Excel2007 TrainingManual

Excel 2007
Advanced Training Manual

nazareLh College hLLp://naz.edu
MlcrosofL Cfflce Lxcel 2007 Advanced Courseware
WrlLLen by kelvln Macuonald
ubllshed by velsofL lnLeracLlve lnc.

Courseware release verslon 3.0
2003 by velsofL Courseware, lnc.

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1ab|e of Contents

SECTION 1: Advanced Topics ...................................................................................................... 1
Lesson 1.1: Setting Excel Options ......................................................................................................... 2
Changing Your User Name ...................................................................................................................................3
Changing your Default Font .................................................................................................................................5
Changing Your Default File Format .....................................................................................................................6
Setting Formula Options .......................................................................................................................................8
Changing the Appearance of Your Excel Interface .............................................................................................13
Lesson 1.2: Excel and Windows .......................................................................................................... 16
Searching for Documents ....................................................................................................................................16
Using Office Diagnostics ....................................................................................................................................20
Checking for Updates ..........................................................................................................................................23
Starting Excel Automatically when Windows Boots ...........................................................................................25
Lesson 1.3: Using the Excel Viewer ..................................................................................................... 27
What is the Excel Viewer? ...................................................................................................................................27
Downloading the Excel Viewer ...........................................................................................................................28
Using Excel Viewer .............................................................................................................................................31
Section 1: Review Questions ................................................................................................................ 38
SECTION 2: Getting the Most from your Data .......................................................................... 40
Lesson 2.1: Getting the Most From Your Data .................................................................................. 41
Using Automatic Outlining ..................................................................................................................................41
Displaying and Collapsing Levels .......................................................................................................................43
Grouping Data Manually ....................................................................................................................................45
Creating Subtotals ...............................................................................................................................................49
Lesson 2.2: PivotTables ........................................................................................................................ 52
What is a PivotTable? .........................................................................................................................................52
Creating a PivotTable .........................................................................................................................................53
Creating a PivotTable Frame .............................................................................................................................58
Specifying PivotTable Data .................................................................................................................................60
Rearranging PivotTable Data .............................................................................................................................63
Lesson 2.3: More About PivotTables .................................................................................................. 70
Modifying PivotTable Calculations ....................................................................................................................70
Formatting a PivotTable .....................................................................................................................................73
Refreshing a PivotTable ......................................................................................................................................77
Charting a PivotTable .........................................................................................................................................78
Creating a PivotTable Based on External Data ..................................................................................................83
Lesson 2.4: Exploring Scenarios .......................................................................................................... 90
What is a Scenario? .............................................................................................................................................90
Creating a Scenario ............................................................................................................................................91
Creating a Scenario Summary Report ................................................................................................................94
Saving Multiple Scenarios ...................................................................................................................................96
Lesson 2.5: What If Analysis ............................................................................................................... 98
Using a One and Two Input Data Table .............................................................................................................98
Using Goal Seek ................................................................................................................................................106
Using Solver ......................................................................................................................................................108
Section 2: Review Questions .............................................................................................................. 117

SECTION 3: Excel and the Internet ......................................................................................... 119
Lesson 3.1: Excel and Hyperlinks ..................................................................................................... 120
What is a Hyperlink? .........................................................................................................................................120
Inserting Hyperlinks ..........................................................................................................................................122
Modifying Hyperlinks ........................................................................................................................................123
Using Hyperlinks in Excel .................................................................................................................................127
Lesson 3.2: Saving Workbooks as Web Pages ................................................................................. 131
HTM and MHTML Files ...................................................................................................................................132
Saving a Workbook as a Web Page ...................................................................................................................134
Saving a Worksheet as a Web Page ..................................................................................................................136
Saving a Chart as a Web Page ..........................................................................................................................137
Saving a Range as a Web Page .........................................................................................................................139
Lesson 3.3: Getting Data from the Internet ..................................................................................... 142
Importing from an External Data Source .........................................................................................................142
Creating a Web Query .......................................................................................................................................145
Saving a Web Query ..........................................................................................................................................148
Refreshing a Web Query ...................................................................................................................................150
Lesson 3.4: Excel and Office Servers ................................................................................................ 153
Publishing to a Document Server ......................................................................................................................153
Saving to a Document Management Server ......................................................................................................156
Using Excel with Excel Services .......................................................................................................................158
SECTION 4: Advanced Excel Tasks ......................................................................................... 167
Lesson 4.1: Creating and Using Shared Workbooks ....................................................................... 168
Sharing a Workbook ..........................................................................................................................................169
Opening and Editing a Shared Workbook .........................................................................................................172
Tracking Changes .............................................................................................................................................173
Resolving Conflicts in a Shared Workbook .......................................................................................................177
Lesson 4.2: Using Custom AutoFill Lists .......................................................................................... 180
What is an AutoFill List? ..................................................................................................................................180
Creating a Custom AutoFill List .......................................................................................................................181
Modifying a Custom AutoFill List .....................................................................................................................183
Using a Custom AutoFill List ............................................................................................................................184
Lesson 4.3: Using the VLOOKUP Function ..................................................................................... 186
Using VLOOKUP to Find Data ........................................................................................................................186
How to Find an Exact Match with VLOOKUP .................................................................................................189
Finding the Closest Match with VLOOKUP .....................................................................................................190
Lesson 4.4: Linking, Consolidating, and Combining Workbooks ................................................. 191
Linking Workbooks ............................................................................................................................................191
Consolidating Workbooks .................................................................................................................................194
Combining Worksheets ......................................................................................................................................197
Index ........................................................................................................................................... 202

SLC1ICN 1: Advanced 1op|cs

ln Lhls secLlon you wlll learn how Lo:

! Change your user name ln Lxcel
! Change Lhe defaulL color scheme for Lxcel
! SeL up formula opLlons
! Change Lhe defaulL fonL for your workbooks
! Change Lhe defaulL flle formaL for your workbooks
! Search for Lxcel documenLs
! use Cfflce dlagnosLlcs
! Check for updaLes
! uownload Lxcel vlewer
! use Lhe Lxcel vlewer
! SLarL Lxcel on Wlndows booL

MlcrosofL Cfflce Lxcel 2007 Advanced 2

Lesson 1.1: Sett|ng Lxce| Cpt|ons

As you know, Lxcel 2007 provldes a hosL of feaLures and funcLlons LhaL you can use Lo analyze,
calculaLe, share, and formaL your daLa. WhaL you may noL know ls LhaL Lxcel 2007 also allows
you Lo flne Lune a number of lLs feaLures by seLLlng up Lxcel's opLlons.

ln Lhls lesson, you wlll learn how Lo use Lhe Lxcel CpLlons wlndow Lo change your user name,
your defaulL fonL, your defaulL flle formaL, your formula opLlons, and Lhe overall appearance of
your Lxcel 2007 lnLerface.


Chang|ng our User Name

When you creaLe a documenL wlLh Lxcel 2007, your Lxcel user name wlll appear ln Lhe
roperLles dlalogue box under Lhe Summary Lab. lf you wanL anoLher name Lo appear Lhere,
you can change your user name from wlLhln Lxcel. Also, lf you musL conLrlbuLe Lo a shared
workbook (see lesson 4.1) lL ls a good ldea Lo enLer a user name LhaL can easlly ldenLlfy Lhe
work LhaL you do.

1o enLer a username ln Lxcel 2007, flrsL dlsplay Lhe Cfflce menu by cllcklng Lhe Cfflce menu
buLLon.

When Lhe Cfflce menu appears, cllck Lhe Lxcel CpLlons buLLon near Lhe boLLom Lo dlsplay Lhe
Lxcel CpLlons wlndow.

When Lhe Lxcel CpLlons wlndow appears, selecL Lhe opular opLlon from Lhe panel on Lhe lefL.


AL Lhe boLLom of Lhe CpLlons Wlndow, you wlll see a ersonallze your Copy of Cfflce headlng,
wlLh a LexL fleld labeled user name [usL under Lhe headlng.

?ou wlll see Lhe currenLly acLlve Cfflce user name ln Lhe user name fleld. 1o change Lhls name,
[usL Lype ln a new user name ln Lhe fleld, removlng Lhe old one. AfLer you have done Lhls,
slmply cllck Lhe Ck buLLon aL Lhe lower rlghL of Lhe Lxcel CpLlons wlndow.

now Lhe new user name LhaL you enLered wlll appear ln Lhe properLles of your Lxcel
documenLs. lL wlll also be used Lo ldenLlfy you and any changes you make when worklng on a
shared workbook.

Instructor Note: When you change Lhe user name ln Lxcel uslng Lxcel CpLlons, Lhe changes
wlll effecL Lhe oLher appllcaLlons ln Cfflce as well. 1hls means LhaL Lhe new user name wlll
appear ln Lhe properLles of Word documenLs or owerolnL presenLaLlons as well.


Chang|ng your Defau|t Iont

lf you prefer Lo do mosL of your work wlLh a parLlcular fonL sLyle and slze, buL you don'L llke Lhe
lnconvenlence of selecLlng a new fonL and fonL slze every Llme you sLarL Lxcel, you should
conslder changlng Lhe defaulL fonL and fonL slze ln Lhe Lxcel CpLlons wlndow.

1o do Lhls, flrsL dlsplay Lhe Lxcel opLlons wlndow by cllcklng Lhe Lxcel opLlons buLLon aL Lhe
boLLom of Lhe Cfflce menu, and Lhen cllck Lhe opular opLlon from Lhe panel on Lhe lefL.

When Lhe pane ls dlsplayed, you wlll see opLlons for changlng Lhe defaulL fonL Lype and fonL
slze under Lhe When creaLlng new workbooks" headlng.

lrom Lhe use Lhls fonL" drop llsL, selecL Lhe fonL Lype LhaL you prefer, and Lhen selecL Lhe fonL
slze LhaL you prefer from Lhe lonL Slze drop llsL.

ln Lhls example, Lhe fonL Lype has been changed Lo 1lmes new 8oman and a fonL slze of 16 has
been selecLed. lf you cllck Lhe Ck buLLon ln Lhe Lxcel CpLlons wlndow, you wlll see Lhe followlng
alerL.


1hls alerL ls slmply Lelllng you LhaL Lhe defaulL fonL change wlll noL Lake effecL unLll you close
and resLarL Lxcel 2007.

1o lmplemenL your changes, cllck Lhe Ck buLLon on Lhe alerL and close Lxcel 2007. When you
open Lxcel agaln, Lhe new fonL and slze LhaL you speclfled wlll be used by defaulL.

Pere ls Lxcel's defaulL fonL.

Pere ls Lhe new defaulL fonL.

?ou can easlly change Lhe defaulL fonL Lo anoLher Lype or slze lf you wlsh by followlng Lhe
dlrecLlons provlded prevlously.
Chang|ng our Defau|t I||e Iormat

lf you flnd yourself consLanLly savlng flles as anoLher flle formaL (oLher Lhan Lxcel 2007's defaulL
formaL of .xlsx), you can change Lhe defaulL flle Lype from Lxcel 2007 Lo anoLher Lype LhaL ls
more approprlaLe Lo Lhe work you are dolng.

lor example, you may be uslng Lxcel 2007 Lo creaLe several workbooks LhaL musL be
compaLlble wlLh Lxcel 98 or Lxcel 2003. 8aLher Lhan speclfylng Lhls flle Lype ln Lhe Save As
dlalogue whenever you save a workbook, you can make Lhls your defaulL flle formaL ln Lhe Lxcel
CpLlons wlndow. Moreover, you can even change Lhe defaulL folder LhaL your workbooks wlll
be saved ln.

1o change your defaulL flle formaL, cllck Lhe Lxcel CpLlons buLLon aL Lhe boLLom of Lhe Cfflce
menu. When Lhe Lxcel CpLlons wlndow appears, cllck Lhe Save opLlon from Lhe panel on Lhe
lefL.

ln Lhe Lxcel CpLlons wlndow, you wlll now see a Save Workbooks headlng, wlLh opLlons Lo
change Lhe defaulL flle formaL and Lhe defaulL save locaLlon vlslble beneaLh.

SelecL Lhe flle formaL you wanL as your defaulL from Lhe Save flles ln Lhls formaL" drop llsL.

1o change where your flles wlll be saved, Lype Lhe paLh Lo your defaulL save locaLlon ln Lhe
uefaulL Save LocaLlon fleld.

ln Lhls example, Lhe defaulL flle Lype has been changed Lo Lxcel 97-2003 workbook, and Lhe
defaulL save locaLlon ls now C:\uocumenLs and SeLLlngs\!lm\8udgeL2007. (8emember when
Lyplng ln a folder paLh, folder names are separaLed wlLh a \ backslash.)

1o lmplemenL Lhe changes you make, cllck Lhe Ck buLLon on Lhe lower rlghL of Lhe Lxcel
CpLlons wlndow.


Sett|ng Iormu|a Cpt|ons

Lxcel 2007 provldes some lnLeresLlng opLlons for worklng wlLh formulas and modlfylng how
Lxcel calculaLes. 1o geL access Lo Lhese opLlons, you musL dlsplay Lhe Lxcel CpLlons wlndow by
cllcklng Lhe Lxcel opLlons buLLon on Lhe Cfflce menu. When Lhe Lxcel CpLlons wlndow appears,
cllck Lhe word lormulas ln Lhe panel on Lhe lefL Lo reveal Lhe followlng formula opLlons.

lf you leL your polnLer hover over Lhe lnformaLlon lcons ( ) beslde each error rule, an
lnformaLlon box wlll appear wlLh a message descrlblng Lhe glven rule.

under Lhe CalculaLlon CpLlons headlng, you wlll see radlo buLLons and oLher conLrols for
speclfylng how Lxcel calculaLes formulas.


ln Lhls lmage, you can see Lhree radlo buLLons on Lhe lefL labeled AuLomaLlcally, AuLomaLlcally
excepL for daLa Lables, and Manually.

8y defaulL, Lxcel formulas are calculaLed auLomaLlcally. 1hls means LhaL when you change a
value ln a cell LhaL ls referenced ln a formula, Lxcel recalculaLes Lhe glven workbook
auLomaLlcally, flndlng a new resulL for every formula LhaL references Lhe value you changed.
1hls feaLure ls ln parL whaL makes Lxcel such a powerful Lool. ?ou [usL enLer Lhe values LhaL you
wanL ln Lhe cells and Lhe spreadsheeL calculaLes everyLhlng for you auLomaLlcally.

SomeLlmes, you may have a workbook LhaL has mulLlple complex formulas or array formulas
LhaL reference huge cell ranges. ln cases llke Lhls, auLomaLlc calculaLlon may be a problem
because of Lhe lengLh of Llme lL Lakes Lo perform all of Lhe calculaLlons requlred. lf your
spreadsheeL really bogs down ln a slLuaLlon llke Lhls, you may wanL Lo speclfy LhaL Lxcel
calculaLes Lhe spreadsheeL manually, or only when you cllck Lhe CalculaLe now or CalculaLe
SheeL opLlon under Lhe CalculaLlon CpLlons buLLon on Lhe lormulas 8lbbon.

When you calculaLe your workbook manually, Lhe formulas ln your sheeLs wlll noL recalculaLe
every Llme you change a referenced value. 1hls can help Lxcel perform beLLer when you are
deallng wlLh a very large workbook wlLh a loL of formulas Lo be evaluaLed.

lf you selecL Lhe AuLomaLlcally excepL for daLa Lables" opLlon, Lhe workbook wlll be
recalculaLed auLomaLlcally when you change cell values, excepL for Lhe dependenL cells LhaL are
ln Lxcel daLa Lables.

Cn Lhe rlghL slde of Lhe calculaLlon opLlons area, you wlll see a check box labeled Lnable
lLeraLlve calculaLlon."

lLeraLlon ls a llLLle known feaLure of Lxcel LhaL deals wlLh clrcular cell references. A clrcular
reference occurs when one cell conLalns a formula LhaL references anoLher cell, whlch ln Lurn
conLalns a formula or references a cell wlLh a formula LhaL references Lhe flrsL cell. 1o make Lhls
a llLLle more clear, look aL Lhe followlng example.


lmaglne A1 has Lhe formula 81 + 1, and cell 81 has Lhe value 0. ln Lhls case Lxcel wlll have no
Lrouble calculaLlng Lhe resulLs of Lhe formula. Powever, lf cell 81 conLalns Lhe formula =A1, you
wlll be faced wlLh a clrcular reference (81+1 and 81=A1 so we have A1= A1 +1). now a slLuaLlon
occurs where Lhe value of cell A1 depends (lndlrecLly) on Lhe value of A1. 1haL ls, cell A1 ls
dependenL on lLself for lLs formula resulL. When Lhls occurs ln Lxcel, you wlll geL Lhe followlng
message.

MosL ofLen, Lxcel users enLer clrcular references by mlsLake, buL someLlmes, advanced users
creaLe clrcular references on purpose. lf a clrcular reference ls lnLenLlonal, puLLlng a check ln
Lhe LlmlL lLeraLlons checkbox wlll permlL clrcular references ln your workbooks so you wlll noL
see Lhe alerL shown above.

ln regard Lo clrcular references, a slngle lLeraLlon refers Lo one sLep Lhrough Lhe clrcular
formula. ln Lhe case of Lhe clrcular reference descrlbed above (A1=A1 +1), afLer one lLeraLlon
Lhe value ln A1 should be 1. 1hls ls because A1 ls asslgned Lhe value of A1 +1, whlch ls really 0
+1 because Lhe lnlLlal value of A1 ls 0.

ln Lhe Lxcel CpLlons wlndow, you can speclfy a maxlmum number of lLeraLlons, lf you allow
clrcular references by checklng Lhe LlmlL lLeraLlons checkbox. 1he defaulL maxlmum ls 100, so
for Lhe formula descrlbed above 100 lLeraLlons should resulL ln a value of 100 ln cell A1.

8aslcally, 1 ls belng added Lo Lhe value ln cell A1 every Llme Lhe formula ls lLeraLed. When Lhe
maxlmum lLeraLlon value ls reached, Lhe lLeraLlon wlll sLop. lf Lhe calculaLlon mode ls seL Lo
Manual, you can force a slngle lLeraLlon by presslng Lhe l9 key. ?ou can keep lLeraLlng Lhls way
unLll Lhe maxlmum number of lLeraLlons ls reached. lf Lhe calculaLlon mode ls seL Lo AuLomaLlc,
Lhe value wlll be auLomaLlcally calculaLed up Lo Lhe speclfled maxlmum number of lLeraLlons.
?ou can lncrease or decrease Lhe number of lLeraLlons by uslng Lhe small arrows aL Lhe rlghL of
Lhe lLeraLlon value fleld, or by enLerlng a value dlrecLly lnLo Lhe fleld.

1he largesL value you can enLer ln Lhe Maxlmum lLeraLlons fleld ls 32767.

?ou wlll also see a Maxlmum Change fleld below Lhe lLeraLlons fleld. 1he value ln Lhls fleld (.001
by defaulL) can be a llmlL Lo Lhe amounL of lLeraLlons LhaL occur. 1he lLeraLlons wlll sLop when
Lhe values ln any of Lhe cells ln Lhe clrcular reference change less Lhan .001 (Lhe maxlmum
change). ?ou can alLer Lhe Maxlmum Change value by enLerlng a new value dlrecLly lnLo Lhe
fleld.

keep ln mlnd LhaL when you allow clrcular references ln a workbook Lxcel wlll noL deLecL a
clrcular reference LhaL you may enLer by mlsLake. unless you undersLand Lhe concepL of clrcular
references compleLely, lL ls probably wlse Lo leave Lhe LlmlL lLeraLlons checkbox clear, so you
wlll be alerLed Lo any clrcular references you may accldenLally creaLe.

lurLher down ln Lhe Lxcel CpLlons wlndow, you wlll see a Worklng wlLh lormulas headlng.

?ou can use Lhese check boxes Lo speclfy how cells are referenced, lf AuLoCompleLe should be
Lurned on for formulas, and lf formulas should accepL Lable names. 8y defaulL, all of Lhese
opLlons are acLlve ln Lxcel, excepL for Lhe 81C1 reference sLyle opLlon.

An 81C1 reference sLyle uses numbers Lo slgnlfy boLh columns and rows. lor example, 81C1
means row1 column1 (whlch corresponds Lo cell A1).


lor mosL people, Lhe LradlLlonal leLLer/number (A1) references are easler Lo follow and
manlpulaLe Lhan 81C1 references.

1he flnal Lwo formula relaLed opLlon groups deal wlLh Lrror Checklng.

under Lhe Lrror Checklng headlng, you can enable or dlsable background checklng and you can
change Lhe color of Lhe small Lrlangle LhaL appears ln a cell Lo lndlcaLe an error.

under Lhe Lrror Checklng 8ules headlng, you can conflgure whaL rules Lxcel wlll follow when
deLermlnlng errors. unless you have a Lhorough undersLandlng of Lxcel errors, lL ls probably
wlse Lo leave Lhe defaulL seLLlngs unchanged.

8emember, when you make changes ln Lhe Lxcel CpLlons wlndow, cllck Lhe Ck buLLon ln Lhe
boLLom rlghL of Lhe wlndow Lo lmplemenL Lhem, or cllck Lhe Cancel buLLon Lo dlsregard Lhem.
Chang|ng the Appearance of our Lxce| Interface

lf you cllck Lhe opular opLlon on Lhe lefL panel of Lhe Lxcel opLlons wlndow, you wlll see a
secLlon of conLrols labeled 1op opLlons for worklng wlLh Lxcel."

1he Lnable Llve revlew checkbox conLrols Lhe new Llve revlew feaLure ln Lxcel. 1hls refers Lo
Lhe way LhaL a parLlcular Lheme or pre-seL formaL ls applled Lo your selecLlon or worksheeL
when you hover over an lLem ln a parLlcular sLyle or Lheme gallery.

lor example, puLLlng your mouse polnLer over Lhe ModeraLe LffecL Lheme under Lhe Colors
buLLon prevlews Lhe selecLed charL ln LhaL Lheme. 1hls way, you can see how lL wlll appear
before you lmplemenL any changes.


lf you clear Lhe Lnable Llve revlew checkbox, Lhls prevlew feaLure wlll be deacLlvaLed.

lf you puL a check mark ln Lhe Show ueveloper 1ab ln Lhe 8lbbon checkbox, you wlll see Lhe
ueveloper 8lbbon, whlch has opLlons for worklng wlLh macros and vlsual 8aslc code.


1o change Lhe appearance of Lhe Lxcel lnLerface, you can selecL one of Lhe color scheme
opLlons from Lhe drop llsL labeled Color Scheme aL Lhe boLLom of Lhe secLlon. 1he defaulL color
scheme ls 8lue as shown below.

?ou can also choose a 8lack color scheme.

Cr, you can choose a Sllver color scheme.


Lesson 1.2: Lxce| and W|ndows

Any appllcaLlon llke Lxcel requlres an operaLlng envlronmenL Lo run ln. 1he operaLlng
envlronmenL we are currenLly focused on ls MlcrosofL Wlndows. 1hls lesson wlll focus on
managlng and malnLalnlng Lxcel ln a Wlndows envlronmenL.

ln Lhls lesson, you wlll learn how Lo search for documenLs, how Lo use Cfflce ulagnosLlcs, how
Lo check for updaLes, and how Lo sLarL Lxcel auLomaLlcally when Wlndows loads.
Search|ng for Documents

lf you are looklng for a parLlcular Lxcel flle buL you are havlng Lrouble locaLlng lL, you can always
use Wlndows' search feaLures Lo help you flnd lL. 1o search for an Lxcel flle, flrsL dlsplay Lhe
Wlndows sLarL menu and Lhen selecL Lhe Search opLlon from Lhe menu lLems. When you selecL
Lhe search opLlon, you wlll see a sub menu of search Lools LhaL you can choose from.

Cllck Lhe lor llles or lolders opLlon from Lhe sub menu Lo dlsplay Lhe Search 8esulLs wlndow.


ln Lhe Search 8esulLs wlndow, you can choose a search caLegory from Lhe panel on Lhe lefL.
8ecause we are searchlng for Lxcel flles, Lhe second opLlon (documenLs) ls Lhe loglcal cholce.

When you cllck Lhls opLlon you wlll see Lhe lLems ln Lhe panel on Lhe lefL change.

lrom Lhls llsL of lLems, you can selecL a radlo buLLon speclfylng Lhe lasL Llme Lhe flle was
modlfled. lf you can remember Lhls lnformaLlon, lL wlll help Lo narrow down Lhe search. 1here ls
also a LexL fleld ln whlch you can enLer all or parL of Lhe documenL name. lf you are unsure of
Lhe documenL name, you can use flle exLenslons Lo help. lor example, lf you enLer .xlsx as ln
Lhe flle name box, Lhe search wlll reLurn resulLs for Lxcel 2007 workbook flles. lf you enLer .xls,
Lhe search wlll reLurn resulLs for Lxcel 97-2003 workbooks.

1o lnlLlaLe Lhe search, cllck Lhe Search buLLon aL Lhe boLLom of Lhe panel. 1here ls also a back
buLLon allowlng you Lo move back Lo Lhe prevlous panel of opLlons. !usL above Lhese buLLons,
you wlll see a use Advanced Search opLlons headlng.

lf you cllck on Lhls headlng a llsL of advanced search opLlons wlll populaLe Lhe panel.


lf you can remember a word or phrase ln Lhe documenL, you can enLer lL lnLo Lhe approprlaLe
search fleld. 1he search englne wlll Lhen scan documenLs for Lhe parLlcular word or phrase LhaL
you enLered. ln Lhe Look ln fleld, you can speclfy a parLlcular locaLlon Lo search, by selecLlng lL
from a drop llsL. AL Lhe boLLom of Lhe Look ln drop llsL, you wlll flnd a browse opLlon LhaL wlll
allow you Lo speclfy any folder on your on your compuLer LhaL you are able Lo navlgaLe Lo.

?ou can also speclfy Lhe slze of Lhe flle, or you can seL more advanced opLlons LhaL lnclude
searchlng ln hldden flles and folders.

When Lhe opLlons have been seL up for your search, cllck Lhe Search buLLon Lo geL your resulLs.
As Wlndows searches, resulLs LhaL maLch your search crlLerla wlll be reLurned ln Lhe Search
8esulLs wlndow.


lf you see Lhe flle LhaL you have been looklng for among Lhe resulLs, double cllck on lLs lcon Lo
open lL ln Lxcel. lf you cannoL flnd Lhe flle among Lhe search resulLs, go back Lo Lhe panel on Lhe
lefL and furLher reflne your search.

Us|ng Cff|ce D|agnost|cs

lf you flnd LhaL Lxcel 2007 (or anoLher Cfflce 2007 appllcaLlon for LhaL maLLer) ls noL worklng
correcLly, you may noL necessarlly have Lo relnsLall lL. ?ou can use Lhe Cfflce ulagnosLlcs feaLure
Lo auLomaLlcally examlne your Cfflce flles, check your compuLer memory, check Lo see lf your
sysLem ls up Lo daLe wlLh regard Lo MlcrosofL servlce packs, and even check your hard dlsk as a
posslble cause for program lnsLablllLy. lf Lxcel 2007 crashes frequenLly, or oLherwlse falls Lo
perform adequaLely, lL could be a candldaLe for Cfflce ulagnosLlcs.

Cf course, you wlll need an lnLerneL connecLlon Lo make full use of Cfflce dlagnosLlcs. lf no
lnLerneL connecLlon ls avallable, you can sLlll run Cfflce dlagnosLlcs ln an aLLempL Lo deLecL and
repalr problems wlLhouL connecLlng Lo any exLernal servers.

Instructor Note: 1he Wlndows operaLlng envlronmenL used here ls Wlndows x. 1he
Search mechanlsm shown may vary from one verslon of Wlndows Lo anoLher.

1o use Cfflce ulagnosLlcs from wlLhln Lxcel, dlsplay Lhe Lxcel CpLlons wlndow by cllcklng Lhe
buLLon on Lhe Cfflce menu. When Lhe opLlons wlndow appears, selecL Lhe 8esources opLlon
from Lhe panel on Lhe lefL. ?our opLlons wlndow should now look llke Lhe followlng.

1he second lLem from Lhe Lop ln Lhe maln wlndow area ls called 8un MlcrosofL Cfflce
ulagnosLlcs. lf you cllck Lhe ulagnose buLLon, you wlll see Lhe followlng dlalogue.


lf you wanL Lo conLlnue Lo wlLh Cfflce ulagnosLlcs, cllck Lhe ConLlnue buLLon. ?ou should Lake
noLe of Lhe message provlded ln Lhe dlalogue: Cfflce ulagnosLlcs may communlcaLe wlLh
exLernal servers.

ln Lhls dlalogue, you can see a llsL of checks LhaL Cfflce dlagnosLlcs wlll perform. lf you cllck Lhe
8un ulagnosLlcs buLLon, each check wlll be performed ln sequence. WhaL follows ls a brlef
descrlpLlon of whaL each check lnvolves.


Check for known
So|ut|ons
Wlll check lnformaLlon deallng wlLh recenL crashes of Cfflce 2007
programs on your compuLer. lf a known soluLlon exlsLs ( perhaps
on a MlcrosofL server ln Lhe form of a sofLware paLch or upgrade)
you wlll be glven lnformaLlon regardlng Lhe soluLlon when Cfflce
ulagnosLlcs has flnlshed
Memory D|agnost|c Wlll check your compuLer's random access memory for lssues
LhaL may be causlng problems wlLh Cfflce appllcaLlons
Compat|b|||ty D|agnost|c Wlll search for confllcLlng verslons of Lhe speclflc Cfflce programs
LhaL may be causlng Lrouble.
D|sk D|agnost|c Wlll check your hard drlve Lo see lf Lhere are any lssues LhaL could
be causlng problems for Cfflce appllcaLlons.
Setup D|agnost|c Wlll check your Cfflce flles and folders for mlsslng or corrupLed
flles. lL also checks how Cfflce programs are seL up ln Lhe
Wlndows reglsLry. 1hls feaLure was referred Lo as ueLecL and
repalr ln earller verslons of Cfflce programs.

