRESERVECELLFORMATTINGONUPDATEcheckbox.
OR
v. To discard the PivotTable report layout and format and resort to the default layout and format each
time that you perform an operation on the PivotTable, clear the PRESERVE CELL FORMATTING ON
UPDATEcheckbox.
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SECTION4CHARTS
Objectives
Createembeddedcharts
Createseparatepagecharts
Changecharttypesandformats
Addandremovechartdata
Addtrendlinestocharts
Createpicturecharts
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INTRODUCTIONTOCHARTING
One of the most impressive aspects of Excel is its charting ability. There are endless variations available,
allowingyoutoproduceachart,editandformatit,includenotes,arrows,titlesandvariousotherextrasas
desired.ThismanualwilllookatmanyoftheissuesinvolvedinproducingandformattingExcelcharts.
ChartsarebasedondatacontainedinExcelWorksheets.ItisnecessarytounderstandhowExcelpicksup
thedatatobeusedinachartbecausethewayinwhichthedataislaidoutwillinfluencehowthechartis
presented.
Excel offers a wide range of types and formats from which you can choose when producing charts.
However,thechartsthemselvescanexistindifferentformsanditisimportanttounderstandthedifference
betweenthem.Thefirstformisanembeddedchart,thesecondisaseparatechartpage.
Terminology
Asastartingpoint,therearesometermsusedinchartingwhichshouldbeunderstoodbyyou.Theterms
definedbelowrelatetotheexamplecarsalesworksheetandcolumnchartwhichappearbeneaththetable:
DataPoint Anindividualfigureonthespreadsheetwhichisreflectedinthecharte.g.
Fred'sOrionsalesfigure
DataSeries Acollectionofrelateddatapoints,e.g.allofFred'sfigures,whichwillappear
onachartasmarkers(bars,forexample)ofthesamecolour
Legend The"key"tothechart,identifyingwhichpatterns/coloursrelatetowhich
dataseries
Marker Abar,column,orsliceofpieforexample,representingadatapoint
Category Thecategoryaxisappearsacrossthebottomofagraph(piechartsexcepted)
andthecategoriesarelistedhere.Pointswithinthedifferentdataseriesare
groupedbycategory
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EmbeddedCharts
Anembeddedchartappearsontheworksheetwhereitwascreated.It
is an embedded object, which does not normally appear in its own
window,andhasnoseparateexistenceapartfromtheworksheet.The
chart is saved only when the worksheet file itself is saved, and will be
printed with the worksheet in which it is embedded. You may choose
tohaveanembeddedorseparatechartatanytime.Allchartswhether
embeddedorseparatearecreatedfromtheINSERTribbonintheCHARTSgroup.
SeparateChartPages
Achartsheet,althoughlinkedtotheworksheetwhosefiguresitrepresents,existsasaseparatepageina
workbook.TheF11keyisveryusefulforcreatingadefaultchartfromselecteddataasanewsheetwithin
theworkbook
Somechartelementstobeawareof.
ChartElement Description
Titles Thisistheareawhereyoucanspecifythetitlestohaveonthechart(i.e.Xaxis
1998,ZaxisGBP
Axes HereyouspecifywhetheryouwantaY/Zaxisandwhetheryouareusing
timescalestoplotyourdata
Gridlines Thegridlineribbonallowsyoutoswitchonandoffhorizontalandverticalgridlines
Legend Usethisribbontoswitchthelegendonandofforrepositionit
DataLabels TheDataLabelsribbonallowsyoutodisplaytheamounteachpointrepresentsor
displaythelabel(i.e.intheexampleabove,eachcylinderwouldhaveQtr1,Qtr2
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displayedasappropriateatthetopofeachdatamarker)
DataTable TheDataTableribbonwilldisplayagridunderneaththechartthatwillshowthe
informationthatisbeingplotted.
ThreeMethodsToCreateCharts
Tocreateachart
Mouse
i. Selectdataforchart.
ii. GototheCHARTSgroupontheINSERTribbon.Select
acharttypeandclick
iii. Themenuontheleftappears.
iv. Hovering your mouse over a chart type will bring up an
explanationofthatcharttype
v. Whenyouhavechosenclickoncetoselectacharttype
vi. The chart is now created based on the selected data as
anembeddedchart.
OR
Keyboard
i. SelectDataforchart
ii. PresstheF11Key
iii. Defaultchartwillcreatedaschartonaseparatesheet.
OR
i. Selectdataforchart.
ii. Click on the DIALOG BOX LAUNCHER on the CHARTS
groupontheINSERTribbon.
iii. Thefollowingdialogwillappear
iv. Select a type from
the left hand
section and a sub
type from the right
handsection.
v. Click OK to create
thechart.
vi. This will be created
as an embedded
chart
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MovingAndResizingEmbeddedCharts
Oncethechartobjecthasbeencreatedandstoredasanembeddedobject,youcanmoveandresizeit.
Tomoveanembeddedchart:
Mouse
i. Movemouseoverthechartframeborderyourmousecursorshould
haveafourpointedblackarrow
ii. Clickonthechartframeborderandholdthemousebuttondownas
you drag. Release the mouse when the chart is in the desired
location.
Toresizeanembeddedchart:
Mouse
i. Move your mouse over the dotted handles on the Chart frame
border.
ii. Themousecursorshouldchangetoadoublearrow.
iii. ClickandDragup,down,leftorright.
Holddownthe[ALT]keyifyouwishthecharttoresizebysnappingtothecellgridlines
DataLayout
Depending on the "shape" of the selected data, Excel will assign categories and data series to either the
rowsorcolumnsofinformation.Usuallyitwillbeassumedthattherearemorecategoriesthandataseries,
therefore, if there are more rows than columns of selected information, the data series will be based on
columns,withthelegendlabelsbeingpickedupfromtherowacrossthetopoftheselectedareaandthe
categorylabelsbeingpickedupfromtheleftmostcolumn:
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If there are more columns than rows in the selected area, the data series will be based on rows, with the
legendlabelsbeingpickedupfromtheleftmostcolumnandthecategorylabelstakenfromthetoprowof
theselectedarea:
If the number of rows and columns is the same, Excel will opt for data series in rows. It is possible to
override the choice made by Excel in how the data series and categories are decided. Details of this
procedurewillbefoundunderthesectiononmanipulatingdata.
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ShortcutMenu(RightClick)
You may be familiar with the Shortcut menus associated with the selected
cell(s) ontheExcel worksheet. When working on a chart embeddedeither
onaworksheetorinitsownwindow,clickingonthechartwiththesecondary
mousebuttonwillcallupaChartingShortcutmenu.
The Shortcut menu will contain a selection of choices from some of the
Standard Menu bar options mostly relating to the chart as an embedded
objectalmostlikeagraphicontheworksheet.
ChartTypes
ThereareseveraldifferenttypesofchartavailablewithinExcel.Thetypetochoosewillvarydependingon
thedatainvolvedandwhatinformationthechartisintendedtoconveyorhighlight.Practicewillimprove
yourinstinctonwhichtypeofcharttouseineachinstance.Initiallyitmaybeusefultotrydifferenttypes
until the result is reasonably close to your requirements, and then add custom formats and elements as
desired.Somecharttypesareveryspecialisedandmayonlybeofusetoparticularbusinesssectors.
AvailableTypesOfChart
Selecting any of the types listed will apply a given chart type to the active chart. The most useful types
availableandsomeoftheirapplicationshavebeensummarisedbelow:
Area
Areachartscanbe2or3dimensional.Theyareusedtocomparethechangeinvolumeofadata
seriesovertime,emphasisingtheamountofchangeratherthantherateofchange.Areacharts
show clearly how individual data series contribute to make up the whole volume of information
representedinthegraph.
Bar
Barchartscanbe2or3Dimensional.Theyareusedtoshowindividualfiguresataspecifictime
or to compare different items. Categories are listed vertically, so that bars appear on the
horizontal, thus there is less emphasis on time flow. Bars extending to the right represent
positivevalueswhilethoseextendingleftrepresentnegativevalues.
Column
Columnchartscanbe2or3Dimensional.Theyarefrequentlyusedtoshowvariationofdifferent
items over a period of time. Categories (often days or months for example, representing a
progression of time) are listed horizontally and columns are displayed side by side, making for easy
comparisons.TwovariationsonthethemeofColumnchartsarerepresentedbyfurthertoolsontheChart
toolbar. The Stacked Column chart can be used to show variations over a period of time, but also shows
howeachdataseriescontributestothewhole.Afurthervariationonthe3Dcolumnchartproduces3D
columnsina3Dplotarea,recedingawayfromtheviewer.
Line
Linechartscanbe2or3Dimensional.Linechartsareusedtocomparetrendsovertime.There
aresimilaritieswithAreacharts,butlinechartstendtoemphasisetherateofchangeratherthan
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volume of change over time. 3D lines appear as "ribbons" which can be easier to see on the chart.
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Pie
Pie charts can be 2 or 3Dimensional. They are used to compare the size of the parts with the
whole. Only one data series can be plotted, making up 100%. Pie charts within their own
windowcanbemadeto"explode"bydraggingoneormorepiecesofpieawayfromthecentre.
Radar
Eachcategoryinaradarcharthasitsownaxisradiatingfromthecentrepoint.Datapointsare
plottedalongeachspoke,anddatapointsbelongingtothesameseriesareconnectedbylines.
XyScatterCharts
XYchartsareusedtocomparetwodifferentnumericdataseries,andcanbeusefulindeterminingwhether
onesetoffiguresmightbedependentontheother.TheyarealsousefulifthedataontheXaxis
representsunevenintervalsoftimeorincrementsofmeasurement.
3DSurface
3DSurfacechartspresentinformationinanalmosttopographicallayout.Theycanbeusedtopinpointthe
highandlowpointsresultingfromtwochangingvariables.Itcanbehelpfultothinkofa3Dsurfacechart
asa3DColumnchartwhichhashadarubbersheetstretchedoverthetopsofthecolumns.
Combination
A combination chart allows you to overlay one 2Dimensional chart type on top of another. This can be
usefulforcomparingdifferenttypesofdata,orforchartingdatarequiringtwodifferentaxisscales.Once
thecombinationcharthasbeensetup,theactualtypeofthemainoroverlaychartcanbechangedbyyou.
Tochangethecharttype:
Mouse
i. Clickoncharttobechanged..
ii. GototheCHARTSgroupontheINSERTribbon.Selectacharttypeandclick
iii. Hoveringyourmouseoveracharttypeinthemenuwillbringupanexplanationofthatcharttype
iv. Whenyouhavechosenclickoncetoselectacharttype
v. Yourchartwillhavechanged
OR
i. Click on the DIALOG BOX LAUNCHER on the CHARTS group on the INSERT ribbon. The INSERT
CHARTdialogwillappear
ii. Selectatypefromthelefthandsectionandasubtypefromtherighthandsection.ClickOKtochange
thecharttype
OR
i. RightclickonthecharttocalluptheshortcutmenuClickonCHANGECHARTTYPE
ii. TheINSERTCHARTdialogwillappearSelectatypefromthelefthandsectionandasubtypefromthe
righthandsection.ClickOKtochangethecharttype
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OR
i. Click on CHANGE CHART TYPE on the TYPE group on the DESIGN ribbon. The CHANGE CHART
TYPEDialogboxwillappear
ii. Selectanewcharttype
iii. ClickOK
DefaultChartType
ThedefaultgraphsettinginExcelisset
to a simple 2dimensional column
chart, however you can change the
default to any of the types offered
withinthecharttypedialog.
Tosetthedefaultchart
type:
Mouse
i. Click on the DIALOG BOX
LAUNCHERontheCHARTSgroup
ontheINSERTribbon.
ii. Thefollowingdialogwillappear
iii. Selectatypefromthelefthandsectionandclickonthespecificformatthatyouwantthecharttohave
fromthegalleryofpicturesontheright.
iv. ClicktheSETASDEFAULTCHARTbutton.
v. NewchartscreatedfromnowonwillusethedefaultformatasdefinedbyyouwhenpressingF11
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FORMATTINGCHARTS
There are several different ways of formatting the various elements in a chart. Some formats, such as
addingalegendcanbeappliedtoachartusingthefollowingsections
CallinguptheShortcutmenuonaChartwillalsoallowyoutoaccessthedialogboxeswhichcanbeusedto
changeformattingontheentirechart.
DesignRibbon
The DESIGN ribbon is to change some very basic aspects of your chart globally for the chart we have
alreadylookedatchangingthecharttype.Wewilllookatcreatingsomeofourownlateron
Tochangedatasource
Mouse
i. ClickonChart.
ii. ClickonSELECTDATAintheDATAgroupthefollowingdialogwillappear
iii. IntheCHARTDATARANGEboxahighlightedrangewillbeseen.
iv. If you need a completely new range then delete the values in this box and select a different range for
yourchart.
v. ClickonOK.
