Excel 2007 Advanced

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Excel2007
Advanced
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TABLEOFCONTENTS
TABLEOFCONTENTS ...............................................................................................3
INTRODUCTION ..........................................................................................................................7
HowToUseThisGuide .................................................................................................................. 7
Objectives....................................................................................................................................... 7
Instructions .................................................................................................................................... 7
Appendices..................................................................................................................................... 7
SECTION1ADVANCEDWORKSHEETFUNCTIONS .....................................................9
NAMES .....................................................................................................................................10
DefiningNames............................................................................................................................ 10
CreatingNamesAutomatically..................................................................................................... 11
ManagingNames ......................................................................................................................... 12
USINGNAMES ..........................................................................................................................14
GoTo............................................................................................................................................ 14
NamesInFormulae ...................................................................................................................... 15
ApplyingNames ........................................................................................................................... 16
CONDITIONAL&LOGICALFUNCTIONS.......................................................................................17
IfStatements................................................................................................................................ 17
LogicalTest................................................................................................................................... 18
ValueIfTrue/False ..................................................................................................................... 18
NestedIf....................................................................................................................................... 19
StatisticalIfStatements ............................................................................................................... 21
AND,OR,NOT...........................................................................................................................22
And ............................................................................................................................................... 22
Or ................................................................................................................................................. 23
Not ............................................................................................................................................... 23
LOOKUPFUNCTIONS.................................................................................................................24
Lookup.......................................................................................................................................... 24
VectorLookup .............................................................................................................................. 24
Hlookup........................................................................................................................................ 26
Vlookup ........................................................................................................................................ 27
NestedLookups............................................................................................................................ 29
OTHERUSEFULFUNCTIONS.......................................................................................................31
ISERROR........................................................................................................................................ 31
IFERROR........................................................................................................................................ 32
COUNTIF....................................................................................................................................... 33
AVERAGEIF ................................................................................................................................... 35
AVERAGEIFS ................................................................................................................................. 36
SUMIFS ......................................................................................................................................... 37
COUNTIFS ..................................................................................................................................... 39
DATACONSOLIDATION..........................................................................................41
SECTION2VIEWS,SCENARIOS,GOALSEEKANDSOLVER.......................................44
GOALSEEKINGANDSOLVING....................................................................................................45
GoalSeek...................................................................................................................................... 45
Solver ........................................................................................................................................... 47
SolverParameters ........................................................................................................................ 47
Constraints ................................................................................................................................... 48

SolverAndScenarioManager ...................................................................................................... 50
OpeningScenarioManager.......................................................................................................... 50
SavingSolverSolutions ................................................................................................................ 51
Reports......................................................................................................................................... 52
VIEWS&SCENARIOS.................................................................................................................53
CustomViews............................................................................................................................... 53
TypicalCustomViewModel......................................................................................................... 53
DefiningAView............................................................................................................................ 54
ShowingAView............................................................................................................................ 55
ScenarioManager ........................................................................................................................ 55
LoadTheScenarioManager......................................................................................................... 55
ShowingAScenario...................................................................................................................... 57
EditingAScenario ........................................................................................................................ 58
DeletingAScenario ...................................................................................................................... 59
SECTION3USINGEXCELTOMANAGELISTS...........................................................60
EXCELLISTS,LISTTERMINOLOGY................................................................................................61
RowAndColumnContent............................................................................................................ 61
ColumnLabels .............................................................................................................................. 61
ListSizeAndLocation................................................................................................................... 61
Miscellaneous .............................................................................................................................. 61
SORTINGDATA .........................................................................................................................62
CustomSortingOptions ............................................................................................................... 65
CreatingACustomSortOrder...................................................................................................... 66
ADDINGSUBTOTALSTOALIST ..................................................................................................67
ExaminingSubtotals..................................................................................................................... 68
FILTERINGALIST .......................................................................................................................69
CustomCriteria ............................................................................................................................ 72
Wildcards ..................................................................................................................................... 73
TurningOffAutofilter................................................................................................................... 74
AdvancedFiltering ....................................................................................................................... 75
SetCriteria ................................................................................................................................... 75
EnteringSearchCriteria ............................................................................................................... 77
WildcardsWithTextCriteria ........................................................................................................ 77
MultipleCriteria ........................................................................................................................... 77
CheckingTheCriteriaRange ........................................................................................................ 78
CalculatedCriteria........................................................................................................................ 79
CalculatedCriteriaUsingFunctions ............................................................................................. 80
CopyingFilteredData................................................................................................................... 81
UniqueRecords ............................................................................................................................ 81
LISTSTATISTICS.........................................................................................................................82
DatabaseFunctions...................................................................................................................... 82
PIVOTTABLES............................................................................................................................85
ToCreateAPivotChartReportFromAnExistingPivotTableReport ........................................... 87
CreateAStaticChartFromTheDataInAPivotTableReport ...................................................... 88
DeleteAPivotTableOrPivotChartReport ................................................................................... 88
CreateLayoutForPivotTables ..................................................................................................... 89
ModifyingAPivotTable ................................................................................................................ 90
MANAGINGPIVOTTABLES.........................................................................................................93
UsingAnotherPivotTableReport................................................................................................. 93
ChangingAnExistingReport'sSourceData ................................................................................. 94
AutomaticallyRefreshDataWhenAWorkbookIsOpened......................................................... 95

AutomaticallyRefreshDataAtRegularTimeIntervals ................................................................ 95
RequireAPasswordToRefreshAnExternalDataRange ............................................................ 95
GroupingPivotTableItems........................................................................................................... 97
FormattingAPivotTable ............................................................................................................ 100
SECTION4CHARTS .............................................................................................. 104

INTRODUCTIONTOCHARTING ................................................................................................ 105
Terminology ............................................................................................................................... 105
EmbeddedCharts....................................................................................................................... 106
SeparateChartPages ................................................................................................................. 106
ThreeMethodsToCreateCharts............................................................................................... 107
MovingAndResizingEmbeddedCharts .................................................................................... 108
DataLayout ................................................................................................................................ 108
ShortcutMenu(RightClick) ....................................................................................................... 110
ChartTypes ................................................................................................................................ 110
DefaultChartType ..................................................................................................................... 114
FORMATTINGCHARTS ............................................................................................................ 115
DesignRibbon ............................................................................................................................ 115
SwitchRowsAndColumns ......................................................................................................... 117
ChangingTheChartLayout ........................................................................................................ 117
ChartStyles ................................................................................................................................ 118
MovingChartLocation............................................................................................................... 118
LayoutRibbon ............................................................................................................................ 119
FormattingChartElements ........................................................................................................ 119
ResettingCustomFormats......................................................................................................... 120
Adding,RemovingAndFormattingLabels ................................................................................. 120
Axes............................................................................................................................................ 121
Gridlines ..................................................................................................................................... 122
UnattachedText......................................................................................................................... 122
FormatDialog............................................................................................................................. 123
AddASeriesManually ............................................................................................................... 125
TheSeriesFunction.................................................................................................................... 125
ChartingWithBlocksOfData..................................................................................................... 125
SECTION5TEMPLATES ........................................................................................ 126

INTRODUCTIONTOTEMPLATES .............................................................................................. 127
StandardTemplates ................................................................................................................... 127
CustomTemplates ..................................................................................................................... 128
AutoTemplates........................................................................................................................... 130
OpeningAndEditingTemplates................................................................................................. 130
TemplateProperties................................................................................................................... 131
SECTION6AUDITING...........................................................................................133
AUDITINGFEATURES .............................................................................................................. 134
Tracers........................................................................................................................................ 134
Comments .................................................................................................................................. 136
SECTION7OTHERFORMATTING .........................................................................139
FORMATTINGCELLS................................................................................................................ 139
Themes....................................................................................................................................... 139
CustomisingATheme................................................................................................................. 140
Styles .......................................................................................................................................... 142

ConditionalFormatting .............................................................................................................. 145
SECTION8OTHEREXCELFEATURES .....................................................................150
INSERTING,FORMATTINGANDDELETINGOBJECTS.................................................................. 150
InsertingADrawingObject ........................................................................................................ 150
SmartArt..................................................................................................................................... 151
WordArt ..................................................................................................................................... 153
FormattingShapes ..................................................................................................................... 153
QuickStyles................................................................................................................................. 153
ManualFormatting .................................................................................................................... 155
REVIEWING ............................................................................................................................157
Protecting................................................................................................................................... 157
UseASharedWorkbookToCollaborate.................................................................................... 159
ShareAWorkbook ..................................................................................................................... 160
PROOFINGTOOLS ................................................................................................................... 166
SpellingAndGrammar ............................................................................................................... 166
Thesaurus................................................................................................................................... 167
Translation ................................................................................................................................. 167
ShowOrHideScreenTips ........................................................................................................... 168
EXCEL2007SPECIFICATIONSANDLIMITS ............................................................169
Excel2007Advanced
INTRODUCTION
Excel2007isapowerfulspreadsheetapplicationthatallowsuserstoproducetablescontainingcalculations
and graphs. These can range from simple formulae through to complex functions and mathematical
models.
HowToUseThisGuide
This manual should be used as a point of reference following attendance of the introductory level Excel
2007trainingcourse.Itcoversallthetopicstaughtandaimstoactasasupportaidforanytaskscarriedout
bytheuserafterthecourse.
Themanualisdividedintosections,eachsectioncoveringanaspectoftheintroductorycourse.Thetable
ofcontentsliststhepagenumbersofeachsectionandthetableoffiguresindicatesthepagescontaining
tablesanddiagrams.
Objectives
Sectionsbeginwithalistofobjectiveseachwithitsowncheckboxsothatyoucanmarkoffthosetopics
thatyouarefamiliarwithfollowingthetraining.
Instructions
Those who have already used a spreadsheet before may not need to read explanations on what each
commanddoes,butwouldratherskipstraighttotheinstructionstofindouthowtodoit.Lookoutforthe
arrowiconwhichprecedesalistofinstructions.
Appendices
The Appendices list the Ribbons mentioned within the manual with a breakdown of their functions and
tablesofshortcutkeys.
Keyboard
Keysarereferredtothroughoutthemanualinthefollowingway:
[ENTER]Denotesthereturnorenterkey,[DELETE]denotestheDeletekeyandsoon.
Whereacommandrequirestwokeystobepressed,themanualdisplaysthisasfollows:
[CTRL]+[P]thismeanspresstheletterpwhileholdingdowntheControlkey.
Commands
Whenacommandisreferredtointhemanual,thefollowingdistinctionshavebeenmade:
When Ribbon commands are referred to, the manual will refer you to the Ribbon E.g. Choose HOME
fromtheRibbonsandthenBforbold.
When dialog box options are referred to, the following style has been used for the text In the PAGE
RANGEsectionofthePRINTdialog,clicktheCURRENTPAGEoption
DialogboxbuttonsareshadedandboxedClickOKtoclosethePRINTdialogandlaunchtheprint.
Notes
Excel2007Advanced
Within each section, any items that need further explanation or extra attention devoted to them are
denotedbyshading.Forexample:
Excelwillnotletyoucloseafilethatyouhavenotalreadysavedchangestowithoutprompting
youtosave.
Tips
AttheendofeachsectionthereisapageforyoutomakenotesonandaUsefulInformationheading
whereyouwillfindtipsandtricksrelatingtothetopicsdescribedwithinthesection.
Excel2007Advanced
SECTION1ADVANCEDWORKSHEETFUNCTIONS
Objectives
Bytheendofthissectionyouwillbeableto:
CreateanduseNAMESinworkbooks
Understandanduseconditionalformulae
SetupLOOKUPtablesanduseLOOKUPfunctions
UsetheGOALSEEK
UsetheSOLVER
Excel2007Advanced
NAMES
Whenenteringformulaeorreferringtoanyareaonthespreadsheet,itisusualtorefertoa"range".For
example,B6isarangereference;B6:B10isalsoarangereference.Aproblemwiththissortofreferenceis
that it is not always easy to remember what cells to reference. It may be necessary to write down the
range,orselectit,whichoftenmeanswastingtimescrollingaroundthespreadsheet.Instead,Exceloffers
the chance to name ranges on the spreadsheet, and to use these names to select cells, refer to them in
formulaeorusetheminDatabase,ChartorMacrocommands.
DefiningNames
Thereareanumberofwaystosetupnamesonaspreadsheet.AcommonwayistousetheInsert,Name,
Definemenu.Intheexample,thereisarangeofsalesfiguresthatcouldbenamed1st_Qtr;
Selectionof
cellsfor
naming
DEFINEDNAMES
grouponthe
FORMULASribbon
Tonamecells:
Mouse
i.
Selectthecellsyouwishtoname.
ii.
Click the DEFINE NAME button on the in

the DEFINED NAMES GROUP on the
FORMULASRibbon
iii.
TheNEWNAMEdialogboxappears
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Excel2007Advanced
Tonamethecells,simplytypeanameintheNameboxandchoose OK .
iv.
OR
Keyboard
i.
Selectthecellsyouwishtoname.
ii.
TypedirectlyintheNAMEBOXtotheleftoftheFORMULABAR.
iii.
PressRETURN
A range can include any selection of cells, not
necessarilyacontiguousroworcolumn.Names
canbeupto255charactersinlength,muststart
withaletterandcannotincludespaces.Names
arenotcasesensitive.
In the example, these cells would be called

1st_Qtr. From now on, any reference to the
range C6:C10 can be made with the name
1st_Qtr;Noticethatthenamebox,ontheleft
hand side of the formula bar now displays the name 1st_Qtr; It will do so whenever cells C6:C10 are
selected;
CreatingNamesAutomatically
Alternatively, cells can be named using text already on the spreadsheet. For instance, in a spreadsheet,
column or row headings may have already been entered in the cells. B6 to B10 for example shows the
salesmensnamesandtheirrespectivesalesquarterlythistextcanbeusedtonamethecellrangesfortheir
sales
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Excel2007Advanced
Tocreatenamesautomatically:
Mouse
i.
Select the cells you wish to define names for,

include the data and the data labels in either
thefirstcolumnortoprow
ii.
Click the CREATE FROM SELECTION button

ontheintheDEFINEDNAMESGROUPonthe
FORMULASRibbon
iii.
Select where your labels are. They must be

part of the selection can be in the top row or
leftcolumn.
iv.
Choose OK and, all the salesmens names will appear in the

name box to the left of the formula bar and selecting their
namewillselecttheirindividualsalesfigures
Thisprocedureworksequallywellwithtextenteredtotherightof
a row of data. Or labels in the bottom of a column but THEY
MUSTBEPARTOFTHESELECTION.
ManagingNames
The NAME MANAGER option in the group is a useful tool that allows you to create, modify or delete
nameswithinyourworkbookevenifthenamereferstocellsorrangesoutsidethepresentworkbook.
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Excel2007Advanced
Tousenamemanager
Mouse
i.
Click the NAMEMANAGERBUTTON on the in the DEFINEDNAMESGROUP on the FORMULAS

Ribbon.
ii.
TheNAMEMANAGERDialogboxappears.
iii.
TocreatenewnameusetheNEWbutton.
iv.
The NEW NAME dialog appears. The name manager temporarily dissappears until you click OK or
CANCEL
v.
Whenthe NEWNAME dialogboxisthereyoumustgiveaname,selectascopeandclickintherefers

tobox.
vi.
YoumaythenselectanycellsinthisworkbookorANYopenworkbook.
vii.
Youmaythenclickon OK thedialogboxwillclose,theNAMEMANAGERwillreappearandthenamed
cellswillappearwilthinthelargewhitearea.
viii.
Selectinganynamedrangewillallowyoutoeditordeleteitbyclickingontheenabledbuttonsatthe
topofthedialog.
Filteringoutneedednamedranges
Usingthefilterbuttonallowssomebasicfilteringofthenames
withinyourworkbook.
Dontforgettoclearthefilterafteryouhavewhatyouwant.
Scoping is a function where the names may be used on a
specific sheet or throughout the whole workbook. When
filteringthenamesyouhaveitmaybeusefultosetascopeif
youhavemanynamesonmanysheets.
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Excel2007Advanced
USINGNAMES
GoTo
The GOTO feature can be used to go to a specific cell address on the
spreadsheet.Itcanalsobeusedinconjunctionwithnames.
ToGOTOaname:
Mouse
i.
Clickthe FIND&SELECTBUTTONontheinthe EDITINGGROUP

ontheHOMERibbon.
ii.
SelectGOTO
iii.
Thefollowingdialogappears
iv.
Clickonthenamerequired,thenchoose OK .
Keyboard
i.
Press[F5].Thefollowingdialogboxappears;
ii.
Clickonthenamerequired,thenchoose OK .
Notonlydoesthecellpointermovetothecorrectrange,butit
alsoselectsit.Thiscanbeveryusefulforcheckingthatranges
havebeendefinedcorrectly,andalsoforlistingallthenamesonthespreadsheet.
Youcanalsogotoaspecificcellthathasbeenusedintworangenames.Thepreviousexample
mentionedcellC6,theintersectionoftheFEBandBritainranges.
Tomovetoacellthatbelongstotworanges:
Keyboard
i.
Press [F5]andtypethefirstrangenameintheReference
box,thentypeaspaceandthesecondrangename.
ii.
Click OK . The pointer immediately jumps to the correct

cell.
Togotolocationsinworkbookbasedon
differentcriteriathannames.
Keyboard
i.
Press [F5] and click the SPECIAL button The following

dialogappears
ii.
MakeaselectionandclickonOK
14
Excel2007Advanced
iii.
Allcellsofthosecriteriawillbeselected.
iv.
Usereturnorribbonkeystomovearound.
NamesInFormulae
Namescanbeusedinanysimpleformula,aswellasanyofExcel'sbuiltinfunctions.Insteadoftypingcell
referencesorselectingcells,simplytypethenameorpastethenameintotheformula.
=SUM(LONG)
=AVERAGE(_1ST_QTR)
Anintersectingnamecanbeused,E.G.;
=LONG_1ST_QTR
=LONG_1ST_QTR+OLSON_1ST_QTR
Toavoidtypinganame,choosefromalistandpasteintherequired
name.
Topasteanameintoaformula:
Mouse
i.
Click the USE IN FORMULA BUTTON on the in the DEFINED

NAMESgroupontheFORMULASRibbon
ii.
Selectaname
iii.
Thenameisenteredwithintheselectedcellprefacedbyanequalssign
OR
i.
Click the USE IN FORMULA BUTTON on the in the DEFINED NAMES group on the FORMULAS
Ribbon
ii.
Clickonthepastenamesoptionatthebottomofmenu
iii.
Clickontherequirednameandchoose OK
Or
Keyboard
Press[F3]
i.
Clickontherequirednameandchoose OK
15
Excel2007Advanced
ApplyingNames
When a cell has already been referred to in a formula, and is then
named, the name will not automatically appear in the formula.
Similarly,ifacellisreferredtobyitsaddressratherthanitsname,
the name will not automatically appear. To replace all references
withnames,thenamesmustbeapplied.
SupposeaformulaiswrittentosumcellsC7:F7
=SUM(C7:F7)
Theformulamakesnoreferencetotherange"OLSON",eventhoughthisrangehasbeennamed.
Toreplacecellreferenceswithrange
names:
Mouse
i.
Click the drop down arrow next to DEFINE NAME

BUTTONontheinthe DEFINEDNAMES group onthe
FORMULASRibbon;
ii.
SelectAPPLYNAMES.
iii.
Clickonthenameyouwant,andchoose OK .
Toapplyothernamesatthesametime,use[Ctrl]andclick
on the required names. The formula will now show the
rangenamesinsteadofthecellreferences.
The Apply Names command works throughout the

spreadsheet, so wherever the cell reference to the name
youchoseappeared,thenameisnowinitsplace.
16
Excel2007Advanced
CONDITIONAL&LOGICALFUNCTIONS
Excelhasanumberoflogicalfunctionswhichallowyoutosetvarious"conditions"andhavedatarespond
to them. For example, you may only want a certain calculation performed or piece of text displayed if
certain conditions are met. The functions used to produce this type of analysis are found in the Insert,
Functionmenu,undertheheadingLOGICAL.
IfStatements
The IF function is used to analyse data, test whether or not it meets
certain conditions and then act upon its decision. The formula can be
entered either by typing it or by using the Function Library on the
formulasribbon,thesectionthatdealswithlogicalfunctionsTypically,
theIFstatementisaccompaniedbythreeargumentsenclosedinoneset
ofparentheses;theconditiontobemet(logical_test);theactiontobe
performed if that condition is true (value_if_true); the action to be
performed if false (value_if_false). Each of these is separated by a
comma,asshown;
=IF(logical_test,value_if_true,value_if_false)
ToviewIFfunctionsyntax:
Mouse
i.
Click the drop down arrow next to the LOGICAL button in the
FUNCTIONLIBARYgroupontheFORMULASRibbon;
ii.
Adialogboxwillappear
iii.
Thethreeargumentscanbeseenwithinthebox
17
Excel2007Advanced
LogicalTest
ThispartoftheIFstatementisthe"condition",ortest.Youmaywanttotesttoseeifacellisacertain
value,ortocomparetwocells.Inthesecases,symbolscalledLOGICALOPERATORSareuseful;
>
Greaterthan
<
>=
<=
=
<>
Lessthan
Greaterthanorequalto
Lessthanorequalto
Equalto
Notequalto
Therefore,atypicallogicaltestmightbeB1>B2,testingwhetherornotthevaluecontainedincellB1of
thespreadsheetisgreaterthanthevalueincellB2.Namescanalsobeincludedinthelogicaltest,soifcells
B1 and B2 were respectively named SALES and TARGET, the logical test would read SALES > TARGET.
Anothertypeoflogicaltestcouldincludetextstrings.Ifyouwanttocheckacelltoseeifitcontainstext,
thattextstringmustbeincludedinquotationmarks.Forexample,cellC5couldbetestedforthewordYES
asfollows;C5="YES".
ItshouldbenotedthatExcel'slogicis,attimes,brutallyprecise.Intheaboveexample,thelogicaltestis
thatsalesshouldbegreaterthantarget.Ifsalesareequaltotarget,theIFstatementwillreturnthefalse
value. To make the logical test more flexible, it would be advisable to use the operator > = to indicate
"meetingorexceeding".
ValueIfTrue/False
ProvidedthatyourememberthatTRUEvaluealwaysprecedesFALSEvalue,thesetwovaluescanbealmost
anything.Ifdesired,asimplenumbercouldbereturned,acalculationperformed,orevenapieceoftext
entered.Also,thetypeofdataenteredcanvarydependingonwhetheritisatrueorfalseresult.Youmay
wantacalculationifthelogicaltestistrue,butamessagedisplayediffalse.(Rememberthattexttobe
includedinfunctionsshouldbeenclosedinquotes).
Takingthesamelogicaltestmentionedabove,ifthesalesfiguremeetsorexceedsthetarget,aBONUSis
calculated(e.g.2%ofsales).Ifnot,nobonusiscalculatedsoavalueofzeroisreturned.TheIFstatement
incolumnDoftheexamplereadsasfollows;
=IF(B2>=C2,B2*2%,0)
18
Excel2007Advanced
Youmay,alternatively,wanttoseeamessagesaying"NOBONUS".Inthiscase,thetruevaluewillremain
thesameandthefalsevaluewillbethetextstring"NOBONUS";
=IF(B2>=C2,B2*2%,"NOBONUS")
A particularly common use of IF statements is to produce "ratings" or "comments" on figures in a
spreadsheet.Forthis,boththetrueandfalsevaluesaretextstrings.Forexample,ifasalesfigureexceeds
acertainamount,aratingof"GOOD"isreturned,otherwisetheratingis"POOR";
=IF(B2>1000,"GOOD","POOR")
NestedIf
When you need to have more than one condition and more than two possible outcomes, a NESTED IF is
required.ThisisbasedonthesameprincipleasanormalIFstatement,butinvolves"nesting"asecondary
formulainsidethemainone.ThesecondaryIFformstheFALSEpartofthemainstatement,asfollows;
=IF(1stlogictest,1sttruevalue,IF(2ndlogictest,2ndtruevalue,falsevalue))
Onlyifbothlogictestsarefoundtobefalsewillthefalsevaluebereturned.Noticethattherearetwosets
of parentheses, as there are two separate IF statements. This process can be enlarged to include more
conditionsandmoreeventualitiesuptosevenIF'scanbenestedwithinthemainstatement.However,
caremustbetakentoensurethatthecorrectnumberofparenthesesareadded.
Intheexample,salesstaffcouldnowreceiveoneofthreepossibleratings;
=IF(B2>1000,"GOOD",IF(B2<600,"POOR","AVERAGE"))
TomaketheaboveIFstatementmoreflexible,thelogicaltestscouldbeamendedtomeasuresalesagainst
cell references instead of figures. In the example, column E has been used to hold the upper and lower
salesthresholds.
=IF(B2>$E$2,"GOOD",IF(B2<$E$3,"POOR","AVERAGE"))
(IftheIFstatementistobecopiedlater,thiscellreferenceshouldbeabsolute).
19
Excel2007Advanced
N.B. The depth of nested IF functions has been increased to 64 as previous