When you run Cfflce ulagnosLlcs, lL wlll aLLempL Lo flnd and repalr any lssues LhaL may be
causlng problems wlLh Lxcel 2007 or oLher Cfflce 2007 appllcaLlons.
Check|ng for Updates

lf you ever wanL Lo check for updaLes Lo Lxcel 2007 or oLher Cfflce 2007 producLs, dlsplay Lhe
Lxcel CpLlons wlndow by cllcklng Lhe Lxcel CpLlons buLLon ln Lhe Cfflce menu.

When you see Lhe opLlons wlndow, cllck Lhe 8esources opLlon ln Lhe panel on Lhe lefL.

?ou wlll now see a llsL of opLlons ln Lhe maln vlewlng area of Lhe wlndow. 1he flrsL lLem ln Lhe
llsL ls labeled CeL updaLes.


lf you cllck Lhe correspondlng Check for updaLes buLLon, your browser wlll auLomaLlcally open
wlLh a Web page conLalnlng download llnks from Lhe MlcrosofL Cfflce Web slLe. !usL cllck on a
llnk LhaL you Lhlnk applles Lo your slLuaLlon, or use Lhe onllne search feaLure Lo flnd a parLlcular
updaLe LhaL you requlre.


1here are Cfflce updaLes LhaL you can explore. Slmply follow Lhe dlrecLlons provlded Lo
download whaL you need.
Start|ng Lxce| Automat|ca||y when W|ndows 8oots

lf you wlsh, you can have Lxcel sLarL up auLomaLlcally when you flrsL Lurn on your compuLer. 1o
do Lhls, you musL flrsL locaLe your Wlndows sLarLup folder. 1he sLarLup folder conLalns
shorLcuLs Lo programs LhaL wlll sLarL up auLomaLlcally when Wlndows loads (when you sLarL
your compuLer). Cnce your Lxcel 2007 shorLcuL ls ln Lhe SLarLup folder, Lxcel 2007 wlll open
auLomaLlcally when you sLarL your compuLer. normally Lhls folder has Lhe paLh C:\uocumenLs
and SeLLlngs\All users\SLarL Menu\rograms\SLarLup or C:\Wlndows\SLarL
Menu\rograms\SLarLup. ?ou can navlgaLe Lhrough Lhe flle sysLem on your compuLer Lo geL Lo
Lhese locaLlons or you can enLer (copy and pasLe) Lhe paLh ln Lhe 8un dlalogue under Lhe SLarL
menu.


When you cllck Lhe Ck buLLon, Lhe folder lndlcaLed by Lhe paLh should open. When you see Lhe
sLarLup folder open, hold Lhe CLrl key and drag and drop Lhe Lxcel 2007 lcon on your deskLop
lnLo Lhe sLarLup folder.

Poldlng Lhe CLrl key wlll allow you Lo drag a copy of Lhe Lxcel lcon (shorLcuL) lnLo Lhe SLarLup
folder. 1hls ensures LhaL an lcon for Lxcel wlll remaln on your deskLop. (lf Lhere ls no Lxcel lcon
on your deskLop, you can press Lhe CLrl buLLon and drag Lhe Lxcel 2007 menu lLem from Lhe
Wlndows sLarL menu lnLo Lhe SLarLup folder.)

1o prevenL Lxcel from openlng auLomaLlcally, [usL remove or deleLe Lhe Lxcel shorLcuL from Lhe
SLarLup folder.


Lesson 1.3: Us|ng the Lxce| V|ewer

lmaglne LhaL you recelve an Lxcel workbook from a colleague as an e-mall aLLachmenL, buL you
do noL have Lxcel lnsLalled on your compuLer. ls Lhere any way Lo vlew or prlnL Lhe workbook
wlLhouL obLalnlng and lnsLalllng Lxcel? 1he answer Lo Lhls quesLlon ls yes, and Lhe program LhaL
you need ls called Lxcel vlewer.

ln Lhls lesson, you wlll learn how Lo download and lnsLall Lxcel vlewer, and how Lo use lL wlLh
Lxcel workbooks.
What |s the Lxce| V|ewer?

Lxcel vlewer ls a program developed by MlcrosofL LhaL ls deslgned for openlng, vlewlng, and
prlnLlng Lxcel workbooks. Lxcel vlewer ls a much smaller program Lhan Lxcel lLself, so lL wlll
Lake up less dlsk space. 1he Lxcel vlewer does noL depend on Lhe Lxcel spreadsheeL appllcaLlon
ln any way, and can run ln lLs absence. ln addlLlon, Lxcel vlewer ls easy Lo lnsLall and operaLe,
and ls avallable for free from MlcrosofL Cfflce Cnllne.

As you can see ln Lhls lmage, Lhe Lxcel vlewer dlsplays Lhe worklng area of an Lxcel
SpreadsheeL, wlLhouL Lhe rlbbons, menus, and buLLons of Lhe full Lxcel lnLerface.

1he Lxcel vlewer can be used Lo dlsplay Lxcel charLs, and also Lo dlsplay mulLlple workbooks aL
Lhe same Llme.


lf you wanL Lo use Lxcel vlewer Lo open an Lxcel workbooks, Lhe flrsL sLep ls Lo obLaln and
lnsLall lL.
Down|oad|ng the Lxce| V|ewer

1o download Lxcel vlewer, sLarL your web browser, and use your favorlLe search englne Lo
search for MlcrosofL Cfflce Cnllne.

?ou could also Lry enLerlng hLLp://www.mlcrosofL.com/downloads ln Lhe u8L fleld ln your
browser.

When you see Lhe MlcrosofL downloads page, look for Lhe search Lool.


ln Lhe search Lool, enLer Lxcel vlewer, and Lhen cllck Lhe buLLon Lo lnlLlaLe Lhe search.

When you see a resulL for Lxcel vlewer, cllck on Lhe llnk Lo begln Lhe download process.

When you follow Lhe download llnk, a page wlll load wlLh lnformaLlon abouL Lhe sofLware you
are downloadlng.


Pere ls a sample download page for Lxcel vlewer. Slmply cllck Lhe uownload buLLon Lo
download Lhe sofLware Lo your compuLer.


When you lnlLlaLe Lhe download, you wlll be asked where you wanL Lo save Lhe downloaded
flles. Choose a locaLlon LhaL you wlll be able Lo flnd easlly.

Pere ls Lhe Lxcel vlewer lcon afLer Lhe flle has been downloaded. !usL double cllck on Lhe lcon
Lo lnsLall lL on your compuLer.

Us|ng Lxce| V|ewer

1o use Lxcel vlewer, cllck on Lhe deskLop lcon, or cllck Lhe Lxcel vlewer on Lhe Wlndows SLarL
menu.

When Lxcel vlewer sLarLs, cllck Lhe word llle ln Lhe upper lefL Lo dlsplay Lhe llle menu.

Instructors Note: ?ou could also flnd an Lxcel vlewer download by searchlng for Lhe Lerm
Lxcel vlewer wlLh your favorlLe search englne. When your search reLurns resulLs, choose
one LhaL ls an auLhenLlc MlcrosofL Web slLe.

Always be careful when downloadlng execuLable flles (.exe formaL). 1hese flles may
conLaln mallclous program code LhaL can harm your compuLer. Cnly download Lhese flles
from a LrusLed source. lf posslble, scan Lhe flle wlLh anLl-vlrus sofLware before you execuLe
lL.

lf you cllck Lhe Cpen opLlon, you wlll see an Cpen dlalogue box, whlch you can use Lo navlgaLe
Lo and open Lhe Lxcel workbook LhaL you wlsh Lo vlew.


lf you double cllck on a workbook lcon ln Lhe llsL, lL wlll open ln Lhe vlewer.

ln Lhe vlewer, you wlll see a llle menu, an LdlL menu, a vlew menu, a Wlndow menu, and a
Pelp menu.

under Lhe LdlL menu, you wlll see opLlons named copy, flnd, and go Lo.

1he Copy opLlon wlll copy values from a selecLed cell or selecLed range of cells. 1he llnd opLlon
wlll dlsplay a llnd dlalogue box LhaL you can use Lo search Lhe workbook for a parLlcular Lerm or
value.

1he Co Lo opLlon wlll dlsplay a Co Lo box ln whlch you can enLer a speclflc cell reference.


lf you cllck Lhe Ck buLLon, Lhe cell you speclfy wlll be broughL lnLo vlew ln Lhe vlewer, and lL wlll
also become Lhe acLlve cell.

WlLh Lhe vlew menu opLlons, you can speclfy a vlew Lype for Lhe prevlew screen (l.e. page
break prevlew), or you can zoom ln on Lhe spreadsheeL belng vlewed. 1here ls also an
AuLolllLer opLlon LhaL you can use Lo fllLer selecLed cells. 1o do Lhls, [usL selecL a group of cells
ln Lhe vlewer and Lhen cllck Lhe AuLolllLer opLlon. When you do Lhls, you wlll see AuLolllLer
arrows appear above Lhe selecLed columns.


lf you have mulLlple workbooks open ln Lhe vlewer, you can use Lhe Arrange opLlon under Lhe
Wlndow menu Lo arrange Lhe workbooks ln Lhe vlewer wlLh Lhe followlng dlalogue.

uslng Lhe Wlndow menu, you can also freeze panes ln a way LhaL ls slmllar Lo Lhe full Lxcel
appllcaLlon.

lf you wanL Lo vlew anoLher sheeL ln Lhe workbook, [usL cllck Lhe worksheeL Lab aL Lhe boLLom
of Lhe vlewer screen.

?ou wlll also noLlce a baslc AuLoCalculaLe feaLure aL Lhe rlghL of Lhe sLaLus bar. lf you selecL a
range of numerlcal values, Lhe sum of Lhe values wlll appear ln Lhe lower rlghL ln Lhe sLaLus bar.

llnally, lf you wanL Lo prlnL Lhe workbook, cllck Lhe llle opLlon Lo dlsplay Lhe llle menu.


lf you cllck Lhe age SeLup opLlon, a age SeLup dlalogue wlll appear allowlng you Lo prepare
Lhe marglns, page orlenLaLlon, or prlnL headlngs for Lhe documenL.

lf you selecL a range of cells and cllck Lhe SeL rlnL Area opLlon, only Lhe range of selecLed cells
wlll be prlnLed. Cllcklng Lhe Clear rlnL Area opLlon wlll clear Lhe selecLed prlnL range.

lf you choose Lhe rlnL revlew opLlon, a prlnL prevlew wlndow wlll appear, allowlng you Lo
zoom, seLup, or prlnL Lhe workbook.


llnally, lf you choose Lhe rlnL opLlon from Lhe llle menu, Lhe followlng rlnL dlalogue wlll
appear.

ln Lhls dlalogue you can speclfy Lhe prlnLer LhaL you wanL Lo prlnL on, and whaL parL of Lhe
workbook (or Lhe enLlre workbook lf you wlsh) LhaL you wanL prlnLed. lf you cllck Lhe revlew
buLLon ln Lhe lower lefL of Lhe dlalogue, you wlll dlsplay Lhe rlnL revlew wlndow.

When you have speclfled your opLlons and you are ready Lo prlnL, [usL cllck Lhe Ck buLLon Lo
proceed.

Instructors Note: 8emember, Lhe Lxcel vlewer ls for prlnLlng and vlewlng Lxcel
workbooks. 1o edlL and formaL a workbook, bulld formulas, use funcLlons, and lay ouL
daLa Lables, you wlll requlre Lhe full Lxcel appllcaLlon.

?ou should Lry Lo use an Lxcel vlewer LhaL ls compaLlble wlLh Lhe formaL of Lhe
workbooks LhaL you wanL Lo vlew. An Lxcel 2003 vlewer wlll noL be able Lo open Lxcel
2007 (.xlsx) workbook flles. We have used Lhe Lxcel 2003 vlewer ln our examples because
aL Lhe Llme of Lhls wrlLlng, Lhe Lxcel 2007 vlewer was noL yeL avallable.

Sect|on 1: kev|ew uest|ons

1. Wh|ch of the fo||ow|ng |s not a va||d reason to change your user name |n Lxce|?
A. 1o ldenLlfy yourself and your work when uslng a shared workbook.
8. 1o ldenLlfy yourself ln Lhe flle properLles of Lhe workbook.
C. 1o proLecL Lhe workbook so only you can open lL.
u. 1o ldenLlfy yourself ln commenLs.

2. 1he Lxce| Cpt|ons w|ndow |s ava||ab|e.
A. 8y cllcklng Lhe Lxcel CpLlons buLLon on Lhe Cfflce menu.
8. 8y cllcklng Lhe CpLlons buLLon on Lhe 8evlew 8lbbon.
C. 8y selecLlng Lhe CpLlons opLlon when you rlghL cllck Lhe acLlve cell.
u. none of Lhe above

3. ou can change the Lxce| 2007 co|or scheme by.
A. Chooslng Lhe opular caLegory of opLlons
8. Chooslng Lhe lormula caLegory of opLlons
C. Chooslng Lhe rooflng caLegory of opLlons
u. Chooslng Lhe 8esources caLegory

4. If you are search|ng for an Lxce| 2007 workbook, what extens|on shou|d you use as a
part of the f||ename?
A. .xlL
8. .doc
C. .xlsx
u. .hLm

5. 1o start Lxce| automat|ca||y when W|ndows starts, drag an Lxce| shortcut to the.
A. My uocumenLs folder
8. SLarL menu
C. ueskLop
u. SLarLup folder

6. If Lxce| seems to be crash|ng or hang|ng, you shou|d.
A. 8elnsLall lL rlghL away.
8. 1ry Cfflce ulagnosLlcs flrsL, and Lhen relnsLall lf problems conLlnue.
C. uo noLhlng, and evenLually Lxcel may lmprove on lLs own.

7. 1he Cff|ce D|agnost|cs opt|on |s ava||ab|e ..
A. ln Lhe CpLlons wlndow under Lhe opular caLegory
8. ln Lhe CpLlons wlndow under Lhe rooflng CaLegory


C. ln Lhe CpLlons wlndow under Lhe lormulas caLegory
u. ln Lhe CpLlons wlndow under Lhe 8esources caLegory

8. Wh|ch of the fo||ow|ng statements |s not true?
A. ?ou can vlew a workbook ln Lhe Lxcel vlewer.
8. ?ou can prlnL workbook daLa uslng Lhe Lxcel vlewer.
C. ?ou can fllLer daLa ln Lhe Lxcel vlewer.
u. ?ou can modlfy formulas ln Lhe Lxcel vlewer.

9. Wh|ch of the fo||ow|ng can be changed us|ng Lxce| Cpt|ons?
A. Pow Lxcel deals wlLh clrcular references
8. Pow Lxcel deals wlLh error rules
C. Pow many worksheeLs wlll be avallable by defaulL
u. All of Lhe above

10. In terms of Lxce| formu|as, what |s |terat|on?
A. SLepplng Lhrough a formula wlLh a clrcular reference a speclfled number of Llmes.
8. A way of llnklng workbooks
C. A way of lmporLlng exLernal daLa
SLC1ICN 2: Gett|ng the Most from your Data

! use auLomaLlc ouLllnlng
! ulsplay and collapse levels
! Croup daLa manually
! CreaLe subLoLals
! CreaLe a lvoL1able
! Speclfy daLa ln a lvoL1able
! 8earrange lvoL1able daLa
! Modlfy lvoL1able calculaLlons
! lormaL a lvoL1able
! 8efresh a lvoL1able
! CharL a lvoL1able
! CreaLe a lvoL1able based on exLernal daLa
! CreaLe a scenarlo
! CreaLe a scenarlo summary reporL
! Save mulLlple scenarlos
! use a one and Lwo lnpuL daLa Lable
! use Coal Seek
! use Lhe solver

Lxcel 2007 Advanced 41

Lesson 2.1: Gett|ng the Most Irom our Data

SomeLlmes, a worksheeL can become so large and conLaln so much daLa LhaL lL becomes
unwleldy. 1oLals and subLoLals LhaL summarlze Lhe daLa are losL ln screen afLer screen of
numbers. 1hankfully, Lxcel 2007 has an excellenL feaLure Lo help wlLh Lhls klnd of problem.

Lxcel's grouplng and ouLllnlng feaLures wlll allow you Lo collapse a large worksheeL Lo show or
prlnL summary daLa, and Lo expand Lhe same worksheeL Lo show or modlfy Lhe deLalls. ?ou wlll
flnd Lhese feaLures ln Lhe CuLllne buLLon group on Lhe uaLa 8lbbon.

Us|ng Automat|c Cut||n|ng

Lxcel's auLomaLlc ouLllnlng feaLure makes ouLllnlng a worksheeL falrly sLralghLforward.
AuLomaLlc ouLllnlng works besL wlLh numerlcal daLa organlzed lnLo groups and sub groups by
formulas or funcLlons. 1he followlng worksheeL, for example, conLalns monLhly flnanclal daLa
for a buslness, organlzed lnLo quarLerly and yearly LoLals uslng formulas and Lhe SuM funcLlon.


lL can be dlfflculL Lo dlscern quarLerly and yearly LoLals aL a glance because Lhese flgures are losL
ln amongsL Lhe oLher daLa.

1o auLomaLlcally ouLllne Lhls worksheeL, cllck Lhe small arrow nexL Lo Lhe Croup buLLon ln Lhe
CuLllne buLLon group on Lhe uaLa 8lbbon.

1hls acLlon wlll dlsplay a menu wlLh Lwo opLlons: Croup and AuLo CuLllne. lf you cllck Lhe AuLo
CuLllne buLLon, Lhe spreadsheeL wlll be ouLllned auLomaLlcally.

Pere you can see Lhe resulLs of Lxcel's auLomaLlc ouLllne. All of Lhe orlglnal daLa ls shown, as
well as ouLllne grouplng lndlcaLors and collapse buLLons marked wlLh a (-). ?ou can see LhaL Lhe
quarLers (seLs of Lhree monLhs) are grouped LogeLher Lo be summarlzed by CuarLerly 1oLals,
and LhaL each year has been grouped Lo be summarlzed by ?early 1oLals. noLlce also LhaL Lhe
columns Supplles, Wages, and 8enL have been grouped under 1oLal Lxpenses, and LhaL Lhere ls
an overarchlng group of all columns under roflL.


Pere you can see Lhe summary resulLs of Lxcel's auLomaLlc ouLllne. 1he orlglnal lnformaLlon ls
sLlll avallable ln all of lLs deLall, buL lL ls now presenLed ln a summary vlew, showlng only Lhe
yearly proflL LoLals. Cf course, auLomaLlc ouLllnes wlll dlffer from worksheeL Lo worksheeL
dependlng on Lhe way Lhe daLa ls organlzed.

1o remove Lhe ouLllnlng from your worksheeL, choose Lhe Clear CuLllne opLlon from Lhe
submenu under Lhe ungroup buLLon.

D|sp|ay|ng and Co||aps|ng Leve|s

noLlce LhaL ln Lhe precedlng ouLllne lmage, Lhere are numbered buLLons arranged ln a row
beslde Lhe column leLLers and ln a column above Lhe row numbers. Cllcklng on one of Lhese
numbered buLLons arranged ln a row wlll expand Lhe rows ln Lhe worksheeL Lo provlde a glven
level of deLall. Cllcklng on one of Lhe numbered buLLons arranged ln a column wlll expand Lhe
columns ln a slmllar way.

1he vlew of Lhe daLa ln Lhe precedlng lmage ls provlded by Lhe buLLons numbered 1. Cllcklng on
Lhe number 2 buLLon wlll expand Lhe worksheeL Lo Lhe second level of deLall for Lhe rows,
columns, or boLh.


1hls ls Lhe same worksheeL afLer boLh number 2 buLLons have been cllcked. 1he worksheeL
rows and column have been expanded Lo show anoLher level of deLall. ?ou can now see rows
wlLh quarLerly LoLals as well as yearly LoLals. ?ou can also see columns wlLh flgures for Sales and
LoLal Lxpenses.

lf you cllck on an expand buLLon (marked wlLh a + slgn), a speclflc secLlon of Lhe ouLllned
worksheeL correspondlng Lo Lhe buLLon wlll be shown. Cllcklng Lhe collapse (-) buLLon wlll
collapse Lhe correspondlng expanded secLlon.

lf you cllck Lhe number 3 buLLon for Lhe rows and columns, all levels of deLall wlll be expanded
Lo expose all of Lhe daLa, as shown ln Lhe orlglnal lmage.

8emember LhaL wlLh ouLllnes, only Lhe daLa LhaL ls vlslble on your screen wlll be prlnLed. 1hls ls
a greaL way Lo prlnL only Lhe perLlnenL lnformaLlon from an expanslve worksheeL. ?ou can
expand and collapse Lhe ouLllned worksheeL wlLh Lhe numbered ouLllne buLLons or wlLh Lhe
expanslon (+) and collapse (-) buLLons Lo reveal Lhe level of deLall you wanL ln your prlnLed
copy.


Group|ng Data Manua||y

AuLomaLlc ouLllnlng may noL be adequaLe for worksheeLs wlLh non numerlcal values or wlLh no
dlsLlncLlve LoLals (from formulas or funcLlons).

lf auLomaLlc ouLllnlng does noL, or cannoL, organlze your daLa ln Lhe way you wanL, you can
manually group your daLa as requlred. 1ake Lhe followlng worksheeL as an example.

We would llke Lo group Lhe daLa accordlng Lo Leams and dlvlslons, buL lf you use Lhe AuLo
CuLllne opLlon under Lhe Croup buLLon, Lxcel dlsplays Lhe followlng alerL.

8ecause Lhe daLa conLalns no formulas or funcLlons provldlng numerlc LoLals, Lxcel cannoL
lmplemenL auLomaLlc ouLllnlng for Lhe worksheeL. ?ou can, however, creaLe your own

grouplngs by selecLlng Lhe rows or columns LhaL you wanL Lo group, and Lhen cllcklng Lhe Croup
buLLon.

lor example, lf you selecL Lhe members of 1eam 1 (cells 84:86) and cllck Lhe Croup buLLon on
Lhe uaLa 8lbbon, Lxcel wlll dlsplay Lhe followlng box asklng lf you wanL Lo group by rows or
columns.

lf you selecL Lhe 8ows radlo buLLon and cllck Ck, Lxcel wlll provlde an ouLllne lndlcaLor and a
collapse/expand buLLon for Lhe new grouplng.

?ou should also noLlce numbered buLLons ln Lhe Lop lefL corner. 1hese ouLllne level buLLons
work Lhe same as before. Cllcklng on Lhe number 1 buLLon wlll show Lhe flrsL level of deLall, and
cllcklng on Lhe 2 buLLon wlll show Lhe second, more deLalled level.

lf you follow Lhe same procedure for cells 88:810, and Lhen selecL cells 82:810 and group Lhem,
you wlll end up wlLh a worksheeL llke Lhls.


1hls lmage shown above ls of Lhe fully deLalled vlew. lf you cllck Lhe 2 buLLon, you wlll see Lhe
followlng vlew of Lhe daLa.

?ou can see LhaL Lhe lndlvldual player lnformaLlon for Lhe flrsL Lwo Leams has been collapsed
from vlew.

Cllcklng Lhe number 1 buLLon wlll dlsplay Lhe hlghesL level vlew (lowesL deLall) of Lhe manual
grouplngs.


ln Lhls lmage you can see LhaL Lhe enLlre flrsL dlvlslon grouplng has been collapsed from vlew.

?ou can also selecL rows or columns for grouplng by dragglng your mouse over Lhe column
leLLers or row numbers accordlngly. lf you selecL Lhe rows or columns Lhls way, you wlll noL be
asked wheLher Lo group by rows or columns, as Lhe selecLlon you choose wlll clearly lndlcaLe
Lhls Lo Lxcel.

1o remove manual grouplngs, selecL Lhe rows or columns correspondlng Lo Lhe grouplng you
wlsh Lo remove and cllck Lhe ungroup buLLon.

When you see Lhe ungroup dlalogue box, selecL Lhe approprlaLe radlo buLLon and cllck Ck. 1he
selecLed rows or columns wlll be ungrouped.


Creat|ng Subtota|s

AnoLher klnd of ouLllnlng or grouplng Lechnlque avallable ln Lxcel ls Lhe subLoLals feaLure. lf you
have numerlc daLa organlzed wlLh clear column and row headlngs, you can use Lxcel Lo creaLe
auLomaLlc subLoLals and grand LoLals for Lhe daLa.

1he followlng worksheeL conLalns sales lnformaLlon for dlfferenL producLs across geographlcal
reglons.

1o use Lxcel's subLoLal feaLure, selecL Lhe range of daLa you wanL Lo apply subLoLals Lo and cllck
Lhe SubLoLal buLLon on Lhe uaLa 8lbbon. 8e sure Lo lnclude Lhe column labels ln your selecLlon
so Lxcel wlll be able Lo dlscern whaL numbers Lo LoLal. lor Lhls example, you could selecL A1:L10
and cllck Lhe SubLoLal buLLon on Lhe uaLa 8lbbon Lo lnvoke Lhe followlng SubLoLal dlalogue.


1he drop llsL under Lhe AL each change ln" headlng glves you opLlons as Lo Lhe number of rows
LhaL wlll be LoLaled. (1oLals wlll be applled every Llme Lhe values under Lhe chosen column label
changes.)

1he use funcLlon" drop llsL leLs you choose from a llsL of funcLlons lncludlng SuM, AvL8ACL,
CCun1, 8CuuC1, and S1uLv Lo apply Lo your daLa. 1he funcLlon you choose (normally SuM)
wlll be used Lo calculaLe Lhe LoLals.

under Lhe Add subLoLals Lo" opLlon llsL, you can selecL whlch columns Lo apply Lhe LoLals Lo.
?ou can apply LoLals Lo a slngle column or Lo mulLlple columns ln Lhe selecLed range.

llnally, Lhere are Lhree check boxes aL Lhe boLLom of Lhe dlalogue box LhaL wlll allow you Lo:

! 8eplace any pre exlsLlng subLoLals
! uL page breaks beLween LoLaled groups so Lhey wlll be prlnLed on separaLe pages
! lace Lhe subLoLals and grand LoLals above or below Lhe correspondlng daLa

lf you choose Lo apply LoLals Lo each change ln Lhe reglon column whlle uslng Lhe Sum funcLlon
for Lhe proflL column, and wlLh no page breaks, Lhe resulLlng worksheeL wlll look llke Lhls.

noLlce LhaL Lhere ls a subLoLal for Lhe proflL flgures aL every change ln Lhe reglon value. 1here ls
also a grand LoLal for Lhe roflL column aL Lhe end of Lhe daLa. ?ou can also LhaL Lxcel has
provlded ouLllned levels, collapse/expand buLLons, and numbered ouLllne level buLLons
assoclaLed wlLh Lhe LoLals. 1hese buLLons and ouLllnes work exacLly as prevlously explalned. 1he
lower Lhe number on Lhe buLLon, Lhe less deLalled lnformaLlon wlll be shown.

1o remove Lhese subLoLals, selecL Lhe range of daLa ln quesLlon (A1:L14) and cllck Lhe SubLoLal
buLLon Lo lnvoke Lhe subLoLal dlalogue box. When you see Lhe box, cllck Lhe 8emove All buLLon.


Lesson 2.2: |vot1ab|es

A ma[or funcLlon of any spreadsheeL program ls Lo help you derlve meanlng from your daLa. An
Lxcel lvoL1able ls a greaL Lool for geLLlng perspecLlve on, and analyzlng relaLlonshlps beLween,
Lhe columns and rows of your worksheeL.

ln Lhls lesson you wlll learn whaL a lvoL1able ls and how Lo creaLe one. ?ou wlll also learn how
Lo speclfy and rearrange lvoL1able daLa.

What |s a |vot1ab|e?

A lvoL1able ls a powerful Lool for explorlng and analyzlng lnformaLlon. A lvoL1able helps you
organlze and manlpulaLe Lhe raw daLa ln your spreadsheeL, glvlng you lnslghL lnLo paLLerns or
relaLlonshlps LhaL mlghL noL be obvlous aL flrsL glance. lvoL1ables also glve you Lhe power Lo
vlew your daLa ln a dlfferenL conLexL wlLhouL changlng Lhe orlglnal conLenL or sLrucLure.

?ou can base a lvoL1able on daLa ln your currenL workbook or even exLernal daLa from
anoLher source lf you wlsh. WlLh a lvoL1able, you can convenlenLly drag and drop columns of
your daLa Lo dlfferenL areas of Lhe Lable Lo examlne relaLlonshlps or Lrends LhaL may noL be
obvlous ln a LradlLlonal Lxcel Lable or daLabase. ?ou could bulld several separaLe Lables Lo
explore how columns from an Lxcel worksheeL relaLe Lo each oLher, or you can use one
lvoL1able Lo do Lhe same Lhlng. WlLh a lvoL1able, you can alLer Lhe Lable deslgn wlLhouL
cuLLlng, copylng, pasLlng, or ad[usLlng formulas and cell references. (1hese Lasks can be
frusLraLlng when deallng wlLh a large volume of daLa.) ln shorL, lvoL1ables enable you Lo


organlze your daLa ln meanlngful ways wlLhouL dolng a loL of Ledlous work. ?ou could say LhaL a
lvoL1able ls llke several daLa Lables rolled lnLo one.

ldeally, source daLa for a lvoL1able should be sLrucLured llke a LradlLlonal Lxcel Lable or
daLabase. 1he source daLa should have a row of unlque column headlngs dlsLlngulshlng Lhe
daLa and Lhere should be no empLy columns lnLerspersed wlLhln Lhe daLa. Also, blank rows ln a
source llsL or daLabase can llmlL Lhe usefulness of your lvoL1able.