Besuretoincludetherowandcolumnlabels inthisrange.Ifyouwishyoumayselectmorethan
onerangebyholdingdownthe[CTRL]keydownafteryouhaveselectedyourfirstrangeandthen
selectanotherrange.
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Toaddorremoveaseriesorcategory.
Mouse
i. ClickonChart.
ii. ClickonSELECTDATAintheDATAgrouptheSELECTDATASOURCEdialogwillappear
i. IntheLEGENDENTRIES(SERIES)boxclickonADDtheEDITSERIESdialogwillappear.
ii. In the series name box select the cell that holds the
seriesLabel
iii. Intheseriesvaluesboxselecttherangeofcellsthatwill
makeupthedataforthatseries.
iv. ClickOK
v. IntheHORIZONTAL(CATEGORY)AXISLABELSboxclickonEDIT
vi. TheAXISLABELSdialogwillappear
vii. Reselect the range that will include any new category
labels.
viii. ClickOK.andOKagaintoapplythenewdatatoyourchart.
Todeleteaseries
Mouse
i. ClickonChart.
iii. Selecttheseriesyouwishtodelete.
iv. ClickonDELETEtheserieswillberemoved.
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Todeleteacategory
i. ClickonChart.
ii. ClickonSELECTDATAintheDATAgrouptheSELECTDATASOURCEdialogwill
appear
iii. ClickontheSWITCHROW/COLUMNbutton.Whatwasacategoryhasnowbecomeaseries
iv. Nowdeleteseriesaspreviouslyexplained.
v. Click on the SWITCH ROW/COLUMN button on the dialog box. What were series have now become
categorieswiththecategoryyouwished,removed.
SwitchRowsAndColumns
Toswitchbetweenrowsandcolumns
Mouse
i. ClickonChart.
iii. ClickontheSWITCHROW/COLUMNbutton.Whatwasacategoryhasnowbecomeaseries
OR
Mouse
i. Clickonchart.
ii. ClickonChart.
iii. ClickonSWITCHROW/COLUMNintheDATAgroup
iv. Yourdatahasnowswitchedrowstocolumns
This facility may not be available if multiple data ranges have been selected for your chart
especiallyiftheyaredifferentsizesfromdifferentlocations.
ChangingTheChartLayout
Asdiscussedearlierachartismadeupfrommanyelementsthatcanbeturnedonoroffdependingonthe
typeofchartorarrangedindifferentplacesonthechart.Tochangethelayoutswiftlyinsteadoflaboriously
changingeachelementthechangelayouttoolallowssomequickglobaloptions.
Tochangethechartlayout
Mouse
i. Click on the drop down arrow on the CHART LAYOUT
group
ii. SelectachartLayout
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iii. Thelayoutisapplied
ChartStyles
AchartstyleismainlyathemeofformattingforyourchartusingtheexistingelementsofyourchartThere
aresomeveryexcitingcolourschemesinthisfeature
Toapplyachartstyle
Mouse
i. Selectchart
ii. ClickonthedropdownarrowtotherightoftheCHARTSTYLESgroup.
iii. Selectachartstyle
iv. Yourchartshouldnowadoptthestylechosen.
Ifthechartstyleisnottoyourlikingapplyanotherstylefollowingthesamemethoduntilyouhave
astyleclosetowhatyouwish.Wewilllookatformattingthevariouselementsinalaterchapter
toachieveexactlywhatyouwant
MovingChartLocation
Ifyouusuallyuseonemethodtocreateachartyouwillregularlygeteitheraseparatesheet
chartoranembeddedoneandyoumaywishtoswitchbetweenthetwotypes.Ormoveyour
embeddedcharttoadifferentsheetwithinyourworkbook.
Tomoveembeddedchartbetweensheets
Mouse
i. Clickon MOVECHARTonthe LOCATION
group.Adialogwillappear.
ii. Click on drop down arrow to the right of
OBJECT IN select the sheet you wish to
moveitto
iii. ClickOK
Toswitchbetweenembeddedandseparatesheet
Mouse
i. ClickonMOVECHARTontheLOCATIONgroup.Adialogwillappear.
ii. ClickonNewsheet
iii. Namesheetinthetextbox
iv. ClickonOK
v. Embeddedchartwillnowbeonaseparatesheetwiththegivenname.
TocreateanembeddedchartfromaseparatesheetchartsimplyCHOOSEASOBJECTinthedialog
boxandselectasheettoplaceitasanembeddedobject.
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LayoutRibbon
The Layout ribbon allows us to format, add or remove various elements of a chart. Some tools are only
available,howeverforcertaintypesofchart.E.G.youcannotapply3Drotationtoa2Dchart.
FormattingChartElements
Toselectandformatachartelement.
Mouse
vi. GototheLAYOUTribbon.
vii. To select an element of your chart, click on the drop down arrow
totherightoftopboxintheCURRENTSELECTIONgroup.
viii. Clickonachartelement.Thatelementwillbeselected
ix. Click on FORMAT SELECTION in the CURRENT SELECTION
group,thefollowingdialogwillappear.
x. Theleft handsectionofthedialogwillgivethevariouscategories
of how you may format your selection (These options may vary
dependingontheselection.)
xi. The right hand section contains the available formats for that
category.
xii. Clicking on each category and setting your format choices will
immediatelyaffectyouchart.
xiii. Whenyouaresatisfiedwithyourformattingchoices,clickCLOSE.
Many of the options displayed in the category options section may
involve other drop down boxes to make a selection. (see picture) if
youmoveyourmouseoverthesepossibleselectionsahelptipshould
appear to give you a description of that choice BEFORE actually
making a selection. Any choice already applied will already be
selectedandhaveadifferentcolour.
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ResettingCustomFormats
When experimenting with various formats you may find it difficult to
remember exactly what settings were applied to a specific element and
therefore you would find it difficult to make it appear as it once was.
Resettingtheformatofspecificchartelementscanbeveryuseful.
Toresetanelement
Mouse
i. Makeaselectionofelementtobereset
ii. Click on RESET TO MATCH STYLE button on the CURRENT
SELECTIONgroup.
iii. Theselectedelementwillrevertbacktotheoriginalformatsettingsoftheappliedchartstyle.
Adding,RemovingAndFormattingLabels
Information labels on your chart are very important on your chart
especially if it is on a separate sheet. The LABELS group offers a
selection of labels you may wish to show or hide on your chart. The
chart layout choices previously explained uses a mixture of labels in
differentlocationsonyourchartbutyoumaywishtoputspecificlabels
onyourchartandformatthemyourselfandplacethemwhereyouwish.
Toaddorremovelabels.
Mouse
i. Selectchartifembedded
ii. Clickondropdownarrowoftypeoflabelyouwishtoaddorremove
fromtheLABELSgroup.
iii. Makeaselectionfromchoicespresent.
iv. Labelwillappearordisappeardependantonchoice
e.g.
v. UsetheData LabelsbuttonontheLABELStowritethevaluesorthelabelsonthedatamarkers.
vi. UsetheData TablebuttonontheLABELStoaddtheplotdatasothatitisvisibleonthechartitself.
Toformatlabels
Mouse
i. SelectlabelelementfromdropdownboxintheCURRENTSELECTIONgroupasmentionedpreviously.
ii. ClickonFORMATSELECTIONintheCURRENTSELECTIONgroupasmentionedpreviously.
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Toeditlabeltext
Mouse
i. Selectlabelaspreviouslydiscussed.
ii. Clickwithinthelabelanddeleteandretypewiththetextyourequire.
iii. Clickofflabel
Tomoveorresizechartelements
Mouse
i. Makeaselectionofachartelement.(E.G.alabel)
ii. Handleswillappearateachcornertoshowselection.
iii. Movingmouseoverlabelbordershouldshowa4pointedBlackarrow.Thisappearstoindicatethatyou
areintherightpositiontoclickanddragtomovetheselectedelement.
iv. Clickingwithinthelabeltoeditthetextthelabelwillautomaticallyresizetothesizeofthetextentered
Selecting an element like the PLOT AREA will allow a double black arrow when moving over a
handle.Clickinganddraggingwillresizethatelement.
Axes
For various types of charts you may not wish to see both axes on the chart you are
abletohideorshowtheseaxesdependantonyourneeds.
Toaddorremoveaxesfromchart
Mouse
i. Selectchartifembedded.
ii. ClickondropdownbuttononAXESbuttononAXESgroup
iii. Select PRIMARY HORIZONTAL or PRIMARY VERTICAL
AXIS.
iv. Makeaselectionfromchoicesshown.
Selecting more primary horizontal or vertical options opens the
formatting dialog which would appear if you selected the axis
andformattedit.Usingtheaxesmenuisbestforturningitoffor
on.
ToformattheCategory(X)Axis:
Mouse
i. UnderTICKMARKTYPE,youmayclickontheappropriateoptionbuttontospecifythattickmarkson
the axis will appear on the inside or outside of the axis line, cross the axis line, or not appear at all.
Minor tick marks can also be included (click on the Scale... button to set the intervals for major and
minortickmarks).
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ii. The TICK LABELS section allows youto dictate wherethe Labels associated with theselected axiswill
display.ThiscanbeattheHighValuesendoftheaxis,thelowvaluesendoftheaxis,nexttotheaxis,or
completelysuppressed.
iii. UsetheSCALEribbontospecifyatwherethevalueaxiswillappear,whichcategoriesarelabelledand
howmanycategorieswillappearbetweeneachpairoftickmarks.
iv. A series of boxes [a]use automatic positioning. The default setting is to have this box checked, which
producesaValueAxisattheedgeofagivencategory.Puttingavalueinthenextboxdownwillresultin
aValueAxiswhichcutsdownthemiddleofacategory.Thiswillalsoaffectthelocationoftickmarkson
theaxis.Categoriesmaybedisplayedinreverseorderifdesired,andtheValueAxismayberequiredto
crossatthelastplottedcategoryonthechart.
v. UsetheALIGNMENTcategorytospecifytheorientationofthecategorylabels.
ToformattheValue(Y)axis:
Mouse
i. Followstepsdescribedaboveforthecategoryaxis.
ii. TheSCALE ribbonwillhavedifferentoptionsrelatingtothevaluesontheaxis.
iii. FromtheSCALEribbon,youmayspecifytheMinimumandMaximumvaluestoappearontheaxis.The
intervalstobeusedasMajorandMinorunitsontheaxismayalsobeset.Youmaydictatethepointat
whichthevalueandcategoryaxescross,whetherornottheaxesareplottedonaLogarithmicScale,or
whethertohavethevaluesplottedinReverseorder.
Gridlines
Gridlinesaretheindicatorlinesthatrunacrossyourcharttoeitherdivideupyourcategoriesorgivevisual
help when deciding on a value for a data point more distant from the value axis. You may need more, or
lessofthese,dependantuponyourneedsforaccuracyorvisualimpact.
Tochangegridlineoptions
Mouse
iv. Selectchartifitisembedded.
v. Click on drop down arrow on GRIDLINES on the AXES
group.
vi. Choose PRIMARY HORIZONTAL or PRIMARY VERTICAL
GRIDLINESandmakeaselectionfromthechoicesgiven.
UnattachedText
FloatingtextmaybetypeddirectlyontotheChart,thendraggedtothedesiredposition.
Toaddfloatingtexttoachart:
Mouse
i. GototheINSERTribbonandselecttheTEXTBOXbuttonclickonyourchartandatextboxwillappear.
Typerequiredtext,resizeandformattextboxanddragtorequiredlocation.
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FormatDialog
Elementoptions
This category varies dependent on what is selected it may
show AXIS, CATEGORY OR SERIES OPTIONS. For
SERIESOPTIONSitallowsyoutochangethewidthofthe
columnorgapbetweentheseries.AXISOPTIONSallows
you to specify widths and separation options where the
axisbeginsandends(ifavailable)
Fill
Use the FILL category to specify background colours or
designs.
Shape
Use this category to set the shape for a selected element
(seriesordatapointifavailable)
Borders
Select the BORDER colour to change the border colour
andsetaborder
SettheBORDERSTYLEScategorytoaddaborderaroundtheoutsideoftheselectedelement
Shadow
Thisoptionallowsyoutosettheshadowdepth,colouranddirectionfortheselectedelement.
3DFormat
If you have a chart that has a 3D format this category will allow you to change many aspects of the 3D
appearancesuchasthematerial,lighting,contour,depthandbevel.
Dependingonthedatabeingdisplayed,somedatamarkersona3Dchartmaybeobscured.Itispossible
to adjustthe view so that your data may be seen to its best advantage. You may influence thedegree of
elevation,perspectiveorrotationofyourchart.Asamplechartwithinthe3Dviewdialogboxreflectsthe
newviewsasyouchangethesefactors.