versionsofexcelonlynested7deep
20
Excel2007Advanced
StatisticalIfStatements
Averyusefultechniqueistodisplaytextorperformcalculationsonlyifacellisthemaximumorminimum
ofarange.Inthiscasethelogicaltestwillcontainanestedstatisticalfunction(suchasMAXorMIN).If,for
example,aperson'ssalescellisthemaximuminthesalescolumn,amessagestating"TopPerformer"could
appearnexttohisorhername.Ifthelogicaltestisfalse,ablankmessagecouldappearbysimplyincluding
anemptysetofquotationmarks.Whentypingthelogicaltest,itshouldbeunderstoodthattherearetwo
typesofcellreferencinggoingon.Thefirstisareferencetooneperson'sfigure,andisthereforerelative.
ThesecondreferencerepresentstheRANGEofeveryone'sfigures,andshouldthereforebeabsolute.
=IF(relativecell=MAX(absoluterange),"TopPerformer","")
InthisexampletheIFstatementforcellB2willread;
=IF(C2=MAX($C$2:$C$4),"TopPerformer","")
WhenthisisfilleddownthroughcellsB3andB4,thefirstreferencetotheindividual'ssalesfigurechanges,
butthereferencetoallthreesalesfigures($C$2:$C$4)shouldremainconstant.Bydoingthis,youensure
thattheIFstatementisalwayscheckingtoseeiftheindividual'sfigureisthebiggestoutofthethree.
A further possibility is to nest another IF statement to display a message if a value is the minimum of a
range.Bewareofsyntaxheretheformulacouldbecomequiteunwieldy!
21
Excel2007Advanced
AND,OR,NOT
Rather than create large and unwieldy formulae involving multiple IF statements, the AND, OR and NOT
functionscanbeusedtogrouplogicaltestsor"conditions"together.Thesethreefunctionscanbeusedon
theirown,butinthatcasetheywillonlyreturnthevalues"TRUE"or"FALSE".Asthesetwovaluesarenot
particularly meaningful on a spreadsheet, it is much more useful to combine the AND, OR and NOT
functions within an IF statement. This way, you can ask for calculations to be performed or other text
messagestoappearasaresult.
And
Thisfunctionisalogicaltesttoseeifallconditionsaretrue.Ifthisisthecase,thevalue"TRUE"isreturned.
If any of the arguments in the AND statement are found to be false, the whole statement produces the
value"FALSE".Thisfunctionisparticularlyusefulasachecktomakesurethatallconditionsyousetare
met.
Arguments are entered in the AND statement in parentheses, separated by commas, and there is a
maximumof30argumentstooneANDstatement.Thefollowingexamplechecksthattwocells,B1andB2,
arebothgreaterthan100.
=AND(B1>100,B2>100)
If either one of these two cells contains a value less than a hundred, the result of the AND statement is
"FALSE.ThiscannowbewrappedinsideanIFfunctiontoproduceamoremeaningfulresult.Youmaywant
toaddthetwofigurestogetheriftheyareover100,ordisplayamessageindicatingthattheyarenothigh
enough.
=IF(AND(B1>100,B2>100),B1+B2,"Figuresnothighenough")
Another application of AND's is to check that a number is between certain limits. The following example
checksthatanumberisbetween50and100.Ifitis,thevalueisentered.Ifnot,amessageisdisplayed;
=IF(AND(B1>50,B1<100),B1,"Numberisoutofrange")
22
Excel2007Advanced
Or
Thisfunctionisalogicaltesttoseeifoneormoreconditionsaretrue.Ifthisisthecase,thevalue"TRUE"is
returned. If just one of the arguments in the OR statement is found to be true, the whole statement
produces the value "TRUE". Only when all arguments are false will the value "FALSE" be returned. This
functionisparticularlyusefulasachecktomakesurethatatleastoneoftheconditionsyousetismet.
=IF(OR(B1>100,B2>100),"atleastoneisOK","Figuresnothighenough")
Intheaboveformula,onlyoneofthenumbersincellsB1andB2hastobeover100inorderforthemtobe
addedtogether.Themessageonlyappearsifneitherfigureishighenough.
Not
NOTcheckstoseeiftheargumentisfalse.Ifso,thevalue"TRUE"isreturned.ItisbesttouseNOTasa
"provided this is not the case" function. In other words, so long as the argument is false, the overall
statement is true. In the example, the cell contents of B1 are returned unless the number 13 is
encountered.IfB1isfoundtocontain13,themessage"Unlucky!"isdisplayed;
=IF(NOT(B1=13),B1,"Unlucky!")
TheNOTfunctioncanonlycontainoneargument.Ifitisnecessarytocheckthatmorethanoneargumentis
false,theORfunctionshouldbeusedandthetrueandfalsevaluesoftheIFstatementreversed.Suppose,
forexample,acheckisdoneagainstthenumbers13and666;
=IF(OR(B1=13,B1=666),"Unlucky!",B1)
23
Excel2007Advanced
LOOKUPFUNCTIONS
Asalreadymentioned,Excelcanproducevaryingresultsinacell,dependingonconditionssetbyyou.For
example, if numbers are above or below certain limits, different calculations will be performed and text
messages displayed. The usual method for constructing this sort of analysis is using the IF function.
However,asalreadydemonstrated,thiscanbecomelargeandunwieldywhenyouwantmultipleconditions
andmanypossibleoutcomes.Tobeginwith,ExcelcanonlynestsevenIFclausesinamainIFstatement,
whereasyoumaywantmorethaneightlogicaltestsor"scenarios.Toachievethis,Excelprovidessome
LOOKUPfunctions.Thesefunctionsallowyoutocreateformulaewhichexaminelargeamountsofdataand
findinformationwhichmatchesorapproximatestocertainconditions.Theyaresimplertoconstructthan
nestedIFsandcanproducemanymorevariedresults.
Lookup
BeforeyouactuallystarttousethevariousLOOKUPfunctions,itisworthlearningthetermsthatyouwill
comeacross,whattheymeanandthesyntaxofthefunctionarguments.
VectorLookup
A vector is a series of data that only occupies one row or column. LOOKUP will look through this row or
columntofindaspecificvalue.Whenthevalueisfound,acorresponding"result"intheadjacentrowor
columnisreturned.Forexample,columnDofaspreadsheetmaycontainfigures,andtheadjacentcolumn
E contains corresponding text. LOOKUP will search for the requested figure in column D and return the
correspondingtextfromcolumnE.
ThesyntaxforLOOKUPisasfollows;
=LOOKUP(lookup_value,lookup_vector,result_vector)
Thelookup_valuerepresentsthenumberortextentrytolookfor;thelookup_vectoristheareainwhichto
search for the lookup_value; the result_vector is the adjacent row or column where the corresponding
valueortextistobefound.
Itisessentialthatdatainthelookupvectorisplacedinascendingorder,i.e.numbersfromlowest
tohighest,textfromAtoZ.Ifthisisnotdone,theLOOKUPfunctionmayreturnthewrongresult.
24
Excel2007Advanced
Inthediagram,columnDcontainsvaryingsalaries,againstwhichthereisacompanycarincolumnEwhich
corresponds to each salary. For example, a 20030 salary gets a Golf, a 35000 salary gets a Scorpio. A
LOOKUPformulacanbeusedtoreturnwhatevercarisappropriatetoasalaryfigurethatisentered.Inthis
case,thelookup_valueisthecellwherethesalaryisentered(B13),thelookup_vectoristhesalarycolumn
(D3:D11),andtheresult_vectoristhecarcolumn(E3:E11).Hencetheformula;
=LOOKUP(B13,D3:D11,E3:E11)
Typing40000incellB13willsetthelookup_value.LOOKUPwillsearchthroughthelookup_vectortofind
thematchingsalary,andreturntheappropriatecarfromtheresult_vector,whichinthiscaseisMercedes.
Alternatively,theformulacouldbesimplifiedandcellreferencesavoidedbyusingFormula,DefineNameto
giveappropriaterangenames.CallB13Salary,D3:D11SalariesandE3:E11Cars.TheLOOKUPformulacould
thenbesimplifiedto;
=LOOKUP(Salary,Salaries,Cars)
One of the advantages of the LOOKUP function is that if the exact lookup_value is not found, it will
approximate to the nearest figure below the requested value. For instance, if a user enters a Salary of
23000,thereisnofigureintheSalariesrangewhichmatchesthis.However,thenearestsalarybelow23000
is 20030, so the corresponding car is returned, which is a Golf. This technique is very useful when the
lookup_vector indicates grades or "bands. In this case, anyone in the salary "band" between 20030 and
25000getsaGolf.Onlywhentheirsalarymeetsorexceeds25000dotheygetaSierra.
Theremaybeoccasionswherethelookup_valueisbelowthelowest
valueinthevector.Inthiscasethe#N/Amessageisdisplayed.
Typicallayoutof
asheetneeding
aLOOKUP
function
Locationofall
REFERENCEand
LOOKUP
functions
25
Excel2007Advanced
Toinsertalookupfunction:
Mouse
i.
Click the drop down arrow next to the LOOKUP AND REFENCE button in the FUNCTION LIBARY
groupontheFORMULASRibbon;
ii.
AdialogboxappearsdisplayingthetwoversionsofLOOKUP.Therearetwosyntaxforms;thefirstisthe
"array"andthesecondthe"vector.
Thesecondoftheseforms,the"vector"LOOKUPisbyfarthemostuseful,anditisrecommended
thatyouonlyusethisform.
Hlookup
The horizontal LOOKUP function (HLOOKUP) can be used not just on a "vector" (single column or row of
data),butonan"array"(multiplerowsandcolumns).HLOOKUPsearchesforaspecifiedvaluehorizontally
alongthetoprowofanarray.Whenthevalueisfound,HLOOKUPsearchesdowntoaspecifiedrowand
entersthevalueofthecell.Thisisusefulwhendataisarrangedinalargetabularformat,anditwouldbe
difficult for you to read across columns and then down to the appropriate cell. HLOOKUP will do this
automatically.
ThesyntaxforHLOOKUPis;
=HLOOKUP(lookup_value,table_array,row_index_number)
Thelookup_valueis,asbefore,anumber,textstringorcellreferencewhichisthevaluetobefoundalong
thetoprowofthedata;thetable_arrayisthecellreferences(orrangename)oftheentiretableofdata;
therow_index_numberrepresentstherowfromwhichtheresultisrequired.Thismustbeanumber,e.g.4
instructsHLOOKUPtoextractavaluefromrow4ofthetable_array.
It is important to remember that data in the array must be in ascending order. With a simple LOOKUP
function,onlyonecolumnorrowofdata,referredtoasavector,isrequired.HLOOKUPusesanarray(i.e.
morethanonecolumnorrowofdata).Therefore,asHLOOKUPsearcheshorizontally(i.e.acrossthearray),
datainthefirstrowmustbeinascendingorder,i.e.numbersfromlowesttohighest,textfromAtoZ.As
withLOOKUP,ifthisruleisignored,HLOOKUPwillreturnthewrongvalue.
Asanexample,ausermayhaveaspreadsheetwhichdisplaysvariousdifferentratesofinterestforarange
ofamountsoverdifferenttimeperiods;
26
Excel2007Advanced
Whatever the amount a customer wants to borrow, he may pay up to five different rates of interest
depending on whether the loan is over 10, 15 or more years. The HLOOKUP function will find a specific
amount,thenmovedownthearraytofindtheappropriateinterestratefortherequiredtimeperiod.
DesignatecellA51asthecelltoholdtheamount,i.e.thelookup_value;cellsC43:H48arethetable_array;
therow_index_numberwillbe2ifacustomerwantstheloanover10years,3ifhewantstheloanover15
years,andsoon.CellB51holdsthisformula;
=HLOOKUP(A51,C43:H48,3)
The above formula looks along the top row of the array for the value in cell A51 (30000). It then moves
downtorow3andreturnsthevalue15.00%,whichisthecorrectinterestratefora30000loanover15
years.(Rangenamescouldbeusedheretosimplifytheformula).
AswiththeLOOKUPfunction,theadvantageofHLOOOKUPisthatitdoesnotnecessarilyhavetofindthe
exact lookup_value. If, for example, you wanted to find out what interest rate is applicable to a 28000
loan, the figure 28000 can be entered in the lookup_value cell (A51) and the rate 14.30% appears. As
before,Excelhaslookedforthevalueinthearrayclosestto,butlowerthan,thelookup_value.
Vlookup
The VLOOKUP function works on the same principle as HLOOKUP, but instead of searching horizontally,
VLOOKUPsearchesvertically.VLOOKUPsearchesforaspecifiedvalueverticallydownthefirstcolumnofan
array.Whenthevalueisfound,VLOOKUPsearchesacrosstoaspecifiedcolumnandentersthevalueofthe
cell. The syntax for the VLOOKUP function follows the same pattern as HLOOKUP, except that instead of
specifying a row index number, you wouldspecifya column indexnumber to instruct VLOOKUP tomove
acrosstoaspecificcolumninthearraywheretherequiredvalueistobefound.
=VLOOKUP(lookup_value,table_array,col_index_number)
InthecaseofVLOOKUP,datainthefirstcolumnofthearrayshouldbeinascendingorder,asVLOOKUP
searchesdownthiscolumnforthelookup_value.
Inthesamespreadsheetasbefore,aVLOOKUPformulacouldbeusedtosearchforaspecifictimeperiod,
thenreturntheappropriaterateforafixedamount.Inthefollowingexample,atimeperiodisenteredin
cellA54andinB54theVLOOKUPformulaiscontained;
27
Excel2007Advanced
CellB54holdsthisformula;
=VLOOKUP(A54,C43:H48,5)
ThecellA54isthelookup_value(timeperiod),thetable_arrayisasbefore,andforthisexampleratesare
lookedupforaloanof40000,hencethecolumn_index_number5.BychangingthevalueofcellA54,the
appropriaterateforthattimeperiodisreturned.Wherethespecificlookup_valueisnotfound,VLOOKUP
works in the same way as HLOOKUP. In other words, the nearest value in the array that is less than the
lookup_valuewillbereturned.So,a40000loanover17yearswouldreturnaninterestrateof16.00%.
28
Excel2007Advanced
NestedLookups
One of the limitations of the horizontal and vertical LOOKUP functions is that for every lookup_value
changed,thecolumnorrowindexnumberstaysconstant.Usingourexample,theHLOOKUPwillsearchfor
anyamount,butalwaysforthesametimeperiod.Conversely,theVLOOKUPwillsearchforanytimeperiod,
butalwaysforthesameamount.Inbothcases,ifyouwanttoalterthetimeperiodandtheamountthe
formulamustbeeditedtoalterthecolumnorrowindexnumber.
Thereis,however,atechniquewherebyoneLOOKUPfunctionis"nested"withinanother.Thislooksupone
value,whichwillthenbeusedinasecondLOOKUPformulaasacolumnorrowindexnumber.Usingthis
techniqueallowsyouto,say,enteratimeperiodandanamountandseethecorrectinterestrate.
BecausenestedLOOKUPshavemorethanonelookup_value,morethanonearrayisneeded.Thissecond
arrayshouldconsistofthecolumnorrownumberstobeusedintheLOOKUPformula.Theexampleshows
ourmaininterestratesspreadsheet,withanadditionaltwocolumnsofdata;
ColumnJcontainsallthesametimeperiodsascolumnC,butalongsidethisarenumbers2to6,indicating
therow_index_numbertobereturnedfortheappropriatetimeperiod.Tolookupthisvalue,useasimple
vectorLOOKUPformula,whereK50istherequiredtimeperiod,J43:J47isthelookup_vectorandK43:K47is
theresult_vector;
LOOKUP(K50,J43:J47,K43:K47)
Noticethereisnoequalssign,becausethisformulaisnotbeingenteredinacellofitsown.Theformulawill
return a value between 2 and 6 which will be used as a row_index_number in a HLOOKUP formula. This
HLOOKUPwilllookinthemaininterestratetableforanamounttypedinbyyou,andwillrespondtothe
row_index_numberreturnedfromthenestedLOOKUPformula.ThecellsJ50andK50holdtheamountand
timeperiodtobetypedinbyyou,andtheentirenestedHLOOKUP,typedinJ52,isasfollows;
=HLOOKUP(J50,C43:H48,LOOKUP(K50,J43:J47,K43:K47))
In the example, the time period 25 is vertically looked up in column J and the corresponding value 5 is
returned.Also,theamount40000ishorizontallylookedupinthemaintable,witharow_index_numberof
29
Excel2007Advanced
5.Theendresultisaninterestrateof18.50%.SimplybychangingcellsJ50andK50,thecorrectinterest
rateisalwaysreturnedfortheamountandperiodtypedin.
30
Excel2007Advanced
OTHERUSEFULFUNCTIONS
ISERROR
ISERRORisaveryusefulfunctionthattellsyouiftheformulayoulookatwithitgivesanyerrorvalue.
Iserror(Value)
Valuereferstoanyerrorvalue(#N/A,#VALUE!,#REF!,#DIV/0!,#NUM!,#NAME?,or#NULL!)
TouseISERRORfunction
IntheexamplebelowtheaveragefunctionsinthecolumnGistryingtodivideemptycellsandgivingthe
errormessage#DIV/0!Theerrorfunctioncheckingthatcellgivesthevaluetruethereisanerrorthiscould
benestedinanIFfunctionwithanAVERAGEfunctionsothattheerrormessagedoesnotshowincolumn
G
Mouse
iii.
ClickonMOREFUNCTIONSintheFORMULASgroupontheFORMULASribbon
iv.
SelectISERRORfunction
v.
Thedialogboxabovewillappear
vi.
Selectcellyouwishtocheck,thecellreferencewillappearintheVALUEbox.
vii.
ClickOK
FormoreadvanceduserstrynestingtheISERRORfunctionandthefunctiongivinganerrormessageinanIF
function.
31
Excel2007Advanced
IFERROR
IFERROR(Value,value_if_error)
Acommonrequestintheareaoffunctionsissomethingtosimplifyerrorchecking.
E.G.Ifauserwantstocatcherrorsina VLOOKUPandusetheirownerrortextopposedtoExcelserror,
theyhavetodosomethinglikethisusingtheIFandISERRORfunctions:
=IF(ISERROR(VLOOKUP("Dave", SalesTable, 3, FALSE)), " Value not found",

VLOOKUP("Dave",SalesTable,3,FALSE))
Asyoucansee,usersneedtorepeattheVLOOKUPformulatwice.Thishasanumberofproblems.
FIRST,itishardtoreadandhardtomaintainifyouwanttochangeaformula,youhavetodoittwice.
SECOND,itcanaffectperformance,becauseformulasarequiteoftenruntwice.The IFERRORfunction
solvestheseproblems,enablingcustomerstoeasilytrapandhandleformulaerrors.
Hereisanexampleofhowausercoulduseitinthesamesituation:
=IFERROR(VLOOKUP(Bob,SalesTable,3,false),Valuenotfound)
TouseIFERRORfunction
Mouse
viii.
ClickonLOGICALintheFORMULASgroupontheFORMULASribbon
ix.
SelectIFERRORfunction
x.
Thedialogboxabovewillappear
xi.
ClickintheVALUEtextbox.
xii.
Selectcellyouwishtocheck,thecellreferencewillappearintheVALUEbox.
xiii.
TypeintheVALUE_IF_ERRORtextboxwhatvalueyouwishtodisplayifanerrorisfound
xiv.
ClickOK
32
Excel2007Advanced
COUNTIF
COUNTIFcountsthenumberofcellsinarangebasedonagivencriteria.
COUNTIF(range,criteria)
RANGE is one or more cells to count, including numbers or names, arrays, or references that contain
numbers.Blankandtextvaluesareignored.
CRITERIAisthecriteriaintheformofanumber,expression,cellreference,ortextthatdefineswhichcells
willbecounted.Forexample,criteriacanbeexpressedas32,"32",">32","apples",orB4.
TouseCOUNTIFfunction
Mouse
i.
ClickontheMOREFUNCTIONSbuttonintheFORMULASgroupontheFORMULASribbon
ii.
ClickonSTATISTICAL.
iii.
SelectCOUNTIFfromthedisplayedfunctions.Adialogwillbedisplayed
iv.
ClickinRANGEtextbox
v.
Selecttherangeofcellsyouwishtocheck.
vi.
ClickintheCRITERIAbox,either,typecriteriadirectlyintheboxorselectacellthatcontainsthevalue
youwishtocount.
33
vii.
Excel2007Advanced
ClickOK
34
Excel2007Advanced
AVERAGEIF
Averycommonrequestisforasinglefunctiontoconditionallyaveragearangeofnumbersacomplement
toSUMIFandCOUNTIF.AVERAGEIF,allowsuserstoeasilyaveragearangebasedonaspecificcriteria.
AVERAGEIF(Range,Criteria,[AverageRange])
RANGE is one or more cells to average, including numbers or names, arrays, or references that contain
numbers.
CRITERIAisthecriteriaintheformofanumber,expression,cellreference,ortextthatdefineswhichcells
areaveraged.Forexample,criteriacanbeexpressedas32,"32",">32","apples",orB4.
AVERAGE_rangeistheactualsetofcellstoaverage.Ifomitted,RANGEisused.
HereisanexamplethatreturnstheaverageofB2:B5wherethecorrespondingvalueincolumnAisgreater
than250,000:
=AVERAGEIF(A2:A5,>250000,B2:B5)
TouseAVERAGEIFfunction
Mouse
viii.
ClickontheMOREFUNCTIONSbuttonintheFORMULASgroupontheFORMULASribbonandClick
onSTATISTICAL.
ix.
SelectAVERAGEIFfromthedisplayedfunctions.Adialogwillbedisplayed
x.
ClickinRANGEtextbox
xi.
Selecttherangeofcellscontainingthe.valuesyouwishcheckedagainstthecriteria.
xii.
ClickintheCRITERIAbox,either,typecriteriadirectlyintheboxorselectacellthatcontainsthevalue
youwishtochecktherangeagainst
xiii.
ClickintheAVERAGE_RANGEtextboxandselecttherangeyouwishtoaverage..
xiv.
ClickOK
35
Excel2007Advanced
AVERAGEIFS
Average ifs is a new function to excel and does much the same as the AVERAGEIF function but it will
averagearangeusingmultiplecriteria.
TouseAVERAGEIFSfunction
Mouse
xv.
ClickontheMOREFUNCTIONSbuttonintheFORMULASgroupontheFORMULASribbonandClick
onSTATISTICAL.
xvi.
SelectAVERAGEIFSfromthedisplayedfunctions.Adialogwillbedisplayed
xvii.
ClickinAVERAGE_RANGEtextbox
xviii.
Selecttherangeofcellscontainingthe.valuesyouwishcheckedagainstthecriteria.
xix.
ClickintheCRITERIA_RANGE1boxselectarangeofcellsthatcontainsthevaluesyouwishtocheck
thecriteriaagainst
36
Excel2007Advanced
xx.
ClickintheCRITERIA1textboxandtypeinthecriteriatomeasureagainstyourCRITERIA_RANGE1.
xxi.
Repeatsteps5and6toentermultiplecriteria,range2,range3etc,usethescrollbarontherightto
scrolldownandlocatemorerangeandcriteriatextboxes.ClickOKwhenallrangesandcriteriashave
beenentered.
SomeimportantpointsaboutAVERAGEIFSFUNCTION
IfAVERAGE_RANGEisablankortextvalue,AVERAGEIFSreturnsthe#DIV0!errorvalue.
Ifacellinacriteriarangeisempty,AVERAGEIFStreatsitasa0value.
CellsinrangethatcontainTRUEevaluateas1;cellsinrangethatcontainFALSEevaluateas0
(zero).
EachcellinAVERAGE_RANGEisusedintheaveragecalculationonlyifallofthecorresponding
criteriaspecifiedaretrueforthatcell.
UnliketherangeandcriteriaargumentsintheAVERAGEIFfunction,inAVERAGEIFSeach
CRITERIA_RANGEmustbethesamesizeandshapeasSUM_RANGE.
IfcellsinAVERAGE_RANGEcannotbetranslatedintonumbers,AVERAGEIFSreturnsthe#DIV0!
errorvalue.
Iftherearenocellsthatmeetallthecriteria,AVERAGEIFSreturnsthe#DIV/0!errorvalue.
Youcanusethewildcardcharacters,questionmark(?)andasterisk(*),incriteria.Aquestionmark
matchesanysinglecharacter;anasteriskmatchesanysequenceofcharacters.Ifyouwanttofind
anactualquestionmarkorasterisk,typeatilde(~)beforethecharacter.
SUMIFS
Thisfunctionaddsallthecellsinarangethatmeetsmultiplecriteria.
The order of arguments is different between SUMIFS and SUMIF. In particular, the SUM_RANGE
argumentisthefirstargumentin SUMIFS,butitisthethirdargumentin SUMIF.Ifyouarecopyingand
editingthesesimilarfunctions,makesureyouputtheargumentsinthecorrectorder.
SUMIFS(sum_range,criteria_range1,criteria1,criteria_range2,criteria2)
SUM_RANGEisoneormorecellstosum,includingnumbersornames,arrays,orreferencesthatcontain
numbers.Blankandtextvaluesareignored.
CRITERIA_RANGE1,CRITERIA_RANGE2,are1to127rangesinwhichtoevaluatetheassociatedcriteria.
CRITERIA1,CRITERIA2,are1to127criteriaintheformofanumber,expression,cellreference,ortext
thatdefinewhichcellswillbeadded.Forexample,criteriacanbeexpressedas32,"32",">32","apples",or
B4.
SomeimportantpointsaboutSUMIFS
EachcellinSUM_RANGEissummedonlyifallofthecorrespondingcriteriaspecifiedaretrueforthatcell.
CellsinSUM_RANGEthatcontainTRUEevaluateas1;cellsinSUM_RANGEthatcontainFALSEevaluate
as0(zero).
37
Excel2007Advanced
Unliketherangeandcriteriaargumentsinthe SUMIFfunction,in SUMIFSeach CRITERIA_RANGEmust