1he followlng lmage shows a block of conLlguous daLa LhaL ls well sulLed for a lvoL1able.

noLlce LhaL Lhere are no empLy rows or columns and LhaL every column of daLa has a unlque
label.
Creat|ng a |vot1ab|e

1o creaLe an Lxcel 2007 lvoL1able, [usL selecL Lhe range of daLa LhaL you wanL Lo base Lhe Lable
on and Lhen cllck Lhe lvoL1able buLLon on Lhe lnserL 8lbbon Lo dlsplay Lhe lvoL1able dlalogue.


When Lhe CreaLe lvoL1able dlalogue box appears, you should noLlce LhaL you are allowed Lo
selecL daLa from an Lxcel Lable or range or from an exLernal daLa source. lf you choose Lhe Lable
or range opLlon, Lhe lvoL1able wlll be based on Lhe Lxcel Lable or range you selecL.

?ou can selecL a Lable or range by dragglng wlLh your mouse before cllcklng Lhe lvoL1able
buLLon (before you lnvoke Lhe dlalogue), or by speclfylng a range wlLh Lhe keyboard or mouse
afLer you lnvoke Lhe dlalogue. (When you selecL your daLa source, make sure LhaL Lhe column
headlngs are lncluded.)

lf you choose Lhe LxLernal uaLa Source opLlon, you can base your lvoL1able on daLa ouLslde
your currenL workbook (such as anoLher workbook or perhaps an exLernal daLabase). lf you
selecL Lhe use an LxLernal uaLa Source radlo buLLon, you wlll be able Lo dlsplay a drop llsL of
exlsLlng connecLlons ln Lhe ConnecLlon name fleld. A Lyplcal exlsLlng connecLlon could be a
MlcrosofL Cuery or a connecLlon you prevlously made Lo an Access daLabase for some oLher
purpose.

Cnce you selecL your daLa source, you can Lhen choose Lo locaLe your lvoL1able ln an LxlsLlng
WorksheeL or a new WorksheeL. lf you choose Lo locaLe lL ln an exlsLlng worksheeL, you can
speclfy Lhe locaLlon for Lhe upper lefL corner of Lhe lvoL1able by enLerlng lL dlrecLly lnLo Lhe
LocaLlon daLa fleld (as a cell reference) or by cllcklng Lhe LargeL cell wlLh your mouse.

lf you choose Lhe new worksheeL opLlon, your lvoL1able wlll be locaLed ln Lhe upper lefL
corner of a new worksheeL LhaL wlll be added Lo your workbook.

ln summary, when uslng Lhe dlalogue box, make sure LhaL Lhe range of daLa LhaL you wanL Lo
use ls vlslble ln Lhe 1able/8ange fleld. use Lhe radlo buLLons near Lhe boLLom of Lhe dlalogue Lo
choose where ln Lhe workbook you wanL Lhe lvoL1able Lo be locaLed. Cnce you are ready, cllck

Lhe Ck buLLon Lo creaLe your lvoL1able. When you creaLe your Lable, a lvoL1able fleld LlsL wlll
be placed ln Lhe same worksheeL as your lvoL1able.

Pere you can see a new lvoL1able area, and Lhe correspondlng lvoL1able fleld LlsL, placed ln
Lhe exlsLlng worksheeL wlLh Lhe source daLa.

Cnce your lvoL1able appears, you can add lnformaLlon Lo lL by placlng checks ln Lhe boxes nexL
Lo Lhe headlngs ln Lhe lvoL1able fleld llsL. lor Lhls example, checks wlll be placed nexL Lo Lhe
MonLh fleld headlng, Lhe Salesman fleld headlng, Lhe 8eglon fleld headlng, and Lhe roflL fleld
Peadlng.


1he lvoL1able wlll now be populaLed wlLh daLa.

As you can see ln Lhls lmage, Lhe proflL has been organlzed by MonLh wlLh a LoLal proflL for Lhe
monLh aL Lhe Lop of Lhe Sum of roflL column headlng. lL has also been organlzed by Salesman,
wlLh a LoLal proflL for each Salesman belng shown ln Lhe Sum of roflL column. 8ecause 8eglon
has been checked ln Lhe lvoL1able fleld llsL, you can also see a proflL breakdown by reglon for
each salesman.


1he followlng close up" vlew of Lhe Lable Lells us LhaL Lhe LoLal proflL for MonLh 1 ls 4090. 1he
Salesman A. SmlLh generaLed a LoLal of 1020 ln proflL wlLh 780 from Lhe LasL reglon, and 240
from Lhe norLheasL reglon.

1he salesman 8. uoe generaLed a LoLal of 600 ln proflL from Lhe norLh reglon. lf you cllck on Lhe
mlnus (-) slgn precedlng a salesman's name, Lhe daLa for LhaL speclflc salesman wlll be
collapsed, and you wlll only see Lhe LoLal proflL for LhaL person as shown ln Lhe followlng
example.

lf you cllck on Lhe (+) slgn ln fronL of a name, Lhe daLa wlll be expanded agaln. 1hls holds Lrue
for Lhe (-) slgn ln fronL of Lhe MonLh headlngs as well.


Creat|ng a |vot1ab|e Irame

?ou can also creaLe a lvoL1able by creaLlng an empLy Lable frame (also known as a classlc
layouL) and addlng and arranglng daLa ln Lhe Lable by dropplng and dragglng column headlngs
onLo Lhe frame.

1o creaLe a lvoL1able frame, cllck Lhe lvoL1able buLLon on Lhe lnserL 8lbbon Lo dlsplay Lhe
lvoL1able dlalogue box. lrom Lhls polnL, you essenLlally follow Lhe same process as descrlbed
before for creaLlng an Lxcel 2007 lvoL1able. ?ou selecL a range of daLa, choose a locaLlon for
Lhe Lable, and cllck Lhe Ck buLLon when you are ready.

1hls Llme, before addlng daLa Lo Lhe lvoL1able Lable, rlghL cllck on lL and choose 1able CpLlons
from Lhe pop up menu.
Instructor Note: lf an Access daLabase conLalns your source daLa, you can also cllck Lhe lrom
Access buLLon on Lhe uaLa 8lbbon. 1hls wlll allow you Lo selecL a daLabase and lnvoke Lhe
lmporL uaLa panel as dlscussed ln Lhe lnLermedlaLe manual (Lesson 3.4).


1hls wlll dlsplay Lhe lvoL1able opLlons dlalogue box.


ln Lhe opLlons box, choose Lhe ulsplay Lab and Lhen puL a checkmark ln Lhe Classlc lvoL1able
LayouL box. 1hls wlll change Lhe Lxcel 2007 lvoL1able lnLo a classlc lvoL1able frame. (lf you
are already worklng wlLh a classlc lvoL1able frame, you can clear Lhls checkbox Lo converL lL Lo
an Lxcel 2007 sLyle lvoL1able.)

Pere you can see an empLy lvoL1able frame enhanced wlLh blue borders. 8eslde lL Lo Lhe rlghL,
you can see Lhe lvoL1able lleld LlsL. ?ou can easlly add any of Lhe daLa avallable ln Lhe
lvoL1able lleld LlsL Lo your lvoL1able by dragglng lL Lo Lhe Lable wlLh your mouse.
Spec|fy|ng |vot1ab|e Data

1o make Lhe besL use of your lvoL1able, you should undersLand whaL Lhe varlous areas ln a
lvoL1able are for.

?ou can see by examlnlng an empLy lvoL1able frame LhaL a lvoL1able ls broken lnLo four maln
areas: age, uaLa, 8ow, and Column.


1he age area ls ldeally sulLed Lo column headlngs (flelds) LhaL are used Lo ldenLlfy perlodlc or
organlzaLlonal grouplngs of Lhe daLa ln your oLher columns. lor example, you may have column
headlngs for sales, proflL, and expenses, whlch are grouped accordlng Lo Lhe speclflc monLh or
year over whlch Lhe sales, proflLs, and expenses have occurred. ln Lhls case, Lhe monLh or Lhe
year column headlng would be placed ln Lhe page area of Lhe lvoL1able. 1hls would allow you
Lo populaLe Lhe Lable wlLh Lhe daLa correspondlng Lo whaLever page fleld (year or monLh) you
selecL. ?ou can selecL a glven page (year or monLh) and Lhe Lable wlll dlsplay Lhe daLa for LhaL
year or monLh.

1he uaLa area provldes Lhe underlylng conLexL for Lhe resL of Lhe lvoL1able. 1he column
headlng you choose for Lhe daLa area of Lhe Lable normally has numerlc values assoclaLed wlLh
lL (llke unlLs sold, proflL, or expenses). 1hls ls Lhe klnd of daLa LhaL can be measured and LoLaled
Lo reveal Lrends or lndlcaLe relaLlonshlps beLween non numerlc daLa.

1he 8ow and Column flelds are used Lo caLegorlze Lhe daLa you wanL Lo examlne. When you
choose column headlngs Lo be placed ln Lhe row and column flelds, you can see how your
cholces relaLe Lo each oLher ln Lhe conLexL of Lhe uaLa belng examlned.

As an example, suppose you selecL a headlng llke roducL 1ype for Lhe row area, Salesman for
Lhe column area, and roflL for Lhe daLa area. 1he resulLlng lvoL1able wlll show Lhe proflL for
dlfferenL producL Lypes across sales people.


now LhaL you have an ldea of how Lhe parLs of a lvoL1able relaLe, lL ls easy Lo speclfy daLa for
Lhe Lable. ?ou [usL use your mouse Lo drag and drop lLems from Lhe lvoL1able fleld llsL Lo Lhe
approprlaLe areas of Lhe Lable.

Cnce agaln, you should speclfy a column headlng (fleld) LhaL represenLs numerlc values for Lhe
daLa area. lor Lhe row and column areas of Lhe Lable, drag and drop lLems LhaL you wanL Lo
analyze wlLh respecL Lo Lhe chosen lLem for Lhe daLa area.

?ou can drag and drop more Lhan one column headlng Lo a Lable area. 1he resulLlng Lable wlll
dlsplay Lhe comblned daLa from all of Lhe headlngs you place ln a slngle Lable area, as shown
below.


Pere, boLh Lhe producL Lype headlng and Lhe salesman headlng have been dragged Lo Lhe row
area of Lhe Lable. ?ou can now see Lhe sales by salesman and producL Lype dlsplayed across
reglons.

?ou wlll noLlce LhaL Lhe lvoL1able fleld llsL aL Lhe rlghL of your lvoL1able wlll have checkmarks
correspondlng Lo Lhe column headlngs used ln Lhe Lable lLself.

lf you clear a checkbox, Lhe assoclaLed daLa wlll be removed from Lhe lvoL1able. lf you puL a
check ln a checkbox LhaL was cleared, Lhe daLa wlll reLurn Lo lLs place ln Lhe Lable.
kearrang|ng |vot1ab|e Data

Cnce a lvoL1able has been creaLed, lL ls easy Lo rearrange Lhe daLa lf necessary. noLe LhaL you
musL be uslng Lhe Classlc LayouL (as descrlbed ln Lhe lasL lesson) Lo rearrange daLa.

Pere we have a Lable showlng proflL by producL Lype across reglons.


lf we wanLed Lo show sales flgures lnsLead of proflL flgures, you can remove Lhe proflL
lnformaLlon from Lhe daLa area by dragglng Lhe Sum of roflL headlng ln Lhe upper lefL corner
of Lhe Lable ouL of Lhe Lable area Lo drop lL anywhere ouLslde Lhe blue Lable borders.

1hls wlll empLy Lhe daLa area.

Cnce Lhe daLa area has been cleared, lL ls [usL a maLLer of dragglng and dropplng Lhe Sales fleld
from Lhe lvoL1able lleld LlsL Lo Lhe urop uaLa lLems Pere area of Lhe Lable.


ln Lhls lmage, Lhe Sales headlng ls belng dragged from Lhe fleld llsL Lo Lhe uaLa area of Lhe
Lable. Cnce Lhe move ls compleLe, Lhls ls whaL Lhe Lable wlll look llke:

noLlce LhaL Sum of Sales ls ln Lhe upper lefL corner and Lhe Sales headlng has a check nexL Lo lL
ln Lhe lvoL1able fleld llsL.

?ou can rearrange any of Lhe caLegorles of daLa ln your Lable by followlng Lhls process of
dragglng headlngs ouL of Lhe Lable and Lhen replaclng Lhem wlLh headlngs from Lhe lvoL1able
fleld llsL.

?ou wlll also noLlce LhaL Lhe row, column, and page areas of Lhe lvoL1able fleld llsL have drop
llsLs assoclaLed wlLh Lhem, lndlcaLed by small downward polnLlng Lrlangles.

?ou can use Lhese drop llsLs Lo rearrange your daLa accordlng Lo speclflc elemenLs ln a glven
caLegory. 1he producL drop llsL, for example, wlll leL you see daLa for only 1ype 1, or 1ype 2, or
for a speclflc comblnaLlon of Lypes, dependlng on how you conflgure Lhe check boxes.


1hls ls Lhe drop llsL for Lhe roducL headlng. (Any of Lhe headlngs ln Lhe lvoL1able LhaL have
drop llsLs can be conflgured ln Lhe same way.)

1hls Lable only shows daLa for Lhe producLs of 1ype 1 and 1ype 2, as speclfled by ln Lhe roducL
drop llsL. (8y defaulL, Lhe drop llsLs are conflgured Lo show all.)

ln Lhe followlng lmage, Lhe MonLh fleld has been dragged Lo Lhe age area of Lhe Lable. 1he
drop llsL for Lhe MonLh fleld can be used Lo show Lhe daLa for a speclflc monLh, or all of Lhe
monLhs.

As you now know,
you can speclfy and
rearrange daLa by
dragglng headlngs
from Lhe lvoL1able
lleld LlsL Lo Lhe
lvoL1able lLself.

lf you close Lhe
lvoL1able lleld LlsL,
you can always geL lL
back by cllcklng Lhe
lleld LlsL buLLon on
Lhe CpLlons 8lbbon.


1he CpLlons 8lbbon and Lhe ueslgn 8lbbon wlll become avallable whenever you cllck lnslde
Lhe borders of your lvoL1able.

1he prevlous dlscusslon has dealL prlmarlly wlLh lvoL1able frames, also known as classlc
lvoL1able layouLs. now you wlll learn how Lo arrange daLa ln Lhe defaulL Lxcel 2007 lvoL1able
layouL.

?ou wlll remember from Lhe earller dlscusslon LhaL when you creaLe a sLandard lvoL1able ln
Lxcel 2007, lL looks llke Lhls:

Pere you can see Lhe empLy lvoL1able on Lhe lefL and Lhe lvoL1able fleld LlsL on Lhe rlghL.

AL Lhe boLLom of Lhe lvoL1able fleld llsL, you wlll noLlce a panel of four daLa boxes.

1hese boxes are named 8eporL lllLer, Column Labels, 8ow Labels, and _ values. 1hey
correspond Lo Lhe age flelds, Lhe Column flelds, Lhe 8ow flelds, and Lhe uaLa lLem areas of a
classlc lvoL1able frame.

uragglng an lLem from Lhe lvoL1able fleld llsL Lo Lhe _ values daLa box produces slmllar resulLs
as dragglng Lhe lLem Lo Lhe uaLa lLems area of a classlc lvoL1able frame. 1hls holds Lrue for Lhe
oLher daLa boxes as well.

As an example, lf we drag MonLh from Lhe fleld llsL Lo Lhe 8eporL fllLer box, 8eglon from Lhe
fleld llsL Lo Lhe Column Labels box, roducL from Lhe fleld llsL Lo Lhe 8ow Labels box, and Sales
from Lhe fleld llsL Lo Lhe _ values box, our resulLlng lvoL1able wlll look llke Lhe followlng.


1he correspondlng panel of daLa boxes wlll look llke Lhls.

?ou can easlly drag fleld headlngs Lo and from Lhe daLa boxes ln Lhe panel Lo rearrange Lhe
layouL of Lhe lvoL1able.

Pere ls a classlc lvoL1able showlng proflL per producL, across reglons. noLlce LhaL Lhe classlc
Lable has Lhlck blue borders.


Lesson 2.3: More About |vot1ab|es

1he prevlous lesson descrlbed how Lo creaLe a lvoL1able and arrange Lhe daLa ln lL. 1hls lesson
wlll carry on from Lesson 2.2 and explore oLher ways Lo manlpulaLe and presenL lvoL1ables
and Lhelr daLa.

ln Lhls lesson we wlll dlscuss how Lo modlfy lvoL1able calculaLlons, how Lo formaL a lvoL1able,
and how Lo refresh lvoL1able daLa. ?ou wlll also learn how Lo creaLe a charL from a lvoL1able
and how Lo creaLe a lvoL1able uslng exLernal daLa.
Mod|fy|ng |vot1ab|e Ca|cu|at|ons

1he defaulL seLLlng for lvoL1able calculaLlons ls SuM. 1hls means LhaL Lhe LoLals shown ln Lhe
Crand 1oLal areas of Lhe lvoL1able wlll be derlved from summlng Lhe values ln Lhe rows and
columns.


1o modlfy Lhe way Lhese LoLals are calculaLed, rlghL cllck on Lhe Sum of roflL fleld ln Lhe upper
lefL corner of Lhe lvoL1able. 1hls fleld represenLs Lhe daLa area of Lhe lvoL1able (you could
also rlghL cllck on any cell ln Lhe daLa area of Lhe lvoL1able). When you rlghL cllck on a cell ln
Lhe daLa area or on Lhe cell ln Lhe upper lefL (Sum of roflL), you wlll see a pop up menu wlLh
several opLlons.

near Lhe boLLom of Lhe menu (Lhlrd from Lhe boLLom ln Lhls lmage), you wlll see an opLlon
called value lleld SeLLlngs. lf you cllck on Lhls opLlon, you wlll dlsplay Lhe lvoL1able uaLa lleld
SeLLlngs dlalogue box.


ln Lhls dlalogue box, you can swlLch Lhe Lype of calculaLlon Lo CounL, Average, Max or Mln,
roducL, SLandard devlaLlon, or varlance. lor Lhls example, Average has been selecLed.

lf you cllck Lhe number buLLon, you can choose a formaL llke currency, accounLlng, or LexL for
Lhe values ln Lhe daLa area of Lhe Lable.

under Lhe Show values As buLLon, you can modlfy Lhe daLa area values furLher by expresslng
Lhem as percenLages or dlfferences.

Cllcklng Ck wlll lncorporaLe Lhe changes lnLo Lhe lvoL1able.

Pere you can see LhaL Lhe daLa fleld label ln Lhe upper lefL of Lhe lvoL1able now says Average
of roflL, and Lhe values ln Lhe grand LoLal row and column are averages raLher Lhan sums. ?ou
can modlfy any fleld LhaL you place ln Lhe daLa area of Lhe Lable ln Lhls same way.


Iormatt|ng a |vot1ab|e

1o formaL a lvoL1able, flrsL cllck on any cell ln Lhe Lable Lo dlsplay Lhe CpLlons Lab near Lhe Lop
of your Lxcel screen. When you cllck Lhe CpLlons Lab, Lhe CpLlons 8lbbon wlll appear.

AL Lhe lefL of Lhe CpLlons 8lbbon, ln Lhe lvoL1able buLLon group, you wlll flnd an CpLlons
buLLon. Cllcklng Lhls buLLon wlll dlsplay Lhe lvoL1able CpLlons dlalogue box.

Instructor Note: non numerlc values LhaL you place ln Lhe daLa area of a lvoL1able wlll
be expressed as CounLs by defaulL raLher Lhan Sums. lL ls also probably besL Lo avold
puLLlng numerlc daLa ln Lhe row or column area of a lvoL1able as Lhls may lead Lo
excepLlonally large Lables LhaL are dlfflculL Lo lnLerpreL.

under Lhe LayouL and lormaL Lab, make sure Lhe reserve cell formaLLlng on updaLe" box ls
checked (lL should be by defaulL). 1hls wlll ensure LhaL any formaLLlng you apply wlll be reLalned
lf Lhe Lable ls modlfled or refreshed.

under Lhe 1oLals and lllLers Lab, you can speclfy lf grand LoLals for rows or columns wlll be
shown.

under Lhe ulsplay Lab, you can conflgure how fllLer drop downs, fleld capLlons, expand/collapse
buLLons, and conLexLual Lool Llps are shown.

under Lhe rlnLlng Lab you can alLer Lhe layouL of a lvoL1able prlnLouL. llnally, under Lhe uaLa
Lab you can speclfy lvoL1able daLa opLlons, llke havlng Lhe Lable refreshed when Lhe workbook
opens.

Cllck Ck when you are flnlshed wlLh Lhe lvoL1able opLlons dlalogue.

ln Lxcel 2007, Lhe easlesL way Lo formaL your lvoL1able ls Lo use Lhe new lvoL1able SLyles LhaL
are provlded on Lhe ueslgn 8lbbon. When you cllck on a cell ln your lvoL1able, an CpLlons Lab
and a ueslgn Lab wlll appear near Lhe Lop of Lhe Lxcel screen. Cllcklng on Lhe ueslgn Lab wlll
reveal Lhe ueslgn 8lbbon.

Cn Lhe ueslgn 8lbbon, you can cllck on one of Lhe preseL sLyles ln Lhe lvoL1able SLyles group Lo
qulckly apply preseL formaLLlng Lo Lhe Lable. 1here are also checkboxes ln Lhe lvoL1able SLyle
CpLlons secLlon of Lhe rlbbon LhaL wlll leL you speclfy banded columns or rows, row headers, or
column headers. AL Lhe lefL of Lhe rlbbon are conLrols LhaL you can use Lo vlew or hlde subLoLals
and grand LoLals and Lo speclfy a lvoL1able reporL layouL Lype.

Pere ls a sLyle wlLh banded rows applled Lo an exlsLlng lvoL1able.

lf you would llke Lo apply speclflc formaLLlng Lo a Lable LhaL ls noL avallable as a sLyle, you can
always selecL a range of cells from Lhe Lable and use Lhe buLLons on Lhe Pome 8lbbon Lo formaL
Lhe selecLed range. AnoLher meLhod ls Lo selecL a range of cells from Lhe Lable, rlghL cllck ln Lhe
selecLed range, and choose lormaL Cells from Lhe drop down menu. ?ou can Lhen choose from
a serles of Labs ln Lhe formaL cells dlalogue box LhaL wlll leL you selecL number formaLs, fonL
sLyles, borders, and proLecLlon opLlons.

?ou can also rlghL cllck a cell ln Lhe daLa area of Lhe Lable and selecL Lhe value lleld SeLLlngs
opLlon from Lhe pop up menu.

When you see Lhe uaLa lleld SeLLlngs dlalogue box, cllck Lhe number lormaL buLLon Lo vlew Lhe
number formaLLlng opLlons.


Pere, you can selecL a number formaL from Lhe llsL and cllck Ck Lo reLurn Lo Lhe uaLa fleld
seLLlngs dlalogue box. Cllck Ck agaln Lo formaL Lhe enLlre daLa area of Lhe lvoL1able wlLh Lhe
chosen number formaL.

1he prevlous lmage shows a lvoL1able wlLh Lhe AccounLlng number formaL applled Lo Lhe daLa
area. noLlce also LhaL Lhe words norLh and norLheasL ln Lhe column area of Lhe Lable have been
formaLLed ln bold by uslng Lhe Pome 8lbbon buLLons.

kefresh|ng a |vot1ab|e

1he daLa ln a lvoL1able ls noL llnked dlrecLly Lo Lhe source Lable or range. lnsLead, Lhe
lvoL1able ls based on a hldden copy of Lhe source daLa LhaL ls kepL ln memory by Lxcel. 1hls
means LhaL changes Lo Lhe orlglnal source llsL or daLabase wlll noL be auLomaLlcally updaLed ln
Lhe lvoL1able. lf you make changes ln Lhe source daLa, you musL refresh Lhe lvoL1able Lo
updaLe lL.

?ou can refresh a lvoL1able by cllcklng Lhe 8efresh buLLon on Lhe uaLa 8lbbon or on Lhe
CpLlons 8lbbon. ?ou could also rlghL cllck on a cell ln Lhe daLa area of Lhe Lable and Lhen cllck
Lhe 8efresh uaLa opLlon from Lhe pop up menu.

Pere ls a range of daLa and a lvoL1able LhaL uses Lhe daLa range as lLs source.

lf we change Lhe sales for A SmlLh ln Lhe LasL, (ln Lhe source daLa range), Lhere wlll be no
change ln Lhe lvoL1able. (1he daLa ln cell L8 has been changed Lo 20000 and Lhe correspondlng
proflL ln cell l8 ls now 40000.)

Pere ls Lhe same daLa and lvoL1able afLer Lhe lvoL1able has been refreshed. noLlce LhaL cell
l4 now has a value of 40300.


Chart|ng a |vot1ab|e

ln Lxcel 2007, you can creaLe a lvoLCharL from scraLch, or you can creaLe a lvoLCharL based
on an exlsLlng lvoL1able. 1o creaLe a charL based on an exlsLlng lvoL1able, slmply cllck a cell ln
Lhe Lable and Lhen cllck on a charL Lype from Lhe CharLs area on Lhe lnserL 8lbbon.

ln Lhe lmage above, a baslc column charL has been selecLed and creaLed from an exlsLlng
lvoL1able. 1hls parLlcular charL shows proflLs generaLed by each salesman broken down over
reglons. Any changes or rearranglng of fleld values ln Lhe lvoL1able wlll be auLomaLlcally
reflecLed ln Lhe lvoLCharL. lf Lhere are changes made Lo Lhe source daLa for Lhe lvoL1able, any
of Lhe refresh opLlons prevlously menLloned wlll updaLe boLh Lhe lvoL1able and Lhe
lvoLCharL. 1hls makes Lhe lvoLCharL every blL as malleable as Lhe lvoL1able upon whlch lL ls
based.

lf a baslc column charL ls noL whaL you are afLer, you can selecL any oLher charL Lype from Lhe
lnserL 8lbbon excepL x? ScaLLer, 8ubble, or SLock charLs. Cnce you creaLe your charL, you can
cllck on your charL area and Lhen dlsplay Lhe ueslgn 8lbbon whlch wlll allow you Lo apply a
preseL formaL Lo your charL vla Lhe charL sLyles buLLons.

keep ln mlnd LhaL all charL Lypes may noL be equally sulLed for dlsplaylng your lvoL1able daLa.
lck Lhe charL Lype LhaL mosL clearly lllusLraLes Lhe polnL you wanL Lo puL forward.

Pere ls Lhe same lvoL1able daLa as before, buL now lL ls dlsplayed as a Lhree dlmenslonal bar
charL. Agaln, changes Lo Lhe source daLa wlll be reflecLed ln Lhe lvoL1able/CharL afLer lL has
been refreshed.

?ou can also creaLe a lvoL1able/lvoLCharL comblnaLlon from scraLch by chooslng Lhe
lvoLCharL opLlon from Lhe lvoL1able buLLon's pop up menu. 8emember, Lhe lvoL1able
buLLon ls locaLed on Lhe lnserL 8lbbon.

When you cllck Lhe lvoLCharL opLlon ln Lhe lvoL1able buLLon menu, you wlll see Lhe followlng
lvoL1able wlLh lvoLCharL dlalogue box.


ln Lhls dlalogue, cllck ln Lhe 1able/8ange fleld Lo place a cursor lnslde and Lhen selecL Lhe range
of cells LhaL you wanL Lo use from Lhe spreadsheeL. ?ou can also selecL Lhe range before
lnvoklng Lhe dlalogue lf you wlsh. Cnce Lhe range or Lable has been selecLed, you can choose Lo
place Lhe new Lable/charL on a new worksheeL, or on Lhe exlsLlng worksheeL, by selecLlng Lhe
approprlaLe radlo buLLon. ln Lhe lmage above, Lhe new WorksheeL opLlon has been selecLed. As
soon as you are ready, cllck Lhe Ck buLLon Lo creaLe Lhe new lvoL1able/lvoLCharL
comblnaLlon.


lf you wlsh, you can rlghL cllck on Lhe lvoL1able area, selecL Lhe lvoL1able CpLlons lLem from
Lhe op up menu, and Lhen choose Lhe ulsplay Lab and check Lhe Classlc lvoL1able LayouL
opLlon Lo creaLe a classlc frame.

Pere you can see a classlc lvoL1able frame, empLy lvoLCharL, and lvoL1able fleld llsL.

?our lvoLCharL wlll flrsL appear empLy, very much llke your baslc empLy lvoL1able. When you
drag fleld headlngs from Lhe lvoL1able fleld llsL over Lo your 1able frame, Lhe daLa from Lhe
flelds wlll also begln Lo populaLe Lhe charL. ln a sense, Lhe layouL LhaL you creaLe for Lhe acLual
lvoL1able wlll be mlrrored auLomaLlcally ln Lhe lvoLCharL.

lf you prefer Lo bulld your lvoL1able wlLhouL swlLchlng Lo Lhe classlc layouL, Lhe charL wlll be
creaLed auLomaLlcally as you drag your fleld headlngs Lo Lhe panel of daLa boxes aL Lhe boLLom
of Lhe lvoL1able fleld llsL.