Elevation and Rotation can be adjusted either by typing values into the appropriate sections within the
dialogbox,orbyclickingonthearrowbuttonsdisplayedaroundthesamplechart.Thelattertechniqueis
obviouslyeasier.
Elevation dictates the height from which you view the data. Ranging from 90(above the plot area) to
90(belowtheplotarea),where0 representsaviewlevelwiththecentreoftheplotarea.With3DPie
Charts, the range varies from 10, almost level with the edge of the pie, to 80, looking down on the
surfaceofthepie.
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3DRotation
Selectingtheplotorchartareawillallowyoutorotateyourchartinanydirectionorchangetheperspective
ofyourchart.
Rotation
Rotation allows you to turn the graph on its vertical axis. The range goes from 0 to 360, where zero
viewsthechartfromthefront,90wouldviewitfromtheside,and180wouldallowyoutoseeitfromthe
backeffectivelyreversingtheorderofthedataseriesforthechartdisplay.
Perspective
Perspectivecanbechangedtomakethedataatthebackofa3Dchartappearmoredistant.Aperspective
of zero means that the farthest edge of the chart will appear as equal in width to the nearest edge.
Increasingperspective(uptoamaximumof100)willmakethefarthestedgeappearproportionallysmaller.
Youmayalsoaffecttheheightofthegraphinrelationtoitswidthandwhetherornotyouwanttheaxesto
remainatrightangles.Thislattersettingwouldprecludetheuseofperspectivein3Dcharts.Autoscaling
allowsExceltoscalea3Dchartsothat,wherepossible,itissimilarinsizetoits2Dequivalent.
Font
The font for any selected textual element can be set onthe HOME ribbon from the FONT group or right
clickingonthehighlightedtextandusingtheminitoolbar.
FormattingTheLegend
The Legend can be selected and formatting like the other chart elements The legend can be positioned
manually simply by pointing and dragging it to a new position on the chart, but there are some preset
positionswhichcanbeselectedfromlegendbuttonintheLABELgroup
Note that thelegend cannot actuallybe resized. Changing the font size will cause the size of the
overall legend to adjust, but it cannot be resized by dragging on the selection handles. No chart
element which shows white selection handles (rather than the usual white) can be resized by
dragging.Draggingthelegendtoanewpositiononthechartwillsometimesaffecttheshapeof
thelegendandthesizeofthechart.Thelegendmaybeplacedoverlappingthechart.Notethat
the text appearing in the Legend box is picked up from the worksheet data. Edit the text on the
worksheet in order to change the legend text (The legend may be deleted(hidden) by selecting it
andpressingtheDeletekeyonthekeyboard.
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AddASeriesManually
OthermethodsToaddanewdataseriestoachart:
Mouse
i. Select the worksheet cells containing the relevant data (including the label to be used if labels were
includedintheoriginaldata).
ii. Copythisdatatotheclipboardintheusualway.
iii. ActivatethechartbyclickingonitandchooseEdit,Paste.Thedataserieswillappearinthechart.
Or
i. Selecttheworksheetcellscontainingtherelevantdata
ii. IfChartisanembeddedchartoncurrentsheet.Draganddropselecteddataontochart.
Theaddedserieswillinvariablycomeinasthefinaldataseries,buttheordercanbechangedby
youasoutlinedlaterinthisdocument.
TheSeriesFunction
Ifadataseriesonachartisselected,thereferenceareawilldisplaytheunderlyingformula.Itcanbeuseful
toknowwhatelementsgotomakeuptheSeriesfunction,asyoumayedititmanuallyifdesired.TheSeries
functionincludesfourarguments:
=SERIES(Series_Name,Categories_Ref,Values_Ref,Plot_Order)
The Series Name can be a reference (Worksheet!Cell) to the cell where the name of this particular data
seriesisbeingheld,oritmayconsistoftexttypedinbyyouandenclosedinquotationmarks.TheSeries
Name will be picked up in the legend to describe the data series. The Categories Reference refers to the
worksheetnameandrangeofcellswheretheCategory(orxaxis)labelsaretobefound.Ifthedataseries
areinrows,thecategoryreferenceswillrefertothelabelsatthetopofeachcolumnandviceversa.The
ValuesReferencereferstotheworksheetnameandtherangeofcellscontainingtheactualvaluesforthis
dataserieswhicharetobeplottedontheyaxis(orzaxisona3Dchart).ThePlotOrdernumberdictates
theorderinwhichtheselecteddataseriesisplottedonthechartandlistedonthelegend.Often,instead
ofamendingtheSeriesfunctionmanually,youmayfinditeasiertoeditadataseriesusingthedialogoption
coveredintheearliersection.
ChartingWithBlocksOfData
AsitispossibletoselectseparaterangesinExcel,itispossibletoproducechartsbasedonnoncontiguous
data.Thisisvitalifsomeoftheinformationontheworksheetistobeomitted.Therearesomeguidelines
to be aware of however. The layout of data is important as was demonstrated at the beginning of this
document. The selected ranges must amount to a regular block with consistent height and width
measurements so that Excel can interpret it correctly, with categories and data series matching up. Once
the data has been successfully selected, choose File, New and click on Chart before clicking on OK, or tap
[F11].Anextensionofthisidealeadstothefactthatrangesfromseparateworksheetfilescanbeincluded
in a single chart. Simply select the worksheet data to be included (subject to the layout provisos above),
copytotheclipboardthenpastethemintothechart.
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SECTION5TEMPLATES
Objectives
UsethestandardExceltemplates
CreateCustomtemplates
Openandedittemplates
Settemplateproperties
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INTRODUCTIONTOTEMPLATES
Atemplateisafileusedasaformtocreateotherworkbooks,sheetsandcharts.Newworkbookscreated
from the template contain the same layout, data, formulae, formats and styles as those of the template.
Newsheetsandchartsinsertedintoaworkbookareacopyofthesheetorcharttemplate.
StandardTemplates
Excelcomessuppliedwithaselectionoftemplatesdesignedtohelpintheproductionofcommonbusiness
andhomefinancialtasks.Thesetemplatescanbemodifiedforpersonaluse.
Touseastandardtemplate:
Mouse
i. ClickontheMICROSOFTOFFICEBUTTONandselecttheNEWbutton,thedialogabovewillappear
ii. Click the INSTALLED TEMPLATES button on the left to see a list of Excel templates in the centre
sectionofthedialog
iii. Click on the Picture for the template you wish to base the new workbook on to see a preview on the
right.
iv. WhenyouhavelocatedthetemplateyouwishtouseclickCREATE.
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OR
i. ClickontheMICROSOFTOFFICEBUTTONandselecttheNEWbutton,thedialogabovewillappear
ii. ClickundertheMICROSOFTOFFICEONLINEbuttonontheleftonasectionpertainingtoyourneedto
seealistofappropriateExceltemplatesinthecentresectionofthedialog.
right.
N.B.YoumustbeconnectedtotheinternettousetemplatesfromOfficeonline.
CustomTemplates
Youcancreateyourownworkbookandsheettemplates.
Tocreateaworkbooktemplate:
Mouse
i. Openorcreatetheworkbooktobeusedasthebasisforthetemplate.
ii. Click on the MICROSOFT OFFICE BUTTON and select the SAVE AS button, click on EXCEL
WORKBOOK,thesaveasdialogabovewillappear
iii. TypethetemplatenameintheFILENAMEtextbox.
iv. Select EXCEL TEMPLATE from the SAVE AS TYPE list. An .XLTX extension will be added to the
templatename.
v. ThefolderwherethefilewillbestoredwillautomaticallychangetoTemplates.Bystoringall.XLTXfiles
inthesamefolderExcelrecognisesandkeepstrackoftemplates.
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vi. ClickSAVEtosavethetemplate.
Tocreateaworksheettemplate:
Mouse
i. Inaneworexistingworkbookdeleteallthesheetsexcepttheonetobeusedasthetemplate.
ii. Click on the MICROSOFT OFFICE BUTTON and select the SAVE AS button, click on EXCEL
WORKBOOK,thesaveasdialogwillappear
iii. TypethetemplatenameintheFILENAMEtextbox.
iv. Select EXCEL TEMPLATE from the SAVE AS TYPE list. An .XLTX extension will be added to the
templatename.
v. ThefolderwherethefilewillbestoredwillautomaticallychangetoTemplates.Bystoringall.XLTXfiles
inthesamefolderExcelrecognisesandkeepstrackoftemplates.
vi. ClickSAVEtosavethetemplate.
Tobaseanewworkbookonatemplate:
Mouse
i. ClickontheMICROSOFTOFFICEBUTTONandselecttheNEWbutton,theNEWWORKBOOKdialog
willappear
ii. ClicktheMYTEMPLATESbuttonontheleftadialogwillappear.
right.
Toaddaworksheetbasedonasheettemplate:
Mouse
v. ClicktherightmousebuttonoverasheettabandchooseINSERT.
vi. clicktheiconfortheworksheettemplateyouwanttobasethenewsheeton.
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vii. ClickOK
AutoTemplates
AnautotemplateisaworkbooksavedasatemplateintheXLSTARTfolderoralternateStartupfolderusing
thespecificfilenameBook.xltx,sheet.xltx,dialog.xltxormacro.xltx.AutoTemplatesiftheyexistwillactas
thebasisforallnewitemsyoucreateintheExcelenvironment.
The Book.xltx template becomes the default workbook. The Sheet.xltx template becomes the default
worksheet.
OpeningAndEditingTemplates
Templatesarefilesjustlikeworkbooks.Ifyouneedtochangeatemplateinanyway,simplyopen,editand
saveinthenormalway.
Toopenatemplate:
Mouse
i. ClickontheMICROSOFTOFFICEBUTTONandselecttheOPENbutton
ii. ChangetheLOOKINlocationtotheTemplatesfolder.
iii. Selectthenameofthetemplateyouwanttoopen.clickOPEN
Toeditatemplate:
Mouse
i. Makechangesintheopentemplate.
ii. ClickontheMICROSOFTOFFICEBUTTONandselecttheSAVEbutton
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TemplateProperties
Files have various properties that are saved with them. Some properties, such as date created and last
saved date are included and updated automatically by Excel. Others, such as title and subject must be
entered manually by the user. Properties are helpful when trying to locate files as you can use the
propertiestosearch.
Tosettemplateproperties:
Mouse
i. With the template open Click on the MICROSOFT OFFICE BUTTON and select the PREPARE button
andselectPROPERTIES.
ii. .Asection(above)willappearundertheformulabar.
iii. Setthepropertiesthatapplytothetemplate.
iv. ClickX.inrighthandcornerofthisbartoclose
v. If you have further properties to set. Click on document
properties on the bar and choose ADVANCED
PROPERTIESthedialogontherightwillappear
vi. the5separatetabsallowtheinputofmanymorepiecesof
information.
vii. WhencompleteclickonOK
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Templatescancontaincustomnumberformatsandpredefinedstyles.
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SECTION6AUDITING
Objectives
Useandunderstandtracers
Insertandusecellcomments
UseWatchwindow
Usegotospecial
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AUDITINGFEATURES
Tracers
The precedent, dependent and error tracers display arrows on the worksheet to represent the flow of
computations:ThecanbefoundTheFORMULAAUDITINGgroupandontheFORMULASribbon.
TracerType Arrowtype
Formula Solidblue
Error Solidred
Externalreferenceorreferencetootherworksheet Dashedblackwithanicon
COMMENTS
Comments are text or audio messages attached to cells usually
givingamoredetailedexplanationofacellscontent.
GOTOSPECIAL
Amethodofselectingcellswithparticularcontentsorproperties.
PRECENDENTSANDDEPENDANTS
Precedentsarecellsreferredtobyotherformulae.Dependantsarecellscontainingformulaethatreferto
othercells.
A direct precedent is a cell referred to by the formula in the active cell. An indirect precedent is a cell
referredtobyaformulainadirectprecedentcelloranotherindirectprecedentcell.
A direct dependant is a cell containing a formula that refers to the active cell. An indirect dependent is a
cellthatcontainsaformulathatreferstoadirectdependantcelloranotherindirectdependantcell.
YouusetheAuditingtoolbartosetauditingoptions.
WATCHWINDOW
Is a useful tool which allowsyou to watch the values ofcalculated cells on other sheets while youchange
valuesthattheyaredependanton,onacompletelydifferentsheet.
Tosetawatch
Mouse
i. SelectacelltowhichyouwanttoaddaWatch
ii. GototheFORMULASribbonanclickonWATCHWINDOWintheFORMULAAUDITINGgroup
iii. ClickonADDWATCH
iv. Selectcellyouwishtomonitor
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v. ClickonADD
vi. Youmaynowswitchwindowsorscrollandthewatchwindowwillmonitorthatcellforchangesinresult
asyouenterormanipulatefigureselsewhere.