bethesamesizeandshapeasSUM_RANGE.
Youcanusethewildcardcharacters,questionmark(?)andasterisk(*),incriteria.Aquestionmarkmatches
anysinglecharacter;anasteriskmatchesanysequenceofcharacters.Ifyouwanttofindanactualquestion
markorasterisk,typeatilde(~)beforethecharacter.
TouseSUMIFSfunction
Mouse
xxii.
ClickontheMATH&TRIGbuttonintheFORMULASgroupontheFORMULASribbon.
xxiii.
SelectSUMIFSfromthedisplayedfunctions.Adialogwillbedisplayed
xxiv.
ClickinSUM_RANGEtextbox
xxv.
Selecttherangeofcellscontainingthe.valuesyouwishtosumup
xxvi.
ClickintheCRITERIA_RANGE1boxselectarangeofcellsthatcontainsthevaluesyouwishtocheck
thecriteriaagainst
xxvii.
xxviii.
Repeatsteps5and6toentermultiplecriteria,range2,range3etc,asyouuseeachCRITERIA_RANGE
andCRITERIAmoretextboxeswillappearforyoutouse.ClickOKwhenallrangesandcriteriashave
beenentered.
38
Excel2007Advanced
COUNTIFS
TheCOUNTIFSfunction,countsarangebasedonmultiplecriteria.
COUNTIFS(range1,criteria1,range2,criteria2)
RANGE1,RANGE2,are1to127rangesinwhichtoevaluatetheassociatedcriteria.Cellsineachrange
mustbenumbersornames,arrays,orreferencesthatcontainnumbers.Blankandtextvaluesareignored.
CRITERIA1,CRITERIA2,are1to127criteriaintheformofanumber,expression,cellreference,ortext
thatdefinewhichcellswillbecounted.Forexample,criteriacanbeexpressedas32,"32",">32","apples",
orB4.
TouseCOUNTIFSfunction
Mouse
xxix.
ClickontheMOREFUNCTIONSbuttonintheFORMULASgroupontheFORMULASribbonandclick
onSTATISTICAL.
xxx.
SelectCOUNTIFSfromthedisplayedfunctions.Adialogwillbedisplayed
xxxi.
ClickintheCRITERIA_RANGE1boxselecttherangeofcellsthatyouwishtocount.
xxxii.
xxxiii.
Repeatstep4toentermultiplecriteria,criteria_range2,range3etc,asyouuseeachCRITERIA_RANGE
andCRITERIAmoretextboxeswillappearforyoutouse.ClickOKwhenallrangesandcriteriashave
beenentered.
39
Excel2007Advanced
Eachcellinarangeiscountedonlyifallofthecorrespondingcriteriaspecifiedaretrueforthatcell.
Ifcriteriaisanemptycell,COUNTIFStreatsitasa0value.
Youcanusethewildcardcharacters,questionmark(?)andasterisk(*),incriteria.Aquestionmarkmatches
anysinglecharacter;anasteriskmatchesanysequenceofcharacters.Ifyouwanttofindanactualquestion
markorasterisk,typeatilde(~)beforethecharacter.
40
Excel2007Advanced
DATACONSOLIDATION
Tosummarizeandreportresultsfromseparateworksheets,youcanconsolidatedatafromeachseparate
worksheetintoamasterworksheet.Theworksheetscanbeinthesameworkbookasthemasterworksheet
orinotherworkbooks.Whenyouconsolidatedata,youareassemblingdatasothatyoucanmoreeasily
updateandaggregateitonaregularoradhocbasis.
E.G. If you have a worksheet of sales figures for each of your divisional offices, you might use a
consolidationtorollupthesefiguresintoacorporatesalesworksheet.Thismasterworksheet(Alldivisions)
mightcontainsalestotalsoraveragesfortheentireenterprise.
Toconsolidatedata
Mouse
xxxiv.
Nameanewsheettosummariseyouraggregatedatagotothetoplefthandcellonthatsheetwhere
youwouldliketostartaggregateyourdata.InexampleabovethecellwouldpossiblybeA3onall
divisionssheet.)
Makesurethatyouleaveenoughcellstotherightandbelowthiscellfortheconsolidateddata.
TheCONSOLIDATEcommandpopulatestheareaasneeded
xxxv.
OntheDATAribbonintheDATATOOLSgroup,clickonconsolidatetheCONSOLIDATEdialogboxis
displayed.
41
Excel2007Advanced
xxxvi.
FromtheFUNCTIONdropdownboxselectwhichfunctionyouwishtoapplytotheconsolidateddata
ranges(defaultissum)
xxxvii.
ClickinREFERENCEtextbox.Selectoneofthesheetsyouwishtoconsolidateandselectthedataon
thatsheettherangewillappearintheREFERENCEboxyouwillnoticeitisabsolute.
Iftheworksheetisinanotherworkbook,clickBrowsetolocatethefile,andthenclickOKtoclose
theBrowsedialogbox.ThefilepathisenteredintheReferenceboxfollowedbyanexclamation
point.
Alternatively,(and easier) ensure all workbooks that have sheets to be consolidated are already
open. Then just like selecting the range click in the REFERENCE box, then select the workbook
fromtheTASKBAR,selectthesheetthentherangeandclickonADD.
Beconsistentwithyourselectionsalthoughtherangesmaybeindifferentlocationsondifferent
sheets,either,selectthelabelsonALLTHESHEETSwiththedatatobeconsolidatedORNONEAT
ALL.
xxxviii.
ClickonADDtherangewillappearintheALLREFERENCESboxifthewrongrangehasbeenselected
selectitintheALLREFERENCESboxandclickonDELETE.
xxxix.
Repeattheprevioustwostepsuntilalldatarangestobeconsolidatedhavebeenselectedandaddedto
ALLREFERENCESbox.
xl.
IfyouselectedlabelsinyourdatarangesthentickthecheckboxesintheUSELABELSINarea.Select
TOPROWand/orLEFTCOLUMN.
xli.
ThedatawhenconsolidatedcanbeautomaticallyupdateablebyselectingthecheckboxCREATELINKS
TOSOURCEDATA.Thisensuresasyourdatachangessowillyourconsolidateddata.
You can onlyselect this check box if theworksheet is in another workbook. Once you select this
checkbox,youwon'tbeabletochangewhichcellsandrangesareincludedintheconsolidation.
To set up the consolidation so that you can update the consolidation manually by changing the
includedcellsandranges,cleartheCreatelinkstosourcedatacheckbox.
xlii.
Ifyouaresatisfiedwithallrangesselectedandoptionsselected,clickOK.
42
Excel2007Advanced
xliii.
Thedatawillbeconsolidatedontoyoursummaryworksheet
xliv.
Dataisconsolidated
Ifyouselectedthe CREATELINKSTOSOURCEDATAcheckboxyourdatawillbeautomatically
outlined (see left and below NAME BOX) use these outlines as you would in SUBTOTALS. The
CREATELINKSTOSOURCEDATAcheckboxworksbestwhenconsolidatingacrossworkbooksas
youcanseeintheabovepictureacrosssheetsentersthesheetnameintheBcolumnrepeatedly
you would have to change this manually but across workbooks the filename is entered there to
informyouofthesourceofthedata.
If you did not use the CREATE LINKS TO SOURCE DATA check box then the data will be
consolidatedandputintoyourcellsasvalues(averagedorsummedasyouchose)
43
Excel2007Advanced
SECTION2VIEWS,SCENARIOS,GOALSEEKANDSOLVER
CreateViews
UseGoalseekandsolver
SwitchbetweenViews
CreateScenarios
SwitchbetweenScenarios
44
Excel2007Advanced
GOALSEEKINGANDSOLVING
Excel has a number of ways of altering conditions on the spreadsheet and making formulae produce
whateverresultisrequested.Excelcanalsoforecastwhatconditionsonthespreadsheetwouldbeneeded
tooptimisetheresultofaformula.Forinstance,theremaybeaprofitsfigurethatneedstobekeptashigh
aspossible,acostsfigurethatneedstobekepttoaminimum,orabudgetconstraintthathastoequala
certainfigureexactly.Usually,thesefiguresareformulaethatdependonagreatmanyothervariableson
the spreadsheet. Therefore, you would have to do an awful lot of trialanderror analysis to obtain the
desiredresult.Excelcan,however,performthisanalysisveryquicklytoobtainoptimumresults.TheGoal
Seek command can be used to make a formula achieve a certain value by altering just one variable. The
Solvercanbeusedformorepainstakinganalysiswheremanyvariablescouldbeadjustedtoreachadesired
result. The Solver can be used to not only obtain a specific value, but also to maximise or minimise the
resultofaformula(e.g.maximiseprofitsorminimisecosts).
GoalSeek
The Goal Seek command is used to bring one
formulatoaspecificvalue.Itdoesthisbychanging
oneofthecellsthatisreferencedbytheformula.
GoalSeekasksforacellreferencethatcontainsa
formula(theSetcell).Italsoasksforavalue,which
is the figure you want the cell to equal. Finally,
Goal Seek asks for a cell to alter in order to take
theSetcelltotherequiredvalue.
In the example spreadsheet, cell B8 contains a
formula that sums advertising and payroll costs.
Cell B10 contains a profits formula based on the
revenuefigure,minusthetotalcosts.
Ausermaywanttoseehowaprofitof4000canbe
achievedbyalteringpayrollcosts.
TolaunchtheGoalseeker:
Mouse
i.
OntheDATAribbon,DATATOOLSgroup,clickWHATIFANALYSISandthenclickGOALSEEK.
ii.
IntheSETCELLbox,enterthereferenceforthecellthatcontainstheformularesultyouwishtosettoa
specificfigure.(Intheexample,thisiscellB4.)
iii.
Inthe TOVALUEbox,typetheresultyouwant.(Inthe
example,thisis4000.)
iv.
IntheBYCHANGINGCELLbox,enterthereferencefor
the cell that contains the value you want to adjust. (In
theexample,thisiscellB3.)
TheGoalSeekcommandautomaticallysuggeststheactive
cell as the Set cell. This can be overtyped with a new cell
reference or you may click on the appropriate cell on the
45
Excel2007Advanced
spreadsheet.
v.
Clickthe OK buttonandthespreadsheetwillalterthecelltoavaluesufficientfortheformulatoreach
yourgoal.GoalSeekalsoinformsyouthatthegoalwasachieved;
vi.
Younowhavethechoiceofacceptingtherevisedspreadsheet,orreturningtothepreviousvalues.Click
OK tokeepthechanges,or CANCEL torestorepreviousvalues.
GoalSeekcanbeusedrepeatedlyinthiswaytoseehowrevenueorothercostscouldbeusedto
influencethefinalprofits.Simplyrepeattheaboveprocessandalterthechangingcellreference.
Thechangingcellmustcontainavalue,notaformula.Forexample,ifyoutriedtoalterprofitsby
changingtotalcosts,thiscellcontainsaformulaandGoalSeekwillnotacceptitasachangingcell.
Onlytheadvertisingcostsorthepayrollcellscanbeusedaschangingcells.
GoalSeekwillonlyacceptonecellreferenceasthechangingcell,butnamesareacceptable.For
instance, if a user had named either cells B5 or B6 as "Advert_costs" or "Payroll" respectively,
thesenamescouldbetypedintheBYCHANGINGCELLbox.Forgoalseekingwithmorethanone
changingcell,usetheSolver.
46
Excel2007Advanced
Solver
For more complex trialanderror analysis the Excel Solver should be used.
Unlike Goal Seek, the Solver can alter a formula not just to produce a set
value, but also to maximise or minimise the result. More than one changing
cell can be specified, so as to increase the number of possibilities, and
constraints can be built in to restrict the analysis to operate only under
specificconditions.
ThebasisforusingtheSolverisusuallytoaltermanyfigurestoproducethe
optimum result for a single formula. This could mean, for example, altering
pricefigurestomaximiseprofits.Itcouldmeanadjustingexpendituretominimisecosts,etc.Whateverthe
case,thevariablefigurestobeadjustedmusthaveaninfluence,either,directlyorindirectly,ontheoverall
result,thatistosaythechangingcellsmustaffecttheformulatobeoptimised.Upto200changingcellscan
beincludedinthesolvingprocess,andupto100constraintscanbebuiltintolimittheSolver'sresults.
SolverParameters
TheSolverneedsquitealotofinformationinorderforittobeabletocomeupwitharealisticsolution.
ThesearetheSolverparameters
TosetuptheSolver:
Mouse
ClickSOLVERbuttonontheintheANALYSISgroupontheDATARibbon;
i.
LikeGoalSeek,theSetCellisthecellcontainingtheformulawhosevalueistobeoptimised.Unlike
GoalSeek,however,theformulacanbemaximisedorminimisedaswellassettoaspecificvalue.
ii.
DecidewhichcellstheSolvershouldalterinordertoproducetheSetCellresult.Youcaneithertypeor
clickontheappropriatecells,and[Ctrl]clickifnonadjacentcellreferencesarerequired.
47
Excel2007Advanced
Whenusingacomplexspreadsheet,oronethatwascreatedbysomeoneelse,thereisanoptionto
lettheSolverguessthechangingcells.Usuallyitwillselectthecellscontainingvaluesthathavean
immediateeffectontheSetCell,soitmaybeagoodideatoamendthis.
Constraints
ConstraintspreventtheSolverfromcomingupwithunrealisticsolutions.
TobuildconstraintsintoyourSolverparameters:
Mouse
i.
IntheSolverdialog,choose ADD
ii.
Thisdialogboxasksyoutochooseacellwhosevaluewillbekeptwithincertainlimits.Itcanbeanycell
orcellsonthespreadsheet(simplytypethereferenceorselecttherange).
iii.
Thiscellcanbesubjectedtoanupperorlowerlimit,madetoequalaspecificvalueorforcedtobea
wholenumber.DropdownthearrowinthecentreoftheConstraintboxtoseethelistofchoices:To
setanupperlimit,clickonthe<=symbol;foralowerlimit,>=;the=signforaspecificvalueandtheINT
optionforaninteger(wholenumber).
iv.
Oncethe OK buttonischosen,theSolverParameterdialogboxredisplaysandtheconstraintappearsin
thewindowatthebottom.ThisconstraintcanbeamendedusingtheChangebutton,orremovedusing
theDeletebutton.
Whenmaximisingorminimisingaformulavalue,itisimportanttoincludeconstraintswhichsetupperor
lower limits on the changing values. For instance, when maximising profits by changing sales figures, the
Solvercouldconceivablyincreasesalestoinfinity.Ifthesalesfiguresarenotlimitedbyanupperconstraint,
theSolverwillreturnanerrormessagestatingthatthecellvaluesdonotconverge.Similarly,minimising
totalcostscouldbeachievedbymakingoneofthecontributingcostsinfinitelylessthanzero.Aconstraint
shouldbeincluded,therefore,tosetaminimumlevelonthesevalues.
The example here shows the number of cases for five London hospitals, split into three types: Elective,
EmergencyandDaycases.Belowthisaretherespectivecostsofeachtypeofcaseforeachhospital,and
finally the total costs (number multiplied by price) for each type in each hospital. All these figures are
totalledincolumnH,toarriveatafinaltotalcostsfigureincellH17.
48
Excel2007Advanced
Callup SOLVERfromthe ANALYSISgrouponthe DATAribbon.TheSetCellinthiscasewillbeH17,the

total costs cell. It can be assumed that the costs of cases cannot be changed, only the number in each
hospital,thereforethechangingcellswillbeB4:F6:
The problem is that, if Solve is
chosen now, the number of cases
could reduce to infinitely below
zeroandproduceanerrormessage.
Fortunately,constraintscanbebuilt
in to force each hospital to have a
minimumnumberofcases,andfor
theretobeatotalnumberofcases
overall. Choose the ADD option to
add a constraint, highlight the cells
B4:F6, drop down the arrow and
click on >= to set a minimum limit.
Here, type whatever the minimum
number of cases should be. To
avoid the error message, simply type 1 and choose OK. Also, as hospital cases cannot be fractions, add
another constraint to force these cells to be integers. Finally, a constraint could be added to set a total
numberofcases(cellH7).TheSolverparametersshouldnowappearasfollows:
When Solve is chosen, the Solver
carries out its analysis and finds a
solution. This may be unsatisfactory,
asithascalculatedthatthebestway
to minimise costs is to put the
majority of cases in St George's as
day patients. Further constraints
could now be added to force the
Solvertoplaceminimumnumbersof
cases in the other hospitals, or set a
maximum limit on St Georges' day
cases.
49
Excel2007Advanced
SolverAndScenarioManager
The Solver uses sophisticated numeric
analysis and iterative methods to
perform trialanderror calculations
very quickly. The original values of the
spreadsheet, therefore, have a
profoundeffectontheresultofaSolver
solution. It may be the case that there
isnoconcretesolutiontoaspreadsheet
problem,andtheSolvermayproducea
"best guess" within the specified
constraints. Changing the original
values and running the Solver again
may produce a different result, and it
may therefore by helpful to save the
different"scenarios"thatareproduced.
It may also be necessary to save
scenarioswhereconstraintshaveeither
been added, removed or amended.
Using Excel's Scenario Manager can
facilitate this, by allowing you to save
each new Solver solution and compare
it to previous ones. For most complex
spreadsheetproblems,theSolverandScenarioManagerareusedtogether.
OpeningScenarioManager
Toopenscenariomanager
Mouse
i.
ClickSCENARIOMANAGERontheWHATIFANALYSISbuttonontheintheDATATOOLSgroupon
theDATARibbon;(thetextwhatifanalysiswillbemissingifsolverhasbeenaddedintoExcel)
ii.
Scenariomanagerwillappear.
50
Excel2007Advanced
SavingSolverSolutions
WhentheSolverfindsasolutionthatseemsfeasible,youmaywanttosaveit.
SaveasolutionasaScenario:
Mouse
i.
OnceSolverhasfoundasolution,choose SAVESCENARIO fromthedialogbox.Thescenariocanbe

namedandeitherthenewvalueskeptortheoriginalvaluesrestored.
ToviewasavedScenario:
Mouse
i.
ii.
Scenariomanagerwillappear.Allnamedscenarioswillbelisted.
iii.
Clickontheappropriatenameandchoose SHOWtodisplaytheresults.Typically,ascenarioonlyholds
theresultsofthechangingcellssetinanySolverParameters.ChoosingEditfromtheScenarioManager
allowsthesevaluestobechanged,ortheScenariorenamed.
51
Excel2007Advanced
Reports
Once a Solver solution is obtained, a report can be generated to summarise the changes that have been
madeandhowaccuratelytheconstraintshavebeensatisfied.Whenchangingcellshaveintegerconstraints,
theonlymeaningfultypeofreportisanAnswerReport,whichgivesdetailsofthetargetcell'soriginalvalue
andnewvalue,thechangestotheadjustablecellsaswellasallconstraints.
Tocreateasolverreport:
Mouse
i.
ClickAnswer ReportfromtheSolverSolutiondialogbox.Excelgeneratesthereportinanewsheet
behindthecurrentworksheet.
ii.
Toseethereport,choosetheanswerreportribbon:behindcurrentworksheet
52
Excel2007Advanced
VIEWS&SCENARIOS
Excel'sCustomViewsareusedtosaveandrecalldifferentdisplaysettingsandprintoptions.TheScenario
Managerallowsyoutostorechangestospreadsheetdataandperform"whatif"analysis.
CustomViews
Customviewsallowyoutosavedifferentdisplayandprintsettings,andimposethemquicklyandeasilyon
theworksheetatanytime.Thesettingswhichcanbesavedincludeprintsettings,rowheightsandcolumn
widths,displaysettings,selectedcells,windowsizeandpositions,settingsforpanesandfrozentitles.This
canbeadvantageouswhendealingwithlargeworksheetswhereswitchingfromoneareatoanothermight
otherwisebeawkward.Italsoallowsanumberofdifferentprintsettingsincludingprintareatobesaved
aspartofthesameworksheetfile.
TypicalCustomViewModel
Intheexampleabove,Sales,CostsandProfitsdatacanbeseenatthetopofthescreen,withanembedded
linechartunderneath.Thereisalsoanembeddedpiechart,which,atthemoment,canonlybeseenby
scrollingdownthespreadsheet.Itwouldbeusefultobeableto"swap"betweenthelinechartandthepie
chartwhilestillabletoseethespreadsheetfigures.Itmayalsobehelpfultodefinedifferentpagesettings,
depending on whether the line chart or pie chart is being printed. By defining different spreadsheet
"views,itispossibletotogglebetweenthedifferentchartsandkeepthedataonthescreenatalltimes.It
isalsopossibletoprintadifferentheaderwhenadifferenttypeofchartisdisplayed.
53
Excel2007Advanced
DefiningAView
Beforedefiningaview,youshouldensurethatthedisplayoptions,zoompercentage,printsettingsetc.are
asyouwishtorecordthem.
Tocreateaview:
Mouse
i.
ClickViewfromthemenubarandchooseCustomViews.Thefollowingdialogboxwillappear:
ii.
FromtheCustomViewsdialogbox,choose ADD.
iii.
Choose whether or not to include print settings or hidden rows and columns as part of the View by
checkingtherequiredoptions.
iv.
Enterthenameunderwhichthisviewistobesavedandclickon OK .
Onceaviewhasbeendefined,thedisplayandprintsettingsoftheworksheetcanbechanged(forexample
in our typical model you may want a view to display the pie chart next to the data with an appropriate
headerwhenprinting).YoucanthensetupaViewthatwouldsavethosesettings.
54
Excel2007Advanced
ShowingAView
Havingdefinedasmanyviewsasareneededforthecurrentworksheet,youcanswitchbetweenthem.
Toshowaview:
Mouse
i.
ClickontheVIEWribbonWORKBOOKVIEWSgroup,andCUSTOMVIEWS.
ii.
Click on the SHOW button. If Print or Print Preview commands are executed, the correct settings
(includingtheheader)willbeapplytoeachview.
Todeleteaview:
Mouse
i.
ClickontheVIEWribbonWORKBOOKVIEWSgroup,andCUSTOMVIEWS.
ii.
ClicktheDELETEbutton.
ScenarioManager
ThepurposeoftheScenarioManageristoallowyoutosaveanumberofalternativeinputsforspecificcells
whichaffecttheresultsinaworksheet.Forexample,youmaywanttoseetheresultsofchangesincosts
figures, and their impact on profits. A variety of different costs figures could be saved as different
"scenarios,andeachoneloadedinturntoproducecomparisons.
LoadTheScenarioManager
Once you have constructed your
worksheetwiththeappropriatedataand
formulae, you are ready to set up
scenarios.
Tosetupscenarios:
Mouse
i.
Click SCENARIO MANAGER on the

WHAT IF ANALYSIS button on the
in the DATA TOOLS group on the
DATA Ribbon; (the text what if
analysiswill bemissingifsolverhas
beenaddedintoExcel)
ii.
:Click the ADD button to name your

scenario and define the CHANGING
CELLS(thecellscontainingthevalues
you want to vary for each scenario).
Thefollowingdialogwillappear:
55
Excel2007Advanced
iii.
TypeanameintheboxmarkedSCENARIONAME.
iv.
Clickthebuttontotherightofthe CHANGINGCELLSboxtocollapsethedialogallowingyoutoview
theworksheetandselectthecellscontainingthevariables.Nonconsecutivecellsmaybeselectedusing
[Ctrl]andclick.ClickthebuttontoexpandtheAddScenariodialogoncemore.
v.
Click OK toaddtheScenario.Thefollowingdialogboxwillappear:
vi.
Typethevalueforthefirstchangingcellthatyouwanttosaveunderthecurrentscenarioname.Press
[RIBBON]tomovetothenextchangingcellandtypeavalueforthatchangingcell.Repeattheprocess
untilallchangingcellvalueshavebeensetforthecurrentscenario.
vii.
Clickthe OK buttontoreturntotheScenarioManagerdialog
viii.
Click OK againtoexittheScenarioManager.
Or
i.
Clickthe ADD buttontodefineanotherscenario.
ii.
Whenallscenarioshavebeenadded,click OK toreturntotheScenarioManagerdialogand OK toexit

theScenarioManager.
56
Excel2007Advanced
ShowingAScenario
Whenseveralscenarioshavebeencreated,eachoneinturncanbeshown.Thevaluesassociatedwiththat
scenariowillappearinthedesignatedChangingCells,andallthedependantformulaeontheworksheetwill
update.Anychartsdependantonthechangingvalueswillalsoupdate.TheScenarioManagerdialogbox
willremainonscreen,allowingyoutoclickonanalternativescenarionameandshowitinstead.
Toshowscenarios:
Mouse
i.
ii.
Doubleclickthescenarionamewhosevaluesyouwantontheworksheet.Thevalueswillappearinthe
changingcells.
iii.
Thedialogboxremainsonscreenallowingyoutodoubleclickotherscenarionamesandseehowthec
hangingvaluesaffectthedata.Click OK toexittheScenarioManagerdialog.
57
Excel2007Advanced
EditingAScenario
Therearetwomainwaysinwhichyoumightwishtochangeanexistingscenario.Youmightwanttoamend
thevaluesofthechangingcells,oraddordeletechangingcells.Theapproachisslightlydifferentforeach
ofthesetasks.
Tochangevaluesinascenario
Mouse
i.
theDATARibbon;
ii.
Selectthenameofthescenariotobeedited.
iii.
ClickontheEDITbuttonandclick OK fromtheEditScenariodialog.
iv.
Changethevaluesasrequired,andclickonthe OK button.Thisprocedurecanberepeatedifnecessary
toeditotherscenarios.
Toaddchangingcells:
Mouse
i.
theDATARibbon;(
ii.
iii.
Clickonthe EDITbuttonandclickthebuttontotherightofthe CHANGINGCELLSboxtocollapsethe

EditScenariodialog.
iv.
Holddownthe[CTRL]keyasyouclickanddragacrossthecellsthatyouwanttoadd.Clickthebuttonto
expandthedialog.Click OK toconfirmtheaddition.
v.
EnterthevalueforthenewlyaddedchangingcellintheChangingcellsdialogandclick OK toconfirm.
vi.
Click CLOSE toexittheScenarioManager.
Toremovechangingcells:
Mouse
i.
theDATARibbon;
ii.
iii.
Clickonthe EDIT button.
iv.
Dragacrossthecellreferencesofthecellsyouwanttoremovefromthe CHANGINGCELLSboxand
press[DELETE].Click OK toconfirmthedeletionand OK againtoclosetheChangingcellsdialog.
v.
Click CLOSE toexittheScenarioManager.
58
Excel2007Advanced
DeletingAScenario
Todeleteascenario:
Mouse
i.
theDATARibbon;
ii.
Selectthenameofthescenariotobedeleted.
iii.
Click DELETE button.

Youcantundothedeletionofascenario.
59
Excel2007Advanced
SECTION3USINGEXCELTOMANAGELISTS
Objectives
SetupanExcellist
Sortthelist
Createlistsubtotals
Add,editanddeletelistitemsusingthedataform
UseAutoFiltertofindspecificlistdata
UsetheAdvancedfilteringtools
AnalyselistdatawithdataandPivotTables
60
Excel2007Advanced
EXCELLISTS,LISTTERMINOLOGY
AlthoughExcel'sprimaryfunctionisasaSpreadsheet,itcanalsobeusedforanumberoflistoperations.It
is possible to store, and manipulate information (customer records, staff records or stock inventories for
example)onanExcelworksheet,organiseitindifferentways,and"query"thelisttoextractinformation
whichmeetsspecific,userdefinedcriteria.Thelistiseffectivelytreatedasadatabase.
In order to use Excel's database capacity, information must be laid out in rows and columns subject to
certainconstraints.Therearesomedatabasetermswithwhichtheusershouldbecomefamiliar:
RowAndColumnContent
Theinformationbeingstoredmustbedividedupintocategories.Forexample,informationonstaffmight
includeFirstname,LastnameandDepartment.InanExcelList,eachcategorymustbeenteredinaseparate
column. Do not mix text and numbers in a column the data must belong to the same category of
informationandthereforeshouldbethesamedatatype.Donotusespacesinfrontofcolumnentries,use
alignmentbuttonsinsteadifyouneedtomovedataawayfromthecolumnedges.
ColumnLabels
Thisisthetitleatthetopofeachcolumn,describingthecategoryofinformationwhichitcontains.Each
labelnamemustbeuniqueandmustbemadeupoftextratherthannumbersorcalculations.Thecolumn
namesmustappeardirectlyabovethelistinformationtheymaynotbeseparatedfromtherestofthelist
byablankrow.Formatyourcolumnlabelstodistinguishthemfromthelistdata.
ListSizeAndLocation
TheLististhewholecollectionofinformation,allFields,FieldnamesandRecordsandshouldbelaidoutasa
regularblockofdata.(seespecificationsforlistlimits)
Donotplacemorethanonelistonaworksheet.Ifyouwantmorethanonelistinaworkbook,placeeach
list on a separate sheet. (this is only a guide it will not affect functionality but when working with lists
hiddenrowscancausesevereproblemswithotherlistsonsamesheet)
Leaveatleastoneblankrowandoneblankcolumnbetweenthelistandotherdataontheworksheet.
Place additional data diagonally below and to the right of your list. This ensures that data will not be
affectedwhenyoufilterthelist.
Miscellaneous
Excel does not distinguish between upper and lower case characters in a list, unless you use the Case
sensitivesortoption.
When
you
use
formulae
in
lists,
61
Excel
uses
the
results
of
the
formulae.
Excel2007Advanced
SORTINGDATA
Although not confined
to
database
information,thesorting
facility in Excel is
particularly appropriate
for changing the order
in which records are
listed. Remember to
save the file containing
thedatabaseinformationpriortosorting.
Ifyouwillneedtorestoretheoriginalrecordorder,itisagoodideatoincludeacolumnofrecordnumbers
beforesortingthedatabase.Thiscanbeachievedsimplybyaddingacolumnwithasuitableheading,and
usingthefillhandleorthedataseriescommandtoenterconsecutivenumbersadjacenttoeachrecord.
When using any data handling techniques ensure you have: 1. Selected a cell
somewhereinthedatalist.2.HaveNOMOREthanonecellselected
Excel automatically selects the entire list for sorting. It compares the top rows of your list for
formatting differences. If there is a difference in the formatting of the top row, Excel identifies
thatrowascolumnlabelsandexcludesitfromthesort.Thisensuresthecolumnlabelswillnotbe
sortedwiththerestofthedata.
Toperformasinglelevelsort:(quicksort)
Mouse
i.
Selectacellinthelistwithinthecolumnbywhichyouwanttosort.
ii.
Click the Sort Ascending or Sort Descending button from the DATA ribbon, SORT &
FILTERgroup
OR
Mouse
i.
Clickwithinthedatatobesortedinthecolumnyouwishtosortby
ii.
ClicktheSortAtoZorSortZtoAoptionfromtheSort&Filterbutton
ontheHOMEribbonintheEDITINGgroup
iii.
Thedatawillbesortedalphabeticallyornumericallybythatcolumn
62
Excel2007Advanced
Toperformamultilevelsort:
Mouse
i.
Clickwithinthedatatobesorted.
ii.
Choose Sort, button from the DATA ribbon, SORT & FILTER group The following
dialogboxwillappearinwhichfromwhichyoumayspecifytheSortfieldsandtheSortorder.
iii.
FromtheSort Bydropdownlist,selectthefieldyouwanttouseasthemainsortorder.
iv.
Selectfromthenextdropdownlistwhatyouwanttosortonbydefaultthis
willbethedata(values)
v.
Select the Ascending or Descending from the drop down list depending on
whichorderyouwishthedatasortedin.
vi.
Selectaddlevel
vii.
SpecifyanysubsortsusingtheThen Bydropdownliststopickthesubsequentfieldstosortbywhen
duplicatesoccurinthemainsortfield.
viii.
Youmayaddmanylevelstoyoursortingofdata.Ifyouwishtoreorderyoursortinglevels
usethereorderbuttonsbyselectingalevelandmovingitupordown
ix.
Ifyouhaveanincorrectlevelinyourmanysortorders.Selectitandclickondeletelevel.
x.
Click OK .toapplysortorders
OR
Mouse
i.
ClicktheCustomsortoptionfromtheSort&FilterbuttonontheHOMEribbonintheEDITINGgroup
ii.
Thecustomsortdialogwillappear.
iii.
Continueasprevious
iv.
Click OK .toapplysortorders
63
64
Excel2007Advanced
Excel2007Advanced
CustomSortingOptions
The ascending and descending sort orders rearrange your list by alphabetical, numerical, reverse
alphabeticalorreversenumericalorder.Forsometypesofdata,suchasmonths,thismaynotbetheorder
that you need to use. You can use one of the custom sort orders provided with the Excel program to
rearrangeyourdatainchronologicalorderbydayoftheweekorbymonth.
Tosortbyacustomsortorder:
Mouse
i.
Placetheactivecellwithinthelist.
ii.
OR
i.
ChooseSORT,buttonfromtheDATAribbon,SORT&FILTERgroup.
ii.
FromtheSORTBYdropdownlist,selectthecolumnbywhichyouwanttosort.
iii.
FromtheSORTONdropdownlistselectwhatyouwanttosorton(Values)
IV.
FromtheORDERdropdownlistselectCUSTOMLIST
v.
Thefollowingdialogboxwillappear
vi.
Selectacustomlistfromthelefthandbox.
vii.
Clickon OK toclosethelistdialogandapplysortordertolevelandclickon OK againtoperformthe