Pere ls Lhe charL and lvoL1able afLer dragglng fleld headlngs from Lhe lvoL1able fleld llsL Lo
Lhe approprlaLe Lable locaLlons. ?ou can easlly formaL Lhe lvoLCharL by cllcklng on Lhe charL
area, and Lhen uslng Lhe SLyles on Lhe ueslgn 8lbbon Lo choose a preseL deslgn.


(noLe Lhe new rlbbons avallable for formaLLlng and edlLlng lvoLCharLs.)
Creat|ng a |vot1ab|e 8ased on Lxterna| Data

When you flrsL lnvoke Lhe CreaLe lvoL1able dlalogue box, you can selecL Lhe use an LxLernal
uaLa Source radlo buLLon.


When you do Lhls, you wlll be able Lo selecL from a llsL of exlsLlng connecLlons (lf Lhere are any)
Lo use as a daLa source. (lf Lhere are no exlsLlng connecLlons, you wlll see Lhe Choose
ConnecLlon buLLon as shown ln Lhe flgure above.)

When you selecL an lLem from Lhe llsL and cllck Ck, you wlll see Lhe lvoL1able area and
lvoL1able fleld llsL arrangemenL as before, Lhe dlfference belng LhaL now Lhe fleld headlngs ln
Lhe lvoL1able fleld llsL wlll be from Lhe exLernal daLa source LhaL you selecLed.


?ou can now drag and drop Lhe fleld headlngs lnLo Lhe panel of daLa boxes Lo bulld your Lable.

uependlng on Lhe exLernal daLa source you choose, lL ls posslble LhaL you may have Lo enLer a
user name/password comblnaLlon Lo geL access Lo Lhe daLa (as shown below).


Cnce you have enLered Lhe approprlaLe lnformaLlon ln Lhe flelds provlded, cllck Lhe Ck buLLon
Lo begln creaLlng your lvoL1able.

?ou can also cllck on Lhe LxlsLlng ConnecLlons buLLon ln Lhe uaLa 8lbbon and Lhen selecL a daLa
source from Lhe dlalogue box LhaL appears.

Cnce you selecL one of Lhe daLa source connecLlons, cllck Lhe Cpen buLLon ln Lhe lower rlghL Lo
reveal Lhe lmporL uaLa panel.

Cnce you see Lhls panel of conLrols, you can speclfy a 1able, a lvoL1able 8eporL, or a
lvoLCharL and lvoL1able reporL, for your lmporLed daLa. ?ou can also speclfy a new or exlsLlng

worksheeL for your lvoL1able locaLlon. Cnce you are flnlshed maklng your selecLlons, cllck Lhe
Ck buLLon Lo creaLe your lvoL1able frame and lvoL1able fleld llsL.

lf you do noL have any exlsLlng connecLlons, you can creaLe a new one as long as you have
access Lo an exLernal daLa source. 1o creaLe a new connecLlon, use Lhe lrom CLher Sources
buLLon on Lhe uaLa 8lbbon.

?ou can creaLe a connecLlon Lo an SCL server, an Analysls Servlces cube, or wlLh MlcrosofL
Cuery lf you wlsh. (See Lxcel lnLermedlaLe manual, lesson 3.3). Cnce you have creaLed a
connecLlon Lo an exLernal daLa source, you can proceed Lo creaLe your lvoL1able by followlng
Lhe same procedure used for an exlsLlng connecLlon.

?ou may also remember (from Lxcel lnLermedlaLe lesson 3.4), LhaL you can lmporL daLa dlrecLly
from an Access daLabase by uslng Lhe lrom Access buLLon on Lhe uaLa 8lbbon.

When you cllck Lhls buLLon, a SelecL uaLa Source dlalogue box wlll appear, allowlng you Lo
navlgaLe Lo a glven Access daLabase.


When you selecL a daLabase and cllck Lhe open buLLon ln Lhe lower rlghL of Lhe dlalogue, you
wlll be presenLed wlLh Lhe famlllar lmporL uaLa panel.

Cnce agaln, you can use Lhe opLlons ln Lhe lmporL daLa panel Lo speclfy Lhe Lype and locaLlon of
Lhe Lable you wanL Lo bulld from Lhe lmporLed daLa.


Pere ls an Access daLabase Lable conLalnlng Lhe source daLa.

Pere ls a classlc lvoL1able frame and fleld llsL creaLed by lmporLlng Lhe daLa from Access.

Cnce you bulld a lvoL1able uslng exLernal daLa, you can refresh Lhe Lable by cllcklng Lhe
8efresh buLLon on Lhe uaLa 8lbbon. 1hls wlll updaLe Lhe lvoL1able wlLh any changes made Lo
perLlnenL daLa ln Lhe source daLabase.

?ou can also refresh Lhe lvoL1able by rlghL cllcklng a cell ln Lhe Lable and selecLlng Lhe 8efresh
opLlon from Lhe pop up menu.


Lesson 2.4: Lxp|or|ng Scenar|os

ln buslness, lL ls ofLen beneflclal Lo explore mulLlple scenarlos for a glven slLuaLlon Lo see whaL
comblnaLlon of facLors glves Lhe besL resulLs. WlLh Lxcel 2007 you can easlly explore mulLlple
scenarlos based on Lhe same worksheeL layouL.

ln Lhls lesson you wlll learn whaL a scenarlo ls and how Lo creaLe one. ?ou wlll learn abouL
scenarlo summary reporLs and you wlll learn how Lo save mulLlple scenarlos for a glven
slLuaLlon.
What |s a Scenar|o?

ln Lxcel, a scenarlo can be descrlbed as a seL of cell values LhaL ls saved and subsLlLuLed lnLo
your worksheeL as requlred. lf you have mulLlple scenarlos saved, you can load dlfferenL
scenarlos lnLo your worksheeL and compare and conLrasL Lhem Lo see whlch one glves Lhe besL
resulLs. Slnce Lhe worksheeL wlll be fully calculaLed accordlng Lo Lhe glven seL of scenarlo daLa
belng used, you can compare and conLrasL Lhe resulLs of one seL of daLa (scenarlo) wlLh anoLher
by slmply swlLchlng beLween dlfferenL scenarlos. 1he end resulL ls LhaL scenarlos provlde a
greaL way of performlng WhaL lf?" analysls.

?ou mlghL use scenarlos Lo represenL dlfferenL budgeL opLlons, evaluaLe dlfferenL flnanclal
forecasLs, or Lo compare dlfferenL daLa pro[ecLlons based on a number of facLors. 1he daLa LhaL
makes up your scenarlo ls saved wlLh your workbook, buL remalns hldden unLll you use Lhe
Scenarlo Manager Lo load Lhe scenarlo daLa. All of Lhe scenarlos you creaLe are [usL verslons of
Lhe same worksheeL layouL, wlLh each dlfferenL scenarlo havlng dlfferenL values for cerLaln
cells.


Creat|ng a Scenar|o

1o creaLe a scenarlo ln Lxcel, begln wlLh Lhe worksheeL LhaL you wanL Lo add scenarlos Lo and
cllck Lhe Scenarlo Manager opLlon from Lhe WhaL-lf-Analysls menu on Lhe uaLa 8lbbon.

When you cllck on Lhls opLlon, Lhe Scenarlo Manager dlalogue wlll appear.

1o creaLe a scenarlo, cllck Lhe Add buLLon Lo dlsplay Lhe Add Scenarlo dlalogue box.


1he Add Scenarlo dlalogue ls used Lo speclfy a name for Lhe glven scenarlo and Lo enLer Lhe
cells LhaL wlll have value changes accordlng Lo Lhls scenarlo.

1o enLer a name, make sure LhaL your cursor ls ln Lhe Scenarlo name LexL box and Lype a name
LhaL descrlbes Lhe scenarlo you are creaLlng.

nexL, declde whlch cells you wanL Lo change wlLh Lhls scenarlo, and Lhen puL your cursor ln Lhe
Changlng Cells LexL box. SelecL Lhe cells LhaL wlll be changlng wlLh your mouse, and remember
Lo use Lhe CLrl buLLon for non ad[acenL selecLlons.

lf Lhe Add Scenarlo dlalogue box geLs ln Lhe way when you are selecLlng cells, you can drag lL Lo
one slde wlLh your mouse, or collapse lL by cllcklng Lhe Collapse ulalogue buLLon.

?ou can also add some remarks descrlblng Lhe scenarlo ln Lhe CommenL area of Lhe dlalogue
box lf you wlsh.

?ou wlll see Lwo check boxes aL Lhe boLLom of Lhe add scenarlo dlalogue LhaL are labeled
revenL Changes and Plde. lf you check Lhe revenL Changes box, changes Lo Lhls scenarlo wlll
noL be permlLLed lf Lhe correspondlng worksheeL ls proLecLed. lf you check Lhe Plde box, Lhe
scenarlo wlll be hldden lf Lhe correspondlng worksheeL ls proLecLed.

Cnce you enLer a name, selecL Lhe cells Lo be changed, and add some commenLs, cllck Lhe Ck
buLLon Lo show Lhe Scenarlo values box.


Pere you wlll see a serles of LexL flelds labeled wlLh Lhe cell references for Lhe correspondlng
changlng cells. ln each LexL fleld, you should enLer Lhe approprlaLe value for Lhls scenarlo.

When you use Lhls scenarlo, Lhe values you enLer here wlll be loaded lnLo Lhe correspondlng
worksheeL. 8emember, you can move beLween LexL boxes by presslng Lhe 1ab key.

Cllck Lhe Ck buLLon Lo creaLe Lhe scenarlo, and you wlll Lhen see Lhe Scenarlo Manager box wlLh
your newly creaLed scenarlo avallable ln Lhe Scenarlos area.

ln Lhls dlalogue box, you can see Lhe changlng cells ln Lhe Changlng Cells area and any
commenLs you enLered for Lhls scenarlo are vlslble ln Lhe CommenL area. lf Lhere ls an
assorLmenL of scenarlos ln Lhe Scenarlo Manager, [usL selecL one and Lhen cllck Lhe Show
buLLon Lo see Lhe resulLs of Lhe glven scenarlo ln Lhe spreadsheeL.

Creat|ng a Scenar|o Summary keport

1o creaLe a summary reporL for a glven Scenarlo, cllck Lhe Scenarlo Manager opLlon under Lhe
WhaL-lf Analysls buLLon on Lhe daLa menu.

When Lhe Scenarlo Manager dlalogue appears, cllck Lhe Summary buLLon.

Instructor Note: When you are creaLlng scenarlos for a worksheeL, lL ls a good ldea Lo
creaLe a base scenarlo wlLh Lhe acLual or currenL daLa for Lhe worksheeL and name lL
approprlaLely. 1hls way, when you are explorlng Lhe scenarlos you have creaLed, you
wlll always be able Lo reLurn Lo Lhe orlglnal (or acLual) daLa.

1hls wlll dlsplay Lhe Scenarlo Summary box. Pere you can choose Lo creaLe a lvoL1able (based
on Lhe scenarlo daLa) or a scenarlo summary by selecLlng Lhe approprlaLe radlo buLLon.

ln Lhls example, Lhe Scenarlo Summary buLLon ls selecLed. 1he nexL sLep ls Lo selecL Lhe resulL
cells LhaL you wanL Lo be shown ln Lhe summary reporL. llnally, cllck Ck Lo creaLe Lhe summary.

1he summary reporL wlll be creaLed and lnserLed lnLo a new worksheeL. 1he reporL conLalns a
llsL of cell references correspondlng Lo Lhe changlng cells ln your varlous scenarlos. lL also
conLalns a column of currenL values for Lhe changlng cells, as well as columns of changed values
correspondlng Lo each of Lhe avallable scenarlos (CurrenL values, ro[ecLlon1, ro[ecLlon2).


1here ls also a row of scenarlo names across Lhe Lop of Lhe columns Lo ldenLlfy whlch scenarlo a
glven column of values belongs Lo. (1he scenarlos ln Lhe reporL shown above are: CurrenL
values, ro[ecLlon1, and ro[ecLlon2.) AL Lhe boLLom of Lhe reporL, you can see Lhe values for
Lhe resulLs cells LhaL correspond Lo each scenarlo.

Sav|ng Mu|t|p|e Scenar|os

1o save mulLlple scenarlos for a worksheeL, choose Lhe Scenarlo Manager opLlon from Lhe
WhaL lf Analysls menu Lo dlsplay Lhe Scenarlo Manager dlalogue. use Lhe Add buLLon ln Lhe
Scenarlo Manager Lo creaLe as many scenarlos as you requlre. All of Lhe scenarlos you creaLe
for a glven worksheeL wlll be avallable ln Lhe scenarlos llsL ln Lhe Scenarlo Manager dlalogue.

ln Lhls example, you can see four scenarlos ln Lhe scenarlo llsL. 1hese scenarlos wlll be saved
wlLh Lhls workbook when Lhe workbook lLself ls saved. When you open Lhe workbook, you can
see Lhe avallable scenarlos by dlsplaylng Lhe Scenarlo Manager.

1o load a scenarlo lnLo Lhe worksheeL, selecL lL from Lhe Scenarlos llsL and cllck Lhe Show
buLLon. 1o remove a scenarlo, selecL lL and cllck ueleLe. 1o make changes Lo a scenarlo, selecL lL
and cllck Lhe LdlL buLLon.

Instructor Note: Lach scenarlo LhaL you creaLe can have dlfferenL changlng cells. 1he
summary reporL wlll conLaln all of Lhe changlng cells from all of Lhe scenarlos you creaLe.

?ou can have a dlfferenL seL of scenarlos for each worksheeL ln your workbook. When you
dlsplay Lhe Scenarlo Manager, only scenarlos for Lhe currenLly acLlve worksheeL wlll be shown
ln Lhe Scenarlos llsL.

Lesson 2.S: What If Ana|ys|s

Cne of Lhe advanLages of a spreadsheeL program llke Lxcel 2007 ls lLs ablllLy Lo explore whaL-lf
slLuaLlons. Scenarlos (dlscussed ln Lesson 2.4) provlde one way Lo explore Lhe poLenLlal
ouLcomes from dlfferenL seLs of posslble daLa, buL LhaL ls noL all LhaL Lxcel has Lo offer ln Lhls
regard.

Lxcel also provldes a few oLher opLlons for experlmenLlng wlLh your worksheeL daLa under
dlfferenL condlLlons or consLralnLs. Lxcel's one and Lwo lnpuL daLa Lable feaLures can show you
Lhe resulLs of worksheeL formulas based on dlfferenL ranges of hypoLheLlcal values. Lxcel's Coal
Seek and Solver feaLures can Lake whaL-lf analysls one sLep furLher by leLLlng you flnd opLlmal
values based on consLralnLs or condlLlons you lmpose.

ln Lhls lesson you wlll learn abouL one lnpuL and Lwo lnpuL daLa Lables, Lxcel's Coal Seek
feaLure, and Lxcel's solver.

Us|ng a Cne and 1wo Input Data 1ab|e

?ou can use Lxcel daLa Lables Lo see how your formula resulLs change when Lhe daLa LhaL Lhe
formula ls based on changes. ?ou do Lhls by speclfylng a serles of hypoLheLlcal values for Lxcel
Lo evaluaLe Lhe formulas wlLh and Lhen vlew Lhe resulLs of Lhe evaluaLlons. lor example, you
could examlne how changes ln Lhe number of cllenLs for a buslness wlll affecL Lhe lncome or
proflL.

uaLa Lables save you Lhe Lrouble of enLerlng several values lnLo Lhe worksheeL and recordlng
each recalculaLlon of Lhe worksheeL resulLs for laLer comparlson. When you use a daLa Lable,


Lxcel wlll subsLlLuLe a range of values lnLo Lhe worksheeL formulas for you and LabulaLe Lhe
resulLs so Lhey can be vlewed easlly.

ln Lxcel, you can creaLe a slngle lnpuL daLa Lable or a Lwo lnpuL daLa Lable. A slngle lnpuL Lable
wlll subsLlLuLe a range of values as a slngle varlable ln as many formulas as you llke. WlLh a Lwo
lnpuL daLa Lable, you can speclfy ranges for Lwo lnpuL varlables, buL Lhese lnpuL varlables can
only be applled Lo one formula.

1he followlng example lnvolves a hypoLheLlcal consulLlng flrm. Cur flrsL goal ls Lo examlne Lhe
effecL of Lhe number of cllenLs for Lhe flrm, on Lhe LoLal proflL, LoLal expenses, and LoLal lncome.

CurrenLly, Lhe flrm has 10 cllenLs. 1he values for wages, LoLal cllenL cosLs, LoLal expenses, and
proflL are all calculaLed by formulas dependenL on Lhe number of cllenLs Lhe flrm can reLaln. 1o
see whaL resulLs Lhe proflL formula and oLher formulas would produce for a range of
hypoLheLlcal cllenL numbers, we can use a slngle lnpuL daLa Lable.

1here are some rules you should follow when bulldlng your daLa Lable Lo help ensure LhaL lL
works correcLly. llrsL, llsL Lhe values LhaL you wanL Lo lnpuL lnLo Lhe formulas ln a row or
column of ad[acenL cells. lor Lhls example, a column of lnpuL values ls used. ln Lhe row [usL
above your lnpuL column, enLer cell references Lo Lhe formulas LhaL you wanL Lo evaluaLe.
Make sure you enLer Lhe references sLarLlng one cell Lo Lhe rlghL of Lhe column of lnpuL values.

ln Lhe example spreadsheeL LhaL follows, Lhe lnpuL varlables are ln Lhe cell range L3:L30. Cell l4
conLalns Lhe reference =C3, cell C4 conLalns Lhe reference =C13, and cell P4 conLalns Lhe
reference =C13, for Lhe LoLal lncome, LoLal expenses, and LoLal proflL formulas respecLlvely.


lL ls a good ldea Lo label your columns approprlaLely, so you can clearly undersLand Lhe daLa
Lable resulLs. ln Lhls example, Lhe same labels LhaL appear ln Lhe source daLa are used for Lhe
slngle lnpuL daLa Lable.

noLlce LhaL Lhe formula references (l4:P4) are ln a row [usL above and one cell Lo Lhe rlghL of
Lhe flrsL lnpuL varlable (L3). 1he daLa Lable ls now ready. 1he lnpuL varlables are llsLed ln Lhe
CllenLs column and Lhe formula references are one row above and one cell Lo Lhe rlghL. All of
Lhe elemenLs ln Lhe daLa Lable are clearly ldenLlfled.

1he nexL sLep ls Lo selecL Lhe range of cells from Lhe daLa Lable conLalnlng Lhe lnpuL varlables
and Lhe formula references. ln Lhls example, Lhe range ls L4:P30.


nexL, choose Lhe uaLa 1able opLlon from Lhe WhaL-lf Analysls menu Lo dlsplay Lhe uaLa 1able
dlalogue box.

1he range of lnpuL varlables and formula references has been selecLed, and Lhe uaLa 1able
dlalogue box ls ready for lnpuL.


8ecause Lhe lnpuL varlables are arranged ln a column, we wlll use Lhe Column lnpuL cell" LexL
fleld ln Lhe Lable dlalogue box raLher Lhan Lhe 8ow lnpuL cell fleld. ln Lhe Column lnpuL cell"
LexL fleld, enLer C3, whlch ls Lhe cell from orlglnal daLa area LhaL conLalns Lhe number of cllenLs.
(8emember LhaL Lhe number of cllenLs ls also our chosen lnpuL varlable.)

Cllcklng Lhe Ck buLLon ln Lhe 1able dlalogue box wlll compleLe Lhe daLa Lable.


?ou can now see aL a glance how Lhe 26 dlfferenL values ln Lhe CllenLs column lnfluence Lhe
lncome, LoLal expenses, and LoLal proflL resulLs.

lf you change Lhe values ln Lhe CllenL column, Lhe daLa Lable wlll recalculaLe ln accordance wlLh
Lhe new values auLomaLlcally. ?ou can apply formaLLlng sLyles, borders, shadlng, and oLher
enhancemenLs Lo Lhe daLa Lable ln Lhe same way as you would any oLher area of your
worksheeL.

lf you wanL Lo examlne Lhe effecLs of Lwo lnpuL varlables on a slngle formula, you can use a Lwo
lnpuL daLa Lable.


1o bulld a Lwo lnpuL daLa Lable, flrsL choose an empLy cell and enLer a reference Lo Lhe formula
you wanL Lo examlne. uslng Lhe same consulLlng flrm example as before, we wlll choose cell L2
and enLer Lhe reference =C13 for Lhe roflL formula.

1he nexL sLep ls Lo creaLe Lwo varlable ranges. Cne range wlll be a column sLarLlng ln Lhe cell
lmmedlaLely beneaLh Lhe formula cell and Lhe oLher range wlll be a row sLarLlng on Lhe
lmmedlaLe rlghL of Lhe formula cell. 1hls means LhaL Lhe formula cell (L2) wlll be aL Lhe upper
lefL corner of Lhe Lwo lnpuL daLa Lable. lor Lhe column of lnpuL varlables, we wlll agaln use Lhe
number of cllenLs. lor Lhe row of lnpuL varlables, we wlll use Lhe lee er CllenL. (1he formula
for Lhe roflL values ls lndlrecLly dependanL on boLh of Lhese varlables.)

AfLer enLerlng some hypoLheLlcal values for Lhe number of cllenLs ln cells L3:L13 and some
dlfferenL cllenL fee values ln cells l2:!2, we wlll end up wlLh a worksheeL someLhlng llke Lhls:


(Shadlng, labels, and currency formaLLlng have been added Lo Lhe daLa Lable for clarlLy.)

1he nexL sLep ls Lo lnvoke Lhe uaLa 1able dlalogue. 1hls Llme, Lhe formula referenced ln L2 wlll
be evaluaLed once for every comblnaLlon of CllenLs and CllenL fees, LhaL exlsLs ln Lhe Lable.

llrsL we wlll selecL Lhe range of daLa cells L2:!14 and Lhen we wlll choose Lhe uaLa 1able opLlon
from Lhe WhaL lf Analysls menu.

1hls Llme, we have Lwo lnpuL varlables: one correspondlng Lo Lhe row of CllenL fees and one
correspondlng Lo Lhe column conLalnlng Lhe CllenLs daLa.

ln Lhe 8ow lnpuL Cell LexL area Lype C4, because Lhe row of cllenL fees corresponds Lo cell C4 ln
Lhe orlglnal daLa. Slmllarly, ln Lhe Column lnpuL Cell, Lype C3. 1he uaLa Lable dlalogue box
should look llke Lhls.

lL ls now [usL a maLLer of cllcklng Lhe Ck buLLon Lo compleLe Lhe Lable.


now Lhe daLa Lable conLalns speculaLlve proflL values based on Lhe number of cllenLs and Lhe
fee per cllenL.
Us|ng Goa| Seek

Coal Seek ls anoLher useful whaL-lf analysls Lool provlded by Lxcel. WlLh Coal Seek, Lxcel wlll
flnd a value for a speclfled cell LhaL makes a glven worksheeL formula equal Lo a value LhaL you
deflne. ln oLher words, you can seL a formula Lo a value (goal) LhaL you would llke Lo aLLaln, and
Lhen speclfy one of Lhe cells LhaL Lhe formula references as a cell LhaL Lxcel can ad[usL ln order
Lo reach Lhe goal.

1ake Lhe followlng worksheeL as an example.

1he worksheeL clearly shows a negaLlve proflL (loss) for Lhe currenL worksheeL values. We can
use Coal Seek Lo flnd a break even polnL based on changes Lo a cell LhaL ls referenced (dlrecLly
or lndlrecLly) by Lhe proflL formula ln cell 88. 1he proflL formula ls 1oLal lncome - 1oLal
Lxpenses, or 84 - 87. Cell 82 conLalns Lhe number of unlLs sold. 1hls wlll be Lhe cell LhaL we wlll
ad[usL Lo break even.


llrsL, selecL cell 88 (Lhe cell wlLh Lhe proflL formula), and Lhen lnvoke Coal Seek by chooslng Lhe
Coal Seek opLlon from Lhe WhaL-lf Analysls menu on Lhe uaLa 8lbbon.

Cell 88 ls enLered lnLo Lhe SeL Cell LexL fleld, because LhaL ls Lhe cell LhaL you selecLed [usL
before lnvoklng Coal Seek. ln Lhe 1o value LexL fleld Lype 0 and ln Lhe 8y Changlng Cell fleld
enLer 82 (by Lyplng lL ln dlrecLly or by cllcklng wlLh your mouse). 1he resulLlng Coal Seek box
should look llke Lhe followlng.

lf you cllck Lhe Ck buLLon, Coal Seek wlll flnd a value for Cell 82 (unlLs sold) LhaL wlll make Lhe
proflL equal Lo 0 (break even).


1he Coal Seek SLaLus box reporLs LhaL a soluLlon has been found. ?ou can see Lhe value 300 ln
cell 82. 1hls means LhaL lf all oLher varlables remaln unchanged, you musL sell 300 unlLs Lo
break even. Cllcklng Lhe Cancel buLLon wlll resLore Lhe orlglnal worksheeL values, and cllcklng
Ck wlll enLer Lhe Coal Seek soluLlon values lnLo Lhe worksheeL.

?ou can [usL as easlly use Coal Seek Lo flnd Lhe prlce per unlL or Lhe cosL per unlL LhaL would
make Lhe worksheeL break even.
Us|ng So|ver

SomeLlmes, when deallng wlLh more complex problems, Lxcel daLa Lables or Lhe Coal Seek
feaLure cannoL provlde Lhe klnd of forecasL or analysls you are looklng for. ln Lhls Lype of
slLuaLlon, Lxcel 2007's Solver feaLure mlghL be able Lo help.

1he solver ls an Lxcel feaLure LhaL ls deslgned for opLlmlzlng sysLems of equaLlons sub[ecL Lo
speclflc consLralnLs. 1he solver can be used Lo flnd opLlmal soluLlons for llnear programmlng
problems lnvolvlng mulLlple equaLlons and mulLlple unknowns. An opLlmal soluLlon mlghL be
one LhaL maxlmlzes proflL, or lL could be one LhaL mlnlmlzes cosLs. 8aslcally, Lhe opLlmal
soluLlon wlll depend on Lhe conLexL of Lhe slLuaLlon and whaL you are looklng for.

lf you are Lrylng Lo solve a complex problem, Lhe solver wlll requlre cerLaln lnformaLlon for lL Lo
work correcLly. ?ou wlll have Lo deslgnaLe a formula LhaL references Lhe unknowns you wanL Lo
solve for, and you wlll have Lo deflne consLralnLs LhaL model Lhe glven slLuaLlon. 1he besL way
Lo geL an ldea of how solver works ls Lo see lL used ln an example.

llrsL, slnce solver ls an Lxcel add-ln, lL may noL yeL be lnsLalled. ?ou can check Lhls by cllcklng
Lhe uaLa Lab Lo dlsplay Lhe uaLa 8lbbon. ?ou may see Lhe Solver buLLon Lo Lhe far rlghL of Lhe
rlbbon.


lf Lhere ls no solver opLlon, Lhe Solver has noL yeL been lnsLalled. 1o lnsLall Lhe solver, dlsplay
Lhe Cfflce menu and cllck Lhe Lxcel CpLlons buLLon aL Lhe boLLom.

When you see Lhe Lxcel CpLlons wlndow, choose Add-lns from Lhe panel on Lhe lefL, and Lhen
use Lhe drop llsL aL Lhe boLLom Lo speclfy Lxcel Add-lns.

When you are ready, cllck Co Lo dlsplay Lhe Lxcel Add-lns.

When you see Lhe Lxcel Add-lns box, puL a check nexL Lo Lhe Solver Add-ln opLlon ln Lhe
avallable add-lns llsL and cllck Ck. When Lxcel flnlshes lnsLalllng Lhe Solver, you should be able
Lo access Lhe Solver opLlon on Lhe uaLa 8lbbon.

ln order Lo use Lhe Lxcel solver, you musL seL up Lhe worksheeL correcLly. 1hls requlres a solld
undersLandlng of Lhe problem you are Lrylng Lo solve.


1he followlng example lnvolves a buslness LhaL assembles and sells compuLers. 1he buslness
sells Lwo deskLop models: Lhe 8udgeL C and Lhe ower C. 1he 8udgeL model ls less powerful
Lhan Lhe oLher model, buL Lhe prlce ls very reasonable. 1he ower C has more compuLlng
power and sLorage Lhan Lhe budgeL model, buL lL ls also more expenslve.

lrom Lhe worksheeL, you can see LhaL lL Lakes 3 hours of hardware labor Lo assemble Lhe
8udgeL C and 4 hours of hardware labor Lo assemble Lhe ower C. Cnce Lhe hardware ls
assembled, lL Lakes 1 hour of sofLware labor Lo lnsLall and conflgure Lhe operaLlng sysLem and
oLher programs on Lhe 8udgeL C, and 2 hours of sofLware labor Lo lnsLall all Lhe necessary
programs on Lhe ower C.

Cur goal ls Lo flnd ouL how many of each Lype of compuLer we should make Lo maxlmlze our
weekly LoLal revenue, and whaL Lhe maxlmum LoLal revenue would be. 1o compllcaLe maLLers,
Lhe buslness employs one parL Llme sofLware lnsLaller avallable for 30 hours of sofLware labor
per week, and Lwo full Llme hardware Lechnlclans LhaL provlde 80 hours of hardware labor a
week. Also, Lhe company LhaL supplles Lhe buslness wlLh processors can supply only 10 ower
C processors a week.