Todeleteawatch
Mouse
i. GototheFORMULASribbonanclickonWATCHWINDOWintheFORMULAAUDITINGgroup
ii. Selectwatchtodelete
i. ClickonDELETEWATCHonwatchwindow
Toauditfordirectandindirectprecedents:
Mouse
i. Clickonthecellyouwanttoaudit.
ii. ClickthetraceprecedentsbuttonontheAuditingtoolbar.
Toauditfordirectandindirectdependants:
Mouse
i. Clickonthecellyouwanttoaudit.
ii. ClickthetracedependantsbuttonontheAuditingtoolbar.
Clickeitherbuttonasecondtimetoviewindirectprecedentsordependantsoftheactivecell.
Toremovethetracerarrows:
Mouse
i. Clicktheremoveprecedentarrowstoremoveprecedenttracersor
removedependantarrowstoremovedependanttracers.
Or
ii. Clicktheremoveallarrowsbuttontoremovebothprecedentanddependanttracers.
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Comments
When a cell has a comment attached, CellTips automatically
display the comments added when the mouse pointer rests
over the cell. You can tell which cells have c comments
attachedastheyhaveacommentindicator(asmallredcorner
triangle).
Toaddacomment:
Mouse
i. Clickinthecellwhereyouwanttoinsertacomment.
ii. ChooseCOMMENTfromtheREVIEWribbon
iii. Inthetextboxthatappearsattachedtothecell,typeyourcomment.
iv. Clickoutsidethetextboxtoconfirmtheentryandclosethetextbox.
Toviewcomments:
Mouse
i. Position your mouse over the top of the cell that contains the comment. Shown with a tiny coloured
triangleintopofthecellcorner.
ii. YourcommentwillbedisplayedasaCellTip.
Toeditcomments:
Mouse
i. Clickinthecellwhereyouwanttoeditacomment.
ii. ChooseEDITCOMMENTfromtheREVIEWribbon
iii. Inthetextboxedityourcomment.
iv. Clickoutsidethetextboxtoconfirmtheentryandclosethetextbox.
Hidingandredisplayingcomments:
Mouse
i. Youcanhideanindividualcommentbyclickingtherightmousebuttonover
the cell that contains the comment and choosing SHOW/HIDE
COMMENTfromtheshortcutmenu.
OR
ii. ClickonSHOW/HIDECOMMENTSintheCOMMENTSgroupontheREVIEWribbon
iii. When you want to redisplay all individually hidden COMMENTS click on SHOW ALL COMMENTS in
theCOMMENTSgroupontheREVIEWribbon
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Toprintcomments:
Mouse
i. On the PAGE LAYOUT ribbon, in the PAGE SETUP
group, click the dialog box launcher next to PAGE
SETUP.
ii. OntheSHEETtab,intheCOMMENTSbox,clickASDISPLAYEDONSHEETorATENDOFSHEET.
iii. ClickPRINT.
Toseehowcommentsareprinted,youcanclickPrintPreviewbeforeyouclickPrint.
Reviewingcomments:
Mouse
i. GototheCOMMENTSgroupontheREVIEWribbon.
ii. TovieweachcommentinsequenceclicktheNEXTCOMMENTbutton.
iii. Toviewthecommentsinreverseorder,clickthePREVIOUSCOMMENTbutton.
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Excel2007Advanced
139
SECTION7OTHERFORMATTING
FORMATTINGCELLS
Themes
Youcanquicklyandeasilyformatanentiredocumenttogiveitaprofessionalandmodernlookbyapplying
a document theme (A set of unified design elements that provides a look for your document by using
colour, fonts and graphics.). A document theme is a set of formatting choices that include a set of theme
colours,asetofthemefonts(includingheadingandbodytextfonts),andasetofthemeeffects(including
linesandfilleffects).
Excel provides several predefined document themes, but you can also create your own by customizing an
existing document theme, and then by saving it as a custom document theme. Document themes are
sharedacrossOfficeprogramssothatallofyourOfficedocumentscanhavethesame,uniformlook.
ToApplyadocumenttheme
YoucanchangethedocumentthemethatisappliedbydefaultinOfficeprograms,suchasWord,Exceland
PowerPoint, by selecting another predefined document theme or a custom document theme. Document
themes that you apply immediately affect the styles (A combination of formatting characteristics, such as
font, font size, and indentation, that you name and store as a set. When you apply a style, all of the
formattinginstructionsinthatstyleareappliedatonetime.)thatyoucanuseinyourdocument.
Mouse
i. On the PAGE LAYOUT ribbon, in the THEMES group, click
THEMES.
ii. To apply a predefined document theme, click the document
themethatyouwanttouseunderBUILTIN.
iii. Toapplyacustomdocumenttheme,clickthedocumentthemethatyouwanttouseunderCUSTOM.
Customisavailableonlyifyoucreatedoneormorecustomdocumentthemes
iv. Ifadocumentthemethatyouwanttouseisnotlisted,clickBROWSEFORTHEMEStofinditonyour
computeroranetworklocation.
v. TosearchforotherdocumentthemesonOfficeOnline,clickSEARCHOFFICEONLINE.
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CustomisingATheme
Thecollectionoffonts,coloursandeffectsthatmakeupathemecanallbecustomisedandthensavedasa
customtheme
Tocustomiseatheme
i. Click on the drop down arrow next to the aspect of the theme you wish to change colours, fonts or
effects.
ii. Makeaselectionfromthechoicespresent.
iii. Clickonthemesandsavecurrenttheme
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iv. ClickingontheTHEMESbuttoninfuturewilldisplayCUSTOM,toallowyoutousethisthemeinfuture
workbooks.
Tosetcustomcolourschemesforatheme
Mouse
i. ClickonthedropdownarrownexttotheCOLOURSbutton.
ii. SelectCREATENEWTHEMECOLOURSatthebottomofthemenu
iii. Thedialogaboveisdisplayed
iv. Selectnewcoloursforthevariouspartsofyourtheme.Asampleisshownontherighttoshowyouhow
thecoloursappeartogether
v. EnteranameforyourcolourschemeintheNAMEbox
vi. ClickonSAVE.
vii. NexttimeyouclickonthecoloursbuttonitwilldisplayCUSTOMandthe
setsofcoloursyouhavecreated.
Tocreatecustomfontschemesforatheme.
Mouse
i. ClickonthedropdownarrownexttotheFONTSbutton.
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ii. SelectCREATENEWTHEMEFONTSatthebottomofthemenu
iii. Thedialogaboveisdisplayed
iv. Select Fonts for the heading and a font for the body text see
sampleonrightofdialog.
v. EnteranameforyourfontschemeintheNAMEbox
vi. ClickonSAVE.
vii. Next time you click on the FONTS button it will display
CUSTOMandthesetsoffontsyouhavecreated.
Styles
Toapplyseveralformatsinonestep,andtoensurethatcellshaveconsistentformatting,youcanuseacell
style.Acellstyleisadefinedsetofformattingcharacteristics,suchasfontsandfontsizes,numberformats,
cell bordersandcell shading.Topreventanyonefrommakingchangestospecificcells,youcanalsousea
cellstylethatlockscells.MicrosoftOfficeExcelhasseveralbuiltincellstylesthatyoucanapplyormodify.
Youcanalsomodifyorduplicateacellstyletocreateyourown,customcellstyle.
Cell styles are based on the document theme that is applied to the entire workbook. When you
switchtoanotherdocumenttheme,thecellstylesareupdatedtomatchthenewdocumenttheme.
Howtoselectcells,ranges,rows,orcolumns
Toselect Dothis
Asinglecell Clickthecell,orpressthearrowkeystomovetothecell.
Arangeofcells Clickthefirstcellintherange,andthendragtothelastcell,orholddownSHIFTwhile
youpressthearrowkeystoextendtheselection.
Youcanalsoselectthefirstcellintherange,andthenpressF8toextendtheselectionby
usingthearrowkeys.Tostopextendingtheselection,pressF8again.
Alargerangeofcells Clickthefirstcellintherange,andthenholddownSHIFTwhileyouclickthelastcellin
therange.Youcanscrolltomakethelastcellvisible.
Allcellsona
worksheet
ClicktheSELECTALLbutton.Toselecttheentireworksheet, you
canalsopressCTRL+A.Iftheworksheetcontainsdata,CTRL+A
selectsthecurrentregion.PressingCTRL+Aasecondtime
selectstheentireworksheet.
Nonadjacentcellsor
cellranges
Selectthefirstcellorrangeofcells,andthenholddownCTRLwhileyouselecttheother
cellsorranges.Youcanalsoselectthefirstcellorrangeofcells,andthenpressSHIFT+F8
toaddanothernonadjacentcellorrangetotheselection.Tostopaddingcellsorrangesto
theselection,pressSHIFT+F8again.Youcannotcanceltheselectionofacellorrangeof
cellsinanonadjacentselectionwithoutcancellingtheentireselection.
Anentirerowor
column
Clicktheroworcolumnheading.
Rowheading
Columnheading
Youcanalsoselectcellsinaroworcolumnby selecting
thefirstcellandthenpressingCTRL+SHIFT+ARROWkey(RIGHTARROWorLEFT
ARROWforrows,UPARROWorDOWNARROWforcolumns).Iftheroworcolumn
containsdata,CTRL+SHIFT+ARROWkeyselectstheroworcolumntothelastusedcell.
PressingCTRL+SHIFT+ARROWkeyasecondtimeselectstheentireroworcolumn.
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Adjacentrowsor
columns
Dragacrosstheroworcolumnheadings.Orselectthefirstroworcolumn;thenhold
downSHIFTwhileyouselectthelastroworcolumn.
Nonadjacentrowsor
columns
Clickthecolumnorrowheadingofthefirstroworcolumninyourselection;thenhold
downCTRLwhileyouclickthecolumnorrowheadingsofotherrowsorcolumnsthatyou
wanttoaddtotheselection.
Thefirstorlastcellin
aroworcolumn
Selectacellintheroworcolumn,andthenpressCTRL+ARROWkey(RIGHTARROWor
LEFTARROWforrows,UPARROWorDOWNARROWforcolumns).
Thefirstorlastcell
onaworksheetorin
aMicrosoftOffice
Exceltable
PressCTRL+HOMEtoselectthefirstcellontheworksheetorinanExcellist.
PressCTRL+ENDtoselectthelastcellontheworksheetorinanExcellistthatcontains
dataorformatting.
Cellstothelastused
cellontheworksheet
(lowerrightcorner)
Selectthefirstcell,andthenpressCTRL+SHIFT+ENDtoextendtheselectionofcellsto
thelastusedcellontheworksheet(lowerrightcorner).
Cellstothebeginning
oftheworksheet
Selectthefirstcell,andthenpressCTRL+SHIFT+HOMEtoextendtheselectionofcellsto
thebeginningoftheworksheet.
Moreorfewercells
thantheactive
selection
HolddownSHIFTwhileyouclickthelastcellthatyouwanttoincludeinthenew
selection.Therectangularrangebetweentheactivecellandthecellthatyouclick
becomesthenewselection.
Tocancelaselectionofcells,clickanycellontheworksheet.
ToApplyacellstyle
Mouse
i. Selectthecellsthatyouwanttoformat.
ii. OntheHOMEribbon,intheSTYLESgroup,clickCELLSTYLES.
iii. Clickthecellstylethatyouwanttoapply.
Tocreatecustomcellstyle
Mouse
i. OntheHOMEribbon,intheSTYLESgroup,clickCELLSTYLES.
ii. ClickNEWCELLSTYLE.
iii. IntheSTYLENAMEbox,typeanappropriatenameforthenewcellstyle.
iv. ClickFORMAT.
v. On the various tabs in the FORMAT CELLS dialog box, select the formatting that you want, and then
clickOK.
vi. In the STYLE dialog box, under STYLE INCLUDES (BY EXAMPLE), clear the check boxes for any
formattingthatyoudon'twanttoincludeinthecellstyle.
vii. To remove a cell style from selected cells without deleting the cell style, select the cells that are
formattedwiththatcellstyle.
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Toremoveacellstyle
Mouse
i. OntheHOMEribbon,intheSTYLESgroup,clickCELLSTYLES.
ii. Toremovethecellstylefromtheselectedcellswithoutdeletingthecellstyle,underGOOD,BAD,AND
NEUTRAL,clickNORMAL.
OR
iii. To delete the cell style and remove it from all cells that are formatted with it, rightclick the cell style,
andthenclickDELETE.
YoucannotdeletetheNORMALcellstyle.
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ConditionalFormatting
Wheneveryouanalyzedata,youoftenaskyourselfquestions,suchas:
Wherearetheexceptionsinasummaryofprofitsoverthepastfiveyears?
Whatarethetrendsinamarketingopinionpolloverthepasttwoyears?
Whohassoldmorethan50,000thismonth?
Whatistheoverallagedistributionofemployees?
Whichproductshavegreaterthan10%revenueincreasesfromyeartoyear?
Whoarethehighestperformingandlowestperformingstudentsinthenewstudentclass?