sort.
65
Excel2007Advanced
CreatingACustomSortOrder
Whensortingbyascending,descendingorchronologicalorderisnotsuitableforthedatainalist,youcan
createacustomsortorder.CustomsortordersenableyoutogiveExceltheexactordertorearrangedata.
Custom sort orders are helpful for data such as Low, Medium, High, where neither alphabetical nor an
existingcustomsortorderwillprovidethedesiredresults.
Tocreateacustomsortorder:
Mouse
i.
OR
ChooseSORT,buttonfromtheDATAribbon,SORT&FILTERgroup.
i.
OR
i.
Clickonthe MICROSOFTOFFICEBUTTONandselectthe EXCELOPTIONSbutton.Inthe POPULAR

section.clickontheEDITCUSTOMLISTSbutton
ii.
IntheCUSTOMLISTSbox,verifythatNewListisselected.
iii.
IntheLISTENTRIESbox,typeeachuniqueentryintheorderyouwanttosorttheentries.Separatethe
entriesbypressing[ENTER].
iv.
ClickADDthelistentrieswillappearinthelefthandbox
v.
ClickOK.
CustomsortordersaresavedwiththeExcel2007programsettingsandareavailableforusewith
allworksheets.YoucanuseacustomlistwiththeAutoFillfeature.
66
Excel2007Advanced
ADDINGSUBTOTALSTOALIST
Automatic subtotals are useful in summarising the data contained in a list.
Subtotals are created by using an Excel summary function such as SUM(),
COUNT()orAVERAGE().Tousethesubtotals,yourdatamustbeorganisedin
a properly designed list and sorted according to the column by which you
wanttosummarisethedata.
Toaddsubtotalstoalist:
Mouse
i.
Sort the list according to the column by which you

wanttosummarisethedata.
ii.
Choose SUBTOTALfromthe OUTLINEgrouponthe

DATAribbon.
iii.
FromtheAt Each ChangeIndropdownlist,select

the field by which you want to summarise the data.
(thefieldyouhavethedatasortedby)
iv.
From the Use Function dropdown list, select the

summary function you want to use to generate the
subtotals.
v.
In the Add Subtotal To box, check the column or

columns to which you want the function to be
applied.
vi.
Ifdesired,checktheoptionsforreplacingthecurrent
subtotals (if any), inserting a page break for each
summary group and inserting the summary below
eachgroup.
vii.
Click OK .
WhenyouusetheData,Subtotalscommand,itaddsitsownGrandTotal,soyoushouldnotusethe
SUM()functioninyourlist.IfyouusetheData,Subtotalscommand,theSUM()functionwillbe
inaccuratesinceitincludesthesubtotalsinthecalculation.(seeworkingwithlists)
Toremovesubtotalsfromasetofdata:
Mouse
i.
Selectasinglecellsomewherewithinthesubtotalledlist.
ii.
ChooseSUBTOTALfromtheOUTLINEgroupontheDATAribbon
iii.
ClickREMOVEALLandthenOK.
67
Excel2007Advanced
ExaminingSubtotals
When you insert automatic subtotals, Excel creates an outline of your data. The outline enables you to
showorhidecertainsectionsofdatabyclickingontheoutlinebuttonsbelowtheNameboxontheformula
bar.Grandtotalvaluesarederivedfromthelistdata,notthesubtotalrows.
Outline
buttons
Toexamineasubtotalledlist
Mouse
i.
Havingappliedsubtotalstoalist,outlinenumberingcanbeseenonthefarleftbelowthenamebox.
ii.
Select1,2or3toseeallthedatawithsubtotalsatintervals,subtotalsaloneorjustthegrandtotal
iii.
Clickingonthe+or=buttonsbelowtheoutlinenumbersenablesyoutoselectwhichoutlinegroupto
expandorcollapsetoallowprintingorcomparisonofrequireddata.
iv.
Removingsubtotalswillremovetheseautomaticoutlines
68
Excel2007Advanced
FILTERINGALIST
When you filter a list, you
display only the sets of
data that meet a certain
set of search conditions
called criteria. The
AutoFilter feature enables
youtospecifythosesearch
conditionsfromthelist.
WhenyouusetheData,Filter,AutoFiltercommand,dropdownlistarrowsaredisplayednexttoeachofthe
columnlabelsinthelist.Whenyouopenadropdownlist,alistofalltheuniqueentriesforthatcolumnis
displayed.Byselectingoneoftheentriesfromthedropdownlist,calledafiltercriterionyouinstructExcel
what to search for. Then Excel filters the list so that only the sets of data that contain the entry you
selectedwillbedisplayed.WhenFiltermodeisactive,arrowsforthecolumnswithfiltercriterionselected
appear in blue on the worksheet, row numbers appear in blue, and the status bar displays either the
number of rows that meetthecriteria, or the text Filter mode. The sets ofdata thatdonot meet the
criteriaremaininthelistbuttheyarehidden.
IfyouselectasinglecellinthelistbeforechoosingFilterdropdownlistarrowsareappliedtoallof
thecolumnlabelsinyourlist.IfyouselectmultiplecolumnlabelsbeforechoosingFilterdropdown
list arrows are displayed only for the selected columns, thus restricting which columns you can
applyfiltersto.Ineithercase,theentirelistisfiltered.Also,youcanfilteronlyonelistatatime
onaworksheet.
TofilteralistusingAutoFilter:
Mouse
i.
Placetheactivecellanywherewithinyourlist.
ii.
Click the FILTER option from the SORT & FILTER button on the HOME
ribbonintheEDITINGgroup
OR
i.
Choose FILTER, button from the DATA ribbon, SORT &

FILTERgroup.
ii.
Yourlistcolumnlabelswillappearwithdropdownlistarrows
totheright.
iii.
Whenyouselectthedropdownarrowfromthetopofaparticularcolumnyouwillhave(dependingon
thedatatype)aboxatthebottomofthemenuwithalluniquevaluesmakesurethevaluesyouwishto
beseenareticked.Selectthevaluesyouarefilteringfor.(FollowingPictures)
iv.
Whenallvaluesyouwishtoseeareticked(thiscreatesORconditionsforthatcolumn)clickOKtoapply
thefilterforthatcolumn
OR
69
Excel2007Advanced
i.
Youhavesortorderoptionsatthetoppartofthemenuwhichworkinthesamemanneraspreviously
discussedifyouselectasortorderthiswillclosethemenuandapplythefilter.
ii.
Repeatstep3untilyouhavesetfiltercriteriaforallcolumnsthatyouwishtofilterby.
iii.
Thelistwillshowonlythoserowsthatmatchyourcriteria.
Sorting
options
Valuestobe
filteredby
Filteroptionsfor
customfilter.
(seenext)
EachtimeyouapplycriteriatoacolumnyoucreateANDconditionsacrosscolumnsthatreducethe
number of records that will be displayed. Using the simple autofilter OR conditions cannot be
appliedacrosscolumns.(seeadvancedfilter).MoreANDconditions=lessrecords
Whilstafilterisactive,ifyouprinttheworksheet,onlyvisiblerowswillbeoutput,soyoucanprint
outmultipleviewsofyourdatafromanindividuallist.
Removingasinglecolumnfilter:
Mouse
70
Excel2007Advanced
i.
Youcanseewhichcolumnshavefiltercriteriaactivebecausethedropdownlistarrowsareblue.Click
thedropdownlistarrowforthecolumnwhosecriteriayouwishtoremove.Andchoosethetickbox
thatsaysselectall.
ii.
Allvalueswillbeselectedfordisplayagain.EitherclickOKorselectnewsortordertoshowallrecords.
71
Excel2007Advanced
Removingallcolumnfilters:
Mouse
ClicktheClearoptionfromthe SORT&FILTERbuttononthe HOME ribbonin
theEDITINGgroup
i.
OR
i.
Choose FILTER, button from the DATA ribbon, SORT &

FILTERgroup.
ii.
Allcolumnfilterswillbecleared
When filters are cleared the SELECT ALL tick box is applied to all columns. Make sure that this
methodistheoneyoureallywantifyouhaveselectedcomplicatedcriteriainaparticularcolumn.
CustomCriteria
WhenyouspecifyafiltercriterionforacolumnfromuniqueentrieslistedintheAutoFilterdropdownlist,
youcanonlyselectonefiltercriterionatatime.TheCustomfiltercriterionenablesyoutofilteralistto
displaysetsofdatathatcontainThiscreatesanORconditionorcomplicatedoptionsofwhattext,datesor
numbers you wish to display To meet the filter criteria, a set of data must meet either the first filter
criterionorthesecondfiltercriterionorboth
You can also use the Custom criterion choice to find values that fall within a range. When you specify
custom criteria, select acomparison operator from thedropdown list and then either type ina value or
selectitfromthecriteriadropdownlist.
Whenyouusecustomcriteria,youneedtounderstandthecomparisonoperatorsthatExceloffersyou.The
tablebelowoutlinesthese:
Operator
=
>
<
>=
<=
<>
Meaning
Equalto
Greaterthan
Lessthan
Greaterthanorequalto
Lessthanorequalto
Notequalto
TospecifyeitherAND/OR
customcriteria:
Mouse
i.
Click on the AUTOFILTER dropdown

forthedesiredcolumn.
ii.
Depending on the Data type you will

have the data type and type of filter
name.(pictureshowsnumberfilter)
72
Excel2007Advanced
iii.
You may select one of the options shown to

start your custom filter OR move to the
bottomofthemenuandselectcustomFilter.
iv.
Thefollowingdialogboxwillbeshown.
v.
vi.
In the Custom AutoFilter dialog box from the

first criteria dropdown list select one of the
filter criteria. (The default operator is =
equals).
vii.
ClickonOR orAND.(thisisveryimportant)
viii.
Fromthesecondoperatordropdownlist,selectacomparisonoperator.
ix.
Fromthesecondcriteriadropdownlistselecttheotherfiltercriterion.
x.
Click OK . The filtered list shows the sets of data that meet either the first or the second specified
criterionforthecolumn.
Usingcustomcriteriatofindarangeofvalues:
Mouse
i.
Clickthedropdownarrowforthecolumnlabelwhoserangeofvaluesyouwanttofilterby.Thiswill
typicallybenumbersordates
ii.
ClickCustomfilter.Fromtheresultingdialogbox,selectthecomparisonoperatortocontrolthelower
limitingvalue,forexamplegreaterthanorgreaterthanorequalto.
iii.
Fromthefirstcriteriadropdownlist,selectavalueortypethevaluein.
iv.
SelectANDasthedataMUSTmeetbothconditionstodisplaytherange
v.
Fromthesecondcriteriadropdownlistselecttheotherfiltercriterion.
vi.
Click OK . The filtered list shows the sets of data that meet BOTH the first and the second specified
criterionforthecolumn.
Wildcards
Youcanusewildcardstosearchfortextincommonwithintheuniqueentries,eventhoughtheentireentry
might not match. For example, searching for all of the sets of data that have entries in the lastname
column that begin with M might display two Moores (where the entire entry matches) but might also
displayMaddingandMartinez(wheretheentireentrydoesnotmatch).
Wildcard
*asterisk
?questionmark
~tilde
Finds
Anysetofcharactersthatareinthesame
positionastheasterisk
Anysinglecharacterthatisinthesameposition
asthe?
Aquestionmarkoranasterisk
73
Example
*.xlsfindsFilter.xlsand
sortdata.xls
B?tfindsBat,Bit,ButandBet
Who~?FindsthetextWho?
Excel2007Advanced
Tofilteralistusingwildcards:
Mouse
i.
WithAutoFilter active, select the dropdown list arrow to the right of the column you want to use to
filterthedata.
Wildcardsonlyworkwhenfilteringcolumnscontainingtext
i.
ChooseCUSTOM.
ii.
Ensurethattheoperatorissetto=.
iii.
Typethepatternoflettersyouarefilteringbywiththeasterisksand/orquestionmarksinsertedinthe
appropriatepositions.
iv.
Click OK .
TurningOffAutofilter
Whenyounolongerneedtofilteryourdata,youcanswitchtheAutoFilteroffinthefollowingway:
ToswitchoffAutoFilter:
Mouse
i.
Choose FILTER, button from the DATA ribbon, SORT & FILTER
group.
OR
i.
Clickthe FILTERoptionfromthe SORT&FILTERbuttononthe HOME ribbon

intheEDITINGgroup
ii.
TheAutoFilteroptiononthesubmenuwillappeartickedshowingthatAutoFilter
is currently active. Click AutoFilter to remove the tick and deactivate the
AutoFilter.
74
Excel2007Advanced
AdvancedFiltering
Sometimes, the filter criteria that you specify with AutoFilter will not yield the necessary results. For
example,youcannotuseAutoFiltertofilteralisttodisplaythemorecomplexcriteriaoftwoseparateAND
conditionscombinedwithanORcondition.Todothis,youmustusetheAdvancedFilteroption.Thisrelies
on you setting up and defining a Criteria range on the worksheet where the data to be matched can be
entered.
SetCriteria
TheCriteriarangeusuallyconsistsofacopiedsetofthelistcolumnnames,andablankrowimmediately
beneathintowhichyoucantypethedatatobematched.Itisagoodideatocopythecolumnnamesfrom
the top of the database into the area to be used as a criteria range, as this reduces the chance of there
beinganydiscrepancybetweenthetwosetsofnames.
In fact, not all the column labels need to be included in the criteria range. It could be restricted to only
those labels on which you wished to search, and those labels included could be displayed in a different
order.Ifyouwishandcriteriatocreatearangeyoumayneedtocopyaparticularcolumnlabeltwice.
OR
condition
AND
condition
TodefinetheCriteriarange:
Mouse
i.
Copyacrosstoanewsheetthecolumnlabelsyouwishtocreatecriteriafor.
ii.
Createthecriteriainthecellsunderthelabels.
iii.
Ifcriteriaarecreatedinthesamerow,thiswouldcreatean ANDconditionandondifferentrowsthis
wouldcreateanORcondition.
iv.
Selectthecopiedsetofcolumnlabelsandthecriteriabelow
andnamethecellrangeifyouwish.(notessential)Typethe
wordCriteriaintothenameboxandpress[ENTER].
You do not have to name the cells with the range name
Criteria, but it will ensure that Excel automatically picks the
correctgroupofcellsasthecriteriacarryingcellswheneveryou
usetheAdvancedFilter.
75
Excel2007Advanced
Torunanadvancedfilter:
Mouse
i.
Clickwithinyourdatalist
ii.
ChooseADVANCED,buttonfromtheDATAribbon,SORT&FILTERgroup.
iii.
Thefollowingdialogwillbedisplayed
iv.
Youshouldseethatyourdatalistisselectedcompletely.Ifnot(duetoemptycolumnsorrows.)Delete
thevaluesinthelistrangeboxandeithertypeintherangeyouwishorselectthecorrectrangewiththe
mouse
v.
Inthecriteriarangeboxeithertypecriteria(ifyounamedtherange)ordeleteanyvaluespresentand
selectyourcriteriafromyoursheetofcriteria.
vi.
BydefaultthelistwillbefilteredinplaceaswhenusingtheAutoFilter.
vii.
ClickOK.Youwillbereturnedtoyourdatalistwiththefilterapplied.
viii.
Sortifneeded
Toremoveafilter:
Mouse
i.
ClicktheClearoptionfromtheSORT&FILTERbuttononthe HOME ribbonin

theEDITINGgroup
OR
i.
ChooseFILTER,buttonfromtheDATAribbon,SORT&FILTERgroup.
ii.
Thefilterwillbecleared
76
Excel2007Advanced
EnteringSearchCriteria
At a basic level criteria entered in the Criteria range is subject to the limitations mentioned earlier but
makinguseofauserdefinedCriteriarangeallowsmorecomplexsearchestobeperformed.
Itisimportanttoremembertocleartheoldfilterandselectnewcriteriaanddeleteoldcriteriafromeither
thecustomfilterortheadvancedfilterbeforeapplyinganewfilter.Otherwisethetrueresultsofafilter
will not be shown. For example, if the first filter is applied with Johnson entered under Surname, and a
subsequentfilteriscarriedoutforthosewhoworkinFinance,itisessentialthattheNamespecificationis
cleared unless you deliberately wish to confine the filter to those people called Johnson who happen to
workintheFinancedepartment.
ExcelwillfindrecordsmatchingtextinformationenteredintheCriteriarange,andrecordswheretheinitial
lettersmatchthespecifieddata.Whenworkingwithauserdefinedcriteriarange,ifyouwishtoconfine
filterresultstoonlythoserecordswhere,forexample,thefirstnameisRob,itwouldbenecessarytoenter
theformula="=Rob"intheCriteriarangeundertheappropriatecolumnlabel.
ResultsMatched
Rob;Robert;Robin
Rob
CriteriaEntered
RoborRob*
="=Rob"
WildcardsWithTextCriteria
One variation on searches for text criteria consists of using text Wildcard symbols. The two Wildcard
symbolsmaybefamiliartousersofotherPCsystems.
TheAsterisk
TheAsterisk(*)maybesubstitutedforanygroupofcharacters.Searchingfor *Bankingwouldfindboth
Development Banking and Merchant Banking. If no Wildcard symbols are included in the search criteria,
Excel usually assumes that there is an asterisk at the end of the specification, so it will match the data
specifiedandanyrecordswheretheinitialdataisthesame.
TheQuestionMark
The Question Mark (?) may be substituted for any single character. The question mark identifies the
positionofthewildcardcharacterwithinthestringoftext.T?mwouldfindTimorTom.?awouldfindall
recordswherethesecondletterintheappropriatefieldwasanA.Onceagain,Excelwillassumethatthere
isanasteriskontheendofthesearchspecificationunlessotherwiseinformed.EnteringT?minaFirstname
fieldwouldfindTim,TomandTommy.Usethesyntax="=T?m"toconfinethesearchestothreecharacters
inlength.
MultipleCriteria
Hitherto, the Criteria range has been described as a copied set of field names into which you may enter
searchspecificationsundertheappropriatecolumnnames.Youmaychoosetoentercriteriaintheblank
rowundermorethanonefieldname.EnteringFinanceasthedepartmentand7asthegradeforexample,
wouldfindonlythosepersonswhometbothcriteria.
MultiplecriteriaonthesamerowdictatesthatthefirstspecificationANDallotherspecificationsmustbe
metinorderforExceltofindtherecord.(SeealsouseoftheAND()functionunderCalculatedCriteria).
77
Excel2007Advanced
UsingMultipleRowsintheCriteriaRange
There may be situations where you wish to find members of either Division or
Risk.InsuchaninstancetheCriteriarangecanbeextendedtoincludeasecond
rowintowhichyoumayenterspecifications:
ExtendingthecriteriarangeforORcriteria:
Mouse
If you named your criteria range then you may wish to first delete the current Criteria range name.
chooseNAMEMANAGERfromtheFORMULASribbon.IntheDEFINEDNAMESgroup.
iii.
SelectCRITERIAfromthenameslistinsidethedialogandclickDELETE.
iv.
Closethedialogbox
v.
Createyourcriteriaonyourcriteriaworksheetasnecessary.Now,enteringsearchspecificationsinall
rows within the range will allow Excel to identify all those records which meet the specifications in
either,thefirstORthesecondrowetc.(SeealsouseoftheOR()functionunderCalculatedCriteria).
vi.
HighlighttheentireregiontoberedefinedastheCriteriarangei.e.thecopiedsetofColumnnames
and the two rows (or more) immediately below, then, Name the range again if you wish. (if previous
namedcriteriaarestillpresentthenensureadifferentnameisusedtoidentifythiscriteria.).
vii.
Applyadvancedfilteraspreviouslydiscussed.
TheCriteriarangemaybeextendedtoincludethreeormorerowsofuserdefinedsearchcriteriaif
required.
ToreturntousingjustonerowofuserdefinedinformationintheCriteriarange,selecttheareato
be included and redefine the Criteria range again. This is important because searching for data
whenarowintheCriteriarangehasbeenleftblank,willresultinExcelfindingeveryrecordinthe
database.Ineffect,youhaveaskedExceltofindallrecordswherethecontentsofanyfieldcanbe
anythingatall.
CheckingTheCriteriaRange
Ifyouaregettingsurprisingresultswhenyoufilteryourdata,itmaybebecauseyourcriteriarangecontains
unlabelledcellsorextrarowsthatyouthoughtyouhadremovedfromtherange.
ItiseasytodoublecheckthecurrentlydefinedCriteriarangeatanytimebymakinguseoftherangename
which Excel applies to it. Using the [F5] function key will result in a dialog box showing all the currently
named ranges on the worksheet. Click on the name Criteria and choose OK. The area covered by that
namewillbehighlighted.YoumaychoosetoaltertheselectionandredefinetheCriteriarangeagainto
adjustit.
78
Excel2007Advanced
CalculatedCriteria
Youmayalsochoosetofinddatasubjecttocalculatedcriteriaratherthanexactlymatchingdataorusing
comparison operators or wildcard characters. This would let you find data that matches the result of a
formula,ratherthanavaluethatyouhaveentereddirectly
Tousecalculatedcriteria:
Mouse
i.
IncludeintheCriteriarangeonecolumnnamewhichisnotusedinthelistCalcforexample.
ii.
DeleteanynamedcriteriafromtheNAMEMANAGER
iii.
Select the column labels (including Calc or whatever you have named it) plus at least one row below
themdependingonwhetheryouneedusemultipleORconditionstofilteryourdata.
iv.
TypeCriteriaintotheNameboxandpress[ENTER]tonametherange
Belowthecalculatedfieldnameinthecriteriarange,youmustenteraformulawhichreferstothe
cells contained in the first record of the database. The formula must result in a TRUE or FALSE
answer.
Intheexamplebelow,inordertofindonlythoserecordswherethevalueofthegrossforAustraliawould
increasetoover500a10%increasewasapplied,theformulashowncouldbeenteredintheCalccolumn.
When entered, the calculated formula displays on the worksheet as TRUE or FALSE depending on the
figurescontainedinthefirstrecordofthedatabasetowhichtheformulaspecificallyrefers.Theunderlying
formuladisplaysintheformulabarasusual.
Youmayusecalculatedfieldstorefertoandmanipulatecellswithinthefirstrecordofthedatabase,andto
refertocellsoutsideofthedatabasearea.Forexample,thethresholdfigureof500mightbeheldinan
inputcelloutsidethedatabase.Ifthiswasthecase,thatcellreferencecouldbeincludedinthecalculated
searchcriteria,butthereferencetoitwouldneedtobeabsoluteorfixed.
79
Excel2007Advanced
CalculatedCriteriaUsingFunctions
Some of Excel's Logical Functions are particularly suited to setting Criteria for a list search. Rather than
havingtoextendthecriteriarange,youcanspecifycriteriaasargumentswithintheAND(),OR()orNOT()
functions.
=AND()
If there are several specifications, every one of which must be met by all records found, use the AND()
functionandreferonceagaintothecellscontainedinthefirstrecordofthedatabase.Textentriesmustbe
enclosedindoublequotes.TheAND()functionmaycontainupto30commaseparatedarguments
Referringtothedatabaseinthediagrambelow,forexample,ifthe GROSS(L2)mustbegreaterthanor
equalto400,theDIVISION(E2)AustraliaandtheRISK(G2),medium.Thecalculatedfunctionmightbeset
asappearsontheFormulabar:
=OR()
SearchingfortwodifferententriesinthesamefieldwouldnecessitatetheuseoftheOR()function.You
maywishtolocatealltherecordswherethe DEPT(F2)iseithershowsorwaterrides.ObviouslytheAND()
functionwillbeinappropriate,becausethecustomercannotbebothcompaniessimultaneously.Instead,
thecalculationmightbe:
ExcelwillfindanyrecordswhereanyoneoftheargumentscontainedintheOR()functionismet.TheOR()
functionmaycontainupto30commaseparatedlogicalarguments.
=NOT()
The NOT() function can be used to exclude records meeting certain criteria from the find operation.
Enteringacalculationsuchas:
=NOT(DIVISION="Canada")
will allow Excel to find all those records where the Division is anything other than Canada. The NOT()
functioncontainsonlyoneargument.Itcanbecombinedwithotherfunctions,forexample:
=AND(NOT(DIVISION="Canada"),Hrs<20)
80
Excel2007Advanced
willfindallthoserecordsfordivisionsotherthanCanadawheretheHrsworkedwaslessthan20.
CopyingFilteredData
You can use the Advanced Filter command to copy the sets of data that meet the criteria in the Criteria
rangetoanotherlocationontheworksheet.
Tocopyfiltereddatatoanotherlocation:
Mouse
i.
SettheCriteriarange.
ii.
Placetheactivecellwithinthelist.
i.
ChooseADVANCED,buttonfromtheDATAribbon,SORT&FILTERgroup.
ii.
Intheresultingdialogbox,chooseCopytoAnotherLocation.
iii.
IntheCopyTotextbox,enteraworksheetcellthatrepresentsthetoplefthandcornerofwhereyou
wouldliketheresults.
Datacopied
Click OK .
tohere
iv.
Ifyouwanttocopyonlycertaincolumnsfromthematchingsetsofdata,enterthecolumnlabels
exactlyastheyappearinthelistinthelocationyouwanttocopyto.Whenyourunthefilter,set
theCopyTorangereferencetothecellswhereyouhavetypedthecolumnlabels.Youmayonlyuse
this on the sheet your data is on you cannot copy to another sheet that will have to be done
manuallylater.
UniqueRecords
Thereisacheckbox[a]allowingyoutoselectUniquerecordsonly.Thismaybeusefulif,forexample,the
CopyTorangedoesnotincludeallthecolumnlabels.Theremaybeseveralrecordswherethedivisionand
lastnamearethesame.IftheHourlyrate,hrs,DateofhirefieldsetcarenotincludedintheCopyTorange,
thiscouldresultinseveralseeminglyidenticalrecordsbeingextracted.CheckingtheUniquerecordsonly
checkboxbeforechoosingOKwouldresultinExcelextractingonlythefirstrecordineachinstance.
81
Excel2007Advanced
LISTSTATISTICS
There are several Excel functions which are specifically designed to enable you to analyse database
information.Aselectionoftheseappearsinthetablebelow.
DatabaseFunctions
Function
DCOUNT(Database,Field,Criteria)
DCOUNTA(Database,Field,Criteria)
DSUM(Database,Field,Criteria)
DMIN(Database,Field,Criteria)
DMAX(Database,Field,Criteria)
DAVERAGE(Database,Field,Criteria)
DGET(Database,Field,Criteria)
DPRODUCT(Database,Field,Criteria)
Purpose
Tocountthenumberofrecordsinalistwhichmeet
specifiedcriteria.Thisfunctionwillonlycountvaluecells.
Tocountthenumberofrecordsinalistwhichmeet
specifiedcriteria.Thisfunctionincludestextandvalue
cells.
Toaddthecontentsofthechosenfieldinalist,subjectto
anyspecifiedcriteria.
Tofindtheminimumvalueinthechosenfieldinalist,
subjecttoanyspecifiedcriteria.
Tofindthemaximumvalueinthechosenfieldinalist,
Tofindtheaveragevalueofthechosenfieldinalist,
Toreturnthecontentsofthechosenfieldsubjecttoany
specifiedcriteria.Thisfunctionisonlyvalidwherea
singlerecordmeetsthecriteriaset.
Tomultiplythecontentsofthechosenfieldinalist,
In all cases, if the Criteria range is blank, these functions will apply to the entire list area. Once data is
enteredintheCriteriarange,theresultsoftheDatabasefunctionswilladjusttoreflectonlythoserecords
meetingthecriteria.
The arguments for all of these functions are identical, and the easiest way to incorporate them into a
worksheetisbyusingthePasteFunctiondialog.
82
Excel2007Advanced
Toenteradatabasefunctionontheworksheet:
Mouse
i.
ClicktheINSERTFUNCTIONbuttonfromFORMULALIBRARYontheFORMULASribbon
OR
i.
ClicktheINSERTFUNCTIONbuttonfromthelefthandsideoftheFORMULABAR.
ii.
Thefollowingdialogboxwillappear
iii.
Inthefunctioncategorylist,selectDatabase.
iv.
Fromthefunctionnamelistchoosethedatabasefunctionyourequire:e.g.=DMAX()
v.
ClickOKanotherdialogwillappear.
83
vi.
Enterthethreearguments,listrange,fieldnameandcriteriarange.
vii.
Press[ENTER]orclickOK
Excel2007Advanced
Intheaboveexample,theformulashownontheformulabarabovehasbeenenteredintothecelltothe
right ofthe label Maxgross payfor Canada. This formula finds the maximum gross pay for all records
wherethedivisionisCanada.Allthedatabasefunctionslookatwhathasbeenenteredinthecriteriarange
inordertogivetheirresults.
IfyouhaveassignedtherangenameDATABASEtoyourLISTAREAandCRITERIAtoyourcriteria
rangeyouusecan[F3]topastethenames.
Thefieldmaybeenteredasanumberorastext.Obviously,ifthefieldonwhichthefunctionisto
operate is the fifth column within the database, you could enter the number 5 as the field
argument.Alternatively,thefieldnamecouldbeenteredastext,inwhichcaseitwouldneedtobe
enclosedindoublequotes:
=DMAX(database,"division",criteria)
84
Excel2007Advanced
PIVOTTABLES
APivotTablecansummariselargeamountsofdatausingspecifiedcalculationsandformats.Itiscalleda
PivotTablebecausetheheadingscanberotatedaroundthedatatovieworsummariseitindifferentways.
Thesourcedatacanbe:
AnExcelworksheetdatabase/listoranyrangethathaslabelledcolumns.
Acollectionofrangestobeconsolidated.Therangesmustcontainbothlabelledrowsandcolumns.
AdatabasefilecreatedinanexternalapplicationsuchasAccessorDbase.
ThedatainaPivotTablecannotbechangedasitisthesummaryofotherdata.Thedataitselfcanbe
changedandthePivotTablerecalculated.ThePivotTablecanbereformatted.
TocreateaPivotTableorPivotTablewithpivotchart:
Mouse
i.
Select a cell in a range of cells of data, or put the insertion point inside of an
Exceltable.
ii.
Makesurethattherangeofcellshascolumnheadings.
iii.
Do one of the following: To create a PivotTable report, on the Insert ribbon, in