1hls means LhaL Lhe LoLal sofLware labor used musL be less Lhan or equal Lo 30 hours for Lhe
week and Lhe LoLal hardware labor musL be less Lhan or equal Lo 80 hours. lurLhermore, Lhe
number of ower C models we can make ln a week musL be less Lhan or equal Lo 10.

1he followlng worksheeL ls Lhe same as Lhe prevlous one, excepL LhaL Lhe cell formulas are now
vlslble. 1ake your Llme and examlne Lhe cell references ln Lhe formulas carefully.


Cells 84 and C4 hold Lhe number of hardware and sofLware labor hours requlred Lo bulld a
8udgeL C. Slmllarly, cells 83 and C3 conLaln Lhe number of hardware and sofLware hours
requlred Lo assemble a ower C. 1he revenues from Lhe 8udgeL compuLers can be calculaLed
by mulLlplylng Lhe number assembled by Lhe sale prlce. (1hls ls whaL Lhe formula ln l4 does.)
1he revenues from Lhe power compuLers are calculaLed by a slmllar formula ln cell l3.

noLlce LhaL ln boLh cases, Lhe revenue formulas depend on Lhe number of compuLers
assembled (cells u4 and u3). 8ecause of Lhls, Lhe LoLal revenue formula (l6) ls lndlrecLly
dependenL on u4 and u3.

1he formula we wanL Lo opLlmlze (also known as Lhe ob[ecLlve formula) represenLs Lhe LoLal
revenue (l6). 1he cells we wlll change Lo maxlmlze Lhe LoLal revenue formula represenL Lhe
quanLlLles of each Lype of compuLer assembled (u4 for 8udgeL C, and u3 for ower C).

1he consLralnLs for Lhls problem are shown ln Lhe green hlghllghLed area. lL ls noL absoluLely
necessary Lo label Lhe consLralnLs as Lhey are shown here, buL clearly ldenLlfylng Lhem on Lhe
worksheeL helps when enLerlng Lhe consLralnLs ln Lhe solver. 8aslcally Lhe consLralnLs speclfy
LhaL Lhe hardware hours are Lo be less Lhan or equal Lo 80, Lhe sofLware hours are Lo be less
Lhan or equal Lo 30, Lhe number of ower C's LhaL can be assembled ls less Lhan or equal Lo
10, and Lhe number of each Lype of compuLer assembled has Lo be greaLer Lhan or equal Lo 0.
1hls lasL consLralnL may seem obvlous and sllly, buL lL ls lmporLanL Lo lnclude lL so Lhe solver
knows LhaL uslng negaLlve values ln Lhe changlng cells ls noL an opLlon when opLlmlzlng Lhe
ob[ecLlve formula.

1he formulas LhaL calculaLe Lhe LoLal sofLware hours and hardware hours used are ln cells C4
and P4 respecLlvely. ?ou should noLlce LhaL Lhese formulas are also dependenL on Lhe number
of each compuLer Lype assembled.

1o summarlze, ln order Lo use Lxcel's solver you musL have a formula Lo opLlmlze (called Lhe
ob[ecLlve formula) and you musL have cells LhaL can be changed Lo opLlmlze Lhe ob[ecLlve. 1he
cells Lo be changed should be precedenLs Lo Lhe ob[ecLlve formula, LhaL ls, Lhe calculaLlon of Lhe
ob[ecLlve formula should depend on resulLs ln Lhe precedenL cells. lf consLralnLs are lnvolved,
Lhe formulas Lo be sub[ecLed Lo Lhe consLralnLs should also be dependenL on Lhe changlng cells.

ln Lhe precedlng worksheeL, Cells C4 and P4 conLaln formulas LhaL are sub[ecL Lo Lhe
consLralnLs. Cell l6 conLalns Lhe ob[ecLlve formula, and cells u4 and u3 are Lhe changlng cells.
?ou should noLlce LhaL Lhe formulas ln cells C4, P4, and l6, are all dependenL on Lhe changlng
cells (elLher dlrecLly or lndlrecLly).

noLe: lL ls assumed LhroughouL LhaL Lhere ls enough demand Lo ensure LhaL every compuLer
made wlll be sold.

1o use Lhe solver, cllck Lhe Solver buLLon on Lhe uaLa 8lbbon Lo dlsplay Lhe Solver arameLers
dlalogue box.

lace your cursor ln Lhe SeL 1argeL Cell LexL box and cllck on Lhe worksheeL cell LhaL conLalns
your ob[ecLlve formula (cell l6 from Lhe precedlng worksheeL).

Slnce we wanL Lo flnd Lhe maxlmum LoLal revenue, selecL Lhe Max radlo buLLon nexL Lo Lhe
Lqual Lo label. 1o enLer Lhe changlng cells, place your cursor ln Lhe LexL area under Lhe 8y
Changlng cells headlng, and selecL Lhe approprlaLe cells from Lhe worksheeL wlLh your mouse. lf
Lhey are non ad[acenL cells, press Lhe CLrl buLLon when selecLlng Lhem. lor Lhe problem shown
here, Lhe changlng cells are u4 and u3.

1he nexL sLep ls Lo add Lhe consLralnLs by cllcklng Lhe Add buLLon Lo Lhe rlghL of Lhe large whlLe
consLralnLs area. 1hls wlll dlsplay Lhe Add ConsLralnL box.


lace Lhe cursor ln Lhe Cell 8eference LexL fleld, and Lhen selecL a cell wlLh a formula you wanL
Lo consLraln. ln Lhls parLlcular example, cell C4 ls selecLed, whlch conLalns Lhe formula for
calculaLlng Lhe LoLal sofLware hours used. lollow Lhe same process for Lhe ConsLralnL LexL fleld.
ln Lhls example, cell P11, conLalnlng Lhe value 80 ls enLered. nexL, use Lhe drop down llsL ln Lhe
cenLer Lo speclfy Lhe Lype of relaLlonshlp requlred beLween Lhe Lwo cells. ln Lhls case, Lhe
consLralnL reads C4 <= P11 (LhaL ls, LoLal sofLware hours <= 80).

Cllck Ck Lo enLer Lhe consLralnL lnLo Lhe Solver arameLers dlalogue box, whlch now looks llke
Lhls.

Cllck Lhe Add buLLon agaln and follow Lhe same process Lo enLer Lhe cell references for Lhe resL
of Lhe consLralnLs:

! 1oLal hardware hours <= 30 (P4 <= P10)
! number of ower C's <= 10 (u3 <= P12)
! number of ower C's >= 0 (u3 >= P13)
! number of 8udgeL C's >= 0 (u4 >= P13)


Pere ls Lhe resulLlng Solver arameLers dlalogue.

Pere ls Lhe correspondlng worksheeL wlLh formulas shown.

Lxamlne Lhe worksheeL so LhaL you undersLand Lhe relaLlonshlps beLween Lhe LargeL cell, Lhe
changlng cells, and Lhe consLralnLs speclfled ln Lhe Solver arameLers box.

1o lmplemenL Lhe solver, cllck Lhe Solve buLLon ln Lhe Solver arameLers dlalog. lf you deslgned
Lhe worksheeL correcLly, and enLered Lhe correcL cell references and consLralnLs, you should
see Lhe followlng Solver 8esulLs box.


1he values LhaL maxlmlze Lhe LoLal proflL wlll now be vlslble ln Lhe changlng cells (u4 and u3).
1he value of Lhe maxlmum proflL wlll be vlslble ln Lhe LargeL cell (l6). 1he keep solver soluLlon
radlo buLLon wlll be selecLed by defaulL. lf you cllck Ck Lhe new values wlll remaln ln Lhe
worksheeL. lf you selecL 8esLore orlglnal values, Lhe soluLlons LhaL Lhe solver found wlll noL be
enLered lnLo Lhe worksheeL and Lhe orlglnal values wlll be reLalned.

?ou have Lhe opLlon Lo save Lhe solver resulLs as a scenarlo LhaL you can name and reload lnLo
Lhe worksheeL aL a laLer daLe (refer Lo lesson 1.4). ?ou can also selecL one or more reporL Lypes
from Lhe llsL aL Lhe rlghL of Lhe Solver 8esulLs box. 1hese formaLLed reporLs wlll be generaLed on
separaLe worksheeLs.

1hls followlng lmage shows an answer reporL based on Lhe solver soluLlon. lL ls generaLed on a
separaLe worksheeL lf you selecL Answer from Lhe reporL llsL ln Lhe solver resulLs box.


1hls ls Lhe same worksheeL afLer Lhe prlce of Lhe 8udgeL C has been changed Lo 730, and Lhe
solver has been applled wlLh Lhe same LargeL, changlng cells, and consLralnLs as before. noLlce
LhaL because Lhe prlce has been changed, Lhe soluLlon ls now 20 8udgeL C's and 3 ower C's
for a LoLal revenue of 21000.

Instructor Note: 1he solver can also be used as an advanced Coal Seek Lool. ?ou can speclfy a
goal value for Lhe formula ln Lhe LargeL cell, and Lhen selecL mulLlple changlng cells LhaL Lhe
formula ls dlrecLly or lndlrecLly dependenL on. 1he Solver wlll flnd a soluLlon for Lhe values ln
Lhe changlng cells LhaL saLlsfles Lhe goal value of Lhe LargeL formula. no consLralnLs are
requlred.

Pere, Lhe LargeL cell l6 conLalns a formula LhaL has been seL Lo equal Lhe value 30000. 1he
solver wlll flnd values for Lhe precedenL cells u4, u3, L4, and L3, LhaL wlll saLlsfy Lhls goal.
(noLlce LhaL Lhe value Cf radlo buLLon has been selecLed.)


1. ou can use the Lxce| out||n|ng feature to.
A. Pelp organlze your daLa
8. Condense daLa lnLo a sulLable vlew for prlnLlng
C. Croup daLa accordlng Lo subLoLals
u. All of Lhe above

2. 1he out||ne (group|ng) buttons are found on wh|ch r|bbon?
A. vlew
8. lnserL
C. uaLa
u. lormula

3. When us|ng a |vot1ab|e, you can.
A. 8ulld Lhe Lable and Lhen reorganlze Lhe daLa ln Lhe Lable as you requlre
8. 8ulld Lhe Lable accordlng Lo a planned layouL
C. 8ulld Lhe Lable based on exLernal daLa
u. All of Lhe above

4. When you create a |vot1ab|e, you shou|d a|so see.
A. A regular daLa Lable
8. A lvoL1able dlalogue box
C. A lvoL1able fleld llsL
u. A lvoL1able query

5. In Lxce| 2007 the scenar|o feature can be found on the.
A. uaLa valldaLlon buLLon group
8. ConsolldaLe menu
C. WhaL-lf Analysls group
u. CuLllnlng buLLons

6. Wh|ch of the fo||ow|ng |s not a what-|f-ana|ys|s too|?
A. Coal seek
8. uaLa valldaLlon
C. Solver
u. Slngle lnpuL daLa Lable


7. 1o opt|m|ze a system of equat|ons w|th so|ver, you need to spec|fy.
A. ConsLralnLs
8. SoluLlons
C. roblems
u. uaLa Lables

8. Wh|ch of the fo||ow|ng |s true?
A. ?ou should use Coal Seek Lo opLlmlze sysLems of equaLlons.
8. ?ou should use scenarlos Lo opLlmlze sysLems of equaLlons.
C. ?ou should use Scenarlos Lo compare Lhe resulLs of dlfferenL seLs of values ln a
spreadsheeL.
u. A slngle lnpuL daLa Lable ls Lhe same as a Scenarlo.

9. Wh|ch of the fo||ow|ng |s true?
A. ?ou cannoL base a charL on a lvoL1able
8. ?ou can base a charL on a lvoL1able
C. ?ou can solve a sysLem of equaLlons wlLh a lvoL1able
u. All of Lhe above

10. 1o refresh a |vot1ab|e you can.
A. 8lghL cllck on a cell ln Lhe Lable and choose 8efresh uaLa
8. Cllck Lhe 8efresh uaLa opLlon on Lhe 8evlew 8lbbon
C. ?ou cannoL refresh a lvoL1able
u. All of Lhe above

SLC1ICN 3: Lxce| and the Internet

! lnserL a hyperllnk
! Modlfy a hyperllnk
! use a hyperllnk ln Lxcel
! Save a workbook as a Web page
! Save a worksheeL as a Web page
! Save a charL as a Web page
! Save a range as a Web page
! CreaLe a Web query
! Save a Web query
! 8efresh a Web query
! repare a workbook for Lxcel servlces
! ubllsh Lo a documenL server
! Save Lo a documenL managemenL server


Lesson 3.1: Lxce| and nyper||nks

1hls ls an Lxcel worksheeL LhaL conLalns Lhree hyperllnks.

ln Lhls lesson, you wlll learn abouL hyperllnks and Lhe lnLerneL. ?ou wlll learn how Lo lnserL
hyperllnks lnLo a worksheeL, how Lo modlfy hyperllnks ln a worksheeL, and how Lo browse
hyperllnks ln Lxcel.
What |s a nyper||nk?

A hyperllnk ls an lLem ln a flle LhaL llnks Lo anoLher locaLlon ln Lhe same flle, or Lo anoLher flle
alLogeLher. Word processlng documenLs, workbooks, and Web pages are all Lypes of flles LhaL
can conLaln hyperllnks. When you cllck on a hyperllnk, Lhe flle or locaLlon LhaL ls assoclaLed wlLh
Lhe llnk wlll appear on your screen. 1he flles connecLed by hyperllnks do noL have Lo be ln Lhe
same dlrecLory, or even on Lhe same compuLer. ln facL, you can have a hyperllnk ln one flle LhaL
llnks Lo a flle Lhousands of mlles away. 1he World Wlde Web makes exLenslve use of hyperllnks
Lo llnk Web pages. 1he web ls Lhe place where mosL compuLer users become famlllar wlLh
hyperllnks.

CulLe ofLen, hyperllnks come ln Lhe form of an underllned word or phrase ln a brlghL blue fonL
(Llke 1hls). 1hls does noL always have Lo be Lhe case as hyperllnks can be a word, a phrase, a
symbol, or a plcLure. Lach hyperllnk has a sLaLemenL called a u8L (unlform resource locaLor)
assoclaLed wlLh lL. 1he u8L Lells where Lhe flle or ob[ecL LhaL Lhe hyperllnk polnLs Lo ls locaLed
and whaL proLocol should be used Lo reLrleve lL. A Lyplcal u8L LhaL you mlghL see ln Lhe address
bar of your web browser could look someLhlng llke: hLLp://www.someLhlng.org. When you cllck


on a hyperllnk, Lhe lnformaLlon ln Lhe u8L assoclaLed wlLh lL ls used Lo locaLe and reLrleve Lhe
llnked flle or ob[ecL.

As sLaLed prevlously, hyperllnks are lLems ln a documenL, worksheeL, or Web page LhaL llnk Lo
anoLher locaLlon or flle. When you cllck on a hyperllnk, an assoclaLed u8L ls used Lo locaLe and
reLrleve Lhe ob[ecL or flle LhaL Lhe hyperllnk polnLs Lo. ln Lhe case of Lhe World Wlde Web,
hyperllnks are used Lo llnk and unlfy Web pages LhaL are locaLed all over Lhe world. ?ou can
creaLe a hyperllnk ln an Lxcel workbook LhaL llnks Lo an ob[ecL locaLed ln Lhe same dlrecLory or
on Lhe same compuLer as Lhe workbook. ?ou can also creaLe a hyperllnk LhaL polnLs Lo a Web
page or a flle on a remoLe server. lurLhermore, you can creaLe a hyperllnk LhaL polnLs Lo a
locaLlon ln Lhe same workbook or Lo a speclflc e-mall reclplenL.

When you are cllcklng hyperllnks, you may be requesLlng flles or ob[ecLs locaLed on remoLe
servers. 1he World Wlde Web ls a vasL collecLlon of Web pages and oLher ob[ecLs LhaL are
connecLed vla hyperllnks. When you cllck a llnk Lo a Web page or flle on Lhe web, Lhe
lnformaLlon ls LransporLed Lo your compuLer over Lhe underlylng lnfrasLrucLure of Lhe lnLerneL.

A compuLer neLwork can be descrlbed as Lwo or more compuLers connecLed ln such a way LhaL
Lhey can exchange lnformaLlon. CompuLer neLworks can range ln slze from small neLworks wlLh
only a few compuLers Lo very large neLworks wlLh many lnLerconnecLed machlnes. LssenLlally,
Lhe lnLerneL ls a neLwork of neLworks. 1haL ls Lo say, Lhe lnLerneL ls a huge neLwork LhaL ls
comprlsed of many smaller lnLerconnecLed neLworks spannlng Lhe globe. CompuLers connecLed
Lo Lhe lnLerneL can use hyperllnks Lo reLrleve ob[ecLs from oLher locaLlons. 1hese ob[ecLs are
LransporLed from compuLer Lo compuLer, over Lhe glanL lnLer-neLwork commonly known as Lhe
lnLerneL.

Some lmporLanL polnLs Lo remember:
! A hyperllnk ls used as a cllckable llnk Lo anoLher ob[ecL.
! A u8L ls assoclaLed wlLh a hyperllnk Lo provlde lnformaLlon on how Lo reLrleve Lhe
llnked ob[ecL.
! ?ou can creaLe hyperllnks Lo locaLlons wlLhln Lhe same flle, Lo local or remoLe flles, Lo
Web pages, Lo medla ob[ecLs, and Lo e-mall reclplenLs.
! Pyperllnks can be creaLed ln Lhe form of a word, phrase, symbol, plcLure, or graphlc.
! Web pages ln Lhe World Wlde Web are ofLen llnked LogeLher wlLh hyperllnks.
! When you reLrleve a remoLe flle or ob[ecL (llke a Web page) by cllcklng a hyperllnk, Lhe
lnformaLlon ls LransporLed Lo your compuLer vla Lhe hardware lnfrasLrucLure of Lhe
lnLerneL.
! Pyperllnks should llnk Lo publlcly avallable flles or Web pages. lf Sue sends me a
workbook wlLh a hyperllnk Lo a flle on her compuLer, l am probably noL golng Lo be able
Lo access LhaL flle (unless we are on Lhe same neLwork and LhaL flle or folder ls shared).

Insert|ng nyper||nks

ln Lxcel 2007, you can lnserL hyperllnks dlrecLly lnLo your worksheeLs. ?ou mlghL wanL Lo lnserL
a llnk Lo anoLher locaLlon ln Lhe same workbook or Lo anoLher Lxcel workbook locaLed on Lhe
same compuLer. ?ou mlghL also wanL Lo lnserL a llnk Lo a Word documenL or Lo a Web page. no
maLLer whaL Lype of hyperllnk you wanL Lo creaLe, Lhe flrsL sLep ls Lo lnvoke Lhe lnserL Pyperllnk
dlalogue box.

1o dlsplay Lhe dlalogue, selecL Lhe cell LhaL wlll conLaln your hyperllnk, and Lhen cllck Lhe
Pyperllnk buLLon on Lhe lnserL 8lbbon.

1hls wlll open Lhe lnserL Pyperllnk dlalog.

?ou can see four buLLons runnlng down Lhe lefL slde of Lhe dlalogue box under Lhe Llnk Lo:"
headlng. ?ou can use Lhese buLLons Lo creaLe a llnk Lo an LxlsLlng llle or Web age, a lace ln
1hls uocumenL, CreaLe new uocumenL, or Lo an L-mall Address. ?ou can enLer Lhe LexL for your
Pyperllnk ln Lhe 1exL Lo dlsplay fleld aL Lhe Lop of Lhe dlalogue box. 1hls LexL wlll appear as a
blue underllned hyperllnk ln Lhe cell LhaL you have selecLed.


lf you choose Lhe LxlsLlng llle or Web age buLLon, you wlll see a drop llsL labeled Look ln" [usL
below Lhe 1exL Lo dlsplay" fleld. ?ou can use Lhls llsL Lo browse Lhrough Lhe varlous folders on
your compuLer Lo flnd Lhe flle LhaL you wanL Lo creaLe a llnk Lo. When you selecL a folder or
drlve from Lhe drop llsL, a llsL of avallable flles or folders correspondlng Lo Lhe selecLlon wlll
appear ln Lhe large cenLer area of Lhe dlalogue box.

?ou wlll also noLlce Lhree buLLons [usL Lo Lhe lefL of Lhe large cenLer area labeled CurrenL lolder,
8rowsed ages, and 8ecenL llles. lf you cllck CurrenL lolder, Lhe flles and subfolders of Lhe
currenL folder ln Lhe drop llsL wlll be dlsplayed. lf you cllck Lhe 8rowsed ages buLLon, a llsL of
Lhe u8L's for Web pages you recenLly vlslLed wlll be dlsplayed. lf you cllck on Lhe 8ecenL llles
buLLon, you wlll see a llsL of recenLly accessed flles.

lf you make a selecLlon from any of Lhese llsLs Lhe u8L (or address) of Lhe flle wlll be enLered
lnLo Lhe Address fleld aL Lhe boLLom of Lhe dlalogue box. ?ou can also Lype a u8L for a Web
page or remoLe flle, or Lhe paLh Lo a local flle dlrecLly lnLo Lhe Address fleld. ln any case, Lhe flle
or ob[ecL referred Lo ln Lhe Address fleld wlll be Lhe LargeL of Lhe hyperllnk.

?ou can cllck Lhe screen Llp buLLon ln Lhe upper rlghL of Lhe dlalogue box Lo add a brlef
commenL LhaL wlll appear when Lhe mouse polnLer hovers over Lhe hyperllnk.

?ou can use Lhe 8ookmark buLLon Lo llnk Lo a speclflc locaLlon (llke a cell range) ln anoLher Lxcel
workbook. llrsL, selecL Lhe Lxcel flle from Lhe llsL, and Lhen cllck Lhe 8ookmark buLLon Lo speclfy
Lhe exacL locaLlon wlLhln Lhe selecLed workbook.

When you have flnlshed maklng Lhe necessary enLrles ln Lhe lnserL Pyperllnk dlalogue box, you
can cllck Ck Lo creaLe Lhe hyperllnk

Mod|fy|ng nyper||nks

1o change Lhe LexL of an exlsLlng hyperllnk, you can rlghL cllck on lL and edlL Lhe LexL ln Lhe
formula bar. ?ou can also rlghL cllck Lhe hyperllnk and selecL LdlL Pyperllnk from Lhe drop down
menu. 1hls wlll dlsplay Lhe LdlL Pyperllnk dlalogue whlch ls slmllar Lo Lhe lnserL Pyperllnk
dlalogue.

Instructor 1|p: AnoLher way Lo creaLe a hyperllnk ln a worksheeL ls Lo selecL a cell, rlghL cllck
on lL, and choose Lhe Pyperllnk opLlon from Lhe drop down menu. Cllcklng a cell and presslng
Lhe CLrl + k keys wlll also work.

?ou can now change Lhe LargeL for Lhe hyperllnk, Lhe Screen1lp, or Lhe LexL Lo dlsplay. ?ou can
also remove Lhe hyperllnk from Lhe worksheeL by cllcklng Lhe 8emove Llnk buLLon. When you
are flnlshed wlLh your modlflcaLlons, cllck Ck Lo lmplemenL Lhem.

noLe: 8emove Pyperllnk and Cpen Pyperllnk are also opLlons on Lhe drop down menu,
avallable when you rlghL cllck on a hyperllnk.

Pyperllnks wlll generally appear ln one color (brlghL blue by defaulL) before Lhey have been
cllcked, and ln anoLher color (purple by defaulL), afLer Lhey have been cllcked. ?ou can change
Lhe fonL color and slze for an lndlvldual hyperllnk by rlghL cllcklng on lL, and chooslng lormaL
Cells from Lhe drop down menu. 1hls wlll dlsplay Lhe lormaL Cells dlalogue box, whlch you can
use Lo modlfy Lhe fonL color, slze, border, shadlng, and allgnmenL of Lhe llnk.


1he meLhod [usL descrlbed wlll allow you Lo modlfy lndlvldual hyperllnks, buL whaL abouL
modlfylng Lhe defaulL color and fonL slze for all hyperllnks?

1o change Lhe defaulL sLyle for all hyperllnks, cllck Lhe Cell SLyles buLLon ln Lhe SLyle group on
Lhe Pome 8lbbon Lo dlsplay Lhe pre-seL cell sLyles. llnd Lhe Pyperllnk sLyle, rlghL cllck on lL, and
choose Modlfy from Lhe menu LhaL appears.


1hls wlll dlsplay Lhe SLyle dlalogue.

Make sure LhaL Lhe word Pyperllnk ls selecLed aL Lhe Lop of Lhe SLyle box. ?ou should be able Lo
see a checkmark nexL Lo Lhe word lonL ln Lhe column of check boxes on Lhe lefL. 1hls means
LhaL Lhe sLyle for hyperllnks currenLly lncludes only fonL seLLlngs. Cllck Lhe lormaL buLLon Lo
dlsplay Lhe lormaL Cells dlalogue box where you can make changes Lo Lhe borders, shadlng,
fonL slze, fonL color, and allgnmenL for all hyperllnks. When you are flnlshed modlfylng Lhe
hyperllnk sLyle, cllck Lhe Ck buLLon ln Lhe formaL cells dlalogue. ?ou wlll now see Lhe SLyle

dlalogue, wlLh checkmarks correspondlng Lo Lhe sLyle changes you have made. Cllck Lhe Ck
buLLon ln Lhe sLyle box Lo lmplemenL Lhe sLyle changes. now every new hyperllnk you creaLe
wlll have Lhls new sLyle by defaulL.

Us|ng nyper||nks |n Lxce|

1o follow a hyperllnk ln Lxcel 2007, cllck on lL and hold lL unLll Lhe mouse polnLer Lurns lnLo a
polnLlng hand. When you see Lhe hand, release Lhe mouse buLLon and Lhe LargeL for Lhe llnk
wlll be opened wlLh Lhe mosL approprlaLe program for lL.

lor example, lf you cllck, hold, and release a llnk Lo a Word documenL, Lhe documenL wlll open
ln MlcrosofL Word. lf you cllck, hold, and release a llnk Lo an Access daLabase, Lhe daLabase wlll
open wlLh MlcrosofL Access. lf you cllck, hold, and release a llnk Lo a Web page, Lhe page wlll
open wlLh your defaulL lnLerneL browser.

Instructor Note: ?ou can change any of Lhe preseL cell sLyles avallable under Lhe Cell SLyles
buLLon by followlng Lhe procedure descrlbed above.


1he followlng worksheeL conLalns Lwo hyperllnks.

1he flrsL llnk ls Lo a Word documenL and Lhe second ls Lo anoLher Lxcel spread sheeL. 1he Lwo
llnked documenLs as well as Lhe currenL workbook are all ln Lhe same flle folder, Lhough Lhls
does noL have Lo be Lhe case.

lf you cllck, hold, and release Lhe flrsL llnk (1esL.doc), Lhe LargeL documenL wlll open ln
MlcrosofL Word. lf we cllck, hold, and release Lhe second llnk (ln cell 811) anoLher worksheeL
(Lhe llnk LargeL) wlll open ln Lxcel.

?ou can see LhaL Lhe followed hyperllnks are now purple, Lhe defaulL color.

1o remove a hyperllnk from your spreadsheeL, rlghL cllck on Lhe cell conLalnlng lL and selecL
ueleLe from Lhe pop up menu. 1hls wlll remove Lhe LargeL lnformaLlon from Lhe hyperllnk, as
well as Lhe hyperllnk LexL lLself. 1he cell ln quesLlon wlll be lefL empLy. ?ou can also rlghL cllck on
a cell wlLh a hyperllnk, and selecL 8emove Pyperllnk from Lhe pop up menu. 1hls wlll remove
Lhe LargeL lnformaLlon from Lhe llnk (Lhe llnk wlll noL funcLlon), buL Lhe LexL of Lhe llnk wlll
remaln ln Lhe cell.

?ou can also lnserL a hyperllnk funcLlon by cllcklng Lhe fx buLLon by Lhe formula bar. 1hls wlll
dlsplay Lhe lnserL luncLlon dlalogue, from whlch you can selecL Lhe Pyperllnk funcLlon.


lf you cllck Lhe Ck buLLon ln Lhe dlalogue, Lhe luncLlon ArgumenLs box wlll appear.

ln Lhe Llnk LocaLlon fleld, you can speclfy Lhe LargeL of Lhe llnk. 1hls can be a Web page u8L, a
local flle, or a flle on a neLwork server. ln Lhe lrlendly name fleld, you can speclfy Lhe parLlcular
LexL or number LhaL wlll appear as a llnk ln Lhe spreadsheeL. When you cllck Ck, Lhe llnk wlll be
lnserLed lnLo Lhe spreadsheeL.

?ou can also speclfy an lmage or oLher graphlc as a hyperllnk ln your spreadsheeL. 1o do Lhls,
selecL Lhe lmage or graphlc by cllcklng on lL. When Lhe graphlc ls selecLed (has a perlmeLer
border around lL) cllck Lhe Pyperllnk buLLon on Lhe lnserL 8lbbon.

When you see Lhe lnserL Pyperllnk dlalogue, speclfy a u8L or flle locaLlon as Lhe LargeL of Lhe
hyperllnk, and Lhen cllck Lhe Ck buLLon Lo assoclaLe Lhe llnked locaLlon Lo Lhe lmage or graphlc.
When you cllck, hold, and release Lhe lmage, Lhe llnk wlll be followed Lo lLs LargeL [usL llke a
regular hyperllnk.