Conditional formatting helps to answer these questions by making it easy to highlight interesting cells or
rangesofcells,emphasizeunusualvalues,andvisualizedatabyusingdatabars,colourscalesandiconsets.
A conditional format changes the appearance of a cell range based on a condition (or criteria). If the
condition is true, the cell range is formatted based on that condition; if the conditional is false, the cell
rangeisnotformattedbasedonthatcondition.
When creating a conditional format, you can reference other cells in a worksheet, such as
=FY2006!A5,butyoucannotuseexternalreferencestoanotherworkbook.
ToFormatallcellsbyusingatwocolourscale
Colourscalesarevisualguidesthathelpyouunderstanddatadistributionandvariation.Atwocolourscale
helpsyoucomparearangeofcellsbyusingagradationoftwocolours.Theshadeofthecolourrepresents
higherorlowervalues.Forexample,inagreenandredcolourscale,youcanspecifyhighervaluecellshave
agreenercolourandlowervaluecellshaveareddercolour.
Mouse
i. Select a range of cells, or make sure that the active cell is in a table or PivotTable
report.
ii. On the HOME ribbon, in the STYLES group, click the arrow next to CONDITIONAL
FORMATTING,andthenclickCOLOURSCALES.
iii. Selectatwocolourscale.
Hoveroverthecolourscaleiconstoseewhichoneisa
twocolour scale. The top colour represents higher
valuesandthebottomcolourrepresentslowervalues.
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Tomanagerulesforadvancedformatting.
Mouse
i. Selectarangeofcells,ormakesurethattheactivecellisinatableorPivotTablereport.
ii. OntheHOMEribbon,intheSTYLESgroup,clickthearrownexttoCONDITIONALFORMATTING,and
thenclickMANAGERULES.
iii. TheCONDITIONALFORMATTINGRULESMANAGERdialogboxisdisplayed.
Toaddaconditionalformat(newrule).
Mouse
i. clickNewRule.TheNewFormattingRuledialogboxisdisplayed.
ii. Selectaruletypefromtopsectionofdialog.
iii. Edittheruledescriptioninbottomsection.Ruledescriptionswillchangedependentontheruletype.
iv. Selectthecoloursyouwishtoapplyiftheconditionsyouhavesetaremet.
v. ClickOKtocreatetheruletherulewillthenappearintheRULEMANAGER.
vi. ClickoktoapplytheruleandclosetheRULEMANAGER
Toconditionallyformattotwocolourscale(advanced)
Mouse
i. OntheHOMEribbon,intheSTYLESgroup,clickthearrownexttoCONDITIONALFORMATTING,and
thenclickMANAGERULES.
ii. TheCONDITIONALFORMATTINGRULESMANAGERdialogboxisdisplayed.
iii. Make sure that the appropriate worksheet or table is
selected in the SHOW FORMATTING RULES FOR list
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box.
iv. Optionally,changetherangeofcellsbyclickingCOLLAPSEDIALOG
intheAPPLIESTOboxtotemporarilyhidethedialogbox,selecting
the new range of cells on the worksheet, and then selecting
EXPANDDIALOG.
v. Selecttherule,andthenclickEDITRULE.TheEDITFORMATTINGRULEdialogboxisdisplayed.
vi. UnderSELECTARULETYPE,clickFORMATALLCELLSBASEDONTHEIRVALUES.
vii. UnderEDITTHERULEDESCRIPTION,intheFORMATSTYLElistbox,select2COLORSCALE.
viii. SelectaMINIMUMandMAXIMUMTYPE
FORMATLOWESTANDHIGHESTVALUESSelectLowestValueandHighestValue.Inthiscase,
youdonotenteraMinimumandMaximumValue.
FORMAT A NUMBER, date, or time value Select Number, and then enter a Minimum and
MaximumValue.
FORMATAPERCENTAGESelectPercent,andthenenteraMinimumandMaximumValue.Valid
valuesarefrom0to100.Donotenterapercentsign.Useapercentagewhenyouwanttovisualize
allvaluesproportionallybecausethedistributionofvaluesisproportional.
FORMATAPERCENTILESelectPercentileandthenenteraMinimumandMaximumValue.Valid
percentilesarefrom0to100.Youcannotuseapercentileiftherangeofcellscontainsmorethan
8,191datapoints.Useapercentilewhenyouwanttovisualizeagroupofhighvalues(suchasthe
top 20
th
percentile) in one colour grade proportion and low values (such as the bottom 20
th
percentile)inanothercolourgradeproportion,becausetheyrepresentextremevaluesthatmight
skewthevisualizationofyourdata.
FORMATAFORMULARESULTSelectFormula,andthenenteraMinimumandMaximumValue.
The formula must return a number, date or time value. Start the formula with an equal sign (=).
Invalid formulas result in no formatting applied. It's a good idea to test the formula in the
worksheettomakesurethatitdoesn'treturnanerrorvalue.
Minimum and Maximum values are the minimum and maximum values for the range of cells.
MakesurethattheMinimumvalueislessthantheMaximumvalue.
YoucanchooseadifferentMinimumandMaximumType.Forexample,youcanchooseaMinimum
NumberandMaximumPercent.
ix. To choose a MINIMUM and MAXIMUM colour scale, click COLOUR for each, and then select a
colour.Ifyouwanttochooseadditionalcoloursorcreateacustomcolour,clickMORECOLOURS.
x. ThecolourscalethatyouselectisdisplayedinthePREVIEWbox.
xi. ClickOKtoreturntotherulemanager
xii. ClickOKtoapplythenewruletoselectedcellsandcloserulemanager.
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ToFormatallcellsbyusingdatabarsquickformatting
Adatabarhelpsyouseethevalueofacellrelativetoothercells.The
length of the data bar represents the value in the cell. A longer bar
representsahighervalueandashorterbarrepresentsalowervalue.
Databarsareusefulinspottinghigherandlowernumbersespecially
withlargeamountsofdata,suchastopandbottomsellingtoysina
holidaysalesreport.
Mouse
ii. OntheHOMEribbon,intheSTYLEgroup,clickthearrownexttoCONDITIONALFORMATTING,click
DATABARSandthenselectadatabaricon.
ToFormatallcellsbyusingdatabarsadvancedformatting
Mouse
ii. On the HOME ribbon, in the STYLES group, click the arrow next to CONDITIONAL FORMATTING, and
thenclickMANAGERULES.TheConditionalFormattingRULESMANAGERdialogboxisdisplayed.
Either
iii. Toaddaconditionalformat,clickNEWRULE.TheNEWFORMATTINGRULEdialogboxisdisplayed.
OR
iv. To change a conditional format, Make sure that the appropriate worksheet or table is selected in the
SHOWFORMATTINGRULESFORlistbox.
v. Optionally, change the range of cells by clicking COLLAPSE DIALOG in the APPLIES TO box to
temporarily hide the dialog box, selecting the new range of cells on the worksheet, and then selecting
EXPANDDIALOG.
vi. Selecttherule,andthenclickEDITRULE.TheEDITFORMATTINGRULEdialogboxisdisplayed.
vii. UnderSELECTARULETYPE,clickFORMATALLCELLSBASEDONTHEIRVALUES.
viii. UnderEDITTHERULEDESCRIPTION,intheFORMATSTYLElistbox,selectDATABAR.
ix. SelectaShortestBarandLongestBarType.
FORMATLOWESTANDHIGHESTVALUESSelectLowestValueandHighestValue.Inthiscase,
youdonotenteraShortestBarandLongestBarValue.
FORMAT A NUMBER, DATE, OR TIME VALUE Select Number, and then enter a Shortest Bar
andLongestBarValue.
FORMAT A PERCENTAGE Select Percent, and then enter a Shortest Bar and Longest Bar Value.
Validvaluesarefrom0to100.Donotenterapercentsign.Useapercentagewhenyouwantto
visualizeallvaluesproportionallybecausethedistributionofvaluesisproportional.
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FORMATAPERCENTILESelectPercentileandthenenteraShortestBarandLongestBarValue.
Validpercentilesarefrom0to100.Youcannotuseapercentileiftherangeofcellscontainsmore
than8,191datapoints.Useapercentilewhenyouwanttovisualizeagroupofhighvalues(suchas
the top 20
th
percentile) in one data bar proportion and low values (such as the bottom 20
th
percentile) in another data bar proportion, because they represent extreme values that might
skewthevisualizationofyourdata.
FORMAT A FORMULA result Select Formula, and then enter a Shortest Bar and Longest Bar
Value.Theformulamustreturnanumber,dateortimevalue.Starttheformulawithanequalsign
(=). Invalid formulas result in no formatting applied. It's a good idea to test the formula in the
worksheettomakesurethatitdoesn'treturnanerrorvalue.
MakesurethattheShortestBarvalueislessthantheLongestBarvalue.
You can choose a different Shortest Bar and Longest Bar Type. For example, you can choose a
Shortest Bar Number and Longest Bar Percent. To choose a Shortest Bar and Longest Bar colour
scale, click Bar Colour. If you want to choose additional colours or create a custom colour, click
More Colours. The bar colour that you select is displayed in the Preview box. To show only the
databarandnotthevalueinthecell,selectShowBarOnly.
ToClearconditionalformats(worksheet)
Mouse
i. OntheHOMEribbon,intheSTYLESgroup,clickthearrownexttoCONDITIONALFORMATTING,and
thenclickCLEARRULES.
ii. ClickENTIRESHEET.
ToClearconditionalformats(Arangeofcells,table,orPivotTable)
Mouse
i. Selecttherangeofcells,tableorPivotTableforwhichyouwanttoclearconditionalformats.
ii. OntheHOMEribbon,intheSTYLESgroup,clickthearrownexttoCONDITIONALFORMATTING,and
thenclickCLEARRULES.
iii. Dependingonwhatyouhaveselected,clickSELECTEDCELLS,THISTABLEorTHISPIVOTTABLE.
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SECTION8OTHEREXCELFEATURES
INSERTING,FORMATTINGANDDELETINGOBJECTS
InsertingADrawingObject
Inserting pictures, text boxes, callouts, scanned images etc onto a worksheet
can greatly enhance your overall spreadsheet appearance. The subject of
dealingwiththeseobjectswillbelookedat morethoroughlyinPowerPointas
that application deals primarily with inserted objects and how to deal with
themaswordworksprimarilywithtextandexcelwithfigures,howeverhereis
abriefrundownofsomeitemsyoumayinsertandhowtodealwiththem.
Toinsertashapeontoworksheet.
Mouse
i. On the INSERT ribbon in the ILLUSTRATIONS group, click
onthedropdownarrowtotherightofSHAPES.
ii. Make a selection by clicking with the left mouse button on
the desired shape. If you cannot immediately find what you
want, scroll down using the scroll bar to the right to locate
othershapes.
iii. Themenuwilldissappearbutyourmousecursorwillappear
asasmallblackcross.Clickanddragdiagaonallytoplacethe
shapeontheworksheet.
Tomoveorresizeshape
Mouse
i. Select shape by clicking on it selection will be shown by
handlesappearingaroundtheshape.
ii. Movingmousecursorovershapeshouldgiveafourpointed
arrow clicking and dragging with this cursor will move the
shapetodesiredposition.
OR
iii. Use cursor keys for small adjustments in moving shape
aroundworksheet.
iv. Moving mouse cursor over a handle will give a black two
pointedarrow.Clickinganddraggingwillresizetheshapeto
appropriatesize.
Todeleteashape
Mouse
i. Selectshapebyclickingonitselectionwillbeshownbyhandlesappearingaroundtheshape.
ii. PressDELETEonthekeyboardtoremoveshape.
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SmartArt
A SmartArt graphic is a visual representation of your information and ideas. You can create SmartArt
graphics by choosing from among many different layouts to quickly, easily and effectively communicate
yourmessage.
Mostpeoplecreate contentthatcontainsonlytext, even though illustrations andgraphics help audiences
understand and recall information better than text. Creating designerquality illustrations can be
challenging, especially if you are not a professional designer or you cannot afford to hire a professional
designer.IfyouuseearlierversionsofMicrosoftOffice,youcanspendalotoftimemakingshapesthesame
size and aligning them properly, getting your text to look right, and manually formatting the shapes to
matchthedocument'soverallstyle,insteadoffocusingonyourcontent.WithSmartArtgraphicsandother
new features such as themes, you can create designerquality illustrations with only a few clicks of your
mouse.
WhenyoucreateaSmartArtgraphic,youarepromptedtochooseatypesuchasPROCESS,HIERARCHY,
CYCLE, or RELATIONSHIP. A type is similar to a category of SmartArt graphic, and each type contains
severaldifferentlayouts.
When you choose a layout for your SmartArt graphic, ask yourself what you want to convey and whether
youwantyourinformationtoappearacertainway.Becauseyoucanquicklyandeasilyswitchlayouts,try
different layouts (across types) until you find the one that best illustrates your message. Experiment with
differenttypesandlayoutsbyusingthetablebelowasastartingpoint.