theTablesgroup,clickPivotTable,andfromthemenuclickPivotTable.
iv.
TheCreatePivotTabledialogboxisdisplayed.
OR
i.
TocreateaPivotTableandPivotChartreport,ontheInsertribbon,intheTablesgroup,clickPivotTable,
andthenfromthemenuclickPivotChart.
ii.
TheCreatePivotTablewithPivotChartdialogboxisdisplayed.
85
Excel2007Advanced
ToSelectadatasource.Andchoosethedatathatyouwanttoanalyze
Mouse
i.
ClickSelectatableorrange.
ii.
Typetherangeofcellsortablenamereference,suchas=QuarterlyProfits,intheTable/Rangebox.
iii.
Ifyouselectedacellinarangeofcellsoriftheinsertionpointwasin atablebeforeyoustartedthe
wizard,therangeofcellsortablenamereferenceisdisplayedintheTable/Rangebox.
OR
i.
Toselectarangeofcellsortable,clickCollapseDialogbuttontotemporarilyhidethe
dialogbox,selecttherangeontheworksheetandthenpressExpandDialog.
If the range is in another worksheet in the same workbook or another workbook, type the
workbookandworksheetnamebyusingthefollowingsyntax:
([workbookname]sheetname!range).
Useexternaldata
Mouse
i.
ClickUseanexternaldatasource.
ii.
ClickChooseConnection.
iii.
TheExistingConnectionsdialogboxisdisplayed.
iv.
Inthe SHOWdropdownlistatthe
top of the dialog box, select the
category of connections for which
youwanttochooseaconnectionor
select ALL CONNECTIONS (which
isthedefault).
v.
Select a connection from the
SELECT A CONNECTION list box,

andthenclickOPEN.
If you choose a connection from the
Connections in this Workbook
category, you will be reusing or
sharing an existing connection. If you
choose a connection from the
Connection files on the network or
Connection files on this computer the
connection file is copied into the
workbook as a new workbook
connection,andthenusedasthenew
connectionforthePivotTablereport.
86
Excel2007Advanced
ToEnteralocation.
Mouse
i.
ToplacethePivotTablereportinanewworksheetstartingatcellA1,clickNEWWORKSHEET.
ii.
ToplacethePivotTablereportinanexistingworksheet,select EXISTINGWORKSHEET,andthentype
thefirstcellintherangeofcellswhereyouwanttolocatethePivotTablereport.
OR
i.
clickCOLLAPSEDIALOGtotemporarilyhidethedialogbox,selectthebeginningcellon
theworksheetandthenpressEXPANDDIALOG.
ii.
ClickOK.
An empty PivotTable report is added to the location that you entered with the PivotTable Field List
displayedsothatyoucanstartaddingfields,creatingalayout,andcustomizingthePivotTablereport.
IfyouarecreatingaPivotChartreport,anassociatedPivotTablereportiscreateddirectlyunderneaththe
PivotChartreportforthelocationthatyouenter.ThisPivotTablereportmustbeinthesameworkbookas
the PivotChart report. If you specify a location in another workbook, the PivotChart report will also be
createdinthatworkbook.
ToCreateAPivotChartReportFromAnExistingPivotTableReport
Mouse
i.
ClickthePivotTablereport.
ii.
On the INSERT ribbon, in the CHARTS

group,clickacharttype.
Youcanuseanycharttypeexceptxy(scatter),bubbleorstock.
ConvertaPivotChartreporttoastaticchart
Find the associated PivotTable report that has the same name as the PivotChart report by doing the
following: (The PivotTable report that supplies the source data to the PivotChart report. It is created
automaticallywhenyoucreateanewPivotChartreport.Whenyouchangethelayoutofeitherreport,they
bothchange.)
Mouse
i.
ClickthePivotChartreporttofindtheassociatedPivotTablereportname,Inthe DATAgroup,onthe
DESIGNribbon,click SELECTDATAtodisplaythe EDITDATASOURCE dialogbox,andthennotethe
associatedPivotTablename,whichisthetextthatfollowsthe(!)exclamationpoint,intheChartdata
rangetextboxandthenclickOK.
ii.
ToidentifytheassociatedPivotTablereport,clickeachPivotTablereportintheworkbook,andthenon
the OPTIONSribbon,inthe PIVOTTABLEgroup,click OPTIONSuntilyoufindthesamenameinthe
NAMEtextbox.thenClickOK.
iii.
On the OPTIONS ribbon, ACTIONS group, click SELECT, then click ENTIRE PIVOTTABLE. Press
DELETE.
87
iv.
Excel2007Advanced
ThechartisnowstaticandnotassociatedwiththePivotTable.
CreateAStaticChartFromTheDataInAPivotTableReport
Thisprocedurecreatesaregular,noninteractivechartratherthanaPivotChartreport(PivotChartreport:A
chartthatprovidesinteractiveanalysisofdata,likeaPivotTablereport.Youcanchangeviewsofdata,see
differentlevelsofdetailorreorganizethechartlayoutbydraggingfieldsandbyshowingorhidingitemsin
fields.).
Tocreatestaticchartfromdata
Mouse
i.
SelectthedatainthePivotTablereportthatyouwanttouseinyourchart.Toincludefieldbuttons(A
fieldbuttonisaButtonthatidentifiesafieldinaPivotTableorPivotChartreport.Youcandragthefield
buttonstochangethelayoutofthereport,orclickthearrowsnexttothebuttonstochangethelevelof
detaildisplayedinthereport.)anddatainthefirstrowandcolumnofthereport,startdraggingfrom
thelowerrightcornerofthedatathatyou'reselecting.
ii.
OntheHOMEribbon,intheCLIPBOARDgroup,clickCOPY.
iii.
ClickablankcelloutsideofthePivotTablereport.
iv.
Onthe HOMEribbon,inthe CLIPBOARDgroup,clickthearrownextto PASTE,andthenclick PASTE

SPECIAL.
v.
ClickVALUES,andthenclickOK.
vi.
OntheINSERTribbon,intheCHARTSgroup,clickacharttype.
DeleteAPivotTableOrPivotChartReport
ToDeleteaPivotTablereport
Mouse
i.
ii.
OntheOPTIONSribbon,intheACTIONSgroup,clickSELECT,andthenclickENTIREPIVOTTABLE.
iii.
PressDELETE.
DeletingtheassociatedPivotTablereport(associatedPivotTablereport:ThePivotTablereportthat
supplies the source data to the PivotChart report. It is created automatically when you create a
newPivotChartreport.Whenyouchangethelayoutofeitherreport,theotheralsochanges.)fora
PivotChartreportcreatesastaticchartthatyoucannolongerchange.
ToDeleteaPivotChartreport
Mouse
i.
SelectthePivotChartreport.
ii.
PressDELETE.
DeletingthePivotChartreportdoesnotautomaticallydeletetheassociatedPivotTablereport.
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Excel2007Advanced
CreateLayoutForPivotTables
Once the PivotTable has been created a layout has to be
createdtoviewyourdataintheemptyPivotTablewedothis
throughthePivotTableFieldlistwhichappearsinapanetothe
rightofyourPivotTable
An Option button will allow you to change the way your
PivotTablefieldlistlooks
Tocreatealayout
Mouse
i.
DraganddropthefieldsfromthefieldssectionatthetoptothebottomareasofthePane
ii.
If Month of Hire is used asa row label the PivotTable will look at your data and pick out the unique
valuestomakeuptherowheadingswithinyourreport.
iii.
Chooseafieldforthecolumnlabels
iv.
Chooseafieldyouwishtouseasyourvalues.
NumericaldatawilluseSUMasthedefaultmethodofcalculatingyourdata.IfTextualitwilluse
countasdefault.Youmayusemorethanonefieldinanyareabutitisimportanttoplacethem
correctly.Youmaydragthemaroundasmuchasyouwishuntilyourreportlooksasyouwishitto
look.
v.
Youmayfilterononeormorefieldsifyouwish.Todothisdragafieldtothereportfilterbox
Anyoftheseareascanbefiltered.
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Excel2007Advanced
ModifyingAPivotTable
AllofthefollowingareoptionsformodifyingyourPivotTable
Addingordeletingfields
filteringandsorting
Formatthecolourscheme
Changinghowthepivotchartcalculates
ToAddordeletefields:
Mouse
vi.
Draganddropthefieldsbetweenthevariousareasandthefieldlistsectionfieldinfowilldisappearor
appearindifferentlocations.
vii.
Draggingafieldfromoneoftheareastothefieldlistwillremovethatdatafromthereport.(thiswillnot
changethedatainyourDatalistmerelyleaveitabsentfromthereport.
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Excel2007Advanced
Tosortareport:
Mouse
i.
Moveyourmouseoverafieldthatistickedinthefieldlistsection
ii.
Clickonthedropdownarrowtotherightoftheselectedfield
i.
Untickanyvaluesyoudontwishtoseethiswillremovethosevaluesascolumnlabelswithinthereport.
ii.
SORTyourdataAscendingordescending
iii.
ClickOK
OR
i.
ClickonMORESORTOPTIONS
ii.
Thefollowingdialogappears.
iii.
Bydefaultyoumaydraglabelsonyour
reporttobeinanyorderyouwish.
iv.
Make an ascending or descending

choice and by what field (this may be
the field you originally started this
process from or the Value field (E.G.
SumOfGross)
v.
ClickOK.
OR
91
i.
clickonMOREOPTIONS
ii.
Thefollowingdialogappears
Excel2007Advanced
By default the report will sorted each time you update the report. If this box is unticked then you are
allowed to sort by a specific key sort order as when we created custom sort orders previously. (see
followingpicture.)
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Excel2007Advanced
Tofilterareport
Mouse
i.
Moveyourmouseto LABELor VALUEFILTERStoseecertainoptions

tofilteroutyourdata
ii.
Selecting a filter brings up the following dialog box the value is

obviously SUMOFGROSSyoumaydecidewhetheritissupposedto
beequaltoorgreaterthan.
iii.
Type in the value (or values) you will compare the condition against
andClickOK
YoumaydecidetofilteryourdatamorethoroughlytherearetwokindsoffiltersVALUEandLABEL
filtersLabelfilterswillremovelabelsbasedoncriteriaratherthanthetickboxesjustdiscussed.And
the Value filters will hide the data values and leave the labels showing. Both are completed the
samewayasPreviouslydiscussedinthefilteringsection.
MANAGINGPIVOTTABLES
WhendataischangedinthePivotTablesourcelist,thePivotTabledoesnotautomaticallyrecalculate.
UsingAnotherPivotTableReport
ThePivotTablecache.
EachtimethatyoucreateanewPivotTablereportorPivotChartreport,Excelstoresacopyofthedatafor
the report in memory, and saves this storage area as part of the workbook file. Thus, each new report
requires additional memory and disk space. However, when you use an existing PivotTable report as the
sourceforanewreportinthesameworkbook,bothreportssharethesamecopyofthedata.Becauseyou
reusethesamestoragearea,thesizeoftheworkbookfileisreducedandlessdataiskeptinmemory.
Locationrequirements
TouseaPivotTablereportasthesourceforanotherreport,bothreportsmustbeinthesameworkbook.If
thesourcePivotTablereportisinadifferentworkbook,copythesourcereporttotheworkbooklocation
where you want the new report to appear. PivotTable reports and PivotChart reports in different
workbooksareseparate,eachwithitsowncopyofthedatainmemoryandintheworkbookfiles.
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Excel2007Advanced
Changesaffectbothreports
When you refresh the data in the new report, Excel also updates the data in the source report, and vice
versa. When you group or ungroup items in one report, both reports are affected. When you create
calculatedfieldsorcalculateditemsinonereport,bothreportsareaffected.
PivotChartreports
YoucanbaseanewPivotTablereportorPivotChartreportonanotherPivotTablereport,butyoucannot
baseitdirectlyonanotherPivotChartreport.However,ExcelcreatesanassociatedPivotTablereportfrom
thesamedatawheneveryoucreateaPivotChartreport,soyoucanbaseanewreportontheassociated
report.ChangestoaPivotChartreportaffecttheassociatedPivotTablereport,andviceversa.
ChangingAnExistingReport'sSourceData
Changesinthesourcedatacanresultindifferentdatabeingavailableforanalysis.Forexample,youmay
wanttoconvenientlyswitchfromatestdatabasetoaproductiondatabase.YoucanupdateaPivotTable
reportoraPivotChartreportwithnewdatathatissimilartotheoriginaldataconnectioninformationby
refreshingthereport.
Toincludeadditionaldataordifferentdata,youcanredefinethesourcedataforthereport.Ifthedatais
substantiallydifferentwithmanyneworadditionalfields,itmaybeeasiertocreateanewreport.
Displayingnewdatabroughtinbyrefresh
Refreshing a report can also change the data that is available for display.
Forreportsbasedonworksheetlists,Excelretrievesnewfieldswithinthe
source range or named range that you specified. For reports based on
external data, Excel retrieves new data that meets the criteria for the
underlyingquery(query:InQueryorAccess,ameansoffindingtherecords
that answer a particular question you ask about the data stored in a
database.) or data that becomes available in an OLAP cube. You can view
anynewfieldsintheFieldListandaddthefieldstothereport.(OLAPcube:
An OLAP data structure. A cube contains dimensions, like
Country/Region/City, and data fields, like Sales Amount. Dimensions
organizetypesofdataintohierarchieswithlevelsofdetail,anddatafields
measurequantities.)
TorefreshaPivotTable:
Mouse
ClickinPivotTable.
i.
ChooseREFRESHDATAintheDATAgroupontheOPTIONSribbon.
ii.
ChoosetoREFRESHALLorjustREFRESH
iii.
The data is is now refreshed and updated new information, field names and changed data is now
displayed
Refresh will refresh just the report you are clicked on. Refresh all will refresh all reports in the
workbook.
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Excel2007Advanced
AutomaticallyRefreshDataWhenAWorkbookIsOpened
Youcanrefreshanexternaldatarangeautomaticallywhenyouopentheworkbook,andoptionallysavethe
workbookwithoutsavingtheexternaldata,sothattheworkbookfilesizeisreduced.
Toautomaticallyrefreshdata
Mouse
i.
Clickacellintheexternaldatarange.
ii.
Onthe DATAribbon,inthe MANAGE CONNECTIONSgroup,clickthearrownextto REFRESH,and

thenclickCONNECTIONPROPERTIES.
iii.
ClicktheUSAGEtabandSelecttheREFRESHDATAONFILEOPENcheckbox.
iv.
If you want to save the workbook with the query definition but without the external data, select the
REMOVEEXTERNALDATAFROMQUERYTABLEBEFORESAVINGWORKSHEETcheckbox.
TorefreshdatawhentheworkbookisopenedforaPivotTablereport,youcanalsousetheRefresh
data when opening the file check box under the PivotTable Data section on the Data tab of the
PivotTableOptionsdialogbox.
AutomaticallyRefreshDataAtRegularTimeIntervals
TorefreshatTimeintervals
Mouse
i.
ii.
On the DATA ribbon, in the CONNECTIONS group, click the arrow next to REFRESH, and then click
CONNECTIONPROPERTIES.
iii.
ClicktheUSAGEtabandSelecttheREFRESHEVERYcheckbox,andthenenterthenumberofminutes
betweeneachrefreshoperation.
RequireAPasswordToRefreshAnExternalDataRange
Stored passwords are not encrypted and not recommended. If your data source requires a password to
connecttoit,youcanrequirethatthepasswordisenteredbeforetheexternaldatarangecanberefreshed.
Thisproceduredoesnotapplytodataretrievedfromatextfile(*.txt)oraWebquery(*.iqy).
Tosetapassword.
Mouse
i.
ii.
On the DATA ribbon, in the CONNECTIONS group, click the arrow next to REFRESH, and then click
CONNECTIONPROPERTIES.
iii.
ClicktheDEFINITIONtabandcleartheSAVEPASSWORDcheckbox.
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Excel2007Advanced
Excelpromptsforthepasswordonlythefirsttimethattheexternaldatarangeisrefreshedineach
Excelsession.ThenexttimethatyoustartExcel,youwillbepromptedforthepasswordagainif
you open the workbook that contains the query and attempt a refresh operation.
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Excel2007Advanced
GroupingPivotTableItems
Data can be summarised into higher level categories by grouping items within PivotTable fields.
Dependingonthedatainthefieldtherearethreewaystogroupitems:
Groupselecteditemsintospecifiedcategories.
Automaticallygroupnumericitems
Automaticallygroupdatesandtimes
Togroupselecteditems:
Mouse
i.
Select the items to group. Select adjacent items by clicking and dragging or nonadjacent items by
selectingeachitemwhilstholding[CTRL].
ii.
ChooseGROUPfromtheOUTLINEgroupontheDATAribbon.
iii.
Agroupiscreated:
iv.
Repeatprocedureuntilgroupingiscomplete
v.
Clickonagroupname(E.G.Group1)Thentypeinthenameyouwishtocallthisgroupintheexample
abovethemonthshavebeengroupedandnamedasquarters
vi.
The +and buttonsinfrontofthegroupnamesallowthecollapseandexpansionofthegroupstosee

thedataforthesubgroup.
Youmayevengroupseveralgroupstogether
Torenameagroup.
Mouse
i.
The row labels now have a duplicate field name with a number
following the name. Click on the drop down arrow to the right of the
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Excel2007Advanced
fieldname.andselectFIELDSETTINGS.
ii.
thefollowingdialogwillappear
iii.
EnteranewCUSTOMNAMEthatwouldbestdescribethegroup.SuchasQUARTERS.
iv.
ClickOK
v.
ThefieldhaschangednamesnotjustwithintheRowlabelareabutalsointhefieldlistsectionwhereit
canbeusedwithinthisreportuntilitisungrouped.
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Excel2007Advanced
Togroupnumerically
Mouse
i.
Selectasingleitem.
ii.
ChooseGROUPfromtheOUTLINEgroupontheDATAribbon
iii.
Exceldisplaysadialogboxinwhichtoenterstarting,endingand
intervalvalues.Enterappropriatevalues
iv.
Click OK .
Togroupadateortimeinarange:
Mouse
i.
Selectasingleitem.
ii.
Choose GROUP from the OUTLINE group on the DATA

ribbon
iii.
Excel displays a dialog box in which to enter starting, ending

andintervalvalues.
iv.
Enterappropriatevaluesandclick OK .
Ifyouareexperiencingproblemsanalysinglistdatacheckthefollowing:
Yourlistiscorrectlysetupwiththefirstrowcontainingthecolumnlabelsidentifyingdataineach
ofthecolumnsandnoblankrowsbetweentheheadingsandthefirstrowofdata.
Your column headings are not ambiguous i.e. they cannot be confused with function names or
rangenames.
Yourcolumnheadingsareformattedtomakethemstandoutfromthedata.
Yourcolumnheadingsideallyshouldnotcontainspacesyoucanremovethespacescompletelyor
replacethemwithanunderscore(_)character.
Your criteria range should only contain a row of headings and blank rows below. The headings
mustexactlymatchtheheadingsatthetopofyourlist.
Problemssometimesoccurifthecriteriarangelooksblankbutperhapshasaspaceinit.
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Excel2007Advanced
FormattingAPivotTable
Afteryouhaveaddedthefields,displayedtheappropriatelevelofdetails,createdcalculations,andsorted,
filtered, and groupeddata the way that you want in aPivotTable report, you often want to enhance the
layoutandformatofthereporttoimprovereadabilityandtomakeitmoreattractive.Thereareanumber
ofwaystochangethelayoutandformatofaPivotTablereportasdescribedinthefollowingsections.
YoucanmanuallyformatacellorcellrangeinPivotTablereportbyrightclickingthecellorcellrange,by
clicking FORMAT CELLS, and by using the FORMAT CELLS dialog box. However, you cannot use the
MERGECELLScheckboxontheALIGNMENTgroupinaPivotTablereport.
YoucanalsoconditionallyformataPivotTablereport
ToapplyaPivotTablestyle
i.
ii.
OntheDESIGNribbon,inthePIVOTTABLESTYLESgroup
iii.
Clickavisiblestyle,scrollthroughthegallery,ortoseealloftheavailablestyles,clicktheMOREbutton,
atthebottomofthescrollbar.
OR
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Excel2007Advanced
iv.
If you have displayed all of the available styles and you want to create your own custom PivotTable
style,clickNewPivotTableStyleatthebottomofthegallerytodisplaytheNewPivotTableStyledialog
box.
toapplyBanding
Mouse
v.
vi.
On the DESIGN ribbon, in the PIVOTTABLE STYLE

OPTIONSgroup,either:
Toalternateeachrowwithalighteranddarkercolourformat,clickBANDEDROWS.
Toalternateeachcolumnwithalighteranddarkercolourformat,clickBANDEDCOLUMNS.
Toincluderowheadersinthebandingstyle,clickROWHEADERS.
Toincludecolumnheadersinthebandingstyle,clickCOLUMNHEADERS.
ToChangethenumberformatforafield
Mouse
vii.
In the PivotTable report, select the field for which you want to change the
numberformat.
viii.
OntheOPTIONSribbonintheACTIVEFIELDgroup,clickFIELDSETTINGS.
TheFIELDSETTINGSdialogboxisdisplayedforlabelsandreportfilters,and
theVALUESFIELDSETTINGSdialogboxisdisplayedforvalues.
ix.
Click NUMBER FORMAT at the bottom of the dialog box. The FORMAT
CELLSdialogboxisdisplayed.
x.
IntheCATEGORYlist,clicktheformatcategorythatyouwant.
xi.
Selecttheoptionsthatyouwantfortheformat,andthenclickOKtwice.
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Excel2007Advanced
Preserveordiscardformatting
Mouse
i.
ii.
On the OPTIONS ribbon, in the PIVOTTABLE group, click OPTIONS. The
PIVOTTABLE OPTIONS dialog box is displayed.