Lesson 3.2: Sav|ng Workbooks as Web ages

1here may be occaslons where you wanL Lo make your Lxcel daLa avallable on Lhe Web. lor
lnsLance, you may wanL Lo allow fellow employees Lo vlew your Lxcel workbook or worksheeL
from Lhelr homes or when Lhey are away Lravelllng. ?ou may even wanL Lo make your Lxcel
daLa parL of a larger onllne presenLaLlon. 1hls lesson wlll deal wlLh creaLlng Web pages from
Lxcel 2007 spreadsheeLs.

1he lmage shown above ls an example of an Lxcel 2007 worksheeL saved as a Web page. 1he
worksheeL ls belng vlewed wlLh an lnLerneL Lxplorer browser.

ln Lhls lesson you wlll learn abouL MP1ML and P1M flles. ?ou wlll learn how Lo save a workbook
as a Web page, how Lo save a worksheeL as a Web page, how Lo save a charL as a Web page,
and how Lo save a daLa range as a Web page.


n1M and Mn1ML I||es

When you creaLe a Web page based on an Lxcel workbook, you can creaLe Lhe Web page as
elLher an P1M flle or an MP1ML flle. An Lxcel workbook LhaL has been saved as a Web page can
be publlshed Lo a web server Lo be vlewed wlLh a web browser. ?ou can Lhen access Lhe daLa
on Lhe Web page from pracLlcally any locaLlon wlLh an lnLerneL connecLlon.

When you vlew Lxcel daLa as a slmple Web page ln your browser, lL ls a read only slLuaLlon.
1haL ls Lo say, you cannoL modlfy, edlL, or save changes Lo Lhe daLa on Lhe Web page. 1o
dlsLrlbuLe an Lxcel workbook ln such a way as Lo modlfy, edlL, or save changes, you should use a
shared workbook on a ShareolnL Server (see Lesson 3.4).

When you save a workbook or worksheeL as a Web page, you can save lL as an P1M or an
MP1ML flle. An P1M flle ls essenLlally Lhe same as a LradlLlonal P1ML flle, excepL LhaL Lhe lasL
leLLer has been dropped from Lhe exLenslon for compaLlblllLy wlLh sysLems LhaL cannoL handle
four leLLer exLenslons. When you save an Lxcel workbook as an P1M flle, Lxcel wlll
auLomaLlcally add P1ML Lags as necessary Lo creaLe a flle LhaL can be reLrleved and vlewed by
pracLlcally all web browsers.

Pere ls some of Lhe P1M source code for a worksheeL saved as an P1M Web page.

When you save a workbook as an P1M Web page, plcLures, graphlcs, or daLa on mulLlple
worksheeLs wlll noL be saved as one flle. lnsLead, a flle folder wlll be creaLed conLalnlng Lhe
separaLe flle componenLs needed Lo reproduce Lhe worksheeL as a Web page.


Pere are Lhe conLenLs of a folder creaLed by Lxcel 2007 for a slmple P1M Web page.

Also, when you save a workbook LhaL conLalns lmages as an P1M formaL Web page, some
lmage quallLy may be losL. 1he advanLages of Lhls formaL are LhaL vlrLually all browsers supporL
Lhe wldely used P1M and P1ML formaLs and Lhey are relaLlvely safe wlLh respecL Lo carrylng
mallclous programs/vlruses.

1o save your workbook as an P1M formaL Web page, lnvoke Lhe Save As dlalogue under Lhe
Cfflce menu, and choose Web age from Lhe Save As Lype llsL.

When you are ready, cllck Lhe Save buLLon Lo creaLe Lhe Web page. lf you place Lhe newly
creaLed P1M page and assoclaLed flle folder on a web server, Lhe workbook daLa wlll be
accesslble Lo anyone wlLh a web browser and an lnLerneL connecLlon.

MP1ML flle formaL ls shorL for MulLlpurpose lnLerneL Mall LxLenslon P1ML (or MlML P1ML).
1hls formaL allows a number of dlfferenL workbook ob[ecLs Lo be saved ln a slngle flle. lf you
save your workbook as an MP1ML (or MP1) Web page, your lmages and ob[ecLs wlll all be
saved ln one flle. A separaLe folder Lo conLaln Lhe Web page componenLs wlll noL be requlred.
Also, lmages and oLher graphlcal elemenLs conLalned ln Lhe Web page may dlsplay beLLer ln
your browser Lhan Lhe same lmages conLalned ln an P1M Web page. ln addlLlon, lf you creaLe
an MP1ML Web page, you only have Lo deal wlLh a slngle flle when you are publlshlng lL on a
web server.

Cn Lhe downslde, some browsers may noL open MP1ML flles easlly (al Lhough lnLerneL Lxplorer
should have no problems openlng Lhls flle Lype). Also, lL ls posslble for an MP1ML flle Lo carry a
vlrus or mallclous code.


1o save your Lxcel daLa as an MP1ML flle, selecL Lhe Slngle llle Web age opLlon from Lhe Save
As 1ype drop llsL ln Lhe Save as dlalogue.
Sav|ng a Workbook as a Web age

1o save an Lxcel workbook as a Web page, open Lhe workbook LhaL you wanL Lo creaLe a Web
page from and choose Save As from Lhe Cfflce menu.

ln Lhe Save ln LexL fleld, speclfy a locaLlon Lo save your flle, and Lhen selecL Web age or Slngle
llle Web age from Lhe Save as Lype drop llsL aL Lhe boLLom. nexL, make sure Lhe LnLlre
Workbook radlo buLLon ls selecLed, and Lhen cllck Lhe Save buLLon Lo save Lhe workbook as a
Web page.

AlLernaLlvely, selecL Lhe locaLlon you wanL Lo save Lo, and speclfy Web age or Slngle llle Web
age as Lhe flle Lype. 1hen cllck Lhe ubllsh buLLon Lo dlsplay Lhe ubllsh as Web age dlalogue
box.


ln Lhe ubllsh as Web age dlalogue, selecL LnLlre Workbook from Lhe Choose drop llsL, and
cllck ubllsh Lo save Lhe flle as an P1M or MP1ML Web page.

lf you wlsh, you can use Lhe check boxes aL Lhe boLLom of Lhe page Lo speclfy LhaL Lhe flle ls Lo
be auLomaLlcally republlshed every Llme Lhe workbook ls saved, and LhaL Lhe flle open ln a web
browser once lL ls publlshed.

When you save a workbook as a Web page, you may see Lhe followlng alerL.

1hls ls [usL Lelllng you LhaL some feaLures of Lhe workbook may noL be preserved ln a Web page
formaL. lf you are sure you wanL Lo creaLe a Web page from Lhe workbook cllck ?es Lo conLlnue.
CLherwlse, cllck no. lL ls always a good ldea Lo save your workbook as a normal Lxcel workbook
flle for back up, before you save lL as a Web page.


Pere you can see Lhe Lhree worksheeL Labs lncluded aL Lhe boLLom of Lhe Web page. Cllcklng on
a parLlcular sheeL Lab ln Lhe Web page wlll open up Lhe daLa for Lhe glven sheeL ln your
browser. 1hese Labs are avallable because Lhe enLlre workbook was saved as a Web page.
Sav|ng a Worksheet as a Web age

1o creaLe a Web page from a slngle worksheeL, open Lhe Lxcel workbook LhaL conLalns Lhe
sheeL you wanL Lo use and lnvoke Lhe Save As dlalogue from Lhe Cfflce menu.

ln Lhe Save As dlalogue box, speclfy Web age or Slngle llle Web age ln Lhe Save As 1ype drop
llsL.

Make sure LhaL you speclfy a save Lo locaLlon ln Lhe Save ln drop llsL aL Lhe Lop of Lhe dlalogue
box, and be sure Lo selecL Lhe SelecLlon: SheeL radlo buLLon. When you are ready, cllck Lhe Save
buLLon Lo creaLe Lhe P1M or MP1ML flle.

AlLernaLlvely, you can speclfy Web age or Slngle llle Web age as Lhe flle Lype, choose a
locaLlon Lo save Lo, selecL Lhe SelecLlon: SheeL radlo buLLon, and cllck Lhe ubllsh buLLon.


ln Lhe ubllsh as Web age box, you can speclfy Lhe parLlcular sheeL LhaL you wanL Lo publlsh as
a Web page by selecLlng from Lhe Choose drop llsL. When you have speclfled Lhe seLLlngs LhaL
you prefer, cllck Lhe ubllsh buLLon Lo creaLe Lhe Web page.

Sav|ng a Chart as a Web age

llrsL, open Lhe Lxcel workbook LhaL conLalns Lhe charL LhaL you wanL Lo save as a Web page.


1he nexL sLep ls Lo choose Save As from Lhe Cfflce menu Lo dlsplay Lhe Save As dlalogue box. ln
Lhe Save As box selecL Web age or Slngle llle Web age as Lhe flle Lype and speclfy a name
and a locaLlon for Lhe Web page flles. When you have done Lhls, cllck Lhe ubllsh buLLon.

ln Lhe ubllsh as Web age box, selecL Lhe approprlaLe lLems from Lhe Choose drop llsL.
Conflgure any oLher seLLlngs LhaL you wanL Lo apply and Lhen cllck Lhe ubllsh buLLon Lo creaLe
Lhe Web page.


Sav|ng a kange as a Web age

1o save a range from a workbook as a Web page, open Lhe approprlaLe workbook and selecL
Lhe range of daLa LhaL you wanL Lo use.

1he nexL sLep ls Lo use Lhe Cfflce menu Lo dlsplay Lhe Save As dlalogue box.

ln Lhe Save As box, selecL Web age or Slngle flle Web age as Lhe flle Lype, choose a name for
Lhe flle, and selecL a locaLlon Lo save Lhe flle ln. nexL, cllck Lhe SelecLlon: radlo buLLon, and
when you are ready, cllck Save Lo creaLe Lhe Web page.


AlLernaLlvely, you could cllck Lhe ubllsh buLLon and use Lhe ubllsh as Web age box Lo
speclfy Lhe range and creaLe your Web page.


1hls ls an lmage of a Web page creaLed from an Lxcel workbook range.

Instructor Note: Ior Lhe purposes of Lhls lesson, Lhe Web pages were saved Lo an ordlnary
folder on Lhe local machlne. normally, when you creaLe Web pages LhaL are Lo be accessed
over Lhe lnLerneL, Lhey are placed ln an P1ML dlrecLory on a Web server.

Also, when you save a workbook as an P1M Web page, Lhere can be mulLlple flles creaLed
besldes Lhe sLandard P1ML flle. 1hese flles can lnclude P1ML flles for Lhe lndlvldual
worksheeLs, an xML flle and a cascadlng sLyle sheeL Lo unlformly formaL Lhe worksheeLs. 1he
flles are creaLed and placed ln a folder LhaL should be locaLed ln Lhe same dlrecLory as Lhe
maln P1ML flle.

Lesson 3.3: Gett|ng Data from the Internet

ln Lesson 3.2, you learned how Lo prepare your daLa as a Web page ln order Lo share
lnformaLlon over Lhe lnLerneL. ln Lhls lesson, Lhe emphasls ls on reLrlevlng daLa from Lhe
lnLerneL by deslgnlng querles LhaL exLracL lnformaLlon from Web pages.

ln Lhls lesson you wlll learn how Lo lmporL daLa from a Web page over Lhe lnLerneL. ?ou wlll
learn whaL a Web query ls, how Lo creaLe a Web query, and how Lo save and refresh a Web
query.
Import|ng from an Lxterna| Data Source

As an lnLroducLlon Lo lmporLlng daLa from Lhe lnLerneL, we wlll Lake advanLage of an exlsLlng
web connecLlon LhaL comes wlLh Lxcel 2007.

llrsL, open an empLy Lxcel workbook, and cllck Lhe LxlsLlng ConnecLlons buLLon on Lhe uaLa
8lbbon.


When you do Lhls, an LxlsLlng ConnecLlons dlalogue box llke Lhe followlng wlll appear.

1he LxlsLlng ConnecLlons dlalogue provldes a llsL of connecLlons LhaL you have made Lo
daLabases, ShareolnL flles, or flles on your local compuLer. ln addlLlon Lo any connecLlons you
have made ln Lhe pasL, you should noLlce Lhree MSn MoneyCenLral querles. 1hese MSn
connecLlons should be avallable auLomaLlcally when Lxcel 2007 ls lnsLalled.

As an example, lf you selecL MSn MoneyCenLral lnvesLor Currency 8aLes from Lhe llsL of
connecLlons and cllck Lhe Cpen buLLon ln Lhe lower rlghL, an lmporL uaLa dlalogue box wlll
appear. WlLh Lhls box, you can speclfy where you wanL Lhe lmporLed daLa Lo be locaLed. Choose
a locaLlon ln Lhe currenL worksheeL or ln a new worksheeL and cllck Lhe Ck buLLon Lo conLlnue.
(ln Lhls example, Lhe lmporLed daLa wlll be placed ln a block of cells sLarLlng aL Cell A1.)


1he resulLs of Lhe Web query wlll be enLered lnLo Lhe worksheeL sLarLlng aL Lhe speclfled cell
locaLlon.

Clearly, Lhls ls a dlrecL and slmple way Lo lnclude daLa from Lhe web ln your workbooks. Cf
course, you are noL llmlLed Lo Lhe pre-packaged exlsLlng connecLlons. Lxcel 2007 enables you Lo
creaLe your own web querles Lo exLracL lnformaLlon from Lhe Web page of your cholce.


Creat|ng a Web uery

1o creaLe a Web query from scraLch, flrsL cllck Lhe uaLa Lab Lo dlsplay Lhe uaLa 8lbbon, and
Lhen cllck Lhe lrom Web buLLon.

1hls wlll dlsplay Lhe new Web Cuery dlalogue.

AL Lhe Lop of Lhls wlndow, you wlll see an address bar, back and forward buLLons, sLop and
refresh buLLons, and a save buLLon. 1he new Web Cuery wlndow ls very much llke a web
browser. lf you Lype a u8L (Web page address) ln Lhe Address fleld, Lhe Web page wlll be
loaded lnLo Lhe Web query wlndow so you can vlew lL. lf you cllck on a hyperllnk, Lhe LargeL of
Lhe llnk wlll be loaded ln Lhe wlndow [usL llke a web browser. ?ou can navlgaLe Lhrough vlslLed
pages by uslng Lhe backward and forward buLLons. ?ou can even load your favorlLe search
englne and perform web searches from wlLhln Lhe new Web Cuery wlndow.

Instructor Note: 1o lmporL daLa from exLernal sources wlLh web querles, you wlll need
access Lo an lnLerneL connecLlon. lf you are behlnd a flrewall, you may have Lo conflgure
Lhe flrewall Lo glve Lxcel access Lo Lhe lnLerneL.

AfLer you load a Web page, you wlll noLlce yellow hlghllghLed arrows polnLlng Lo dlfferenL areas
of Lhe page. 1hese arrows lndlcaLe Lhe daLa LhaL Lxcel can lmporL.

?ou can cllck Lhese yellow hlghllghLed arrows Lo selecL Lhe glven daLa for lncluslon ln your Web
query. Lxcel ls qulLe good aL lmporLlng Lables of daLa, and normally Lhere wlll be an arrow
polnLlng Lo every Lable on Lhe Web page LhaL can be lmporLed. ?ou can lmporL a slngle Lable,
mulLlple Lables, or plaln LexL wlLh a Web query. When you cllck an arrow, lL wlll Lurn lnLo a
green hlghllghLed checkmark. Cnly Lhe daLa lndlcaLed by checkmarks wlll be lmporLed Lo your
Lxcel worksheeL.

When Lhe daLa you need has been selecLed wlLh checkmarks, cllck Lhe lmporL buLLon Lo enLer
Lhe daLa lnLo your Lxcel worksheeL. ?ou wlll be Lhen be asked Lo speclfy a locaLlon ln Lhe
worksheeL for Lhe lmporLed daLa.


When you have chosen a place for Lhe lmporLed daLa, cllck Lhe Ck buLLon on Lhe lmporL uaLa
dlalogue.

1hls lmage above shows Lhe resulLs of Lhe Web query. Cnly Lhe daLa selecLed wlLh a checkmark
has been lmporLed lnLo Lhe Lxcel worksheeL.

Sav|ng a Web uery

lf you wanL Lo save a Web query for fuLure use ln oLher worksheeLs and workbooks, rlghL cllck
on Lhe lmporLed daLa range and selecL LdlL Cuery from Lhe menu LhaL appears.

1hls wlll cause Lhe LdlL Web Cuery wlndow Lo appear.


ln Lhls wlndow you can cllck Lhe Save buLLon Lo show Lhe Save Cuery dlalog.

?ou can use Lhe Save Cuery dlalogue box Lo speclfy a name for your Web query and a locaLlon
Lo save lL ln. lor conslsLency, you should save all your querles ln Lhe defaulL Cuerles folder.

?ou can also save your query when you creaLe lL by cllcklng Lhe Save buLLon ln Lhe new Web
Cuery wlndow before you cllck Lhe lmporL buLLon.

AfLer you have saved your query, you can easlly access lL from any Lxcel workbook by cllcklng
Lhe LxlsLlng ConnecLlons buLLon on Lhe uaLa 8lbbon. When you cllck Lhls buLLon, you wlll see an
LxlsLlng ConnecLlons dlalogue wlLh a llsL of connecLlons lncludlng any web querles you have
saved.

ln Lhe LxlsLlng ConnecLlons box, [usL selecL Lhe name of your query and cllck Lhe Cpen buLLon Lo
lmporL Lhe daLa. ?ou can also cllck Lhe 8rowse for More buLLon lf you have a query LhaL ls noL
saved ln Lhe defaulL Cuerles folder.
kefresh|ng a Web uery

AfLer you creaLe a Web query for a parLlcular Web page, lL ls qulLe posslble LhaL Lhe daLa on Lhe
Web page wlll change over Llme. SLock quoLe lnformaLlon can change frequenLly, as can oLher
Lypes of flnanclal daLa avallable on Lhe web. 1o updaLe your worksheeL wlLh Lhe laLesL daLa, you
wlll have Lo refresh Lhe Web query. 1o do Lhls, rlghL cllck on Lhe daLa range lmporLed by Lhe
query and cllck 8efresh from Lhe menu LhaL appears.


1hls acLlon wlll refresh Lhe daLa lf Lhe source lnformaLlon has changed slnce Lhe lasL Llme your
lmporLed daLa was refreshed.

lf you rlghL cllck on Lhe lmporLed daLa range and selecL uaLa 8ange roperLles from Lhe menu
LhaL appears, you wlll be presenLed wlLh opLlons for refreshlng Lhe lmporLed daLa and for
modlfylng Lhe daLa range.


?ou can see Lhe name of Lhe daLa range ln Lhe name fleld. ?ou can edlL Lhls name as you wlsh,
and use lL as a deflned name for Lhe range ln place of sLandard cell references.

under Lhe 8efresh ConLrol headlng, you can place a checkmark ln Lhe box labeled 8efresh Lvery
and selecL Lhe Llme duraLlon of your cholce. lor lnsLance, lf you selecL 10, Lhe daLa range wlll be
refreshed every 10 mlnuLes. (?ou can also choose Lo have Lhe daLa refreshed every Llme Lhe flle
ls opened.) ?ou can also ad[usL Lhe formaLLlng and layouL opLlons of Lhe daLa range, and speclfy
whaL should happen lf Lhe range changes (geLs larger or smaller) when lL ls refreshed. llnally,
you can cllck Lhe 8efresh All buLLon on Lhe uaLa 8lbbon Lo refresh any exLernal daLa
connecLlons LhaL you have ln your workbook.

Instructor Note: 1o refresh a Web query LhaL lmporLs daLa from an exLernal Web page,
you musL be connecLed Lo Lhe lnLerneL.

Lesson 3.4: Lxce| and Cff|ce Servers

A documenL server, ln a baslc sense, ls a sLorage area or reposlLory where auLhorlzed users can
save or access documenLs. 1he documenL server ls normally accesslble vla a local neLwork (or
Lhrough Lhe lnLerneL) and ls generally proLecLed by a server password/username comblnaLlon.

Some MlcrosofL documenL servers offer verslon conLrol feaLures (Lo help manage shared
documenLs), search feaLures, and separaLe sub-slLes Lo help organlze documenLs on a Leam by
Leam, or pro[ecL basls. 1hese ShareolnL servers are ofLen used as an offlce or company porLal,
allowlng coworkers Lo share and collaboraLe on a number of dlfferenL documenL Lypes.

ln Lhls lesson, you wlll learn how Lo publlsh a documenL Lo a documenL server and how Lo save
a documenL Lo a documenLs server. ?ou wlll also learn abouL uslng Lxcel wlLh Lxcel Servlces, a
speclal feaLure of MlcrosofL ShareolnL server 2007 LhaL ls speclflcally deslgned for Lxcel
documenLs.

ub||sh|ng to a Document Server

1o publlsh a documenL Lo a documenL server (as a ul or xS flle), you musL flrsL have Lhe
ul/xS add-ln lnsLalled. (1hls add-ln can be obLalned from hLLp://offlce.mlcrosofL.com, for
more lnformaLlon, see Lhe Lxcel lnLermedlaLe manual.)

Cnce Lhe add-ln ls lnsLalled, leL your mouse polnLer hover over Lhe small arrow nexL Lo Lhe Save
as opLlon on Lhe Cfflce menu.


1hls wlll dlsplay a llsL of save opLlons.

lf you cllck Lhe ul or xS opLlon you wlll see a Save As dlalogue box llke Lhe followlng.


ul sLands for orLable llle uocumenL, whlch ls a wldely used documenL sLandard. ul flles
malnLaln good vlsual quallLy ln a small documenL slze and can be vlewed wlLh sofLware llke
Adobe AcrobaL.

xS sLands for xML aper SpeclflcaLlon, whlch ls an xML based elecLronlc documenL formaL.
1hls formaL ls lnLended Lo allow users Lo easlly creaLe, prlnL, share, and sLore documenLs ln a
way LhaL can be convenlenLly managed along wlLh oLher Cfflce 2007 flles.

Cnce you choose a formaL Lo publlsh your documenL ln (for Lhls example lL wlll be ul), you can
use Lhe CpLlmlze lor conLrols aL Lhe boLLom of Lhe dlalogue Lo speclfy a SLandard or Mlnlmum
opLlmlzaLlon seLLlng. lor Lhe SLandard seLLlng, documenL quallLy ls emphaslzed for beLLer prlnL
resulLs, whereas for Lhe Mlnlmum seLLlng, documenL slze ls opLlmlzed. (A smaller flle slze
means fasLer downloads and uploads for onllne documenLs.)

When you flnlsh speclfylng Lhe formaL for your publlshed documenL, you can Lhen speclfy aL
whaL locaLlon Lhe documenL wlll be publlshed. 8ecause you wanL Lo publlsh Lo a documenL
server, you should cllck Lhe My neLwork laces buLLon on Lhe lefL slde of Lhe dlalogue.


When you see Lhe llsL of neLwork locaLlons, cllck and hlghllghL Lhe locaLlon LhaL corresponds Lo
your documenL server. ln Lhls example, Lhe documenL server ls Lhe lasL enLry ln Lhe llsL,
sps.velsofL.com. 1he sps" parL of Lhe server name provldes a clue, because SS sLands for
ShareolnL orLal Servlces. (ShareolnL servers are a Lype of MlcrosofL uocumenL server).

lf you cannoL see an approprlaLe documenL server ln Lhe llsL, enLer Lhe u8L for Lhe documenL
server ln Lhe llle name fleld. 1he u8L for Lhe documenL server ln Lhls example ls
hLLp://sps.velsofL.com/defaulL.aspx, buL your own documenL server wlll of course have a
dlfferenL u8L. (lease see your lnsLrucLor or your l1 personnel for more lnformaLlon on Lhls.)

lf you speclfy a u8L ln Lhe llle name fleld, Lhe documenL wlll be glven a defaulL name when lL ls
uploaded Lo Lhe server.

AfLer you speclfy Lhe documenL server by hlghllghLlng lL ln Lhe maln vlewlng area, or by
speclfylng Lhe u8L ln Lhe llle name fleld, cllck Lhe buLLon ln Lhe lower rlghL of Lhe dlalogue.

lf you selecL Lhe documenL server from a llsL ln Lhe dlalogue box, Lhe buLLon ln Lhe lower rlghL
wlll say Cpen. lf you cllck Lhe buLLon, Lyplcally you wlll be presenLed wlLh a username and
password dlalogue for access Lo Lhe server. When you correcLly enLer your username and
password, you wlll have access Lo Lhe server so you can upload your documenL.

lf you enLer Lhe paLh Lo Lhe server ln Lhe llle name fleld, Lhe buLLon wlll say ubllsh. lf you cllck
Lhe buLLon, you wlll see Lhe password/username dlalogue for Lhe server. lf you enLer Lhe
correcL username and password, you wlll be able Lo publlsh your documenL.
Sav|ng to a Document Management Server

1o save an Lxcel workbook Lo a uocumenL ManagemenL Server, flrsL dlsplay Lhe Cfflce menu,
and Lhen selecL Lhe ubllsh opLlon from Lhe llsL of menu lLems.


lrom Lhe ubllsh sub menu, cllck on Lhe uocumenL ManagemenL Server opLlon Lo dlsplay a
Save As dlalogue llke Lhe followlng.


1hls dlalogue wlll only show you locaLlons LhaL are avallable on your neLwork. 1he nexL sLep ls
Lo cllck on Lhe locaLlon ln Lhe maln vlewlng area LhaL corresponds Lo your documenL
managemenL server. ln Lhls example, sps.velsofL.com ls Lhe documenL managemenL server, buL
your documenL server wlll have a dlfferenL name. (lf you do noL see your documenL server ln
Lhe llsL, obLaln Lhe documenL server u8L from your lnsLrucLor or l1 personnel and enLer lL lnLo
Lhe llle name fleld.) Cnce you are ready, cllck Lhe buLLon ln Lhe lower rlghL Lo save Lhe
workbook on Lhe documenL server.

lf you selecL Lhe server name from a llsL ln Lhe dlalogue box, Lhe buLLon ln Lhe lower rlghL wlll
say Cpen. Cllcklng on Lhe buLLon wlll dlsplay a password/username requesL dlalogue. lf you
enLer Lhe password and username correcLly, you wlll be able Lo browse Lo a locaLlon on Lhe
documenL server where you can save Lhe flle.

lf you enLer Lhe server u8L lnLo Lhe llle name fleld, Lhe buLLon ln Lhe lower rlghL wlll say Save.
Cnce agaln, lf you cllck Lhe Save buLLon, you wlll have Lo enLer a username and password Lo
galn access Lo Lhe server.

lf you enLer Lhe username and password lnformaLlon correcLly, you wlll be able Lo browse Lhe
dlrecLorles on Lhe documenL server Lo flnd an approprlaLe locaLlon ln whlch Lo save your work.
Us|ng Lxce| w|th Lxce| Serv|ces

Lxcel Servlces ls a new Lechnology deslgned by MlcrosofL Lo provlde server slde Lxcel
funcLlonallLy Lo users. When you connecL Lo a documenL server (a ShareolnL server for
example), your compuLer (or an appllcaLlon on your compuLer) becomes a cllenL
communlcaLlng wlLh Lhe server. lf you download a spreadsheeL from a server, open lL ln Lxcel,
and modlfy or reformaL lL, you are performlng cllenL slde work. 1hls ls because mosL or all of
Lhe work ls belng done ln Lxcel on Lhe cllenL compuLer.

WlLh Lxcel Servlces, a degree of server slde work wlll be posslble, LhaL ls, users wlll be able Lo
lnLeracL wlLh, perform calculaLlons on, fllLer, sorL, and edlL, speclfled cells ln a workbook. 1he

lmporLanL Lhlng ls, Lhe Lxcel work (such as calculaLlons, cell changes, and oLher lnLeracLlons)
wlll be handled server-slde. 1hls allows mulLlple users Lo work on a slngle spreadsheeL from Lhe
server wlLhouL each user havlng Lo download and open Lhelr own copy of Lhe workbook ln
Lxcel. 1hls wlll prevenL mulLlple unsynchronlzed coples of Lhe same workbook from belng
clrculaLed Lhrough an organlzaLlon. ln a slLuaLlon where a slngle spreadsheeL musL be vlewed
and modlfled by mulLlple users, only a slngle copy of Lhe spreadsheeL wlll exlsL on Lhe server,
and all users wlll lnLeracL wlLh Lhls one spreadsheeL.

ln addlLlon, Lxcel Servlces wlll allow users Lo vlew and lnLeracL wlLh Lhe server-slde spreadsheeL
ln a web browser. Powever, Lhe lnlLlal spreadsheeL LhaL wlll be used on Lhe Lxcel Servlces
server musL be creaLed ln Lxcel 2007. Also, users wlll noL be able Lo edlL Lxcel formulas when
Lhey vlew Lhe spreadsheeL ln Lhelr browser. 1hey wlll, however, be able Lo change Lhe daLa ln
speclfled cells LhaL are referenced ln a formula and see Lhe resulLs when Lhe spreadsheeL ls
recalculaLed. 1he plus slde of Lhls (ln Lerms of securlLy) ls LhaL lmporLanL (senslLlve) spreadsheeL
formulas wlll noL be vlslble or edlLable, whlch means LhaL users can change daLa and see Lhe
resulLs of a glven formula wlLhouL seelng or modlfylng Lhe deLalls of Lhe formula lLself.