Whenyouswitchlayouts,mostofyourtextandothercontent,colours,styles,effects,andtextformatting
areautomaticallycarriedovertothenewlayout.
ToinsertaSmartArtgraphic
Mouse
i. On the INSERT ribbon in the ILLUSTRATIONS group, click on the drop down arrow to the right of
SMARTARTtheSMARTARTdialogabovewillappear
ii. Chooseacategoryfromtheleftthenagraphicfromthecentretoseeapreviewontheright.
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iii. Whenyouhavetheselectionyoudesireclickoktoinsertthesmartartonyourworksheet
iv. Thesmartartwillappearonyourworksheetasinpicturebelow.
AbouttheTextpane
TheTextpaneisthepanethatyoucanusetoenterandeditthetextthatappearsinyourSmartArtgraphic.
The Text pane appears to the left of your SmartArt graphic. As you add and edit your content in the Text
pane,yourSmartArtgraphicisautomaticallyupdatedshapesareaddedorremovedasneeded.
When you create a SmartArt graphic, the SmartArt graphic and its Text pane are populated with
placeholdertextthatyoucanreplacewithyourinformation.AtthetopoftheTextpane,youcaneditthe
text that will appear in your SmartArt graphic. At the bottom of the Text pane, you can view additional
informationabouttheSmartArtgraphic.
ToentertextintoSmartArt
Mouse
i. ClickonplaceholderintheTEXTPANE.
ii. Placeholdertextwilldisappear.
iii. TyperequiredtextandpressENTER
iv. Focuswillcreateanewplaceholderandnewshapewaitingfortext
v. Press TAB to move the text lower in the hierarchy in the example above or SHIFT + TAB to move it
higher.
ToremoveaSmartArtshape
Mouse
i. SelectthetextorplaceholdertextoftheshapeyouwishtoremoveintheTEXTPANE.
ii. PressDELETEkeyonkeyboard
iii. Bothtextandshapewillberemovedfromgraphic
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WordArt
WordArt is a gallery of text styles that you can add to your 2007 Microsoft Office system documents to
createdecorativeeffects,suchasshadowedormirrored(reflected)text.YoucanchangeWordArttext,as
youcanchangeanyothertextinashape.
Mouse
iv. On the INSERT ribbon, in the TEXT group,
click WORDART, and then click the WordArt
stylethatyouwant.
v. Enteryourtext.#
vi. AWordArtgraphiccanberesized,rotated,deletedandmovedlikeanyothershape.
FormattingShapes
Anyshapeinsertedonthespreadsheet,whenselected,causesanewribbontoappearcalledtheFORMAT
ribbon seen below, it offers the options of inserting further shapes. Formatting all aspects of the selected
shapeandfixingaspecificsize.TheeasiestmethodofformattingyourshapeistousetheQuickStyleoption
intheSHAPESTYLESgroup
QuickStyles
Quick Styles are combinations of different formatting options and are displayed in a thumbnail in the
various QuickStylegalleries. Whenyou place yourpointer over a Quick Style thumbnail, you can see how
theQuickStyleaffectsyourSmartArtgraphicorshape.
Quick Styles for SmartArt graphics (SmartArt Styles) include edges, shadows, line styles, gradients and
threedimensional (3D) perspectives. Try different combinations of SmartArt Styles and colours until you
findonethatmatchesthemessagethatyouwanttocommunicate.Youcanpickalayout,aSmartArtStyle,
and a colour variation that you like, and then change the layout again your SmartArt Style and colours
willstaywithyourSmartArtgraphic,sothatyoudonotneedtoredothem.
SmartArtStylesmapthethemeeffects(themeeffects:Asetofvisualattributesthatisappliedtoelements
inafile.Themeeffects,themecoloursandthemefontscomposeatheme.)ofthedocumentthemetothe
shapes within the SmartArt graphic. For example, shapes might have thick lines or edges, while arrows
mighthaveamoresubtlestyleappliedtothem.Youcanalsoapplycoloursfromthethemecoloursofthe
document in different ways, such as changing the colour of the shape border. If you create multiple
SmartArt graphics and want them to look alike, you can apply the same colours and SmartArt Style to
achieveaconsistent,professionallook.
You canhave shapes that display with edges, depth, and rotate in 3Dspace. To make a SmartArt graphic
threedimensional,applya3DSmartArtStyleormanuallyapplya3Drotationtoeachshape.Iftheentire
SmartArt graphic is threedimensional (called scene coherent 3D), you can continue to edit the text and
formattingofeachoftheindividualshapes,buttheshapescannotberepositionedorresized.Youcanonly
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repositionorresizeshapesinatwodimensionalscene.Toswitchbetween2Dand3D,underSMARTART
TOOLS,ontheFORMATribbon,intheSHAPESgroup,clickEDITIN2D.TheEDITIN2Dbuttontemporarily
unlocks yourSmartArt graphic for editing so thatyoucan move and resize shapes but the3DSmartArt
Style is still applied to your SmartArt graphic and reappears when youclick EDIT IN 2D again. When your
SmartArtgraphicisdisplayedina3Dscene,youcanrotateitasawholeandpositionlightsourcesandthe
"camera"suchthattheentireSmartArtgraphicappearstopopoutofthescreen.
SmartArt Styles affect an entire SmartArt graphic, while Quick Styles for Shapes (Shape Styles) affect only
the selected shape. You can manually customize a shape by changing the colour, effects or border, or by
replacingitwithanothershape.ItisrecommendedthatyoucustomizeyourSmartArtgraphiconlyafteryou
settle on its content and layout, as some customizations are not transferred because they might not look
goodinthenewlayout.FormoreinformationaboutswitchinglayoutsforSmartArtgraphics,seeSwitchthe
layoutortypeofaSmartArtgraphic.
ToapplyaQuickStyle
Mouse
i. SelecttheshapeorshapesyouwishtoapplyaQuickStyleto.
ii. Asyoumoveyourmouseoverthevariousoptionsyourshapeontheworksheetwilltemporarilytakeon
thatformatasapreview.Seebelow.
iii. Ifyouprefertolookattheotherthemfillsoptionatthebottomyouwillbegiventheaboveoptions
iv. Whenyoulocatethestyleyouwantclickonittoapplyittoyourshape.
Otherthemefills
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ManualFormatting
Manualformattingcanbeappliedaswell.Fill,border,3D,rotationetcusingvarioustoolsfrom
the format ribbon. There are also tools for aligning, layering and sizing your shape as in a
desktoppublishingprogramme.
Tochangefillcolour
Mouse
i. SelectshapetobeformattedselectFILLCOLOURfromtheSHAPESTYLES
group.
ii. Select a THEME COLOUR, STANDARD COLOUR, GRADIENT, TEXTURE,
PICTUREorMOREFILLCOLOURS.
morefillcoloursgivesapalettewithanypossiblecolouryoumayrequire.You
maymatchacolourifyouknowtheRGBorCYMKnumbers)
Tochangeaborder
Mouse
i. SelectshapetobeformattedselectSHAPEOUTLINEfromtheshapestyles
group.
ii. Select a THEME COLOUR, STANDARD COLOUR or MORE OUTLINE
COLOURS.
iii. when you have selected a colour for your shapes outline you may wish to
makeitthickerortohaveadashedstyle.Repeatsteponeandselectweight
ordashesandmakeaselectiontoapplytoyourshape.
Thearrowsoptionisavailableifyourshapehappenstobeanykindoflineyou
maychooseanarrowstyleaswellasaweightandlinestyle
Toapplyshapeeffects
Mouse
i. Select shape to be formatted. Click on
shapeeffectstoseemenuonright
ii. The preset menu shows popular styles
madeupoftheothermenuchoices.Select
apresettoapply.
iii. You may alter aspects of the preset by
repeating and selecting a different menu
choice.
Using all formatting choices shown gives a
very professional finish to any object placed
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ontheworksheetmanyoftheseoptionsareavailableforchartsandpictures.
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REVIEWING
Protecting
When sending your work to someone else to check,
make corrections or comments it is necessary to track
the changes that others may make to your work to see
whatchangestheyhavemadeastheyreviewyourwork.
You may also want to restrict what they are allowed to
do to your work so they do not inadvertently damage formulae and functions that make the workbook
producevalidfigures.Forthesereasonswemayhavetoprotecttheworkbookinvariousways.
Toprotectaworkbook
Protectingaworkbookensuresindividualscannot,insert,delete,moveor
otherwisetamperwiththesheetsinyourworkbook.Hiddensheetswill
notbeabletobeunhiddenifvaluabletablesordataisstoredonthem.
Mouse
i. Click on PROTECT WORKBOOK in the CHANGES group on the
REVIEWribbon
ii. SelectPROTECTSTRUCTUREANDWINDOWSthefollowingdialogwillappear.
iii. Forsecurity(notessential)enterapasswordandclickonok.Workbookstructureisnowprotected.
Tounprotectaworkbook
Mouse
iv. ClickonPROTECTWORKBOOKintheCHANGESgroupontheREVIEWribbon
v. SelectUNPROTECTSTRUCTUREANDWINDOWSadialogwillappearaskingforpassword
vi. Enterpassword,clickonOK,workbookisnowunprotected
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Protectworksheetdata
Mouse
i. Select all cells you would like individuals to be allowed to
change.
ii. OntheHOMEribbon,intheCELLSgroup,clickFORMAT,and
thenclickFORMATCELLS.
iii. Clickontheprotectiontab
iv. UntickLOCKCELLS.
v. Click on PROTECT WORKSHEET in the CHANGES group on
theREVIEWribbon.
vi. Tick what you wish users to be allowed to do in the locked
cells.
vii. Enterapasswordifyouwish
viii. ClickonOK.
ix. Sheetisnowprotectedanycellthatwaslockedisnowuneditablebyanyone.
Tounprotectworksheetdata
Mouse
i. ClickonPROTECTWORKSHEETintheCHANGESgroupontheREVIEWribbon
ii. Enterpasswordtounprotectsheet
iii. ClickOK
Toprotectfortrackedchanges
Mouse
i. Click on TRACK CHANGES and then HIGHLIGHT CHANGES in the
CHANGESgroupontheREVIEWribbon
ii. TheHIGHLIGHTCHANGESdialogwillappear.
iii. TicktheTRACKCHANGESWHILEEDITINGoption
iv. ClickonOK.
V. Anychangesmadetotheworkbookbyanyonenow
willleaveamarkinthecelltoshowithasbeen
changedbywho,whenandwhatthechangeis.
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ToAccept/rejectchanges
When changes have been made to your workbook you may wish to
checkthosechangesandseewhathasbeenaltered.Youmaynotbe
happy with some of the changes and wish to reject them for what
waspreviouslywithinacell.
Mouse
i. Click on TRACK CHANGES and then ACCEPT/REJECT CHANGES in the CHANGES group on the
REVIEWribbon.
ii. TheSELECTCHANGESTOACCEPTORREJECTdialogwillappear.
iii. ClickOK.TheACCEPTORREJECTCHANGESdialogwillappear
iv. Asyouacceptorrejecteachchangethedialogwillautomaticallymoveontothenextchange.Whenyou
havefinishedclickclosetoclosethedialogandfinishreviewing.
UseASharedWorkbookToCollaborate
You can create a shared workbook and place it on a network location
whereseveralpeoplecaneditthecontentssimultaneously.Forexample,if
the people in your work group each handle several projects and need to
know the status of each other's projects, the group can use a shared
workbooktotrackthestatusoftheprojects.Allpersonsinvolvedcanthen
entertheinformationfortheirprojectsinthesameworkbook.
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Astheownerofthesharedworkbook,youcanmanageitbyremovingusersfromthesharedworkbookand
resolving conflicting changes. When all changes have been incorporated, you can stop sharing the
workbook.
ShareAWorkbook
Create a new workbook and enter any data that you want to provide, or open an existing workbook that
youwanttomakeavailableformultiuserediting.
Notallfeaturesaresupportedinasharedworkbook.Ifyouwanttoincludeanyofthefollowingfeatures,
you should add them before you save the workbook as a shared workbook: merged conditional formats
datavalidation,charts,pictures,objectsincludingdrawingobjects,hyperlinksscenarios,outlinessubtotals,
datatablesPivotTablereportsworkbookandworksheetprotection,andmacros.Youcannotmakechanges
tothesefeaturesafteryousharetheworkbook.
Featuresthatarenotsupportedinasharedworkbook
Inasharedworkbook,youcannot Butyoumaybeabletodothefollowing
CreateanExceltable None
Insertordeleteblocksofcells Youcaninsertentirerowsandcolumns.
Deleteworksheets None
Mergecellsorsplitmergedcells None
Addorchangeconditionalformats Existingconditionalformatscontinuetoappearascell
valueschange,butyoucan'tchangetheseformatsor
redefinetheconditions.