iii.
ClicktheLAYOUT&FORMATtab,inandlookattheFORMATsection
iv.
To save the PivotTable report layout and format so that it is used each time that you perform an
operationonthePivotTable,selectthePRESERVECELLFORMATTINGONUPDATEcheckbox.
OR
v.
To discard the PivotTable report layout and format and resort to the default layout and format each
timethatyouperformanoperationonthePivotTable,clearthe PRESERVECELLFORMATTINGON
UPDATEcheckbox.
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Excel2007Advanced
SECTION4CHARTS
Objectives
Createembeddedcharts
Createseparatepagecharts
Changecharttypesandformats
Addandremovechartdata
Addtrendlinestocharts
Createpicturecharts
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INTRODUCTIONTOCHARTING
OneofthemostimpressiveaspectsofExcelisitschartingability.Thereareendlessvariationsavailable,
allowingyoutoproduceachart,editandformatit,includenotes,arrows,titlesandvariousotherextrasas
desired.ThismanualwilllookatmanyoftheissuesinvolvedinproducingandformattingExcelcharts.
ChartsarebasedondatacontainedinExcelWorksheets.ItisnecessarytounderstandhowExcelpicksup
thedatatobeusedinachartbecausethewayinwhichthedataislaidoutwillinfluencehowthechartis
presented.
Excel offers a wide range of types and formats from which you can choose when producing charts.
However,thechartsthemselvescanexistindifferentformsanditisimportanttounderstandthedifference
betweenthem.Thefirstformisanembeddedchart,thesecondisaseparatechartpage.
Terminology
Asastartingpoint,therearesometermsusedinchartingwhichshouldbeunderstoodbyyou.Theterms
definedbelowrelatetotheexamplecarsalesworksheetandcolumnchartwhichappearbeneaththetable:
DataPoint
DataSeries
Legend
Marker
Category
Anindividualfigureonthespreadsheetwhichisreflectedinthecharte.g.
Fred'sOrionsalesfigure
Acollectionofrelateddatapoints,e.g.allofFred'sfigures,whichwillappear
onachartasmarkers(bars,forexample)ofthesamecolour
The"key"tothechart,identifyingwhichpatterns/coloursrelatetowhich
dataseries
Abar,column,orsliceofpieforexample,representingadatapoint
Thecategoryaxisappearsacrossthebottomofagraph(piechartsexcepted)
andthecategoriesarelistedhere.Pointswithinthedifferentdataseriesare
groupedbycategory
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Excel2007Advanced
EmbeddedCharts
Anembeddedchartappearsontheworksheetwhereitwascreated.It
is an embedded object, which does not normally appear in its own
window,andhasnoseparateexistenceapartfromtheworksheet.The
chartissavedonlywhentheworksheetfileitselfissaved,andwillbe
printedwiththeworksheetinwhichitisembedded.Youmaychoose
tohaveanembeddedorseparatechartatanytime.Allchartswhether
embeddedorseparatearecreatedfromtheINSERTribbonintheCHARTSgroup.
SeparateChartPages
Achartsheet,althoughlinkedtotheworksheetwhosefiguresitrepresents,existsasaseparatepageina
workbook.TheF11keyisveryusefulforcreatingadefaultchartfromselecteddataasanewsheetwithin
theworkbook
Somechartelementstobeawareof.
ChartElement
Description
Gridlines
Thisistheareawhereyoucanspecifythetitlestohaveonthechart(i.e.Xaxis
1998,ZaxisGBP
HereyouspecifywhetheryouwantaY/Zaxisandwhetheryouareusing
timescalestoplotyourdata
Thegridlineribbonallowsyoutoswitchonandoffhorizontalandverticalgridlines
Legend
Usethisribbontoswitchthelegendonandofforrepositionit
DataLabels
TheDataLabelsribbonallowsyoutodisplaytheamounteachpointrepresentsor
displaythelabel(i.e.intheexampleabove,eachcylinderwouldhaveQtr1,Qtr2
Titles
Axes
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Excel2007Advanced
displayedasappropriateatthetopofeachdatamarker)
DataTable
TheDataTableribbonwilldisplayagridunderneaththechartthatwillshowthe
informationthatisbeingplotted.
ThreeMethodsToCreateCharts
Tocreateachart
Mouse
i.
Selectdataforchart.
ii.
Gotothe CHARTSgroupontheINSERTribbon.Select
acharttypeandclick
iii.
Themenuontheleftappears.
iv.
Hoveringyour mouse over a chart type will bring up an

explanationofthatcharttype
v.
Whenyouhavechosenclickoncetoselectacharttype
vi.
The chart is now createdbased on the selecteddata as

anembeddedchart.
OR
Keyboard
i.
SelectDataforchart
ii.
PresstheF11Key
iii.
Defaultchartwillcreatedaschartonaseparatesheet.
OR
i.
Selectdataforchart.
ii.
Clickonthe DIALOGBOXLAUNCHERonthe CHARTS

groupontheINSERTribbon.
iii.
Thefollowingdialogwillappear
iv.
Select a type from

the left hand
section and a sub
type from the right
handsection.
v.
Click OK to create
thechart.
vi.
This will be created

as an embedded
chart
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Excel2007Advanced
MovingAndResizingEmbeddedCharts
Oncethechartobjecthasbeencreatedandstoredasanembeddedobject,youcanmoveandresizeit.
Tomoveanembeddedchart:
Mouse
i.
Movemouseoverthechartframeborderyourmousecursorshould
haveafourpointedblackarrow
ii.
Clickonthechartframeborderandholdthemousebuttondownas
you drag. Release the mouse when the chart is in the desired
location.
Toresizeanembeddedchart:
Mouse
i.
Move your mouse over the dotted handles on the Chart frame
border.
ii.
Themousecursorshouldchangetoadoublearrow.
iii.
ClickandDragup,down,leftorright.
Holddownthe[ALT]keyifyouwishthecharttoresizebysnappingtothecellgridlines
DataLayout
Depending on the "shape" of the selected data, Excel will assign categories and data series to either the
rowsorcolumnsofinformation.Usuallyitwillbeassumedthattherearemorecategoriesthandataseries,
therefore, if there are more rows thancolumns of selected information, the data series will be based on
columns,withthelegendlabelsbeingpickedupfromtherowacrossthetopoftheselectedareaandthe
categorylabelsbeingpickedupfromtheleftmostcolumn:
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Excel2007Advanced
Iftherearemorecolumnsthanrowsintheselectedarea,thedataserieswillbebasedonrows,withthe
legendlabelsbeingpickedupfromtheleftmostcolumnandthecategorylabelstakenfromthetoprowof
theselectedarea:
If the number of rows and columns is the same, Excel will opt for data series in rows. It is possible to
override the choice made by Excel in how the data series and categories are decided. Details of this
procedurewillbefoundunderthesectiononmanipulatingdata.
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Excel2007Advanced
ShortcutMenu(RightClick)
You may be familiar with the Shortcut menus associated with the selected
cell(s)ontheExcelworksheet.Whenworkingonachartembeddedeither
onaworksheetorinitsownwindow,clickingonthechartwiththesecondary
mousebuttonwillcallupaChartingShortcutmenu.
The Shortcut menu will contain a selection of choices from some of the
Standard Menu bar options mostly relating to the chart as an embedded
objectalmostlikeagraphicontheworksheet.
ChartTypes
ThereareseveraldifferenttypesofchartavailablewithinExcel.Thetypetochoosewillvarydependingon
thedatainvolvedandwhatinformationthechartisintendedtoconveyorhighlight.Practicewillimprove
yourinstinctonwhichtypeofcharttouseineachinstance.Initiallyitmaybeusefultotrydifferenttypes
until the result is reasonably close to your requirements, and then add custom formats and elements as
desired.Somecharttypesareveryspecialisedandmayonlybeofusetoparticularbusinesssectors.
AvailableTypesOfChart
Selecting any of the types listed will apply a given chart type to the active chart. The most useful types
availableandsomeoftheirapplicationshavebeensummarisedbelow:
Area
Areachartscanbe2or3dimensional.Theyareusedtocomparethechangeinvolumeofadata
seriesovertime,emphasisingtheamountofchangeratherthantherateofchange.Areacharts
showclearlyhowindividualdataseriescontributetomakeupthewholevolumeofinformation
representedinthegraph.
Bar
Barchartscanbe2or3Dimensional.Theyareusedtoshowindividualfiguresataspecifictime
or to compare different items. Categories are listed vertically, so that bars appear on the
horizontal, thus there is less emphasis on time flow. Bars extending to the right represent
positivevalueswhilethoseextendingleftrepresentnegativevalues.
Column
Columnchartscanbe2or3Dimensional.Theyarefrequentlyusedtoshowvariationofdifferent
items over a period of time. Categories (often days or months for example, representing a
progression of time) are listed horizontally and columns are displayed side by side, making for easy
comparisons.TwovariationsonthethemeofColumnchartsarerepresentedbyfurthertoolsontheChart
toolbar.TheStackedColumnchartcanbeusedtoshowvariationsoveraperiodoftime,butalsoshows
howeachdataseriescontributestothewhole.Afurthervariationonthe3Dcolumnchartproduces3D
columnsina3Dplotarea,recedingawayfromtheviewer.
Line
Linechartscanbe2or3Dimensional.Linechartsareusedtocomparetrendsovertime.There
aresimilaritieswithAreacharts,butlinechartstendtoemphasisetherateofchangeratherthan
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Excel2007Advanced
volume of change over time. 3D lines appear as "ribbons" which can be easier to see on the chart.
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Excel2007Advanced
Pie
Piechartscanbe2or3Dimensional.Theyareusedtocomparethesizeofthepartswiththe
whole. Only one data series can be plotted, making up 100%. Pie charts within their own
windowcanbemadeto"explode"bydraggingoneormorepiecesofpieawayfromthecentre.
Radar
Eachcategoryinaradarcharthasitsownaxisradiatingfromthecentrepoint.Datapointsare
plottedalongeachspoke,anddatapointsbelongingtothesameseriesareconnectedbylines.
XyScatterCharts
XYchartsareusedtocomparetwodifferentnumericdataseries,andcanbeusefulindeterminingwhether
onesetoffiguresmightbedependentontheother.TheyarealsousefulifthedataontheXaxis
representsunevenintervalsoftimeorincrementsofmeasurement.
3DSurface
3DSurfacechartspresentinformationinanalmosttopographicallayout.Theycanbeusedtopinpointthe
highandlowpointsresultingfromtwochangingvariables.Itcanbehelpfultothinkofa3Dsurfacechart
asa3DColumnchartwhichhashadarubbersheetstretchedoverthetopsofthecolumns.
Combination
A combination chart allows you to overlay one 2Dimensional chart type on top of another. This can be
usefulforcomparingdifferenttypesofdata,orforchartingdatarequiringtwodifferentaxisscales.Once
thecombinationcharthasbeensetup,theactualtypeofthemainoroverlaychartcanbechangedbyyou.
Tochangethecharttype:
Mouse
i.
Clickoncharttobechanged..
ii.
GototheCHARTSgroupontheINSERTribbon.Selectacharttypeandclick
iii.
Hoveringyourmouseoveracharttypeinthemenuwillbringupanexplanationofthatcharttype
iv.
Whenyouhavechosenclickoncetoselectacharttype
v.
Yourchartwillhavechanged
OR
i.
Click on the DIALOG BOX LAUNCHER on the CHARTS group on the INSERT ribbon. The INSERT
CHARTdialogwillappear
ii.
Selectatypefromthelefthandsectionandasubtypefromtherighthandsection.Click OKtochange
thecharttype
OR
i.
RightclickonthecharttocalluptheshortcutmenuClickonCHANGECHARTTYPE
ii.
TheINSERTCHARTdialogwillappearSelectatypefromthelefthandsectionandasubtypefromthe
righthandsection.ClickOKtochangethecharttype
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Excel2007Advanced
OR
i.
Click on CHANGE CHART TYPE on the TYPE group on the DESIGN ribbon. The CHANGE CHART
TYPEDialogboxwillappear
ii.
Selectanewcharttype
iii.
ClickOK
DefaultChartType
ThedefaultgraphsettinginExcelisset
to a simple 2dimensional column
chart, however you can change the
default to any of the types offered
withinthecharttypedialog.
Tosetthedefaultchart
type:
Mouse
i.
Click on the DIALOG BOX

LAUNCHERontheCHARTSgroup
ontheINSERTribbon.
ii.
Thefollowingdialogwillappear
iii.
Selectatypefromthelefthandsectionandclickonthespecificformatthatyouwantthecharttohave
fromthegalleryofpicturesontheright.
iv.
ClicktheSETASDEFAULTCHARTbutton.
v.
NewchartscreatedfromnowonwillusethedefaultformatasdefinedbyyouwhenpressingF11
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Excel2007Advanced
FORMATTINGCHARTS
There are several different ways of formatting the various elements in a chart. Some formats, such as
addingalegendcanbeappliedtoachartusingthefollowingsections
CallinguptheShortcutmenuonaChartwillalsoallowyoutoaccessthedialogboxeswhichcanbeusedto
changeformattingontheentirechart.
DesignRibbon
The DESIGN ribbon is to change some very basic aspects of your chart globally for the chart we have
alreadylookedatchangingthecharttype.Wewilllookatcreatingsomeofourownlateron
Tochangedatasource
Mouse
i.
ClickonChart.
ii.
ClickonSELECTDATAintheDATAgroupthefollowingdialogwillappear
iii.
IntheCHARTDATARANGEboxahighlightedrangewillbeseen.
iv.
Ifyouneedacompletelynewrangethendeletethevaluesinthisboxandselectadifferentrangefor
yourchart.
v.
ClickonOK.
Besuretoincludetherowandcolumnlabelsinthisrange.Ifyouwishyoumayselectmorethan
onerangebyholdingdownthe[CTRL]keydownafteryouhaveselectedyourfirstrangeandthen
selectanotherrange.
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Excel2007Advanced
Toaddorremoveaseriesorcategory.
Mouse
i.
ClickonChart.
ii.
ClickonSELECTDATAintheDATAgrouptheSELECTDATASOURCEdialogwillappear
i.
IntheLEGENDENTRIES(SERIES)boxclickonADDtheEDITSERIESdialogwillappear.
ii.
In the series name box select the cell that holds the
seriesLabel
iii.
Intheseriesvaluesboxselecttherangeofcellsthatwill
makeupthedataforthatseries.
iv.
ClickOK
v.
IntheHORIZONTAL(CATEGORY)AXISLABELSboxclickonEDIT
vi.
TheAXISLABELSdialogwillappear
vii.
Reselect the range that will include any new category

labels.
viii.
ClickOK.andOKagaintoapplythenewdatatoyourchart.
Todeleteaseries
Mouse
i.
ClickonChart.
ii.
iii.
Selecttheseriesyouwishtodelete.
iv.
ClickonDELETEtheserieswillberemoved.
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Excel2007Advanced
Todeleteacategory
i.
ClickonChart.
ii.
Clickon SELECTDATAinthe DATAgroupthe SELECTDATASOURCEdialogwill

appear
iii.
ClickontheSWITCHROW/COLUMNbutton.Whatwasacategoryhasnowbecomeaseries
iv.
Nowdeleteseriesaspreviouslyexplained.
v.
Clickonthe SWITCHROW/COLUMNbuttononthedialogbox.Whatwereserieshavenowbecome
categorieswiththecategoryyouwished,removed.
SwitchRowsAndColumns
Toswitchbetweenrowsandcolumns
Mouse
i.
ClickonChart.
ii.
iii.
ClickontheSWITCHROW/COLUMNbutton.Whatwasacategoryhasnowbecomeaseries
OR
Mouse
i.
Clickonchart.
ii.
ClickonChart.
iii.
ClickonSWITCHROW/COLUMNintheDATAgroup
iv.
Yourdatahasnowswitchedrowstocolumns
This facility may not be available if multiple data ranges have been selected for your chart
especiallyiftheyaredifferentsizesfromdifferentlocations.
ChangingTheChartLayout
Asdiscussedearlierachartismadeupfrommanyelementsthatcanbeturnedonoroffdependingonthe
typeofchartorarrangedindifferentplacesonthechart.Tochangethelayoutswiftlyinsteadoflaboriously
changingeachelementthechangelayouttoolallowssomequickglobaloptions.
Tochangethechartlayout
Mouse
i.
Click on the drop down arrow on the CHART LAYOUT

group
ii.
SelectachartLayout
117
iii.
Excel2007Advanced
Thelayoutisapplied
ChartStyles
AchartstyleismainlyathemeofformattingforyourchartusingtheexistingelementsofyourchartThere
aresomeveryexcitingcolourschemesinthisfeature
Toapplyachartstyle
Mouse
i.
Selectchart
ii.
ClickonthedropdownarrowtotherightoftheCHARTSTYLESgroup.
iii.
Selectachartstyle
iv.
Yourchartshouldnowadoptthestylechosen.
Ifthechartstyleisnottoyourlikingapplyanotherstylefollowingthesamemethoduntilyouhave
astyleclosetowhatyouwish.Wewilllookatformattingthevariouselementsinalaterchapter
toachieveexactlywhatyouwant
MovingChartLocation
Ifyouusuallyuseonemethodtocreateachartyouwillregularlygeteitheraseparatesheet
chartoranembeddedoneandyoumaywishtoswitchbetweenthetwotypes.Ormoveyour
embeddedcharttoadifferentsheetwithinyourworkbook.
Tomoveembeddedchartbetweensheets
Mouse
Clickon MOVECHARTonthe LOCATION
group.Adialogwillappear.
i.
ii.
Click on drop down arrow to the right of
OBJECT IN select the sheet you wish to

moveitto
ClickOK
iii.
Toswitchbetweenembeddedandseparatesheet
Mouse
i.
ClickonMOVECHARTontheLOCATIONgroup.Adialogwillappear.
ii.
ClickonNewsheet
iii.
Namesheetinthetextbox
iv.
ClickonOK
v.
Embeddedchartwillnowbeonaseparatesheetwiththegivenname.
TocreateanembeddedchartfromaseparatesheetchartsimplyCHOOSEASOBJECTinthedialog
boxandselectasheettoplaceitasanembeddedobject.
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Excel2007Advanced
LayoutRibbon
The Layout ribbon allows us to format, add or remove various elements of a chart. Some tools are only
available,howeverforcertaintypesofchart.E.G.youcannotapply3Drotationtoa2Dchart.
FormattingChartElements
Toselectandformatachartelement.
Mouse
vi.
GototheLAYOUTribbon.
vii.
Toselectanelementofyourchart,clickonthedropdownarrow
totherightoftopboxintheCURRENTSELECTIONgroup.
viii.
Clickonachartelement.Thatelementwillbeselected
ix.
Click on FORMAT SELECTION in the CURRENT SELECTION

group,thefollowingdialogwillappear.
x.
Thelefthandsectionofthedialogwillgivethevariouscategories
of how you may format your selection (These options may vary
dependingontheselection.)
xi.
The right hand section contains the available formats for that
category.
xii.
Clicking on each category and setting your format choices will

immediatelyaffectyouchart.
xiii.
Whenyouaresatisfiedwithyourformattingchoices,clickCLOSE.
Many of the options displayed in the category options section may

involve other drop down boxes to make a selection. (see picture) if
youmoveyourmouseoverthesepossibleselectionsahelptipshould
appear to give you a description of that choice BEFORE actually
making a selection. Any choice already applied will already be
selectedandhaveadifferentcolour.
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Excel2007Advanced
ResettingCustomFormats
When experimenting with various formats you may find it difficult to
remember exactly what settings were applied to a specific element and
therefore you would find it difficult to make it appear as it once was.
Resettingtheformatofspecificchartelementscanbeveryuseful.
Toresetanelement
Mouse
i.
Makeaselectionofelementtobereset
ii.
Click on RESET TO MATCH STYLE button on the CURRENT

SELECTIONgroup.
iii.
Theselectedelementwillrevertbacktotheoriginalformatsettingsoftheappliedchartstyle.
Adding,RemovingAndFormattingLabels
Information labels on your chart are very important on your chart
especially if it is on a separate sheet. The LABELS group offers a
selection of labels you may wish to show or hide on your chart. The
chart layout choices previously explained uses a mixture of labels in
differentlocationsonyourchartbutyoumaywishtoputspecificlabels
onyourchartandformatthemyourselfandplacethemwhereyouwish.
Toaddorremovelabels.
Mouse
i.
Selectchartifembedded
ii.
Clickondropdownarrowoftypeoflabelyouwishtoaddorremove
fromtheLABELSgroup.
iii.
Makeaselectionfromchoicespresent.
iv.
Labelwillappearordisappeardependantonchoice
e.g.
v.
UsetheData LabelsbuttonontheLABELStowritethevaluesorthelabelsonthedatamarkers.
vi.
UsetheData TablebuttonontheLABELStoaddtheplotdatasothatitisvisibleonthechartitself.
Toformatlabels
Mouse
i.
SelectlabelelementfromdropdownboxintheCURRENTSELECTIONgroupasmentionedpreviously.
ii.
ClickonFORMATSELECTIONintheCURRENTSELECTIONgroupasmentionedpreviously.
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Excel2007Advanced
Toeditlabeltext
Mouse
i.
Selectlabelaspreviouslydiscussed.
ii.
Clickwithinthelabelanddeleteandretypewiththetextyourequire.
iii.
Clickofflabel
Tomoveorresizechartelements
Mouse
i.
Makeaselectionofachartelement.(E.G.alabel)
ii.
Handleswillappearateachcornertoshowselection.
iii.
Movingmouseoverlabelbordershouldshowa4pointedBlackarrow.Thisappearstoindicatethatyou
areintherightpositiontoclickanddragtomovetheselectedelement.
iv.
Clickingwithinthelabeltoeditthetextthelabelwillautomaticallyresizetothesizeofthetextentered
Selecting an element like the PLOT AREA will allow a double black arrow when moving over a
handle.Clickinganddraggingwillresizethatelement.
Axes
For various types of charts you may not wish to see both axes on the chart you are
abletohideorshowtheseaxesdependantonyourneeds.
Toaddorremoveaxesfromchart
Mouse
i.
Selectchartifembedded.
ii.
ClickondropdownbuttononAXESbuttononAXESgroup
iii.
Select PRIMARY HORIZONTAL or PRIMARY VERTICAL

AXIS.
iv.
Makeaselectionfromchoicesshown.
Selecting more primary horizontal or vertical options opens the
formatting dialog which would appear if you selected the axis
andformattedit.Usingtheaxesmenuisbestforturningitoffor
on.
ToformattheCategory(X)Axis:
Mouse
i.
Under TICKMARKTYPE,youmayclickontheappropriateoptionbuttontospecifythattickmarkson
the axis will appear on the inside or outside of the axis line, cross the axis line, or not appear at all.
Minor tick marks can also be included (click on the Scale... button to set the intervals for major and
minortickmarks).
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Excel2007Advanced
ii.
The TICKLABELSsectionallowsyoutodictatewheretheLabelsassociatedwiththeselectedaxiswill
display.ThiscanbeattheHighValuesendoftheaxis,thelowvaluesendoftheaxis,nexttotheaxis,or
completelysuppressed.
iii.
Usethe SCALEribbontospecifyatwherethevalueaxiswillappear,whichcategoriesarelabelledand
howmanycategorieswillappearbetweeneachpairoftickmarks.
iv.
Aseriesofboxes[a]useautomaticpositioning.Thedefaultsettingistohavethisboxchecked,which
producesaValueAxisattheedgeofagivencategory.Puttingavalueinthenextboxdownwillresultin
aValueAxiswhichcutsdownthemiddleofacategory.Thiswillalsoaffectthelocationoftickmarkson
theaxis.Categoriesmaybedisplayedinreverseorderifdesired,andtheValueAxismayberequiredto
crossatthelastplottedcategoryonthechart.
v.
UsetheALIGNMENTcategorytospecifytheorientationofthecategorylabels.
ToformattheValue(Y)axis:
Mouse
i.
Followstepsdescribedaboveforthecategoryaxis.
ii.
TheSCALE ribbonwillhavedifferentoptionsrelatingtothevaluesontheaxis.
iii.
FromtheSCALEribbon,youmayspecifytheMinimumandMaximumvaluestoappearontheaxis.The
intervalstobeusedasMajorandMinorunitsontheaxismayalsobeset.Youmaydictatethepointat
whichthevalueandcategoryaxescross,whetherornottheaxesareplottedonaLogarithmicScale,or
whethertohavethevaluesplottedinReverseorder.
Gridlines
Gridlinesaretheindicatorlinesthatrunacrossyourcharttoeitherdivideupyourcategoriesorgivevisual
helpwhendecidingonavalueforadatapointmoredistantfromthevalueaxis.Youmayneedmore,or
lessofthese,dependantuponyourneedsforaccuracyorvisualimpact.
Tochangegridlineoptions
Mouse
iv.
Selectchartifitisembedded.
v.
Click on drop down arrow on GRIDLINES on the AXES