1o use Lxcel Servlces, flrsL layouL and bulld Lhe spreadsheeL LhaL you wanL Lo make avallable. lf
Lhere are speclflc cells LhaL you wanL Lo make edlLable ln a user's web browser, name Lhe cells
by selecLlng Lhem (lndlvldually) and Lyplng a name ln Lhe cell name fleld by Lhe formula bar.

When you have named each lndlvldual cell LhaL you wanL Lo be edlLable, dlsplay Lhe Cfflce
menu and Lhen dlsplay ubllsh sub menu. lrom Lhe ubllsh sub menu, cllck Lxcel Servlces.

Instructor Note: Lxcel Servlces ls packaged wlLh MlcrosofL ShareolnL Server 2007. ?ou
musL use ShareolnL 2007 as your documenL server Lo Lake advanLage of Lxcel Servlces.

1hls acLlon wlll dlsplay a Save As dlalogue box. ln Lhe box, cllck Lhe neLwork laces buLLon and
hlghllghL Lhe Lxcel Servlces server from Lhe llsL of neLwork locaLlons by cllcklng on lL.

ln Lhe boLLom rlghL of Lhe dlalogue, you wlll see an Lxcel Servlces CpLlons buLLon. lf you cllck
Lhls buLLon, you wlll be able Lo seL parameLers and speclfy whaL elemenLs of Lhe workbook wlll
be vlewable ln a web browser.


When you cllck Lhe Lxcel Servlces CpLlons buLLon, Lhe enLlre workbook wlll be shown by
defaulL. (lease noLlce Lhe checkmarks nexL Lo Lhe sheeL names under Lhe LnLlre Workbook.)
?ou can speclfy whlch worksheeLs wlll be shown be Lxcel Servlces by chooslng Lhe SheeLs
opLlon from Lhe drop llsL.

Cnly lLems wlLh checkmarks wlll be shown by Lxcel Servlces.

?ou can also speclfy parLlcular (named) lLems ln a workbook or worksheeL. 1hese lLems wlll be
shown by Lxcel Servlces only lf Lhey are checked.

8emember LhaL parL of Lhe process of creaLlng a worksheeL for Lxcel Servlces ls namlng speclflc
cells so users wlll be able Lo edlL Lhem. lf you cllck Lhe arameLers Lab ln Lhe Lxcel Servlces
CpLlons dlalogue, you wlll be able Lo add Lhe named cells Lo a llsL of cells LhaL Lxcel Servlces wlll
allow users Lo edlL.


8y cllcklng Lhe Add buLLon, you wlll see Lhe followlng dlalogue box.

1hls box conLalns a llsL of Lhe named cells ln your workbook. lf you place a check mark nexL Lo
Lhe named cell and Lhen cllck Lhe Ck buLLon, Lhe named cell wlll be added Lo Lhe llsL of
parameLers. When Lhe spreadsheeL ls saved Lo Lxcel Servlces, Lhe named cells ln Lhe parameLer
llsL wlll be edlLable ln a web browser by anyone LhaL can access Lhe server.

Cllck Ck on Lhe Lxcel Servlces CpLlons dlalogue Lo reLurn Lo Lhe Save As dlalogue.

When you are ready, cllck Lhe Save buLLon aL Lhe boLLom rlghL of Lhe Save as dlalogue Lo save
your workbook ln Lxcel Servlces. lf you puL a checkmark ln Lhe checkbox labeled Cpen Lhls
workbook ln my browser afLer l save," Lhe workbook wlll open ln your browser so you can see lf
Lxcel Servlces ls dlsplaylng Lhe workbook as you lnLended. (noLe: 1he Save buLLon ln Lhe
boLLom rlghL of Lhe dlalogue may say Cpen lf you speclfy LhaL Lhe workbook wlll open ln a
browser afLer lL ls saved.)



1. UkL stands for.
A. unlform 8esource LocaLor
8. unlversal 8ead LocaLor
C. unlform 8andom LocaLor
u. unlversal 8esource Loadlng

2. A hyper||nk can be used to ||nk..
A. 1o a Web page
8. 1o anoLher locaLlon ln Lhe same documenL
C. 1o a flle
u. All of Lhe above

3. 1o fo||ow a hyper||nk |n Lxce| 2007 you shou|d.
A. Cllck, hold and release
8. Cllck and hold
C. 8lghL cllck
u. All of Lhe above

4. 1he Mn1ML format a||ows you to create.
A. An Lxcel Servlces Web page
8. A shared workbook
C. A slngle flle Web page

5. W|th Lxce| 2007 you can convert ..
A. A range Lo a Web page
8. A worksheeL Lo a Web page
C. A workbook Lo a Web page
u. All of Lhe above

6. Wh|ch of the fo||ow|ng statements |s true?
A. A Web query ls Lhe same as a Web page
8. A Web query ls Lhe same as a hyperllnk
C. ?ou cannoL refresh a Web query
u. A Web query reLrleves daLa from a Web page

7. 1o refresh a Web query you shou|d.
A. 8eload Lhe Web page
8. CreaLe Lhe Web query over agaln
C. Cllck Lhe Web query hyperllnk


u. 8lghL cllck on Lhe daLa from Lhe query and choose Lhe 8efresh opLlon

8. ou can use a document server to .
A. Share documenLs wlLh oLher users
8. Access documenLs creaLed by oLher users
C. Crganlze shared documenLs
u. All of Lhe above

9. Lxce| Serv|ces prov|des.
A. Server slde Lxcel funcLlonallLy
8. AuLomaLed workbook deslgn
C. A connecLlon orlenLed workbook cllenL

10. 1o create and share documents w|th Lxce| Serv|ces you need..
A. Lxcel 2007 and access Lo ShareolnL Server 2007
8. Lxcel 2007 and access Lo any documenL server
C. Any verslon of Lxcel and access Lo any documenL server
u. none of Lhe above.

SLC1ICN 4: Advanced Lxce| 1asks

! CreaLe a shared workbook
! Cpen and edlL a shared workbook
! 1rack changes ln a shared workbook
! 8esolve confllcLs ln a shared workbook
! CreaLe a cusLom AuLollll llsL
! use a cusLom AuLollll llsL
! Modlfy a cusLom AuLollll llsL
! use Lhe vLCCku funcLlon
! use vLCCku for an exacL maLch
! use vLCCku for a closesL maLch
! ConsolldaLe workbooks
! Llnk workbooks
! Comblne worksheeLs


Lesson 4.1: Creat|ng and Us|ng Shared Workbooks

Lxcel's shared workbook feaLure allows mulLlple users Lo edlL a slngle workbook aL Lhe same
Llme. Moreover, Lhe users LhaL are modlfylng Lhe shared workbook can be aL separaLe remoLe
locaLlons. 1hls ls a greaL way Lo for coworkers Lo overcome locaLlon or schedullng barrlers LhaL
prevenL Lhem from meeLlng. All of Lhe users can collaboraLe on Lhe worksheeL from Lhelr own
desks, aL Lhe same Llme or aL dlfferenL Llmes, and Lhe changes made can be revlewed and
merged when requlred.

ln Lhls lesson, you wlll learn how Lo share an Lxcel workbook, how Lo Lrack changes Lo Lhe
workbook, how Lo resolve confllcLs ln a shared workbook, and how Lo revlse a shared
workbook.


Shar|ng a Workbook

Cnce you have creaLed your workbook, Lhe besL way Lo share lL ls Lo save Lhe workbook Lo a
shared neLwork folder. 1o do Lhls, use Lhe Save As dlalogue Lo browse Lo Lhe shared folder for
your neLwork and cllck Lhe Save buLLon ln Lhe dlalogue Lo save Lhe workbook.

lor Lhls example, Lhe workbook wlll be saved as SharedWorkbook2.

AfLer you save Lhe workbook Lo your neLwork folder, cllck Lhe Share Workbook buLLon on Lhe
8evlew 8lbbon.


1hls wlll dlsplay Lhe followlng Share Workbook dlalogue.

uLLlng a checkmark ln Lhe checkbox on Lhe LdlLlng Lab (as we have done ln Lhe sample above)
wlll allow more Lhan one user Lo make changes Lo Lhe workbook slmulLaneously.

Cllcklng Lhe Advanced Lab ln Lhe Share Workbook dlalogue box wlll show you more opLlons for
conflgurlng your shared workbook. under Lhls Lab, you can speclfy how many days Lo keep
Lrack of changes Lo Lhe workbook, when Lo updaLe changes, and how Lo resolve confllcLs.


under Lhe 1rack Changes headlng, you wlll see a radlo buLLon labeled keep change hlsLory
for." SelecLlng Lhls buLLon wlll allow you Lo revlew Lhe changes made Lo Lhe shared workbook
by Lhe users lnvolved. ?ou should keep ln mlnd LhaL lf you speclfy a long perlod of Llme Lo keep
Lhe change hlsLory, Lhe flle slze can grow qulLe large lf Lhere are frequenL changes.

under Lhe updaLe Changes headlng you can choose Lo have changes Lo Lhe flle updaLed when
Lhe flle ls saved, or auLomaLlcally, based on a Llme perlod LhaL you speclfy. lf changes are
updaLed auLomaLlcally, your shared workbook wlll be updaLed for you even whlle you have lL
open.

lf you selecL Lhe When flle ls saved opLlon," savlng Lhe shared workbook wlll updaLe all of Lhe
changes made slnce Lhe lasL Llme you saved lL.

When a workbook ls shared, lL ls posslble for more Lhan one user Lo modlfy Lhe workbook aL
Lhe same Llme. lf Lwo people Lry Lo save a shared workbook afLer maklng changes Lo Lhe same
cells, a confllcL can occur. ?ou can use Lhe ConfllcLlng changes beLween users" radlo buLLons Lo
speclfy how such confllcLs wlll be resolved.

1here are some Lxcel feaLures and ob[ecLs LhaL cannoL be modlfled once a workbook ls shared.
lL ls usually a good ldea Lo seL up Lhese feaLures as needed before you share Lhe workbook.


1he followlng feaLures and ob[ecLs can be vlewed buL noL modlfled ln a shared workbook.
! urawlng ob[ecLs
! uaLa Lables
! Cell valldaLlon
! CharLs
! CondlLlonal formaLLlng
! lvoL1able reporLs
! roLecLlon
! Macros
! Pyperllnks
! Merged cells
! Crouplngs and ouLllnes
! Array formulas
! lcLures

As well, you cannoL vlew or creaLe scenarlos, creaLe llsLs, work wlLh xML daLa, or deleLe
worksheeLs ln a shared workbook.

AfLer you have seL up your worksheeL for sharlng and you cllck Lhe Ck buLLon ln Lhe Share
Workbook dlalogue box, you can save Lhe shared workbook Lo a shared neLwork folder lf you
have noL already done so.

lf you have saved Lhe workbook Lo a shared neLwork folder before maklng lL a shared workbook
(as ls Lhe case ln Lhls example), you wlll see Lhe followlng alerL when you cllck Ck ln Lhe Share
Workbook dlalogue.

lf you cllck Ck, Lhe workbook wlll be saved as a shared workbook.
Cpen|ng and Ld|t|ng a Shared Workbook

1o edlL a shared workbook, users should navlgaLe Lo Lhe neLwork folder where Lhe shared
workbook ls sLored and open lL [usL as you would a regular Lxcel workbook. Cnce Lhe workbook
opens, users should cllck Lhe Lxcel CpLlons buLLon under Lhe Cfflce menu Lo dlsplay Lhe Lxcel
CpLlons wlndow.


ln Lhe Lxcel CpLlons wlndow, choose Lhe opular headlng from Lhe panel on Lhe lefL, and Lhen
enLer your user name ln Lhe user name box near Lhe boLLom of Lhe wlndow. (See Lesson 1.1 for
more lnformaLlon.)

Cnce you are ready, you can cllck Lhe Ck buLLon Lo close Lhe Lxcel CpLlons wlndow. users
should enLer a user name when Lhey open a shared workbook, so Lhe changes Lhey make wlll
be ldenLlfled and assoclaLed wlLh a parLlcular user.

1he shared workbook can now be edlLed by users [usL llke a sLandard workbook (keeplng ln
mlnd Lhe excepLlons llsLed prevlously). When you are flnlshed wlLh Lhe workbook, Lhe work you
dld can be saved by cllcklng Lhe Save buLLon on Lhe Culck Access Loolbar.
1rack|ng Changes

1racked changes wlll allow you Lo see any changes LhaL have been made Lo Lhe shared
workbook by Lhe users you are sharlng lL wlLh. Lven more lmporLanLly, Lracklng changes wlll
allow you Lo accepL or re[ecL any of Lhe changes LhaL have been made Lo Lhe workbook over a
perlod LhaL you can speclfy.

When you flrsL seL up a workbook for sharlng, you wlll see an opLlon for keeplng Lhe change
hlsLory for Lhe workbook under Lhe Advanced Lab ln Lhe Share Workbook dlalogue box.

1hls opLlon ls selecLed by defaulL. lf you selecL uon'L keep changes," you wlll noL be able Lo
Lrack Lhe changes Lo Lhe shared workbook.

1o see Lhe hlsLory of changes LhaL have been made Lo Lhe workbook, cllck Lhe 1rack Changes
buLLon on Lhe 8evlew 8lbbon, followed by Lhe PlghllghL Changes opLlon from Lhe resulLlng
menu.


1hls wlll dlsplay Lhe PlghllghL Changes dlalogue box.

ln Lhls box you can choose:

! When, referrlng Lo whaL daLe you wanL as Lhe reference polnL for Lracklng Lhe changes.
! Who, referrlng Lo Lhe user or users whose changes you wanL Lo Lrack.
! Where, referrlng Lo Lhe speclflc cell or range LhaL you wanL Lo Lrack changes ln.

AL Lhe boLLom of Lhe box, you can choose Lo hlghllghL changes on screen or llsL changes on a
new sheeL, or boLh.

Checklng Lhe PlghllghL Changes on Screen opLlon wlll enhance any cells LhaL have been changed
wlLh a grey border and a grey Lrlangle ln Lhe upper lefL.


ln addlLlon, commenLs are avallable for Lhe enhanced cells deLalllng Lhe person who modlfled
Lhe cell, when lL was modlfled, and Lhe prevlous and currenL values. 1o see a commenL, [usL leL
your mouse polnLer hover over an enhanced cell.

1he LlsL Changes on a new SheeL opLlon wlll generaLe a new worksheeL labeled PlsLory
deLalllng Lhe changes LhaL have been made Lo Lhe documenL.

ln Lhe PlsLory worksheeL, you can sorL Lhe changes or apply fllLers Lo Lhem by selecLlng opLlons
from Lhe AuLolllLer drop llsLs assoclaLed wlLh each column headlng. 1he lasL Lwo columns,
AcLlon 1ype and Loslng AcLlon, apply Lo resolved confllcLs for workbooks LhaL are shared from a
shared neLwork folder. (We wlll dlscuss confllcLs ln a momenL.) ?ou can always use Lhe hlsLory
worksheeL or Lhe hlghllghLed changes on screen as a reference lf you wanL Lo re-enLer some of
Lhe older values and undo changes.

lf you cllck Lhe AccepL/8e[ecL Changes opLlon from Lhe 1rack Changes buLLon menu, you wlll see
Lhe followlng dlalogue box.

Cnce agaln you can speclfy one or more of Lhree checkboxes as Lhe basls for your change
Lracklng.

ln Lhls example, Lhe noL ?eL 8evlewed opLlon has been selecLed. 1hls means LhaL all changes
LhaL have noL yeL been accepLed or re[ecLed wlll be sub[ecL for revlew.


1hls lmage shows Lhe AccepL or 8e[ecL Changes box. ?ou can see Lhe hlghllghLed cell where Lhe
change has been made, and you can see Lhe deLalls of Lhe change ln Lhe box. now you can sLep
Lhrough each change Lo Lhe workbook and choose Lo accepL or re[ecL lL. lf you choose Lo accepL
a change, you can speclfy whaL value Lo accepL by selecLlng lL from Lhe llsL provlded. Cllcklng
Lhe AccepL or Lhe 8e[ecL buLLon wlll lmplemenL your cholce and load Lhe lnformaLlon deLalllng
Lhe nexL change lnLo vlew.

keso|v|ng Conf||cts |n a Shared Workbook

As menLloned prevlously, lL ls posslble for Lwo or more users Lo save a shared workbook afLer
maklng changes Lo Lhe same cells. 1he problem wlLh Lhls ls LhaL Lxcel can only keep one seL of
values ln Lhe cells of a glven worksheeL aL a glven Llme.

Cn Lhe Advanced Lab of Lhe Shared Workbook dlalogue, you can speclfy a meLhod of confllcL
resoluLlon for slLuaLlons llke Lhe one [usL descrlbed. under Lhe ConfllcLlng changes beLween
users" headlng, Lxcel provldes Lwo opLlons for resolvlng a cell value confllcL.

Instructor Note: lf you cllck Lhe roLecL Shared Workbook buLLon on Lhe 8evlew 8lbbon, you
can ensure LhaL Lhe change hlsLory ls proLecLed (wlll noL be removed).

Cllcklng Lhls buLLon wlll dlsplay Lhe followlng dlalogue.

uLLlng a checkmark ln Lhe Sharlng wlLh Lrack changes" box wlll proLecL Lhe change hlsLory.


lf you selecL Lhe Ask me whlch changes wln" opLlon, you wlll see a 8esolve ConfllcLs dlalogue
box when you Lry Lo save a shared flle LhaL has a confllcL. ln Lhe 8esolve ConfllcLs dlalogue box,
you can choose whaL verslon of Lhe confllcLlng cells Lo keep. When a confllcL of Lhls klnd occurs,
Lhe lasL user Lo save Lhe shared workbook wlll see Lhe 8esolve ConfllcLs dlalogue box and have
Lhe cholce of whaL Lo keep.

lf you selecL Lhe Changes belng saved wln" radlo buLLon, Lhe changes made by Lhe user LhaL
saves lasL wlll be lmplemenLed. ln Lhe followlng example, Lhe Ask me whlch changes wln"
opLlon ls used for Lhe shared workbook.

lmaglne flrsL LhaL a user named Llsa makes changes Lo a parLlcular cell ln Lhe shared workbook.
She Lhen cllcks Lhe Save buLLon Lo save her verslon of Lhe shared workbook. nexL, wlLhouL
knowledge of Llsa's acLlons, you make changes Lo Lhe same cell or cells ln Lhe shared workbook,
and Lhen Lry Lo save your verslon. When you Lry Lo save Lhe changes you made, Lhe followlng
dlalogue wlll appear.

Pere you can see Lhe confllcL ln Lerms of Lhe change LhaL you made and Lhe change LhaL Llsa
made. ?ou can cllck Lhe AccepL Mlne buLLon, Lo lmplemenL Lhe change LhaL you made, or you
can cllck Lhe AccepL CLher buLLon, Lo lmplemenL Lhe change made by Lhe oLher user. lf you
wlsh, you can resolve all confllcLlng changes by cllcklng Lhe AccepL All Mlne or Lhe AccepL all
CLhers buLLon. AccepL All Mlne wlll resolve Lhe confllcLs by lmplemenLlng your cell values.
AccepL All CLhers wlll resolve Lhe confllcLs by lmplemenLlng Lhe daLa enLrles made by oLher
users.

8emember, Lhe lasL person Lo save Lhe shared workbook geLs Lo resolve any confllcLs LhaL occur
wlLh regard Lo Lhe changes LhaL Lhey have made.

lf you cllck Lhe Share Workbook buLLon on Lhe 8evlew 8lbbon when you are edlLlng a shared
workbook, you wlll see all of Lhe oLher users LhaL are currenLly worklng on Lhe same shared
workbook.

Pere you can see LhaL a user named Llsa and a user named Mark (one of Lhe usernames ln Lhe
llsL wlll be yours) are currenLly worklng on Lhe shared workbook. lf you cllck Lhe 8emove user
buLLon, you wlll see Lhe followlng alerL.

When you cllck Ck, Lhe user LhaL you selecLed wlll removed (dlsconnecLed) from Lhe shared
workbook. Any unsaved work LhaL Lhey have done wlll be losL.


Lesson 4.2: Us|ng Custom AutoI||| L|sts

As you probably already know, Lxcel's AuLollll feaLure can come ln handy when you need Lo flll
rows or columns of cells wlLh lncremenLally changlng values. All LhaL you have Lo do ls enLer a
value ln one cell, and Lhen enLer anoLher value ln an ad[acenL cell LhaL ls greaLer or smaller Lhan
Lhe flrsL value by some lncremenL. Cnce you do Lhls, you can flll Lhe resL of Lhe row or column
by selecLlng Lhe Lwo sLarLlng cells and dragglng your mouse polnLer.

Lxcel 2007 leLs you go one sLep furLher Lhan Lhls by allowlng you Lo creaLe your own cusLom
AuLollll llsLs. ln Lhls lesson you wlll learn whaL a cusLom AuLollll llsL ls and how Lo creaLe and
modlfy one. ?ou wlll also learn how Lo use a cusLom AuLollll llsL.
What |s an AutoI||| L|st?

An AuLollll llsL ls a serles or sequence of numbers or LexL sLrlngs LhaL can be fllled lnLo cells
auLomaLlcally when you drag your mouse polnLer down a column or across a row. 8y defaulL,
Lxcel has Lhe capaclLy Lo AuLollll numbers and daLes LhaL lncrease or decrease by a flxed
lncremenL. Lxcel's defaulL AuLollll feaLure can also handle LexL/number comblnaLlons LhaL
change by a flxed amounL (llke 8eglon1, 8eglon2, 8eglon3, and so on).

Clearly Lxcel's AuLollll feaLure ls convenlenL for many slLuaLlons, buL whaL lf you wanL Lo have
cells auLomaLlcally fllled wlLh speclflc values LhaL do noL change by a flxed lncremenL? WhaL lf,


for example, you wanL Lo have a serles of dlfferenL producL names, or a sequence of addresses
or alphanumerlc lu numbers enLered lnLo your cells wlLh AuLollll? lor Lhese Lypes of slLuaLlons,
Lxcel 2007 provldes a mechanlsm LhaL allows you Lo creaLe a cusLom AuLollll llsL. 1hls llsL does
noL need Lo lncrease or decrease by a flxed lncremenL for AuLollll Lo work. WlLh a cusLom
AuLollll llsL, Lxcel wlll auLomaLlcally flll ln Lhe parLlcular daLa lLems LhaL you speclfy ln your llsL,
whlch can conLaln words, LexL sLrlngs, or word/number comblnaLlons.

A cusLom AuLollll llsL wlll work very much llke Lxcel's defaulL AuLollll funcLlon. ?ou can
auLomaLlcally flll your speclflc (cusLom) daLa down a column of cells or across a row, by slmply
dragglng wlLh your mouse.
Creat|ng a Custom AutoI||| L|st

1o creaLe a cusLom AuLollll llsL, you musL flrsL dlsplay Lhe Lxcel CpLlons wlndow by cllcklng Lhe
Lxcel CpLlons buLLon aL Lhe boLLom of Lhe Cfflce menu. AfLer Lhe CpLlons wlndow opens, selecL
opular from Lhe panel on Lhe lefL. ?ou wlll see an LdlL CusLom LlsLs buLLon under Lhe 1op
CpLlons for Worklng wlLh Lxcel headlng.


lf you cllck Lhe LdlL CusLom LlsLs buLLon, Lhe followlng dlalogue box wlll appear.

ln Lhe CusLom LlsLs dlalogue, you wlll see a large CusLom LlsLs fleld on Lhe lefL and a LlsL enLrles
fleld on Lhe rlghL. ln Lhe LlsL LnLrles fleld, you can enLer a serles of words, abbrevlaLlons, or LexL
sLrlngs, separaLed by commas. lf you prefer, you can also press Lhe LnLer key afLer each word
you Lype ln Lhe llsL enLrles fleld so LhaL each word ls on lLs own llne. When you cllck Lhe Add
buLLon, Lhe cusLom llsL wlll be added Lo Lhe CusLom llsLs box on Lhe lefL. 1here, you wlll see Lhe
LexL or numbers LhaL you Lyped, shown ln a comma separaLed llsL.

?ou can also selecL a range of cells from your spreadsheeL and lmporL Lhem lnLo a cusLom llsL.
When you do Lhls, your cusLom llsL wlll be made up of Lhe daLa lLems LhaL were conLalned ln
Lhe selecLed cells. 1hls ls a greaL way Lo creaLe a cusLom AuLollll llsL from exlsLlng headlngs or

labels ln your worksheeL. ?ou musL remember Lhough, LhaL Lhe selecLed cells musL conLaln LexL
(noL numbers), or Lhe daLa wlll noL be lmporLed Lo your cusLom llsL.

1o creaLe a llsL uslng Lhls meLhod, [usL selecL Lhe llsL lLems LhaL you wanL from your worksheeL,
lnvoke Lhe CusLom LlsLs box, and cllck Lhe lmporL buLLon. 1he selecLed daLa wlll be lmporLed
lnLo Lhe CusLom LlsLs fleld on Lhe lefL of Lhe dlalogue. ?ou can also lnvoke Lhe dlalogue flrsL,
place your cursor ln Lhe lmporL fleld, and Lhen selecL a range of daLa from Lhe worksheeL wlLh
your mouse. When Lhe correcL cell range ls enLered lnLo Lhe lmporL fleld, cllck Lhe lmporL
buLLon Lo creaLe a llsL.

Cnce you have flnlshed creaLlng your cusLom llsLs, cllck Lhe Ck buLLon aL Lhe boLLom Lo close
Lhe dlalogue box.
Mod|fy|ng a Custom AutoI||| L|st

?ou can make changes Lo a cusLom AuLollll llsL by lnvoklng Lhe CusLom LlsLs dlalogue as before.


lf you selecL a llsL from Lhe CusLom LlsLs fleld on Lhe lefL, you wlll see Lhe lndlvldual llsL enLrles
ln Lhe LlsL LnLrles fleld on Lhe rlghL. ln Lhe LlsL LnLrles fleld, you can add new enLrles, remove
lndlvldual lLems wlLh Lhe backspace key, or change exlsLlng enLrles. When you are flnlshed
modlfylng your cusLom llsL, cllck Lhe Add buLLon Lo lmplemenL Lhe changes you made. ?ou
should see Lhe new, modlfled llsL replace Lhe orlglnal one ln Lhe CusLom LlsLs fleld on Lhe lefL.

lf you selecL a cusLom llsL from Lhe fleld on Lhe lefL (so LhaL Lhe llsL ls hlghllghLed ln blue), you
can cllck Lhe ueleLe buLLon Lo remove Lhe selecLed llsL. Cnce a llsL ls removed ln Lhls way, you
cannoL use lL Lo AuLollll cells any more. lf you wanL Lo use an AuLollll llsL LhaL was deleLed, you
musL flrsL recreaLe lL.
Us|ng a Custom AutoI||| L|st

?ou use a cusLom AuLollll llsL ln Lhe same way LhaL you would use Lhe defaulL AuLollll feaLure.
llrsL, selecL a cell and enLer Lhe flrsL Lerm ln you cusLom llsL. nexL, selecL an ad[acenL cell
lmmedlaLely below (or Lo Lhe rlghL lf you wanL Lo AuLollll across a row) and Lype Lhe second
lLem ln your llsL. lf Lhe lLem LhaL you enLer ln Lhe flrsL cell ls unlque (meanlng no oLher AuLollll
llsLs sLarL wlLh LhaL parLlcular lLem), you do noL have Lo enLer a second lLem from Lhe llsL ln an
ad[acenL cell.

When you have enLered enough daLa Lo allow Lxcel Lo ldenLlfy your llsL, selecL Lhe cells
conLalnlng Lhe enLrles you have made and Lhen place your mouse polnLer on Lhe small square
ln Lhe boLLom rlghL of Lhe selecLlon.

When you place Lhe polnLer on Lhe small square, your polnLer should Lurn lnLo a cross (+). AL
Lhls polnL, lf you hold you mouse buLLon down and drag, Lhe cells LhaL you drag over wlll be
fllled wlLh your consecuLlve llsL lLems. When you reach Lhe end of your llsL enLrles, Lhe llsL wlll
be repeaLed from Lhe beglnnlng unLll you sLop dragglng.


Pere ls Lhe cusLom llsL used ln Lhls example, as shown ln Lhe CusLom LlsLs dlalogue.

8emember, you can AuLollll across rows as well as down columns.


Lesson 4.3: Us|ng the VLCCkU Iunct|on

Lxcel 2003 provldes Lwo lookup funcLlons LhaL you can use Lo qulckly reLrleve lnformaLlon from
a Lable. 1he funcLlons are called PLCCku (horlzonLal lookup) and vLCCku (verLlcal lookup).
1hey are slmllar Lo daLabase funcLlons ln Lhe sense LhaL Lhey reLrleve values based on reference
daLa. 1hey are, however, dlfferenL from daLabase funcLlons ln Lhe way Lhey operaLe.