Addorchangedatavalidation Cellscontinuetobevalidatedwhenyoutypenewvalues,
butyoucan'tchangeexistingdatavalidationsettings.
CreateorchangechartsorPivotChart
reports
Youcanviewexistingchartsandreports.
Insertorchangepicturesorotherobjects Youcanviewexistingpicturesandobjects.
Insertorchangehyperlinks Existinghyperlinkscontinuetowork.
Usedrawingtools Youcanviewexistingdrawingsandgraphics.
Assign,change,orremovepasswords Existingpasswordsremainineffect.
Protectorunprotectworksheetsorthe
workbook
Existingprotectionremainsineffect.
Create,change,orviewscenarios None
Grouporoutlinedata Youcancontinuetouseexistingoutlines.
Insertautomaticsubtotals Youcanviewexistingsubtotals.
Createdatatables Youcanviewexistingdatatables.
CreateorchangePivotTablereports Youcanviewexistingreports.
Write,record,change,view,orassign
macros
Youcanrunexistingmacrosthatdon'taccessunavailable
features.Youcanrecordsharedworkbookoperations
intoamacrostoredinanothernonsharedworkbook.
AddorchangeMicrosoftExcel4dialog
sheets
None
Changeordeletearrayformulas Existingarrayformulascontinuetocalculatecorrectly.
Useadataformtoaddnewdata Youcanuseadataformtofindarecord.
WorkwithXMLdata,including:
Import,refresh,andexportXMLdata
Add,rename,ordeleteXMLmaps
MapcellstoXMLelements
UsetheXMLSourcetaskpane,XML
None
Excel2007Advanced
161
toolbar,orXMLcommandsontheData
menu
Toshareaworkbook
Mouse
i. OntheREVIEWtab,intheCHANGESgroup,clickSHAREWORKBOOK.
ii. On the EDITING tab, select the ALLOW CHANGES BY MORE THAN ONE USER AT
THESAMETIME.THISALSOALLOWSWORKBOOKMERGINGcheckbox.
iii. OntheADVANCEDtab,selecttheoptionsthatyouwanttousefortrackingandupdatingchanges,and
thenclickOK.
iv. Ifthisisanewworkbook,typeanameintheFILENAMEbox.
OR
v. Ifthisisanexistingworkbook,clickOKtosavetheworkbook,clickMICROSOFTOFFICEBUTTONand
thenclickSAVEAS.
vi. In the SAVE IN box, select a network location that is accessible to the intended users, and then click
SAVE.
Youshoulduseasharednetworkfolder,notaWebserver.
vii. If the workbook contains links to other workbooks or documents, verify the links and update any links
thatarebroken,andthenclickSAVEontheQUICKACCESSTOOLBAR,orpressCTRL+S.
Toverifyandupdatelinkstootherworkbooksordocuments
i. OntheDATAtab,intheCONNECTIONSgroup,clickEDITLINKS.
The Edit Links to Files command is unavailable if your file does not
containlinkedinformation.
ii. ClickCHECKSTATUStoverifythestatusforalllinksinthelist.
This may take a while if there are many links, or if the source workbook for the links is on a
networklocation,andthenetworkisslow.
iii. CheckthestatusintheSTATUScolumn,clickthelinkandthentaketheactionthatisneeded.
Ifthestatusis Takethisaction
OK Noactionisrequired.Thelinkisworkinganduptodate.
Unknown ClickCHECKSTATUStoupdatethestatusforalllinksinthelist.
N/A ThelinkusesObjectLinkingandEmbedding(OLE)orDynamicData
Exchange(DDE)MicrosoftOfficeExcelcannotcheckthestatusofthese
typesoflinks.
Error:Sourcenot
found
ClickCHANGESOURCE,andthenselectanotherworkbook.
Error:Worksheetnot
found
ClickCHANGESOURCE,andthenselectanotherworksheet.Thesource
mayhavebeenmovedorrenamed.
Warning:Valuesnot
updated
ClickUPDATEVALUES.Thelinkwasnotupdatedwhentheworkbookwas
opened.
Excel2007Advanced
162
Warning:ClickOpen
Source,andcalculate
theworkbookby
pressingF9
Theworkbookmaybesettomanualcalculation.Tosettheworkbookto
automaticcalculation,clickMICROSOFTOFFICEBUTTON,andthenclick
EXCELOPTIONS.IntheFORMULAScategory,underCALCULATION
OPTIONS,clickAUTOMATICALLY.
Warning:Somenames
cannotberesolved
untilthesource
workbookisopened
ClickOPENSOURCE,switchbacktothedestinationworkbookandthen
clickCHECKSTATUS.Ifthisdoesnotresolvetheproblem,makesurethat
thenameisnotmisspelledormissing.Switchtothesourceworkbook,and
thenontheFORMULAStab,intheNAMEDCELLSgroup,clickNAME
MANAGER,andlookforthename.
Warning:ClickOpen
Source
Thelinkcannotbeupdateduntilthesourceisopen.
Sourceisopen Thestatusofalinkcannotbechecked.
Valuesupdatedfrom
filename
Noactionisrequired.Thevalueshavebeenupdated.
Warning:Excelcannot
determinethestatus
ofthelink
Thesourcemaycontainnoworksheetsormaybesavedinanunsupported
fileformat.ClickUPDATEVALUES.
Alluserswithaccesstothenetworksharehavefullaccesstothesharedworkbookunlessyoulockcellsand
protect the worksheet to restrict access. To protect a shared workbook, click PROTECT AND SHARE
WORKBOOKintheCHANGESgroupontheREVIEWtab.Whenyouprotectasharedworkbook,youcan
setapasswordthatallusersmustentertoopentheworkbook.
To edit the shared workbook, all users must have one of the following installed on their computers:
MicrosoftOfficeExcel,MicrosoftExcel97orlaterorMicrosoftExcel98orlaterforMacintosh.
Not all Excel features are supported in a shared workbook. For more information, see the table "Features
thatarenotsupportedinasharedworkbook"above.
ToEditasharedworkbook
Afteryouopenasharedworkbook,youcanenterandchangedataasyoudoinaregularworkbook.
i. Openthesharedworkbook.
ii. ClicktheMICROSOFTOFFICEBUTTON,andthenclickEXCELOPTIONS.
iii. In the POPULAR category, under PERSONALIZE YOUR COPY OF OFFICE, in the USER NAME box,
entertheusernamethatyouwanttousetoidentifyyourworkinthesharedworkbook,andthenclick
OK.
iv. Enterandeditdataontheworksheetsasusual.
You won't be able to add or change the following: merged cells, conditional formats, data
validation, charts, pictures, objects including drawing objects, hyperlinks, scenarios, outlines,
subtotals,datatables,PivotTablereports,workbookandworksheetprotection,andmacros.
Make any filter and print settings that you want for your personal use. Each user's settings are
savedindividuallybydefault.
You can also use the filter or print settings that were made by the owner of the workbook
wheneveryouopentheworkbook.
v. Tosaveyourchangestotheworkbookandseethechangesthatotherusershavesavedsinceyourlast
save,clickSAVEontheQUICKACCESSTOOLBAR,orpressCTRL+S.IftheRESOLVECONFLICTSdialogbox
appears,resolvetheconflicts.
Excel2007Advanced
163
Toresolveconflicts,seeResolveconflictingchangesinasharedworkbookinthistopic.
YoucanseewhoelsehastheworkbookopenontheEditingtaboftheShareWorkbookdialogbox
(Reviewtab,Changesgroup,ShareWorkbookbutton).
Youcanchoosetogetautomaticupdatesoftheotherusers'changesperiodically,withorwithout
saving,underUpdatechangesontheAdvancedtaboftheSharedWorkbookdialogbox.
ToRemoveauserfromasharedworkbook
Ifneeded,youcandisconnectusersfromasharedworkbook.
Before disconnecting users, make sure that they have completed their work on the workbook. If
youremoveanactiveuser,anyunsavedworkwillbelost.
Mouse
ii. On the EDITING tab, in the WHO HAS THIS WORKBOOK OPEN NOW list, review the names of
users.
iii. Selectthenameoftheuserwhoyouwanttodisconnect,andthenclickREMOVEUSER.
Althoughthisactiondisconnectstheuserfromthesharedworkbook,itdoesnotpreventthatuser
fromeditingthesharedworkbookagain.
Todeleteanypersonalviewsettingsoftheremoveduser,dothefollowing:
Mouse
i. On the View tab, in the Workbook Views group,
clickCustomViews.
ii. n the Views list, select the view of another user,
andthenclickDelete.
Resolveconflictingchangesinasharedworkbook
Aconflicthappenswhentwousersarebotheditingthesamesharedworkbookandtrytosavechangesthat
affect the same cell. Excel can keep only one of the changes in that cell. When the second user saves the
workbook,ExceldisplaystheRESOLVECONFLICTSdialogbox.
Mouse
i. In the RESOLVE CONFLICTS dialog box, read the information about each change and the conflicting
changesmadebytheotheruser.
ii. Tokeepyourchangeortheotherperson'schangeandtoadvancetothenextconflictingchange,click
ACCEPT MINE or ACCEPT OTHER. To keep all of your remaining changes or all of the other user's
changes,clickACCEPTALLMINEorACCEPTALLOTHERS.
Excel2007Advanced
164
Tooverrideresolveconflictsdialog
To have your changes override all other changes without displaying the RESOLVE CONFLICTS dialog box
again,:
Mouse
ii. On the ADVANCED tab, under CONFLICTING CHANGES BETWEEN USERS, click THE CHANGES
BEINGSAVEDWIN,andthenclickOK.
Toviewhowyouorothersresolvedpastconflicts
i. On the REVIEW tab, in the CHANGES group, click TRACK CHANGES, and then click HIGHLIGHT
CHANGES.
ii. IntheWHENlist,selectALL.
iii. CleartheWHOandWHEREcheckboxes.
iv. SelecttheLISTCHANGESONANEWSHEETcheckbox,andthenclickOK.
v. OntheHistoryworksheet,scrolltotherighttoviewtheACTIONTYPEandLOSINGACTIONcolumns.
Conflicting changes that were kept have Won for Action Type. The row numbers in the Losing
Action column identify the rows with information about the conflicting changes that were not
kept, including any deleted data. History worksheet is A separate worksheet that lists changes
being tracked in a shared workbook, including the name of the person who made the change,
when and where it was made, what data was deleted or replaced, and how conflicts were
resolved.)
Tosaveacopyoftheworkbookwithallyourchanges,clickCancelintheResolveConflictsdialog
box,clickMicrosoftOfficeButton,clickSAVEAS,andthentypeanewnameforthefile.
ToStopsharingaworkbook
Before you stop sharing the workbook, make sure that all other users have completed their work. Any
unsaved changes will be lost. Because the change history will also be deleted, you may want to start by
printingtheHistoryworksheetorbycopyingittoanotherworkbook.
Tokeepacopyofthechangehistoryinformation.
i. On the REVIEW tab, in the CHANGES group, click TRACK CHANGES, and then click HIGHLIGHT
CHANGES.
ii. IntheWHENlist,selectALL.
iii. CleartheWHOandWHEREcheckboxes.
iv. SelecttheLISTCHANGESONANEWSHEETcheckbox,andthenclickOK.
ToprinttheHistoryworksheet,clickMICROSOFTOFFICEBUTTON,andthenclickPRINT.
Excel2007Advanced
165
Tocopythehistorytoanotherworkbook,selectthecellsthatyouwanttocopy,clickCOPYonthe
HOME ribbon in the CLIPBOARD group, switch to another workbook, click where you want to
placethecopieddata,andthenclickPASTEontheHOMEtabintheCLIPBOARDgroup.
Youmayalsowanttosaveorprintthecurrentversionoftheworkbook,becausethishistorydata
might not apply to later versions of the workbook. For example, cell locations, including row
numbers,inthecopiedhistorymaynolongerbecurrent.
v. Inthesharedworkbook,ontheREVIEWtab,intheCHANGESgroup,clickSHAREWORKBOOK.
vi. On the EDITING tab, make sure that you are the only person listed in the WHO HAS THIS
WORKBOOKOPENNOWlist.
vii. CleartheALLOWCHANGESBYMORETHANONEUSERATTHESAMETIME.THISALSOALLOWS
WORKBOOKMERGINGcheckbox.
viii. Whenyouarepromptedabouttheeffectsonotherusers,click YES
If this check box is not available, you must first unprotect the workbook. To remove shared
workbookprotection,
Tounprotectsharedworkbook
Mouse
i. ClickOKtoclosetheSHAREWORKBOOKdialogbox.
ii. OntheREVIEWtab,intheCHANGESgroup,clickUNPROTECTSHAREDWORKBOOK.
iii. Ifyouareprompted,enterthepassword(Awaytorestrictaccesstoaworkbook,worksheetorpartofa
worksheet. Excel passwords can be up to 255 letters, numbers, spaces and symbols. You must type
uppercaseandlowercaseletterscorrectlywhenyousetandenterpasswords.),andthenclickOK.
iv. OntheREVIEWtab,intheCHANGESgroup,clickSHAREWORKBOOK.
v. OntheEDITINGtab,cleartheALLOWCHANGESBYMORETHANONEUSERATTHESAMETIME.