group.
vi.
ChoosePRIMARYHORIZONTAL or PRIMARYVERTICAL
GRIDLINESandmakeaselectionfromthechoicesgiven.
UnattachedText
FloatingtextmaybetypeddirectlyontotheChart,thendraggedtothedesiredposition.
Toaddfloatingtexttoachart:
Mouse
i.
GototheINSERTribbonandselecttheTEXTBOXbuttonclickonyourchartandatextboxwillappear.
Typerequiredtext,resizeandformattextboxanddragtorequiredlocation.
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Excel2007Advanced
FormatDialog
Elementoptions
Thiscategoryvariesdependentonwhatisselecteditmay
show AXIS, CATEGORY OR SERIES OPTIONS. For
SERIESOPTIONSitallowsyoutochangethewidthofthe
columnorgapbetweentheseries. AXISOPTIONSallows
you to specify widths and separation options where the
axisbeginsandends(ifavailable)
Fill
Use the FILL category to specify background colours or
designs.
Shape
Use this category to set the shape for a selected element
(seriesordatapointifavailable)
Borders
Select the BORDER colour to change the border colour
andsetaborder
SettheBORDERSTYLEScategorytoaddaborderaroundtheoutsideoftheselectedelement
Shadow
Thisoptionallowsyoutosettheshadowdepth,colouranddirectionfortheselectedelement.
3DFormat
Ifyouhaveachartthathasa3Dformatthiscategorywillallowyoutochangemanyaspectsofthe3D
appearancesuchasthematerial,lighting,contour,depthandbevel.
Dependingonthedatabeingdisplayed,somedatamarkersona3Dchartmaybeobscured.Itispossible
toadjusttheviewsothatyourdatamaybeseentoitsbestadvantage.Youmayinfluencethedegreeof
elevation,perspectiveorrotationofyourchart.Asamplechartwithinthe3Dviewdialogboxreflectsthe
newviewsasyouchangethesefactors.
Elevation and Rotation can be adjusted either by typing values into the appropriate sections within the
dialogbox,orbyclickingonthearrowbuttonsdisplayedaroundthesamplechart.Thelattertechniqueis
obviouslyeasier.
Elevationdictatestheheightfromwhichyouviewthedata.Rangingfrom90(abovetheplotarea) to
90(belowtheplotarea),where0 representsaviewlevelwiththecentreoftheplotarea.With3DPie
Charts, the range varies from 10, almost level with the edge of the pie, to 80, looking down on the
surfaceofthepie.
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Excel2007Advanced
3DRotation
Selectingtheplotorchartareawillallowyoutorotateyourchartinanydirectionorchangetheperspective
ofyourchart.
Rotation
Rotation allows you to turn the graph on its vertical axis. The range goes from 0 to 360, where zero
viewsthechartfromthefront,90wouldviewitfromtheside,and180wouldallowyoutoseeitfromthe
backeffectivelyreversingtheorderofthedataseriesforthechartdisplay.
Perspective
Perspectivecanbechangedtomakethedataatthebackofa3Dchartappearmoredistant.Aperspective
of zero means that the farthest edge of the chart will appear as equal in width to the nearest edge.
Increasingperspective(uptoamaximumof100)willmakethefarthestedgeappearproportionallysmaller.
Youmayalsoaffecttheheightofthegraphinrelationtoitswidthandwhetherornotyouwanttheaxesto
remainatrightangles.Thislattersettingwouldprecludetheuseofperspectivein3Dcharts.Autoscaling
allowsExceltoscalea3Dchartsothat,wherepossible,itissimilarinsizetoits2Dequivalent.
Font
Thefontforanyselectedtextualelementcanbesetonthe HOME ribbonfromthe FONTgrouporright
clickingonthehighlightedtextandusingtheminitoolbar.
FormattingTheLegend
The Legend can be selected and formatting like the other chart elements The legend can be positioned
manually simply by pointing and dragging it to a new position on the chart, but there are some preset
positionswhichcanbeselectedfromlegendbuttonintheLABELgroup
Notethatthelegendcannotactuallyberesized.Changingthefontsizewillcausethesizeofthe
overalllegendtoadjust,butitcannotberesizedbydraggingontheselectionhandles.Nochart
element which shows white selection handles (rather than the usual white) can be resized by
dragging.Draggingthelegendtoanewpositiononthechartwillsometimesaffecttheshapeof
thelegendandthesizeofthechart.Thelegendmaybeplacedoverlappingthechart.Notethat
thetextappearingintheLegendboxispickedupfromtheworksheetdata.Editthetextonthe
worksheetinordertochangethelegendtext(Thelegendmaybedeleted(hidden)byselectingit
andpressingtheDeletekeyonthekeyboard.
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Excel2007Advanced
AddASeriesManually
OthermethodsToaddanewdataseriestoachart:
Mouse
i.
Select the worksheet cells containing the relevant data (including the label to be used if labels were
includedintheoriginaldata).
ii.
Copythisdatatotheclipboardintheusualway.
iii.
ActivatethechartbyclickingonitandchooseEdit,Paste.Thedataserieswillappearinthechart.
Or
i.
Selecttheworksheetcellscontainingtherelevantdata
ii.
IfChartisanembeddedchartoncurrentsheet.Draganddropselecteddataontochart.
Theaddedserieswillinvariablycomeinasthefinaldataseries,buttheordercanbechangedby
youasoutlinedlaterinthisdocument.
TheSeriesFunction
Ifadataseriesonachartisselected,thereferenceareawilldisplaytheunderlyingformula.Itcanbeuseful
toknowwhatelementsgotomakeuptheSeriesfunction,asyoumayedititmanuallyifdesired.TheSeries
functionincludesfourarguments:
=SERIES(Series_Name,Categories_Ref,Values_Ref,Plot_Order)
The Series Name can be a reference (Worksheet!Cell) to the cell where the name of this particular data
seriesisbeingheld,oritmayconsistoftexttypedinbyyouandenclosedinquotationmarks.TheSeries
Namewillbepickedupinthelegendtodescribethedataseries.TheCategoriesReferencereferstothe
worksheetnameandrangeofcellswheretheCategory(orxaxis)labelsaretobefound.Ifthedataseries
areinrows,thecategoryreferenceswillrefertothelabelsatthetopofeachcolumnandviceversa.The
ValuesReferencereferstotheworksheetnameandtherangeofcellscontainingtheactualvaluesforthis
dataserieswhicharetobeplottedontheyaxis(orzaxisona3Dchart).ThePlotOrdernumberdictates
theorderinwhichtheselecteddataseriesisplottedonthechartandlistedonthelegend.Often,instead
ofamendingtheSeriesfunctionmanually,youmayfinditeasiertoeditadataseriesusingthedialogoption
coveredintheearliersection.
ChartingWithBlocksOfData
AsitispossibletoselectseparaterangesinExcel,itispossibletoproducechartsbasedonnoncontiguous
data.Thisisvitalifsomeoftheinformationontheworksheetistobeomitted.Therearesomeguidelines
to be aware of however. The layout of data is important as was demonstrated at the beginning of this
document. The selected ranges must amount to a regular block with consistent height and width
measurementssothatExcelcaninterpretitcorrectly,withcategoriesanddataseriesmatchingup.Once
thedatahasbeensuccessfullyselected,chooseFile,NewandclickonChartbeforeclickingonOK,ortap
[F11].Anextensionofthisidealeadstothefactthatrangesfromseparateworksheetfilescanbeincluded
inasinglechart.Simplyselecttheworksheetdatatobeincluded(subjecttothelayoutprovisosabove),
copytotheclipboardthenpastethemintothechart.
125
Excel2007Advanced
SECTION5TEMPLATES
Objectives
UsethestandardExceltemplates
CreateCustomtemplates
Openandedittemplates
Settemplateproperties
126
Excel2007Advanced
INTRODUCTIONTOTEMPLATES
Atemplateisafileusedasaformtocreateotherworkbooks,sheetsandcharts.Newworkbookscreated
from the templatecontain the same layout,data, formulae, formats and styles as those of the template.
Newsheetsandchartsinsertedintoaworkbookareacopyofthesheetorcharttemplate.
StandardTemplates
Excelcomessuppliedwithaselectionoftemplatesdesignedtohelpintheproductionofcommonbusiness
andhomefinancialtasks.Thesetemplatescanbemodifiedforpersonaluse.
Touseastandardtemplate:
Mouse
i.
ClickontheMICROSOFTOFFICEBUTTONandselecttheNEWbutton,thedialogabovewillappear
ii.
Click the INSTALLED TEMPLATES button on the left to see a list of Excel templates in the centre
sectionofthedialog
iii.
ClickonthePictureforthetemplateyouwishtobasethenewworkbookontoseeapreviewonthe
right.
iv.
WhenyouhavelocatedthetemplateyouwishtouseclickCREATE.
127
Excel2007Advanced
OR
i.
ClickontheMICROSOFTOFFICEBUTTONandselecttheNEWbutton,thedialogabovewillappear
ii.
ClickundertheMICROSOFTOFFICEONLINEbuttonontheleftonasectionpertainingtoyourneedto
seealistofappropriateExceltemplatesinthecentresectionofthedialog.
iii.
right.
iv.
N.B.YoumustbeconnectedtotheinternettousetemplatesfromOfficeonline.
CustomTemplates
Youcancreateyourownworkbookandsheettemplates.
Tocreateaworkbooktemplate:
Mouse
i.
Openorcreatetheworkbooktobeusedasthebasisforthetemplate.
ii.
Click on the MICROSOFT OFFICE BUTTON and select the SAVE AS button, click on EXCEL
WORKBOOK,thesaveasdialogabovewillappear
iii.
TypethetemplatenameintheFILENAMEtextbox.
iv.
Select EXCEL TEMPLATE from the SAVE AS TYPE list. An .XLTX extension will be added to the
templatename.
v.
ThefolderwherethefilewillbestoredwillautomaticallychangetoTemplates.Bystoringall.XLTXfiles
inthesamefolderExcelrecognisesandkeepstrackoftemplates.
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Excel2007Advanced
vi.
ClickSAVEtosavethetemplate.
Tocreateaworksheettemplate:
Mouse
i.
Inaneworexistingworkbookdeleteallthesheetsexcepttheonetobeusedasthetemplate.
ii.
Click on the MICROSOFT OFFICE BUTTON and select the SAVE AS button, click on EXCEL
WORKBOOK,thesaveasdialogwillappear
iii.
TypethetemplatenameintheFILENAMEtextbox.
iv.
Select EXCEL TEMPLATE from the SAVE AS TYPE list. An .XLTX extension will be added to the
templatename.
v.
ThefolderwherethefilewillbestoredwillautomaticallychangetoTemplates.Bystoringall.XLTXfiles
inthesamefolderExcelrecognisesandkeepstrackoftemplates.
vi.
ClickSAVEtosavethetemplate.
Tobaseanewworkbookonatemplate:
Mouse
i.
ClickontheMICROSOFTOFFICEBUTTONandselecttheNEWbutton,theNEWWORKBOOKdialog
willappear
ii.
ClicktheMYTEMPLATESbuttonontheleftadialogwillappear.
iii.
right.
iv.
Toaddaworksheetbasedonasheettemplate:
Mouse
v.
ClicktherightmousebuttonoverasheettabandchooseINSERT.
vi.
clicktheiconfortheworksheettemplateyouwanttobasethenewsheeton.
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Excel2007Advanced
ClickOK
vii.
AutoTemplates
AnautotemplateisaworkbooksavedasatemplateintheXLSTARTfolderoralternateStartupfolderusing
thespecificfilenameBook.xltx,sheet.xltx,dialog.xltxormacro.xltx.AutoTemplatesiftheyexistwillactas
thebasisforallnewitemsyoucreateintheExcelenvironment.
The Book.xltx template becomes the default workbook. The Sheet.xltx template becomes the default
worksheet.
OpeningAndEditingTemplates
Templatesarefilesjustlikeworkbooks.Ifyouneedtochangeatemplateinanyway,simplyopen,editand
saveinthenormalway.
Toopenatemplate:
Mouse
i.
ClickontheMICROSOFTOFFICEBUTTONandselecttheOPENbutton
ii.
ChangetheLOOKINlocationtotheTemplatesfolder.
iii.
Selectthenameofthetemplateyouwanttoopen.clickOPEN
Toeditatemplate:
Mouse
i.
Makechangesintheopentemplate.
ii.
ClickontheMICROSOFTOFFICEBUTTONandselecttheSAVEbutton
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Excel2007Advanced
TemplateProperties
Files have various properties that are saved with them. Some properties, such as date created and last
saved date are included and updated automatically by Excel. Others, such as title and subject must be
entered manually by the user. Properties are helpful when trying to locate files as you can use the
propertiestosearch.
Tosettemplateproperties:
Mouse
i.
WiththetemplateopenClickonthe MICROSOFTOFFICEBUTTONandselectthe PREPARE button

andselectPROPERTIES.
ii.
.Asection(above)willappearundertheformulabar.
iii.
Setthepropertiesthatapplytothetemplate.
iv.
ClickX.inrighthandcornerofthisbartoclose
v.
If you have further properties to set. Click on document

properties on the bar and choose ADVANCED
PROPERTIESthedialogontherightwillappear
vi.
the5separatetabsallowtheinputofmanymorepiecesof
information.
vii.
WhencompleteclickonOK
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Excel2007Advanced
Templatescancontaincustomnumberformatsandpredefinedstyles.
132
Excel2007Advanced
SECTION6AUDITING
Objectives
Useandunderstandtracers
Insertandusecellcomments
UseWatchwindow
Usegotospecial
133
Excel2007Advanced
AUDITINGFEATURES
Tracers
The precedent, dependent and error tracers display arrows on the worksheet to represent the flow of
computations:ThecanbefoundTheFORMULAAUDITINGgroupandontheFORMULASribbon.
TracerType
Formula
Error
Externalreferenceorreferencetootherworksheet
Arrowtype
Solidblue
Solidred
Dashedblackwithanicon
COMMENTS
Comments are text or audio messages attached to cells usually
givingamoredetailedexplanationofacellscontent.
GOTOSPECIAL
Amethodofselectingcellswithparticularcontentsorproperties.
PRECENDENTSANDDEPENDANTS
Precedentsarecellsreferredtobyotherformulae.Dependantsarecellscontainingformulaethatreferto
othercells.
A direct precedent is a cell referred to by the formula in the active cell. An indirect precedent is a cell
referredtobyaformulainadirectprecedentcelloranotherindirectprecedentcell.
Adirectdependantisacellcontainingaformulathatreferstotheactivecell.Anindirectdependentisa
cellthatcontainsaformulathatreferstoadirectdependantcelloranotherindirectdependantcell.
YouusetheAuditingtoolbartosetauditingoptions.
WATCHWINDOW
Isausefultoolwhichallowsyoutowatchthevaluesofcalculatedcellsonothersheetswhileyouchange
valuesthattheyaredependanton,onacompletelydifferentsheet.
Tosetawatch
Mouse
i.
SelectacelltowhichyouwanttoaddaWatch
ii.
GototheFORMULASribbonanclickonWATCHWINDOWintheFORMULAAUDITINGgroup
iii.
ClickonADDWATCH
iv.
Selectcellyouwishtomonitor
134
Excel2007Advanced
v.
ClickonADD
vi.
Youmaynowswitchwindowsorscrollandthewatchwindowwillmonitorthatcellforchangesinresult
asyouenterormanipulatefigureselsewhere.
Todeleteawatch
Mouse
i.
GototheFORMULASribbonanclickonWATCHWINDOWintheFORMULAAUDITINGgroup
ii.
Selectwatchtodelete
i.
ClickonDELETEWATCHonwatchwindow
Toauditfordirectandindirectprecedents:
Mouse
i.
Clickonthecellyouwanttoaudit.
ii.
ClickthetraceprecedentsbuttonontheAuditingtoolbar.
Toauditfordirectandindirectdependants:
Mouse
i.
Clickonthecellyouwanttoaudit.
ii.
ClickthetracedependantsbuttonontheAuditingtoolbar.
Clickeitherbuttonasecondtimetoviewindirectprecedentsordependantsoftheactivecell.
Toremovethetracerarrows:
Mouse
i.
Clicktheremoveprecedentarrowstoremoveprecedenttracersor
removedependantarrowstoremovedependanttracers.
Or
ii.
Clicktheremoveallarrowsbuttontoremovebothprecedentanddependanttracers.
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Excel2007Advanced
Comments
When a cell has a comment attached, CellTips automatically
display the comments added when the mouse pointer rests
over the cell. You can tell which cells have c comments
attachedastheyhaveacommentindicator(asmallredcorner
triangle).
Toaddacomment:
Mouse
i.
Clickinthecellwhereyouwanttoinsertacomment.
ii.
ChooseCOMMENTfromtheREVIEWribbon
iii.
Inthetextboxthatappearsattachedtothecell,typeyourcomment.
iv.
Clickoutsidethetextboxtoconfirmtheentryandclosethetextbox.
Toviewcomments:
Mouse
i.
Position your mouse over the top of the cell that contains the comment. Shown with a tiny coloured
triangleintopofthecellcorner.
ii.
YourcommentwillbedisplayedasaCellTip.
Toeditcomments:
Mouse
i.
Clickinthecellwhereyouwanttoeditacomment.
ii.
ChooseEDITCOMMENTfromtheREVIEWribbon
iii.
Inthetextboxedityourcomment.
iv.
Clickoutsidethetextboxtoconfirmtheentryandclosethetextbox.
Hidingandredisplayingcomments:
Mouse
i.
Youcanhideanindividualcommentbyclickingtherightmousebuttonover
the cell that contains the comment and choosing SHOW/HIDE
COMMENTfromtheshortcutmenu.
OR
ii.
ClickonSHOW/HIDECOMMENTSintheCOMMENTSgroupontheREVIEWribbon
iii.
Whenyouwanttoredisplayallindividuallyhidden COMMENTSclickon SHOWALLCOMMENTSin

theCOMMENTSgroupontheREVIEWribbon
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Excel2007Advanced
Toprintcomments:
Mouse
i.
On the PAGE LAYOUT ribbon, in the PAGE SETUP

group, click the dialog box launcher next to PAGE
SETUP.
ii.
OntheSHEETtab,intheCOMMENTSbox,clickASDISPLAYEDONSHEETorATENDOFSHEET.
iii.
ClickPRINT.
Toseehowcommentsareprinted,youcanclickPrintPreviewbeforeyouclickPrint.
Reviewingcomments:
Mouse
i.
GototheCOMMENTSgroupontheREVIEWribbon.
ii.
TovieweachcommentinsequenceclicktheNEXTCOMMENTbutton.
iii.
Toviewthecommentsinreverseorder,clickthePREVIOUSCOMMENTbutton.
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Excel2007Advanced
138
Excel2007Advanced
SECTION7OTHERFORMATTING
FORMATTINGCELLS
Themes
Youcanquicklyandeasilyformatanentiredocumenttogiveitaprofessionalandmodernlookbyapplying
a document theme (A set of unified design elements that provides a look for your document by using
colour,fontsandgraphics.).Adocumentthemeisasetofformattingchoicesthatincludeasetoftheme
colours,asetofthemefonts(includingheadingandbodytextfonts),andasetofthemeeffects(including
linesandfilleffects).
Excelprovidesseveralpredefineddocumentthemes,butyoucanalsocreateyourownbycustomizingan
existing document theme, and then by saving it as a custom document theme. Document themes are
sharedacrossOfficeprogramssothatallofyourOfficedocumentscanhavethesame,uniformlook.
ToApplyadocumenttheme
YoucanchangethedocumentthemethatisappliedbydefaultinOfficeprograms,suchasWord,Exceland
PowerPoint, by selecting another predefined document theme or a custom document theme. Document
themesthatyouapplyimmediatelyaffectthestyles(Acombinationofformattingcharacteristics,suchas
font, font size, and indentation, that you name and store as a set. When you apply a style, all of the
formattinginstructionsinthatstyleareappliedatonetime.)thatyoucanuseinyourdocument.
Mouse
i.
On the PAGE LAYOUT ribbon, in the THEMES group, click

THEMES.
ii.
To apply a predefined document theme, click the document

themethatyouwanttouseunderBUILTIN.
iii.
Toapplyacustomdocumenttheme,clickthedocumentthemethatyouwanttouseunderCUSTOM.
Customisavailableonlyifyoucreatedoneormorecustomdocumentthemes
iv.
Ifadocumentthemethatyouwanttouseisnotlisted,click BROWSEFORTHEMEStofinditonyour
computeroranetworklocation.
v.
TosearchforotherdocumentthemesonOfficeOnline,clickSEARCHOFFICEONLINE.
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Excel2007Advanced
CustomisingATheme
Thecollectionoffonts,coloursandeffectsthatmakeupathemecanallbecustomisedandthensavedasa
customtheme
Tocustomiseatheme
i.
Click on the drop down arrow next to the aspect of the theme you wish to change colours, fonts or
effects.
ii.
Makeaselectionfromthechoicespresent.
iii.
Clickonthemesandsavecurrenttheme
140
Excel2007Advanced
iv.
ClickingontheTHEMESbuttoninfuturewilldisplayCUSTOM,toallowyoutousethisthemeinfuture
workbooks.
Tosetcustomcolourschemesforatheme
Mouse
i.
ClickonthedropdownarrownexttotheCOLOURSbutton.
ii.
SelectCREATENEWTHEMECOLOURSatthebottomofthemenu
iii.
Thedialogaboveisdisplayed
iv.
Selectnewcoloursforthevariouspartsofyourtheme.Asampleisshownontherighttoshowyouhow
thecoloursappeartogether
v.
EnteranameforyourcolourschemeintheNAMEbox
vi.
ClickonSAVE.
vii.
NexttimeyouclickonthecoloursbuttonitwilldisplayCUSTOMandthe
setsofcoloursyouhavecreated.
Tocreatecustomfontschemesforatheme.
Mouse
i.
ClickonthedropdownarrownexttotheFONTSbutton.
141
ii.
SelectCREATENEWTHEMEFONTSatthebottomofthemenu
iii.
Thedialogaboveisdisplayed
iv.
Select Fonts for the heading and a font for the body text see
sampleonrightofdialog.
v.
EnteranameforyourfontschemeintheNAMEbox
vi.
ClickonSAVE.
vii.
Next time you click on the FONTS button it will display

CUSTOMandthesetsoffontsyouhavecreated.
Excel2007Advanced
Styles
Toapplyseveralformatsinonestep,andtoensurethatcellshaveconsistentformatting,youcanuseacell
style.Acellstyleisadefinedsetofformattingcharacteristics,suchasfontsandfontsizes,numberformats,
cellbordersandcellshading.Topreventanyonefrommakingchangestospecificcells,youcanalsousea
cellstylethatlockscells.MicrosoftOfficeExcelhasseveralbuiltincellstylesthatyoucanapplyormodify.
Youcanalsomodifyorduplicateacellstyletocreateyourown,customcellstyle.
Cell styles are based on the document theme that is applied to the entire workbook. When you
switchtoanotherdocumenttheme,thecellstylesareupdatedtomatchthenewdocumenttheme.
Howtoselectcells,ranges,rows,orcolumns
Toselect
Asinglecell
Arangeofcells
Alargerangeofcells
Allcellsona
worksheet
Nonadjacentcellsor
cellranges
Anentirerowor
column
Dothis
Clickthecell,orpressthearrowkeystomovetothecell.
Clickthefirstcellintherange,andthendragtothelastcell,orholddownSHIFTwhile
youpressthearrowkeystoextendtheselection.
Youcanalsoselectthefirstcellintherange,andthenpressF8toextendtheselectionby
usingthearrowkeys.Tostopextendingtheselection,pressF8again.
Clickthefirstcellintherange,andthenholddownSHIFTwhileyouclickthelastcellin
therange.Youcanscrolltomakethelastcellvisible.
you
ClicktheSELECTALLbutton.Toselecttheentireworksheet,
canalsopressCTRL+A.Iftheworksheetcontainsdata,CTRL+A
selectsthecurrentregion.PressingCTRL+Aasecondtime
selectstheentireworksheet.
Selectthefirstcellorrangeofcells,andthenholddownCTRLwhileyouselecttheother
cellsorranges.Youcanalsoselectthefirstcellorrangeofcells,andthenpressSHIFT+F8
toaddanothernonadjacentcellorrangetotheselection.Tostopaddingcellsorrangesto
theselection,pressSHIFT+F8again.Youcannotcanceltheselectionofacellorrangeof
cellsinanonadjacentselectionwithoutcancellingtheentireselection.
Clicktheroworcolumnheading.
Rowheading
Columnheading
selecting
Youcanalsoselectcellsinaroworcolumnby
thefirstcellandthenpressingCTRL+SHIFT+ARROWkey(RIGHTARROWorLEFT
ARROWforrows,UPARROWorDOWNARROWforcolumns).Iftheroworcolumn
containsdata,CTRL+SHIFT+ARROWkeyselectstheroworcolumntothelastusedcell.
PressingCTRL+SHIFT+ARROWkeyasecondtimeselectstheentireroworcolumn.
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Excel2007Advanced
Adjacentrowsor
columns
Nonadjacentrowsor
columns
Dragacrosstheroworcolumnheadings.Orselectthefirstroworcolumn;thenhold
downSHIFTwhileyouselectthelastroworcolumn.
Clickthecolumnorrowheadingofthefirstroworcolumninyourselection;thenhold
downCTRLwhileyouclickthecolumnorrowheadingsofotherrowsorcolumnsthatyou
wanttoaddtotheselection.
Thefirstorlastcellin Selectacellintheroworcolumn,andthenpressCTRL+ARROWkey(RIGHTARROWor
aroworcolumn
LEFTARROWforrows,UPARROWorDOWNARROWforcolumns).
Thefirstorlastcell
PressCTRL+HOMEtoselectthefirstcellontheworksheetorinanExcellist.
onaworksheetorin PressCTRL+ENDtoselectthelastcellontheworksheetorinanExcellistthatcontains
aMicrosoftOffice
dataorformatting.
Exceltable
Cellstothelastused Selectthefirstcell,andthenpressCTRL+SHIFT+ENDtoextendtheselectionofcellsto
cellontheworksheet thelastusedcellontheworksheet(lowerrightcorner).
(lowerrightcorner)
Cellstothebeginning Selectthefirstcell,andthenpressCTRL+SHIFT+HOMEtoextendtheselectionofcellsto
oftheworksheet
thebeginningoftheworksheet.
Moreorfewercells
HolddownSHIFTwhileyouclickthelastcellthatyouwanttoincludeinthenew
thantheactive
selection.Therectangularrangebetweentheactivecellandthecellthatyouclick
selection
becomesthenewselection.
Tocancelaselectionofcells,clickanycellontheworksheet.
ToApplyacellstyle
Mouse
i.
Selectthecellsthatyouwanttoformat.
ii.
OntheHOMEribbon,intheSTYLESgroup,clickCELLSTYLES.
iii.
Clickthecellstylethatyouwanttoapply.
Tocreatecustomcellstyle
Mouse
i.
ii.
ClickNEWCELLSTYLE.
iii.
IntheSTYLENAMEbox,typeanappropriatenameforthenewcellstyle.
iv.
ClickFORMAT.
v.
Onthevarioustabsinthe FORMATCELLSdialogbox,selecttheformattingthatyouwant,andthen
clickOK.
vi.
In the STYLE dialog box, under STYLE INCLUDES (BY EXAMPLE), clear the check boxes for any
formattingthatyoudon'twanttoincludeinthecellstyle.
vii.
To remove a cell style from selected cells without deleting the cell style, select the cells that are
formattedwiththatcellstyle.
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Excel2007Advanced
Toremoveacellstyle
Mouse
i.
ii.
Toremovethecellstylefromtheselectedcellswithoutdeletingthecellstyle,underGOOD,BAD,AND
NEUTRAL,clickNORMAL.
OR
iii.
Todeletethecellstyleandremoveitfromallcellsthatareformattedwithit,rightclickthecellstyle,
andthenclickDELETE.
YoucannotdeletetheNORMALcellstyle.
144
Excel2007Advanced
ConditionalFormatting
Wheneveryouanalyzedata,youoftenaskyourselfquestions,suchas:
Wherearetheexceptionsinasummaryofprofitsoverthepastfiveyears?
Whatarethetrendsinamarketingopinionpolloverthepasttwoyears?
Whohassoldmorethan50,000thismonth?
Whatistheoverallagedistributionofemployees?
Whichproductshavegreaterthan10%revenueincreasesfromyeartoyear?
Whoarethehighestperformingandlowestperformingstudentsinthenewstudentclass?
Conditional formatting helps to answer these questions by making it easy to highlight interesting cells or
rangesofcells,emphasizeunusualvalues,andvisualizedatabyusingdatabars,colourscalesandiconsets.
A conditional format changes the appearance of a cell range based on a condition (or criteria). If the
condition is true, the cell range is formatted based on that condition; if the conditional is false, the cell
rangeisnotformattedbasedonthatcondition.
When creating a conditional format, you can reference other cells in a worksheet, such as
=FY2006!A5,butyoucannotuseexternalreferencestoanotherworkbook.
ToFormatallcellsbyusingatwocolourscale
Colourscalesarevisualguidesthathelpyouunderstanddatadistributionandvariation.Atwocolourscale
helpsyoucomparearangeofcellsbyusingagradationoftwocolours.Theshadeofthecolourrepresents
higherorlowervalues.Forexample,inagreenandredcolourscale,youcanspecifyhighervaluecellshave
agreenercolourandlowervaluecellshaveareddercolour.
Mouse
i.
Select a range of cells, or make sure that the active cell is in a table or PivotTable
report.
ii.
Onthe HOMEribbon,inthe STYLESgroup,clickthearrownextto CONDITIONAL
FORMATTING,andthenclickCOLOURSCALES.
iii.
Selectatwocolourscale.
Hoveroverthecolourscaleiconstoseewhichoneisa
twocolour scale. The top colour represents higher
valuesandthebottomcolourrepresentslowervalues.
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Excel2007Advanced
Tomanagerulesforadvancedformatting.
Mouse
i.
Selectarangeofcells,ormakesurethattheactivecellisinatableorPivotTablereport.
ii.
OntheHOMEribbon,intheSTYLESgroup,clickthearrownexttoCONDITIONALFORMATTING,and
thenclickMANAGERULES.
iii.
TheCONDITIONALFORMATTINGRULESMANAGERdialogboxisdisplayed.
Toaddaconditionalformat(newrule).
Mouse
i.
clickNewRule.TheNewFormattingRuledialogboxisdisplayed.
ii.
Selectaruletypefromtopsectionofdialog.
iii.
Edittheruledescriptioninbottomsection.Ruledescriptionswillchangedependentontheruletype.
iv.
Selectthecoloursyouwishtoapplyiftheconditionsyouhavesetaremet.
v.
ClickOKtocreatetheruletherulewillthenappearintheRULEMANAGER.
vi.
ClickoktoapplytheruleandclosetheRULEMANAGER
Toconditionallyformattotwocolourscale(advanced)
Mouse
i.
thenclickMANAGERULES.
ii.
TheCONDITIONALFORMATTINGRULESMANAGERdialogboxisdisplayed.
iii.
Make sure that the appropriate worksheet or table is