1he vLCCku funcLlon wlll look ln Lhe lefLmosL column of a Lable for a value you speclfy. When
lL flnds Lhe value you speclfled, lL wlll reLurn a value LhaL ls locaLed ln Lhe same row, a speclfled
number of columns lnLo Lhe Lable. lL ls called vLCCku because lL looks verLlcally down a
column for a maLch, and Lhen reLrleves daLa from across Lhe row. PLCCku ls slmllar, buL lL wlll
look horlzonLally across Lhe upper row of your Lable, and Lhen reLrleve daLa from down a
column.

ln Lhls lesson, you wlll learn how Lo use Lhe vLCCku funcLlon Lo flnd daLa, how Lo llmlL Lhe
vLCCku value Lo an exacL maLch, and how Lo use Lhe vLCCku funcLlon Lo flnd Lhe closesL
maLch.
Us|ng VLCCkU to I|nd Data

1he besL way Lo learn how lookup funcLlons work ls Lo look aL an example. Pere we have a Lable
of LlckeL prlces for fllghLs Lo dlfferenL counLrles. 1o slmpllfy maLLers, Lhe daLa range for Lhe
Lable has been glven a deflned name (rlce) LhaL can be used ln funcLlons and formulas.

lf we acLlvaLe a cell l1 and enLer =vLCCku("Lngland",rlce,2) lnLo Lhe formula bar, cell l1 wlll
show Lhe value 330.

1he lookup funcLlon looked verLlcally down Lhe lefLmosL column of Lhe lookup Lable (rlce) unLll
lL found a maLch for Lhe LexL sLrlng Lngland." 1he funcLlon Lhen reLurned Lhe value LhaL ls ln


Lhe second (2) column of Lhe Lable, from Lhe row where Lhe maLch was found. ?ou should
noLlce LhaL Lngland, rlce, and 2 are Lhe exacL argumenLs used ln Lhe funcLlon.

1he argumenLs for Lhe lookup funcLlon are: vLCCku(value Lo maLch, lookup Lable name or
range, number of Lhe column ln Lhe Lable conLalnlng Lhe relevanL daLa, Lrue or false).

lor Lhe example shown above, Lhe Lrue or false argumenL was lefL ouL. 1he relevance of Lhe
Lrue or false argumenL ln Lhe vLCCku funcLlon wlll be dlscussed shorLly.

PLCCku ls Lhe same as vLCCku, excepL LhaL lL looks across rows for a maLch raLher Lhan
down columns. 1o use PLCCku, Lhe lookup Lable would be arranged ln Lhls way.

Slnce Lxcel ls deslgned wlLh more cells ln Lhe verLlcal dlrecLlon Lhan ln Lhe horlzonLal dlrecLlon,
and because verLlcal Lable deslgn ls more lnLulLlve for mosL people, vLCCku ls generally used
more ofLen Lhan PLCCku.

1o use Lhe vLCCku funcLlon correcLly, you need Lo have your spreadsheeL daLa lald ouL
properly ln a Lable wlLh aL leasL Lwo columns. 1he flrsL column ln Lhe Lable wlll conLaln Lhe keys
(ldenLlflers LhaL Lhe vLCCku funcLlon wlll look Lhrough for a maLch). ln Lhe example [usL
shown, Lhe keys (or ldenLlflers) are Lhe names of Lhe counLrles. 1hls flrsL column can be
referred Lo as Lhe look up column.

1he oLher columns ln your Lable wlll conLaln daLa LhaL ls assoclaLed wlLh Lhe column of
ldenLlflers. ?our Lable can be several columns wlde, and you can speclfy whlch column
vLCCku wlll reLurn daLa from by puLLlng a number correspondlng Lo Lhe glven column ln Lhe
funcLlon. ln Lhe prevlous example, we wanLed vLCCku Lo reLurn Lhe LlckeL prlce, so we used
Lhe number 2 (for Lhe second column) as an argumenL ln Lhe funcLlon. lf your Lable has 10
columns and you wanL Lo reLurn daLa from Lhe nlnLh column, you would use 9 as an argumenL.

?ou do noL have Lo use LexL values (llke Lhe counLry names used here) ln your lookup column. lf
lL ls more approprlaLe, you can use numbers or daLes. lf you wanL some help when you are
uslng vLCCku, use Lhe lnserL luncLlon dlalogue by cllcklng Lhe fx buLLon nexL Lo Lhe formula
bar.


?ou wlll flnd Lhe vLCCku funcLlon ln Lhe Lookup & 8eference caLegory. lf you cllck Lhe Ck
buLLon ln Lhe lnserL luncLlon dlalogue, you wlll see Lhe helpful luncLlon ArgumenLs box.

Pere, you can enLer Lhe funcLlon argumenLs ln Lhe flelds provlded by followlng Lhe lnsLrucLlons
and descrlpLlons LhaL correspond Lo Lhe glven flelds.

now to I|nd an Lxact Match w|th VLCCkU

As menLloned brlefly before, Lhe vLCCku funcLlon can Lake a flnal argumenL of elLher Lrue or
false. lf you speclfy Lhls flnal argumenL as false, vLCCku wlll search for an exacL maLch ln Lhe
lookup column (column of ldenLlflers). lf lL cannoL flnd an exacL maLch, no daLa wlll be reLurned.

ln Lhe followlng example, Lhe funcLlon =vLCCku("[pn",rlce,2,lALSL) has been enLered ln cell
u1. 1hls means LhaL vLCCku wlll search Lhe flrsL column of Lhe Lable for an exacL maLch of
[pn," and lf lL ls found, lL wlll reLurn Lhe correspondlng value ln column 2.

8ecause Lhere ls no counLry LhaL exacLly maLches [pn" no value wlll be reLurned Lo cell u1.

lf you change Lhe funcLlon so LhaL Lhe flrsL argumenL ls !apan," an exacL maLch wlll be found
and Lhe value 923 wlll be reLurned Lo cell u1. lf Lhere are Lwo or more exacL maLches, Lhe flrsL
maLchlng value found ln Lhe column of ldenLlflers wlll be reLurned.

Instructor Note: 1he vLCCku funcLlon's exacL maLch ls noL exacL. lL ls noL case senslLlve,
so [aan ls consldered an exacL maLch of !apan. ?ou can also use wlld card characLers so
LhaL !a?an and !* wlll maLch !apan as well.


I|nd|ng the C|osest Match w|th VLCCkU

lf Lhe flnal argumenL ln your vLCCku funcLlon ls Lrue, vLCCku wlll search Lhe column of
ldenLlflers for Lhe closesL maLch Lo Lhe search value you enLer as Lhe flrsL funcLlon argumenL.
lor example, ln you enLer a search value, and you enLer Lrue as your flnal argumenL, a value
assoclaLed wlLh Lhe flrsL exacL maLch of your search value wlll be reLurned (f one ls found).
Powever, lf no exacL maLch ls found, a value correspondlng Lo whaL Lxcel deems ls Lhe closesL
maLch wlll be reLurned.

lollowlng our example, lf you enLer [pn" as Lhe search value for Lhe Lable of LlckeL prlces, Lhe
value assoclaLed wlLh Lhe counLry !apan (923) wlll be reLurned, as !apan ls Lhe closesL maLch Lo
[pn LhaL ls found ln Lhe look up column.

lf you omlL Lhe flnal argumenL ln your vLCCku funcLlon, lL wlll defaulL Lo Lrue, and search for a
closesL value lf lL cannoL flnd an exacL maLch.

lf you are uslng Lhe 1rue argumenL, Lhe values ln Lhe look up column should be sorLed ln
ascendlng order. CLherwlse, you may geL unexpecLed resulLs. lf you are uslng LexL values ln
your lookup column, avold uslng leadlng or Lralllng spaces, as Lhls also may produce unexpecLed
resulLs. Powever, lf you use lalse as Lhe flnal argumenL Lo your funcLlon (for an exacL maLch),
Lhe lookup column does noL have Lo be sorLed.


Lesson 4.4: L|nk|ng, Conso||dat|ng, and Comb|n|ng Workbooks

1o properly manage your workbooks, you should be able Lo comblne or consolldaLe daLa from
more Lhan one workbook or worksheeL. 8y dolng Lhls, you can provlde a clear and unlfled
plcLure of daLa LhaL may be spread over mulLlple sources.

ln Lhls lesson, you wlll learn abouL llnklng and consolldaLlng workbooks and worksheeLs.
L|nk|ng Workbooks

As you know, a cell reference llke k7 slmply refers Lo Lhe cell aL Lhe lnLersecLlon of column k
and row 7. A cell reference llke SLore!k7 refers Lo Lhe cell aL column k and row 7 ln Lhe
worksheeL named SLore. 1aklng Lhls one sLep furLher, Lhe reference [Sales.xlsx]SLore!k7 refers
Lo cell k7 ln worksheeL SLore ln Lhe workbook Sales.

ln Lxcel, a cell ln one worksheeL can conLaln a reference Lo a cell ln anoLher worksheeL or ln
anoLher workbook. 1hls klnd of llnklng can be useful lf you have several sheeLs LhaL have Lo
reference Lhe same pool of daLa. lf you creaLe llnks, Lhe llnked cells ln Lhe oLher worksheeLs or
workbooks wlll be updaLed auLomaLlcally when you updaLe Lhe source daLa.


ln Lhls example, Lhe llnked cells (lndlcaLed by arrows) are ln Lwo dlfferenL workbooks.

1o llnk Lwo workbooks, open boLh of Lhem and selecL Lhe cell or range of source daLa LhaL you
wanL Lo use from one workbook.

8lghL cllck on Lhe cell or range and selecL Copy from Lhe menu. 1he copled range wlll be
enhanced wlLh a flashlng black and whlLe border. Cnce you have done Lhls, rlghL cllck on Lhe
cell ln Lhe desLlnaLlon workbook LhaL wlll conLaln Lhe llnked daLa. (lf you are llnklng a range of
daLa, rlghL cllck on Lhe Lop lefL cell of Lhe desLlnaLlon range.) SelecL asLe Speclal from Lhe pop
up menu and cllck on Lhe asLe Llnk buLLon ln Lhe lower lefL.


1he llnked daLa wlll now appear ln Lhe desLlnaLlon workbook. lf you updaLe Lhe source daLa, Lhe
llnked daLa wlll be updaLed as well.


ln Lhls lmage, Lhe cells hlghllghLed ln plnk have been llnked. Cell L14 ln Lhe lower workbook has
been llnked Lo cell 83 ln Lhe upper workbook, and Lhe range 82:u6 ln Lhe lower workbook has
been llnked Lo Lhe range u1:l3 ln Lhe upper workbook.

1here ls also anoLher way Lo creaLe llnks beLween workbooks. llrsL, cllck on Lhe desLlnaLlon cell
and Lype =. nexL, cllck Lhe source daLa cell ln anoLher workbook and press Lhe LnLer key. 1he
Lwo workbooks should now be llnked, and any daLa or changes LhaL appear ln Lhe source cell
wlll be seen ln Lhe llnked cell as well.
Conso||dat|ng Workbooks

When you consolldaLe workbooks, you are comblnlng, condenslng, and summarlzlng daLa from
mulLlple sources lnLo one desLlnaLlon. lor example, a large company may have sales or proflL
daLa broken down lnLo several dlfferenL geographlcal locaLlons. Lach workbook would have Lhe
same layouL and sLrucLure (LemplaLe) buL conLaln dlfferenL daLa. WlLh Lxcel, you can
consolldaLe Lhe dlfferenL workbooks, summarlzlng and LoLallng Lhe daLa lnLo one place Lo geL a
unlfled vlew of your lnformaLlon.

1o consolldaLe workbooks ln Lxcel, open Lhe relevanL workbooks and choose a desLlnaLlon
workbook where Lhe daLa wlll be consolldaLed. lL ls a good ldea Lo seL up Lhe desLlnaLlon
worksheeL Lo be [usL llke Lhe worksheeLs LhaL wlll supply Lhe daLa. 1hls means havlng Lhe same
labels and uslng Lhe same layouL and cell locaLlons for Lhe same Lypes of daLa. 1hls ls noL
mandaLory, buL lL can make Lhe consolldaLlon process a loL easler. lf you do noL have a problem
wlLh addlng labels laLer, you can selecL a blank worksheeL for your consolldaLlon area.


1hls Lxcel screen shows Lhree open workbooks, 8ook1, 8ook2, and 8ook3. 1o consolldaLe
8ook1 and 8ook2 lnLo 8ook3, you musL selecL Lhe cell aL Lhe upper lefL of Lhe range LhaL wlll
conLaln Lhe consolldaLed daLa. (noLlce LhaL all Lhree workbooks have a parallel sLrucLure ln
Lerms of columns, rows, and labels. 1hls wlll make Lhe consolldaLlon process more
sLralghLforward.)

1o consolldaLe Lhe workbooks, you would selecL cell 82 ln 8ook3 (Lhe book wlLh Lhe empLy
cells) and cllck Lhe ConsolldaLe buLLon on Lhe uaLa 8lbbon.

1hls wlll dlsplay Lhe followlng ConsolldaLe ulalogue box.

under Lhe word luncLlon, Lhere ls a drop llsL conLalnlng many funcLlons you can use Lo comblne
Lhe daLa. ln Lhls example Lhe defaulL Sum ls used.

1he LexL fleld under Lhe word 8eference ls where you enLer Lhe ranges of daLa Lo be
consolldaLed. ?ou can enLer Lhe ranges manually (only recommended lf you have a Lhorough
undersLandlng of cell references) or by selecLlng Lhem from Lhe dlfferenL workbooks wlLh your
mouse or keyboard. (?ou musL cllck ln Lhe 8eference LexL fleld before selecLlng or enLerlng
ranges.) When a range ls enLered, cllck Lhe Add buLLon Lo add lL Lo Lhe All 8eferences fleld.
1hls fleld wlll conLaln all Lhe workbook cell references LhaL are Lo be consolldaLed.

lor Lhls example, you could cllck Lhe reference fleld and selecL 82:L13 (82 Lhrough Lo L13) from
8ook1. 1hls range wlll be dlsplayed ln Lhe 8eference fleld ln Lhe ConsolldaLe box. Cllcklng Add
wlll add lL Lo Lhe All 8eferences fleld.

lf you selecL Lhe same range from 8ook2 and cllck Add, Lhe ConsolldaLe box should look llke
Lhls.

?ou wlll noLlce Lhe phrase use labels ln" wlLh Lwo check boxes below lL. ?ou can check Lhese
boxes Lo consolldaLe sheeLs based on row labels or column labels. 1haL ls, Lhe daLa ln columns
or rows LhaL have Lhe same labels wlll be consolldaLed even lf Lhe labels are under dlfferenL
column leLLers or row numbers ln Lhe source workbooks. lor Lhls example, Lhe boxes are
cleared and Lhe consolldaLlon wlll be based on Lhe acLual cell locaLlons. 1hls ls why
consolldaLlon ls easler when all Lhe worksheeLs lnvolved have Lhe same labels and layouL.

lf you flll ln Lhe CreaLe llnks Lo source daLa" check box, Lhe lnformaLlon ln Lhe desLlnaLlon work
book wlll be updaLed lf Lhe cell conLenL ln Lhe conLrlbuLlng workbooks ls changed.

Cnce all opLlons are seL, make sure Lhe workbooks and cell ranges Lo be consolldaLed are
correcL, and cllck Ck.

1he workbooks wlll be consolldaLed and comblned lnLo Lhe desLlnaLlon workbook (8ook3 ln Lhls
example).

Comb|n|ng Worksheets

1he meLhods for comblnlng worksheeLs belonglng Lo Lhe same workbook are very slmllar Lo Lhe
meLhods for comblnlng dlfferenL workbooks. ?ou can llnk daLa beLween worksheeLs or you can
consolldaLe worksheeLs.

1o llnk cells ln worksheeLs belonglng Lo Lhe same workbook, selecL Lhe source cells, Lhen rlghL
cllck and choose Copy from Lhe menu LhaL appears. 1he selecLed cells wlll be enhanced wlLh a
flashlng dark and llghL border.

nexL, rlghL cllck on a cell ln Lhe desLlnaLlon sheeL (preferably aL Lhe upper lefL of Lhe desLlnaLlon
range) and selecL asLe Speclal from Lhe menu LhaL appears. When you see Lhe asLe Speclal
dlalogue box, cllck Lhe asLe Llnk buLLon.

1he asLe Llnk buLLon can llnk a selecLed source range of cells wlLh a desLlnaLlon range of cells
ln anoLher worksheeL. ?ou can even repeaL Lhls process Lo llnk several worksheeLs Lo one
desLlnaLlon worksheeL.

1hls ls one way of comblnlng worksheeL daLa. ?ou can also consolldaLe worksheeLs ln a
workbook as well. ConsolldaLlng worksheeLs ln Lhe same workbook ls a loL llke consolldaLlng
dlfferenL workbooks. llrsL, seL up your worksheeLs wlLh a slmllar layouL, selecL a cell aL Lhe
upper lefL of Lhe desLlnaLlon range, and cllck Lhe ConsolldaLe buLLon on Lhe uaLa 8lbbon.

ln Lhe ConsolldaLe dlalogue, cllck ln Lhe 8eference LexL fleld, and Lhen selecL a range of cells Lo
consolldaLe from anoLher worksheeL ln Lhe workbook. 1he range wlll be enLered lnLo Lhe
8eference fleld when you make your selecLlon. Cllck Add Lo add lL Lo Lhe All 8eferences fleld.

nexL, selecL Lhe same ranges (same cell references) from oLher worksheeLs ln Lhe workbook as
you requlre, addlng Lhem Lo Lhe All 8eferences fleld as you go. 1hen, flll ln Lhe CreaLe llnks Lo
source daLa" check box and cllck Lhe Ck buLLon. ?our worksheeLs should now be consolldaLed.



1. 1he best p|ace to save a shared workbook |s.
A. ln a shared neLwork folder
8. ln a personal folder on your local compuLer
C. Cn a floppy dlsk
u. All of Lhe above

2. When you open a shared workbook to work on |t, you shou|d.
A. Make sure your user name ls enLered ln Lxcel opLlons so your work can be ldenLlfled
8. Clear your username for anonymlLy
C. 8emove all oLher users LhaL are currenLly sharlng Lhe workbook
u. Any of Lhe above

3. ou shou|d use a custom AutoI|I| ||st to.
A. AuLomaLlcally flll cells wlLh Lhe same value
8. AuLomaLlcally flll cells wlLh a llsL of values
C. AuLomaLlcally flll cells wlLh values LhaL change by flxed lncremenLs

4. ou can create a custom AutoI||| ||st by us|ng.
A. 1he uaLa 8lbbon
8. 1he lnserL 8lbbon
C. Lxcel CpLlons

5. 1he VLCCkU funct|on |s found |n what funct|on category?
A. MaLhemaLlcal
8. SLaLlsLlcal
C. Loglcal
u. Lookup and 8eference

6. 1o use the VLCCkU funct|on, you need a.
A. roperly arranged Lable of daLa
8. Pyperllnk
C. Web query
u. Any of Lhe above


7. 1he V |n VLCCkU stands for.
A. verlflable
8. volume
C. verLlcal
u. value

8. ou can ||nk Workbooks and Worksheets us|ng.
A. asLe Llnk ln Lhe asLe speclal dlalogue
8. 1he Llnk Workbooks and WorksheeLs buLLon
C. ?ou cannoL llnk workbooks or worksheeLs
u. 8 or C

9. ou can conso||date Workbooks and Worksheets by.
A. Sum
8. Average
C. CounL
u. Any of Lhe above

10. 1he Conso||date button |s found on the ..
A. uaLa 8lbbon
8. Pome 8lbbon
C. 8evlew 8lbbon
u. lormulas 8lbbon

Index

AuLollll ............................................................................................... 167, 180, 181, 184, 183, 200
CreaLlng cusLom from exlsLlng daLa ....................................................................................... 182
uslng cusLom .......................................................................................................................... 184
AuLollll LlsL
AbouL cusLom ......................................................................................................................... 181
CreaLlng cusLom ............................................................................................................. 181, 182
CusLom LlsLs dlalogue ............................................................................................................. 182
ueleLlng cusLom ..................................................................................................................... 184
LlsL LnLrles fleld ...................................................................................................................... 184
Modlfylng cusLom ................................................................................................................... 183
WhaL ls? .................................................................................................................................. 180
AuLomaLlc SLarL ............................................................................................................................ 23
uaLa 8lbbon .. 41, 42, 46, 49, 77, 86, 87, 89, 91, 107, 108, 109, 112, 142, 143, 149, 132, 193, 198,
200, 201
ueveloper 8lbbon ......................................................................................................................... 14
Lxcel CpLlons
CalculaLlon .................................................................................................................................. 8
Changlng your user name ................................................................................................... 3, 173
Color Scheme ............................................................................................................................ 13
CusLom llsLs ............................................................................................................................ 181
Lnable Llve revlew .................................................................................................................. 13
Lrror checklng ........................................................................................................................... 12
lormulas ..................................................................................................................................... 8
lnsLalllng add-lns .................................................................................................................... 109
lLeraLlon ...................................................................................................................................... 9
Cpenlng Lhe dlalog ..................................................................................................................... 3
8esources panel .............................................................. !"" Cfflce ulagnosLlcs, updaLlng Lxcel
SeLLlng defaulL flle formaL .......................................................................................................... 6
SeLLlng defaulL fonL .................................................................................................................... 3
SeLLlng defaulL save locaLlon ...................................................................................................... 7
Show ueveloper 8lbbon ........................................................................................................... 14
Lxcel vlewer
AuLoCalculaLe ln ....................................................................................................................... 33
uownloadlng and lnsLalllng ...................................................................................................... 28
LdlLlng ....................................................................................................................................... 33
Launchlng ................................................................................................................................. 31
Cpenlng flles wlLh ..................................................................................................................... 32
rlnLlng from ............................................................................................................................ 36
vlewlng ..................................................................................................................................... 34
WhaL ls? .................................................................................................................................... 27

lormulas 8lbbon ..................................................................................................................... 9, 201
Coal Seek ........................................................................................ 40, 98, 106, 107, 108, 116, 118
Pome 8lbbon .......................................................................................................... 73, 76, 123, 201
Pyperllnk ............................................................ 119, 120, 121, 122, 124, 127, 129, 130, 143, 163
AnaLomy ................................................................................................................................. 120
8ookmarks and ....................................................................................................................... 123
ConLexL menu ......................................................................................................................... 123
CreaLlng .................................................................................................................................. 123
LdlLlng ............................................................................................................................. 123, 124
lollowlng ........................................................................................................................ 127, 130
lormaLLlng .............................................................................................................. 124, 123, 126
luncLlon .................................................................................................................................. 129
lnserLlng .......................................................................................................................... 122, 129
8emovlng ........................................................................................................................ 124, 129
Screen1lps .............................................................................................................................. 123
uslng lmage for ....................................................................................................................... 130
WhaL ls? .................................................................................................................................. 120
lnpuL 1ables
CreaLlng slngle ........................................................................................................................ 100
CreaLlng Lwo lnpuL .................................................................................................................. 103
uaLa 1able dlalogue ........................................................................................................ 101, 103
lormaLLlng .............................................................................................................................. 103
8ules ......................................................................................................................................... 99
Slngle ........................................................................................................................................ 99
1wo lnpuL ................................................................................................................................. 99
lnserL 8lbbon ...................................................................................... 33, 38, 78, 79, 122, 130, 200
lLeraLlve CalculaLlon ....................................................................................................................... 9
Lookup luncLlons
ClosesL maLch ......................................................................................................................... 190
LxacL maLch ............................................................................................................................ 189
PLCCku ........................................................................................................................ 186, 187
lnserLlng .................................................................................................................................. 188
1rue/lalse argumenLs ............................................................................................................ 190
vLCCku ........................................................................ 167, 186, 187, 188, 189, 190, 200, 201
Cfflce ulagnosLlcs ........................................................................................... 16, 20, 21, 22, 23, 38
CuLllnlng
AuLomaLlc ................................................................................................................................. 41
Collapslng levels ....................................................................................................................... 44
Lxpandlng levels ....................................................................................................................... 43
Crouplng daLa manually ........................................................................................................... 43
8emovlng subLoLals .................................................................................................................. 31
ungrouplng daLa ....................................................................................................................... 48
uslng subLoLals ......................................................................................................................... 49
asLe Speclal ....................................................................................................................... 192, 197

ul ............................................................................................................................................. 133
lvoLCharL ..................................................................................................................................... 82
CreaLlng ........................................................................................................................ 79, 80, 86
ueslgn 8lbbon ........................................................................................................................... 78
lrames ...................................................................................................................................... 81
lnserLlng .................................................................................................................................... 78
opulaLlng wlLh daLa ................................................................................................................ 81
8efreshlng daLa ........................................................................................................................ 78
SLyles ........................................................................................................................................ 78
lvoL1able ............... 40, 32, 33, 61, 67, 68, 69, 70, 72, 73, 76, 78, 79, 81, 82, 83, 93, 117, 118, 172
And Lhe lmporL uaLa panel ....................................................................................................... 86
8aslcs of .................................................................................................................................... 32
CalculaLlons .................................................................................................................. 70, 71, 72
Classlc LayouL .......................................................................................... !"" lvoL1able, lrames
CreaLlng ...................................................................................................... 33, 67, 79, 80, 86, 89
uaLa area ...................................................................................................................... 61, 64, 63
uaLa boxes ................................................................................................................................ 69
uaLa boxes vs. daLa areas ......................................................................................................... 68
uaLa lleld SeLLlngs .................................................................................................................... 71
ueslgn 8lbbon ..................................................................................................................... 67, 74
Lxpandlng and collapslng daLa ................................................................................................. 37
lleld llsL ................................................................................................ 33, 36, 63, 63, 66, 68, 81
lrames .............................................................................................................. 38, 60, 67, 81, 89
Manually formaLLlng ................................................................................................................. 73
number formaLs ................................................................................................................. 72, 76
CpLlons 8lbbon ............................................................................................................. 67, 73, 77
age area .................................................................................................................................. 66
laclng ...................................................................................................................................... 34
opulaLlng daLa ........................................................................................................................ 62
8earranglng daLa .................................................................................................... 63, 64, 63, 69
8efreshlng daLa .................................................................................................................. 77, 89
8emovlng daLa .......................................................................................................................... 63
8ow and column areas ....................................................................................................... 61, 63
Source daLa ............................................................................................................. 33, 34, 60, 77
SLyles ........................................................................................................................................ 74
1able CpLlons ................................................................................................... 38, 39, 66, 73, 74
uslng exLernal daLa sources ......................................................................................... 34, 83, 87
WhaL ls? .................................................................................................................................... 32
ubllshlng Lo a uocumenL Server
As Lxcel Workbook ................................................................................................................. 136
As ul or xS .......................................................................................................................... 133
Lxcel Servlces .................................................. 133, 138, 139, 160, 161, 162, 163, 164, 163, 166
8evlew 8lbbon ...................................................................................... 38, 118, 169, 173, 178, 201
Savlng CharL as Web age .......................................................................................................... 137

Savlng 8ange as Web age ......................................................................................................... 139
Savlng Workbook as Web age .......................................................................................... 132, 134
P1M vs. P1ML ........................................................................................................................ 132
MP1ML ................................................................................................................................... 133
Savlng WorksheeL as Web age ................................................................................................. 136
Scenarlos
Addlng ...................................................................................................................................... 92
CreaLlng .................................................................................................................................... 91
ueleLlng .................................................................................................................................... 96
LdlLlng ....................................................................................................................................... 96
Savlng mulLlple ......................................................................................................................... 96
Scenarlo Manager ....................................................................................... 90, 91, 93, 94, 96, 97
Showlng .................................................................................................................................... 93
Solver resulLs and ................................................................................................................... 113
Summary reporLs ...................................................................................................................... 94
WhaL are? ................................................................................................................................. 90
Searchlng for uocumenLs ............................................................................................................. 16
Solver
Addlng consLralnLs .................................................................................................................. 112
As Coal Seek ........................................................................................................................... 116
Lxamples ................................................................................................................................. 114
lmplemenLlng soluLlon ........................................................................................................... 114
lnsLalllng ................................................................................................................................. 108
Launchlng ....................................................................................................................... 108, 112
8eporLs ................................................................................................................................... 113
8esulLs .................................................................................................................................... 114
SeLLlng up worksheeL Lo use ........................................................................................... 109, 111
Solver arameLers dlalogue .................................................................................................... 112
WhaL ls? .................................................................................................................................. 108
updaLlng Lxcel .............................................................................................................................. 23
Web Cuerles ....................................................................................... 119, 142, 143, 130, 163, 200
CreaLlng from preseL llsL ......................................................................................................... 143
CreaLlng from scraLch ............................................................................................................. 143
uaLa 8ange roperLles dlalogue ............................................................................................. 131
uefaulL folder ......................................................................................................................... 149
LdlLlng ..................................................................................................................................... 148
lmporL cholces ........................................................................................................................ 146
lmporL uaLa dlalogue .............................................................................................................. 144
new Web Cuery dlalogue ...................................................................................................... 143
Cpenlng saved ................................................................................................................ 149, 130
8efreshlng ............................................................................................................................... 130
Sample ............................................................................................................................ 144, 147
Savlng ..................................................................................................................................... 148
SelecLlng daLa Lo lmporL ......................................................................................................... 146

Workbooks
Comblnlng .............................................................................................................................. 197
ConfllcL resoluLlon opLlons ..................................................................................................... 177
ConsolldaLlng .......................................................................................................................... 194
LdlLlng shared ......................................................................................................................... 172
PlghllghL Changes ................................................................................................................... 174
Llnklng .................................................................................................................................... 191
Cpenlng shared ...................................................................................................................... 172
8esolvlng confllcLs wlLh shared ...................................................................................... 177, 178
Savlng Lo neLwork folder ........................................................................................................ 169
Share Workbook dlalogue ...................................................................................................... 170
Sharlng llmlLs .......................................................................................................................... 172
Sharlng opLlons ....................................................................................................................... 170
1rack Changes ......................................................................................................... 171, 173, 173
users sharlng .......................................................................................................................... 178
xS .............................................................................................................................................. 133

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