THISALSOALLOWSWORKBOOKMERGINGcheckbox.
vi. Whenyouarepromptedabouttheeffectsonotherusers,click YES.
Excel2007Advanced
166
PROOFINGTOOLS
SpellingAndGrammar
Asadeadlineapproaches,oftenthereisnotenoughtimetocheckadocumentforspellingand
grammar mistakes. Your Microsoft Office program provides tools that can help you correct
thesemistakesfaster.YoudecideifyouwanttosetuptheMicrosoftOfficeprogramsothatyou
can easily see potential mistakes while you work. Or, if you find the wavy red and green lines
distracting,youcanjustcheckyourdocumentwhenyouarereadytofinishit.
Maybeyouarelookingforawaytofindandfixspellingmistakesinyourdocumentmorequicklyandeasily?
Or maybe you don't want to see the wavy red lines that your Microsoft Office program displays in your
document?Thissectionexplainshowautomaticspellingandgrammarcheckingworksandhowtoturniton
oroff.
ThereisnooptiontocheckspellingwhileyoutypeinMicrosoftOfficeAccess,MicrosoftOfficeExcel
orMicrosoftOfficeProject.
GrammarcheckingisavailableonlyinMicrosoftOfficeOutlookandMicrosoftOfficeWord.
Tocheckspelling
Mouse
i. Clickinsideaworksheetthatyouareeditingtochecktheentireactiveworksheet,includingcellvalues,
cell comments, embedded charts, text boxes, buttons, headers, and footers. Excel does not check
protected worksheets, formulas or text that results from a formula. Also, if the formula bar is active
whenyoucheckspelling,Excelchecksonlythecontentsoftheformulabar.
ii. Optionally,tocheckonlyaspecificpieceoftext,selectthetextyouwanttocheck.
iii. ClickonSPELLCHECKERinthePROOFINGgroupontheREVIEWribbon.
iv. If the program finds spelling mistakes, a dialog box or task pane is displayed, and the first misspelled
wordfoundbythespellingcheckerisselected.Youdecidehowyouwanttoresolveeacherrorthatthe
programfinds.
v. After you resolve each misspelled word, the program flags the next misspelled word, so that you can
decidewhatyouwanttodo.
Excel2007Advanced
167
vi. Whenallspellinghasbeencorrectedadialogappearstellingyouthatthespellcheckiscomplete
Thesaurus
Tousethesaurus
Mouse
i. OntheREVIEWtab,clickTHESAURUS.
ii. Press ALT and click the word that you want to look up. Results
appearintheRESEARCHtaskpane.
YoucantypeawordorphraseintheSEARCHFORbox,andthenclick
StartSearching.
iii. To use one of the words in the list of results or to search for more
words,dooneofthefollowing:
iv. To use one of the words, point to it, click the down arrow and then
clickINSERTorCOPY.
v. Tolookupadditionalrelatedwords,clickawordinthelistofresults.
Youcanalsolookupwordsinthethesaurusofanotherlanguage.If,for
example, your document is in French and you want synonyms, click
RESEARCH OPTIONS in the RESEARCH task pane, and then under
REFERENCEBOOKS,selectthethesaurusoptionsthatyouwant.
Translation
Using the Research feature, you can translate single words or short phrases by using
bilingual dictionaries or translate your entire document by using Webbased machine
translationservices.Totranslatetext,youmayalsoneedtosatisfytheoperatingsystem
requirementsforspecificlanguages.
i. OntheREVIEWtab,clickTRANSLATE.
ii. ThetranslationserviceappearsintheRESEARCHtaskpane.
iii. To change the languages that are used for translation, in the
RESEARCH task pane, under TRANSLATION, select the languages
that you want to translate from and to. For example, to translate
English to French, click ENGLISH (U.S.) in the FROM list and
FRENCH(FRANCE)intheTOlist.
iv. Totranslateaspecificword,pressALTandclickaword.Theresults
appearintheRESEARCHtaskpaneunderTRANSLATION.
v. Totranslateashortphrase,selectthewords,pressALTandclickthe
selection. The results appear in the RESEARCH task pane under
TRANSLATION.
YoucantypeawordorphraseintheSEARCHFORbox,andthenclick
Start Searching .
Excel2007Advanced
168
ShowOrHideScreenTips
ScreenTips are small windows that display descriptive text when you rest the pointer on a command or
control.
EnhancedScreenTipsarelargerwindows
thatdisplaymoredescriptivetextthana
ScreenTip and can have a link to a Help
topic.EnhancedScreenTipsareavailable
in the following 2007 Microsoft Office
system programs: Access, Excel,
PowerPointandWord.
i. Click the MICROSOFT OFFICE BUTTON , and then click
PROGRAM NAME OPTIONS, where Program Name is the
name of the program you are in, for example, WORD
OPTIONS.
ii. ClickPOPULAR.
iii. UnderTOPOPTIONSFORWORKINGWITHPROGRAMNAME,inthe SCREENTIPSTYLElist,click
theoptionthatyouwant:
SHOW FEATURE DESCRIPTIONS IN SCREENTIPS This option turns on ScreenTips and Enhanced
ScreenTips.Thisisthedefaultsetting.
DON'TSHOWFEATUREDESCRIPTIONSINSCREENTIPSThisoptionturnsoffEnhancedScreenTips.You
stillseeScreenTips.
DON'TSHOWSCREENTIPSThisoptionturnsoffScreenTipsandEnhancedScreenTips.
Excel2007Advanced
169
EXCEL2007SPECIFICATIONSANDLIMITS
Worksheetandworkbookspecificationsandlimits
Feature Maximumlimit
Openworkbooks Limitedbyavailablememoryandsystem
resources
Worksheetsize 1,048,576rowsby16,384columns
Columnwidth 255characters
Rowheight 409points
Pagebreaks 1,026horizontalandvertical
Totalnumberofcharactersthatacellcancontain 32,767characters
Charactersinaheaderorfooter 255
Sheetsinaworkbook Limitedbyavailablememory(defaultis3
sheets)
Coloursinaworkbook 16millioncolours(32bitwithfullaccess
to24bitcolourspectrum)
Namedviews(view:Asetofdisplayandprintsettingsthatyoucannameand
applytoaworkbook.Youcancreatemorethanoneviewofthesame
workbookwithoutsavingseparatecopiesoftheworkbook.)inaworkbook
Limitedbyavailablememory
Uniquecellformats/cellstyles 64,000
Fillstyles 32
Lineweightandstyles 16
Uniquefonttypes 1,024globalfontsavailableforuse;512
perworkbook
Numberformatsinaworkbook Between200and250,dependingonthe
languageversionofExcelthatyouhave
installed
Namesinaworkbook Limitedbyavailablememory
Windowsinaworkbook Limitedbyavailablememory
Panesinawindow 4
Linkedsheets Limitedbyavailablememory
Scenarios(scenario:Anamedsetofinputvaluesthatyoucansubstituteina
worksheetmodel.)
Limitedbyavailablememory;asummary
reportshowsonlythefirst251scenarios
Changingcellsinascenario 32
AdjustablecellsinSolver 200
Customfunctions Limitedbyavailablememory
Zoomrange 10percentto400percent
Reports Limitedbyavailablememory
Sortreferences 64inasinglesort;unlimitedwhenusing
sequentialsorts
Undolevels 100
Fieldsinadataform 32
Workbookparameters 255parametersperworkbook
Filterdropdownlists 10,000
Calculationspecificationsandlimits
Numberprecision 15digits
Largestnumberallowedtobetypedintoacell 9.99999999999999E+307
Largestallowedpositivenumber 1.79769313486231E+308
Smallestallowednegativenumber 2.2251E308
Smallestallowedpositivenumber 2.229E308
Largestallowednegativenumber 1E307
Excel2007Advanced
170
Lengthofformulacontents 8,192characters
Internallengthofformula 16,384bytes
Iterations 32,767
Worksheetarrays Limitedbyavailablememory
Selectedranges 2,048
Argumentsinafunction 255
Nestedlevelsoffunctions 64
Userdefinedfunctioncategories 255
Numberofavailableworksheetfunctions 341
Sizeoftheoperandstack 1,024
Crossworksheetdependency 64,000worksheetsthatcanrefertoother
sheets
Crossworksheetarrayformuladependency Limitedbyavailablememory
Areadependency Limitedbyavailablememory
Areadependencyperworksheet Limitedbyavailablememory
Dependencyonasinglecell 4billionformulasthatcandependona
singlecell
Linkedcellcontentlengthfromclosedworkbooks 32,767
Earliestdateallowedforcalculation January1,1900(January1,1904,if1904
datesystemisused)
Latestdateallowedforcalculation December31,9999
Largestamountoftimethatcanbeentered 9999:59:59
Chartingspecificationsandlimits
Chartslinkedtoaworksheet Limitedbyavailablememory
Worksheetsreferredtobyachart 255
Dataseries(Relateddatapointsthatareplottedinachart.Eachdataseriesina
charthasauniquecolourorpatternandisrepresentedinthechartlegend.
Youcanplotoneormoredataseriesinachart.Piechartshaveonlyonedata
series.)inonechart
255
Datapoints(Individualvaluesthatareplottedinachart.Relateddatapoints
makeupadataseries.Datapointsarerepresentedbybars,columns,lines,
slices,dots,andothershapes.Theseshapesarecalleddatamarkers.)inadata
seriesfor2Dcharts
32,000
Datapointsinadataseriesfor3Dcharts 4,000
Datapointsforalldataseriesinonechart 256,000
PivotTableandPivotChartreportspecificationsandlimits
PivotTablereports(Aninteractive,crosstabulatedExcelreportthatsummarizes
andanalyzesdata,suchasdatabaserecords,fromvarioussources,including
onesthatareexternaltoExcel.)onasheet
Uniqueitemsperfield 1,048,576
Row(Afieldthat'sassignedaroworientationinaPivotTablereport.Items
associatedwitharowfieldaredisplayedasrowlabels.)orcolumnfields(Afield
that'sassignedacolumnorientationinaPivotTablereport.Itemsassociated
withacolumnfieldaredisplayedascolumnlabels.)inaPivotTablereport
ReportfiltersinaPivotTablereport 256(maybelimitedbyavailable
memory)
ValuefieldsinaPivotTablereport 256
Calculateditem(AnitemwithinaPivotTablefieldorPivotChartfieldthatusesa
formulayoucreate.Calculateditemscanperformcalculationsbyusingthe
contentsofotheritemswithinthesamefieldofthePivotTablereportor
PivotChartreport.)formulasinaPivotTablereport
Excel2007Advanced
171
ReportfiltersinaPivotChartreport(Achartthatprovidesinteractiveanalysisof
data,likeaPivotTablereport.Youcanchangeviewsofdata,seedifferentlevels
ofdetailorreorganizethechartlayoutbydraggingfieldsandbyshowingor
hidingitemsinfields.)
256(maybelimitedbyavailable
memory)
ValuefieldsinaPivotChartreport 256
CalculateditemformulasinaPivotChartreport Limitedbyavailablememory
LengthoftheMDXnameforaPivotTableitem 32,767
LengthforarelationalPivotTablestring 32,767
Sharedworkbookspecificationsandlimits
Userswhocanopenandshareasharedworkbook(sharedworkbook:A
workbooksetuptoallowmultipleusersonanetworktoviewandmake
changesatthesametime.Eachuserwhosavestheworkbookseesthechanges
madebyotherusers.)atthesametime
256
Personalviews(view:Asetofdisplayandprintsettingsthatyoucannameand
applytoaworkbook.Youcancreatemorethanoneviewofthesame
workbookwithoutsavingseparatecopiesoftheworkbook.)inashared
workbook
Daysthatchangehistory(Inasharedworkbook,informationthatismaintained
aboutchangesmadeinpasteditingsessions.Theinformationincludesthe
nameofthepersonwhomadeeachchange,whenthechangewasmade,and
whatdatawaschanged.)ismaintained
32,767(defaultis30days)
Workbooksthatcanbemergedatonetime Limitedbyavailablememory
Cellsthatcanbehighlightedinasharedworkbook 32,767
Coloursusedtoidentifychangesmadebydifferentuserswhenchange
highlightingisturnedon
32(eachuserisidentifiedbyaseparate
colour;changesmadebythecurrent
userarehighlightedwithnavyblue)
Excel2007Advanced
172
PreparedbyStephenMoffatonthe12
th
September2007

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