selected in the SHOW FORMATTING RULES FOR list
146
Excel2007Advanced
box.
iv.
Optionally,changetherangeofcellsbyclicking COLLAPSEDIALOG
inthe APPLIESTOboxtotemporarilyhidethedialogbox,selecting
the new range of cells on the worksheet, and then selecting
EXPANDDIALOG.
v.
Selecttherule,andthenclickEDITRULE.TheEDITFORMATTINGRULEdialogboxisdisplayed.
vi.
UnderSELECTARULETYPE,clickFORMATALLCELLSBASEDONTHEIRVALUES.
vii.
UnderEDITTHERULEDESCRIPTION,intheFORMATSTYLElistbox,select2COLORSCALE.
viii.
SelectaMINIMUMandMAXIMUMTYPE
FORMATLOWESTANDHIGHESTVALUESSelectLowestValueandHighestValue.Inthiscase,
youdonotenteraMinimumandMaximumValue.
FORMAT A NUMBER, date, or time value Select Number, and then enter a Minimum and
MaximumValue.
FORMATAPERCENTAGESelectPercent,andthenenteraMinimumandMaximumValue.Valid
valuesarefrom0to100.Donotenterapercentsign.Useapercentagewhenyouwanttovisualize
allvaluesproportionallybecausethedistributionofvaluesisproportional.
FORMATAPERCENTILESelectPercentileandthenenteraMinimumandMaximumValue.Valid
percentilesarefrom0to100.Youcannotuseapercentileiftherangeofcellscontainsmorethan
8,191datapoints.Useapercentilewhenyouwanttovisualizeagroupofhighvalues(suchasthe
top 20thpercentile) in one colour grade proportion and low values (such as the bottom 20th
percentile)inanothercolourgradeproportion,becausetheyrepresentextremevaluesthatmight
skewthevisualizationofyourdata.
FORMATAFORMULARESULTSelectFormula,andthenenteraMinimumandMaximumValue.
Theformulamustreturnanumber,dateortimevalue.Starttheformulawithanequalsign(=).
Invalid formulas result in no formatting applied. It's a good idea to test the formula in the
worksheettomakesurethatitdoesn'treturnanerrorvalue.
Minimum and Maximum values are the minimum and maximum values for the range of cells.
MakesurethattheMinimumvalueislessthantheMaximumvalue.
YoucanchooseadifferentMinimumandMaximumType.Forexample,youcanchooseaMinimum
NumberandMaximumPercent.
ix.
To choose a MINIMUM and MAXIMUM colour scale, click COLOUR for each, and then select a
colour.Ifyouwanttochooseadditionalcoloursorcreateacustomcolour,clickMORECOLOURS.
x.
ThecolourscalethatyouselectisdisplayedinthePREVIEWbox.
xi.
ClickOKtoreturntotherulemanager
xii.
ClickOKtoapplythenewruletoselectedcellsandcloserulemanager.
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Excel2007Advanced
ToFormatallcellsbyusingdatabarsquickformatting
Adatabarhelpsyouseethevalueofacellrelativetoothercells.The
lengthofthedatabarrepresentsthevalueinthecell.Alongerbar
representsahighervalueandashorterbarrepresentsalowervalue.
Databarsareusefulinspottinghigherandlowernumbersespecially
withlargeamountsofdata,suchastopandbottomsellingtoysina
holidaysalesreport.
Mouse
i.
ii.
OntheHOMEribbon,intheSTYLEgroup,clickthearrownexttoCONDITIONALFORMATTING,click
DATABARSandthenselectadatabaricon.
ToFormatallcellsbyusingdatabarsadvancedformatting
Mouse
i.
ii.
On the HOME ribbon, in the STYLES group, click the arrow next to CONDITIONAL FORMATTING, and
thenclickMANAGERULES.TheConditionalFormattingRULESMANAGERdialogboxisdisplayed.
Either
iii.
Toaddaconditionalformat,clickNEWRULE.TheNEWFORMATTINGRULEdialogboxisdisplayed.
OR
iv.
To change a conditional format, Make sure that the appropriate worksheet or table is selected in the
SHOWFORMATTINGRULESFORlistbox.
v.
Optionally, change the range of cells by clicking COLLAPSE DIALOG in the APPLIES TO box to
temporarilyhidethedialogbox,selectingthenewrangeofcellsontheworksheet,andthenselecting
EXPANDDIALOG.
vi.
Selecttherule,andthenclickEDITRULE.TheEDITFORMATTINGRULEdialogboxisdisplayed.
vii.
UnderSELECTARULETYPE,clickFORMATALLCELLSBASEDONTHEIRVALUES.
viii.
UnderEDITTHERULEDESCRIPTION,intheFORMATSTYLElistbox,selectDATABAR.
ix.
SelectaShortestBarandLongestBarType.
FORMATLOWESTANDHIGHESTVALUESSelectLowestValueandHighestValue.Inthiscase,
youdonotenteraShortestBarandLongestBarValue.
FORMATA NUMBER,DATE,ORTIMEVALUE Select Number, and then enter a Shortest Bar

andLongestBarValue.
FORMATAPERCENTAGESelectPercent,andthenenteraShortestBarandLongestBarValue.
Validvaluesarefrom0to100.Donotenterapercentsign.Useapercentagewhenyouwantto
visualizeallvaluesproportionallybecausethedistributionofvaluesisproportional.
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Excel2007Advanced
FORMATAPERCENTILESelectPercentileandthenenteraShortestBarandLongestBarValue.
Validpercentilesarefrom0to100.Youcannotuseapercentileiftherangeofcellscontainsmore
than8,191datapoints.Useapercentilewhenyouwanttovisualizeagroupofhighvalues(suchas
the top 20th percentile) in one data bar proportion and low values (such as the bottom 20th
percentile) in another data bar proportion, because they represent extreme values that might
skewthevisualizationofyourdata.
FORMAT A FORMULA result Select Formula, and then enter a Shortest Bar and Longest Bar
Value.Theformulamustreturnanumber,dateortimevalue.Starttheformulawithanequalsign
(=). Invalid formulas result in no formatting applied. It's a good idea to test the formula in the
worksheettomakesurethatitdoesn'treturnanerrorvalue.
MakesurethattheShortestBarvalueislessthantheLongestBarvalue.
You can choose a different Shortest Bar and Longest Bar Type. For example, you can choose a
ShortestBarNumberandLongestBarPercent.TochooseaShortestBarandLongestBarcolour
scale, click Bar Colour. If you want to choose additional colours or create a custom colour, click
MoreColours.ThebarcolourthatyouselectisdisplayedinthePreviewbox.Toshowonlythe
databarandnotthevalueinthecell,selectShowBarOnly.
ToClearconditionalformats(worksheet)
Mouse
i.
thenclickCLEARRULES.
ii.
ClickENTIRESHEET.
ToClearconditionalformats(Arangeofcells,table,orPivotTable)
Mouse
i.
Selecttherangeofcells,tableorPivotTableforwhichyouwanttoclearconditionalformats.
ii.
thenclickCLEARRULES.
iii.
Dependingonwhatyouhaveselected,clickSELECTEDCELLS,THISTABLEorTHISPIVOTTABLE.
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Excel2007Advanced
SECTION8OTHEREXCELFEATURES
INSERTING,FORMATTINGANDDELETINGOBJECTS
InsertingADrawingObject
Inserting pictures, text boxes, callouts, scanned images etc onto a worksheet
can greatly enhance your overall spreadsheet appearance. The subject of
dealingwiththeseobjectswillbelookedatmorethoroughlyinPowerPointas
that application deals primarily with inserted objects and how to deal with
themaswordworksprimarilywithtextandexcelwithfigures,howeverhereis
abriefrundownofsomeitemsyoumayinsertandhowtodealwiththem.
Toinsertashapeontoworksheet.
Mouse
i.
On the INSERT ribbon in the ILLUSTRATIONS group, click

onthedropdownarrowtotherightofSHAPES.
ii.
Make a selection by clicking with the left mouse button on

thedesiredshape.Ifyoucannotimmediatelyfindwhatyou
want, scroll down using the scroll bar to the right to locate
othershapes.
iii.
Themenuwilldissappearbutyourmousecursorwillappear
asasmallblackcross.Clickanddragdiagaonallytoplacethe
shapeontheworksheet.
Tomoveorresizeshape
Mouse
i.
Select shape by clicking on it selection will be shown by

handlesappearingaroundtheshape.
ii.
Movingmousecursorovershapeshouldgiveafourpointed
arrow clicking and dragging with this cursor will move the
shapetodesiredposition.
OR
iii.
Use cursor keys for small adjustments in moving shape

aroundworksheet.
iv.
Moving mouse cursor over a handle will give a black two

pointedarrow.Clickinganddraggingwillresizetheshapeto
appropriatesize.
Todeleteashape
Mouse
i.
Selectshapebyclickingonitselectionwillbeshownbyhandlesappearingaroundtheshape.
ii.
PressDELETEonthekeyboardtoremoveshape.
150
Excel2007Advanced
SmartArt
A SmartArt graphic is a visual representation of your information and ideas. You can create SmartArt
graphics by choosing from among many different layouts to quickly, easily and effectively communicate
yourmessage.
Mostpeoplecreatecontentthatcontainsonlytext,eventhoughillustrationsandgraphicshelpaudiences
understand and recall information better than text. Creating designerquality illustrations can be
challenging, especially if you are not a professional designer or you cannot afford to hire a professional
designer.IfyouuseearlierversionsofMicrosoftOffice,youcanspendalotoftimemakingshapesthesame
size and aligning them properly, getting your text to look right, and manually formatting the shapes to
matchthedocument'soverallstyle,insteadoffocusingonyourcontent.WithSmartArtgraphicsandother
new features such as themes, you can create designerquality illustrations with only a few clicks of your
mouse.
WhenyoucreateaSmartArtgraphic,youarepromptedtochooseatypesuchas PROCESS,HIERARCHY,
CYCLE, or RELATIONSHIP. A type is similar to a category of SmartArt graphic, and each type contains
severaldifferentlayouts.
WhenyouchoosealayoutforyourSmartArtgraphic,askyourselfwhatyouwanttoconveyandwhether
youwantyourinformationtoappearacertainway.Becauseyoucanquicklyandeasilyswitchlayouts,try
differentlayouts(acrosstypes)untilyoufindtheonethatbestillustratesyourmessage.Experimentwith
differenttypesandlayoutsbyusingthetablebelowasastartingpoint.
Whenyouswitchlayouts,mostofyourtextandothercontent,colours,styles,effects,andtextformatting
areautomaticallycarriedovertothenewlayout.
ToinsertaSmartArtgraphic
Mouse
i.
On the INSERT ribbon in the ILLUSTRATIONS group, click on the drop down arrow to the right of
SMARTARTtheSMARTARTdialogabovewillappear
ii.
Chooseacategoryfromtheleftthenagraphicfromthecentretoseeapreviewontheright.
151
Excel2007Advanced
iii.
Whenyouhavetheselectionyoudesireclickoktoinsertthesmartartonyourworksheet
iv.
Thesmartartwillappearonyourworksheetasinpicturebelow.
AbouttheTextpane
TheTextpaneisthepanethatyoucanusetoenterandeditthetextthatappearsinyourSmartArtgraphic.
TheTextpaneappearstotheleftofyourSmartArtgraphic.AsyouaddandedityourcontentintheText
pane,yourSmartArtgraphicisautomaticallyupdatedshapesareaddedorremovedasneeded.
When you create a SmartArt graphic, the SmartArt graphic and its Text pane are populated with
placeholdertextthatyoucanreplacewithyourinformation.AtthetopoftheTextpane,youcaneditthe
text that will appear in your SmartArt graphic. At the bottom of the Text pane, you can view additional
informationabouttheSmartArtgraphic.
ToentertextintoSmartArt
Mouse
i.
ClickonplaceholderintheTEXTPANE.
ii.
Placeholdertextwilldisappear.
iii.
TyperequiredtextandpressENTER
iv.
Focuswillcreateanewplaceholderandnewshapewaitingfortext
v.
Press TAB to move the text lower in the hierarchy in the example above or SHIFT+TAB to move it
higher.
ToremoveaSmartArtshape
Mouse
i.
SelectthetextorplaceholdertextoftheshapeyouwishtoremoveintheTEXTPANE.
ii.
PressDELETEkeyonkeyboard
iii.
Bothtextandshapewillberemovedfromgraphic
152
Excel2007Advanced
WordArt
WordArt is a gallery of text styles that you can add to your 2007 Microsoft Office system documents to
createdecorativeeffects,suchasshadowedormirrored(reflected)text.YoucanchangeWordArttext,as
youcanchangeanyothertextinashape.
Mouse
iv.
On the INSERT ribbon, in the TEXT group,

click WORDART, and then click the WordArt
stylethatyouwant.
v.
Enteryourtext.#
vi.
AWordArtgraphiccanberesized,rotated,deletedandmovedlikeanyothershape.
FormattingShapes
Anyshapeinsertedonthespreadsheet,whenselected,causesanewribbontoappearcalledtheFORMAT
ribbonseenbelow,itofferstheoptionsofinsertingfurthershapes.Formattingallaspectsoftheselected
shapeandfixingaspecificsize.TheeasiestmethodofformattingyourshapeistousetheQuickStyleoption
intheSHAPESTYLESgroup
QuickStyles
Quick Styles are combinations of different formatting options and are displayed in a thumbnail in the
variousQuickStylegalleries.WhenyouplaceyourpointeroveraQuickStylethumbnail,youcanseehow
theQuickStyleaffectsyourSmartArtgraphicorshape.
Quick Styles for SmartArt graphics (SmartArt Styles) include edges, shadows, line styles, gradients and
threedimensional (3D) perspectives. Try different combinations of SmartArt Styles and colours until you
findonethatmatchesthemessagethatyouwanttocommunicate.Youcanpickalayout,aSmartArtStyle,
andacolourvariationthatyoulike,andthenchangethelayoutagainyourSmartArtStyleandcolours
willstaywithyourSmartArtgraphic,sothatyoudonotneedtoredothem.
SmartArtStylesmapthethemeeffects(themeeffects:Asetofvisualattributesthatisappliedtoelements
inafile.Themeeffects,themecoloursandthemefontscomposeatheme.)ofthedocumentthemetothe
shapes within the SmartArt graphic. For example, shapes might have thick lines or edges, while arrows
mighthaveamoresubtlestyleappliedtothem.Youcanalsoapplycoloursfromthethemecoloursofthe
document in different ways, such as changing the colour of the shape border. If you create multiple
SmartArt graphics and want them to look alike, you can apply the same colours and SmartArt Style to
achieveaconsistent,professionallook.
Youcanhaveshapesthatdisplaywithedges,depth,androtatein3Dspace.TomakeaSmartArtgraphic
threedimensional,applya3DSmartArtStyleormanuallyapplya3Drotationtoeachshape.Iftheentire
SmartArt graphic is threedimensional (called scene coherent 3D), you can continue to edit the text and
formattingofeachoftheindividualshapes,buttheshapescannotberepositionedorresized.Youcanonly
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Excel2007Advanced
repositionorresizeshapesinatwodimensionalscene.Toswitchbetween2Dand3D,underSMARTART
TOOLS,ontheFORMATribbon,intheSHAPESgroup,clickEDITIN2D.TheEDITIN2Dbuttontemporarily
unlocksyourSmartArtgraphicforeditingsothatyoucanmoveandresizeshapesbutthe3DSmartArt
StyleisstillappliedtoyourSmartArtgraphicandreappearswhenyouclickEDITIN2Dagain.Whenyour
SmartArtgraphicisdisplayedina3Dscene,youcanrotateitasawholeandpositionlightsourcesandthe
"camera"suchthattheentireSmartArtgraphicappearstopopoutofthescreen.
SmartArtStylesaffectanentireSmartArtgraphic,whileQuickStylesforShapes(ShapeStyles)affectonly
theselectedshape.Youcanmanuallycustomizeashapebychangingthecolour,effectsorborder,orby
replacingitwithanothershape.ItisrecommendedthatyoucustomizeyourSmartArtgraphiconlyafteryou
settleonitscontentandlayout,assomecustomizationsarenottransferredbecausetheymightnotlook
goodinthenewlayout.FormoreinformationaboutswitchinglayoutsforSmartArtgraphics,seeSwitchthe
layoutortypeofaSmartArtgraphic.
ToapplyaQuickStyle
Mouse
i.
SelecttheshapeorshapesyouwishtoapplyaQuickStyleto.
ii.
Asyoumoveyourmouseoverthevariousoptionsyourshapeontheworksheetwilltemporarilytakeon
thatformatasapreview.Seebelow.
Otherthemefills
iii.
Ifyouprefertolookattheotherthemfillsoptionatthebottomyouwillbegiventheaboveoptions
iv.
Whenyoulocatethestyleyouwantclickonittoapplyittoyourshape.
154
Excel2007Advanced
ManualFormatting
Manualformattingcanbeappliedaswell.Fill,border,3D,rotationetcusingvarioustoolsfrom
the format ribbon. There are also tools for aligning, layering and sizing your shape as in a
desktoppublishingprogramme.
Tochangefillcolour
Mouse
i.
Selectshapetobeformattedselect FILLCOLOURfromthe SHAPESTYLES

group.
ii.
Selecta THEMECOLOUR,STANDARDCOLOUR,GRADIENT,TEXTURE,
PICTUREorMOREFILLCOLOURS.
morefillcoloursgivesapalettewithanypossiblecolouryoumayrequire.You
maymatchacolourifyouknowtheRGBorCYMKnumbers)
Tochangeaborder
Mouse
i.
Selectshapetobeformattedselect SHAPEOUTLINEfromtheshapestyles
group.
ii.
Select a THEME COLOUR, STANDARD COLOUR or MORE OUTLINE

COLOURS.
iii.
when you have selected a colour for your shapes outline you may wish to
makeitthickerortohaveadashedstyle.Repeatsteponeandselectweight
ordashesandmakeaselectiontoapplytoyourshape.
Thearrowsoptionisavailableifyourshapehappenstobeanykindoflineyou
maychooseanarrowstyleaswellasaweightandlinestyle
Toapplyshapeeffects
Mouse
i.
Select shape to be formatted. Click on

shapeeffectstoseemenuonright
ii.
The preset menu shows popular styles

madeupoftheothermenuchoices.Select
apresettoapply.
iii.
You may alter aspects of the preset by

repeating and selecting a different menu
choice.
Using all formatting choices shown gives a
very professional finish to any object placed
155
Excel2007Advanced
ontheworksheetmanyoftheseoptionsareavailableforchartsandpictures.
156
Excel2007Advanced
REVIEWING
Protecting
When sending your work to someone else to check,
make corrections or comments it is necessary to track
thechangesthatothersmaymaketoyourworktosee
whatchangestheyhavemadeastheyreviewyourwork.
Youmayalsowanttorestrictwhattheyareallowedto
do to your work so they do not inadvertently damage formulae and functions that make the workbook
producevalidfigures.Forthesereasonswemayhavetoprotecttheworkbookinvariousways.
Toprotectaworkbook
Protectingaworkbookensuresindividualscannot,insert,delete,moveor
otherwisetamperwiththesheetsinyourworkbook.Hiddensheetswill
notbeabletobeunhiddenifvaluabletablesordataisstoredonthem.
Mouse
i.
Click on PROTECT WORKBOOK in the CHANGES group on the

REVIEWribbon
ii.
SelectPROTECTSTRUCTUREANDWINDOWSthefollowingdialogwillappear.
iii.
Forsecurity(notessential)enterapasswordandclickonok.Workbookstructureisnowprotected.
Tounprotectaworkbook
Mouse
iv.
ClickonPROTECTWORKBOOKintheCHANGESgroupontheREVIEWribbon
v.
SelectUNPROTECTSTRUCTUREANDWINDOWSadialogwillappearaskingforpassword
vi.
Enterpassword,clickonOK,workbookisnowunprotected
157
Excel2007Advanced
Protectworksheetdata
Mouse
i.
Select all cells you would like individuals to be allowed to

change.
ii.
OntheHOMEribbon,intheCELLSgroup,clickFORMAT,and
thenclickFORMATCELLS.
iii.
Clickontheprotectiontab
iv.
UntickLOCKCELLS.
v.
Click on PROTECT WORKSHEET in the CHANGES group on

theREVIEWribbon.
vi.
Tick what you wish users to be allowed to do in the locked

cells.
vii.
Enterapasswordifyouwish
viii.
ClickonOK.
ix.
Sheetisnowprotectedanycellthatwaslockedisnowuneditablebyanyone.
Tounprotectworksheetdata
Mouse
i.
ClickonPROTECTWORKSHEETintheCHANGESgroupontheREVIEWribbon
ii.
Enterpasswordtounprotectsheet
iii.
ClickOK
Toprotectfortrackedchanges
Mouse
i.
Click on TRACK CHANGES and then HIGHLIGHT CHANGES in the

CHANGESgroupontheREVIEWribbon
ii.
TheHIGHLIGHTCHANGESdialogwillappear.
iii.
TicktheTRACKCHANGESWHILEEDITINGoption
iv.
ClickonOK.
V.
Anychangesmadetotheworkbookbyanyonenow
willleaveamarkinthecelltoshowithasbeen
changedbywho,whenandwhatthechangeis.
158
Excel2007Advanced
ToAccept/rejectchanges
When changes have been made to your workbookyoumay wish to
checkthosechangesandseewhathasbeenaltered.Youmaynotbe
happy with some of the changes and wish to reject them for what
waspreviouslywithinacell.
Mouse
i.
Click on TRACK CHANGES and then ACCEPT/REJECT CHANGES in the CHANGES group on the
REVIEWribbon.
ii.
TheSELECTCHANGESTOACCEPTORREJECTdialogwillappear.
iii.
ClickOK.TheACCEPTORREJECTCHANGESdialogwillappear
iv.
Asyouacceptorrejecteachchangethedialogwillautomaticallymoveontothenextchange.Whenyou
havefinishedclickclosetoclosethedialogandfinishreviewing.
UseASharedWorkbookToCollaborate
You can create a shared workbook and place it on a network location
whereseveralpeoplecaneditthecontentssimultaneously.Forexample,if
the people in your work group each handle several projects and need to
know the status of each other's projects, the group can use a shared
workbooktotrackthestatusoftheprojects.Allpersonsinvolvedcanthen
entertheinformationfortheirprojectsinthesameworkbook.
159
Excel2007Advanced
Astheownerofthesharedworkbook,youcanmanageitbyremovingusersfromthesharedworkbookand
resolving conflicting changes. When all changes have been incorporated, you can stop sharing the
workbook.
ShareAWorkbook
Createanewworkbookandenteranydatathatyouwanttoprovide,oropenanexistingworkbookthat
youwanttomakeavailableformultiuserediting.
Notallfeaturesaresupportedinasharedworkbook.Ifyouwanttoincludeanyofthefollowingfeatures,
you should add them before you save the workbook as a shared workbook: merged conditional formats
datavalidation,charts,pictures,objectsincludingdrawingobjects,hyperlinksscenarios,outlinessubtotals,
datatablesPivotTablereportsworkbookandworksheetprotection,andmacros.Youcannotmakechanges
tothesefeaturesafteryousharetheworkbook.
Featuresthatarenotsupportedinasharedworkbook
Inasharedworkbook,youcannot
CreateanExceltable
Insertordeleteblocksofcells
Deleteworksheets
Mergecellsorsplitmergedcells
Addorchangeconditionalformats
Addorchangedatavalidation
CreateorchangechartsorPivotChart
reports
Insertorchangepicturesorotherobjects
Insertorchangehyperlinks
Usedrawingtools
Assign,change,orremovepasswords
Protectorunprotectworksheetsorthe
workbook
Create,change,orviewscenarios
Grouporoutlinedata
Insertautomaticsubtotals
Createdatatables
CreateorchangePivotTablereports
Write,record,change,view,orassign
macros
Butyoumaybeabletodothefollowing
None
Youcaninsertentirerowsandcolumns.
None
None
Existingconditionalformatscontinuetoappearascell
valueschange,butyoucan'tchangetheseformatsor
redefinetheconditions.
Cellscontinuetobevalidatedwhenyoutypenewvalues,
butyoucan'tchangeexistingdatavalidationsettings.
Youcanviewexistingchartsandreports.
Youcanviewexistingpicturesandobjects.
Existinghyperlinkscontinuetowork.
Youcanviewexistingdrawingsandgraphics.
Existingpasswordsremainineffect.
Existingprotectionremainsineffect.
None
Youcancontinuetouseexistingoutlines.
Youcanviewexistingsubtotals.
Youcanviewexistingdatatables.
Youcanviewexistingreports.
Youcanrunexistingmacrosthatdon'taccessunavailable
features.Youcanrecordsharedworkbookoperations
intoamacrostoredinanothernonsharedworkbook.
None
AddorchangeMicrosoftExcel4dialog
sheets
Changeordeletearrayformulas
Existingarrayformulascontinuetocalculatecorrectly.
Useadataformtoaddnewdata
Youcanuseadataformtofindarecord.
WorkwithXMLdata,including:
None
Import,refresh,andexportXMLdata
Add,rename,ordeleteXMLmaps
MapcellstoXMLelements
UsetheXMLSourcetaskpane,XML
160
Excel2007Advanced
toolbar,orXMLcommandsontheData
menu
Toshareaworkbook
Mouse
i.
OntheREVIEWtab,intheCHANGESgroup,clickSHAREWORKBOOK.
ii.
On the EDITING tab, select the ALLOWCHANGESBYMORETHANONEUSERAT

THESAMETIME.THISALSOALLOWSWORKBOOKMERGINGcheckbox.
iii.
OntheADVANCEDtab,selecttheoptionsthatyouwanttousefortrackingandupdatingchanges,and
thenclickOK.
iv.
Ifthisisanewworkbook,typeanameintheFILENAMEbox.
OR
v.
Ifthisisanexistingworkbook,clickOKtosavetheworkbook,clickMICROSOFTOFFICEBUTTONand
thenclickSAVEAS.
vi.
Inthe SAVEIN box,selectanetworklocationthatisaccessibletotheintendedusers,andthenclick

SAVE.
Youshoulduseasharednetworkfolder,notaWebserver.
vii.
Iftheworkbookcontainslinkstootherworkbooksordocuments,verifythelinksandupdateanylinks
thatarebroken,andthenclickSAVEontheQUICKACCESSTOOLBAR,orpressCTRL+S.
Toverifyandupdatelinkstootherworkbooksordocuments
OntheDATAtab,intheCONNECTIONSgroup,clickEDITLINKS.
i.
The Edit Links to Files command is unavailable if your file does not
containlinkedinformation.
ClickCHECKSTATUStoverifythestatusforalllinksinthelist.
ii.
This may take a while if there are many links, or if the source workbook for the links is on a
networklocation,andthenetworkisslow.
iii.
CheckthestatusintheSTATUScolumn,clickthelinkandthentaketheactionthatisneeded.
Ifthestatusis
OK
Unknown
N/A
Error:Sourcenot
found
Error:Worksheetnot
found
Warning:Valuesnot
updated
Takethisaction
Noactionisrequired.Thelinkisworkinganduptodate.
ClickCHECKSTATUStoupdatethestatusforalllinksinthelist.
ThelinkusesObjectLinkingandEmbedding(OLE)orDynamicData
Exchange(DDE)MicrosoftOfficeExcelcannotcheckthestatusofthese
typesoflinks.
ClickCHANGESOURCE,andthenselectanotherworkbook.
ClickCHANGESOURCE,andthenselectanotherworksheet.Thesource
mayhavebeenmovedorrenamed.
ClickUPDATEVALUES.Thelinkwasnotupdatedwhentheworkbookwas
opened.
161
Warning:ClickOpen
Source,andcalculate
theworkbookby
pressingF9
Warning:Somenames
cannotberesolved
untilthesource
workbookisopened
Warning:ClickOpen
Source
Sourceisopen
Valuesupdatedfrom
filename
Warning:Excelcannot
determinethestatus
ofthelink
Excel2007Advanced
Theworkbookmaybesettomanualcalculation.Tosettheworkbookto
automaticcalculation,clickMICROSOFTOFFICEBUTTON,andthenclick
EXCELOPTIONS.IntheFORMULAScategory,underCALCULATION
OPTIONS,clickAUTOMATICALLY.
ClickOPENSOURCE,switchbacktothedestinationworkbookandthen
clickCHECKSTATUS.Ifthisdoesnotresolvetheproblem,makesurethat
thenameisnotmisspelledormissing.Switchtothesourceworkbook,and
thenontheFORMULAStab,intheNAMEDCELLSgroup,clickNAME
MANAGER,andlookforthename.
Thelinkcannotbeupdateduntilthesourceisopen.
Thestatusofalinkcannotbechecked.
Noactionisrequired.Thevalueshavebeenupdated.
Thesourcemaycontainnoworksheetsormaybesavedinanunsupported
fileformat.ClickUPDATEVALUES.
Alluserswithaccesstothenetworksharehavefullaccesstothesharedworkbookunlessyoulockcellsand
protect the worksheet to restrict access. To protect a shared workbook, click PROTECT AND SHARE
WORKBOOK inthe CHANGESgrouponthe REVIEWtab.Whenyouprotectasharedworkbook,youcan
setapasswordthatallusersmustentertoopentheworkbook.
To edit the shared workbook, all users must have one of the following installed on their computers:
MicrosoftOfficeExcel,MicrosoftExcel97orlaterorMicrosoftExcel98orlaterforMacintosh.
NotallExcelfeaturesaresupportedinasharedworkbook.Formoreinformation,seethetable"Features
thatarenotsupportedinasharedworkbook"above.
ToEditasharedworkbook
Afteryouopenasharedworkbook,youcanenterandchangedataasyoudoinaregularworkbook.
i.
Openthesharedworkbook.
ii.
ClicktheMICROSOFTOFFICEBUTTON,andthenclickEXCELOPTIONS.
iii.
Inthe POPULARcategory,under PERSONALIZEYOURCOPYOFOFFICE,inthe USERNAME box,

entertheusernamethatyouwanttousetoidentifyyourworkinthesharedworkbook,andthenclick
OK.
iv.
Enterandeditdataontheworksheetsasusual.
You won't be able to add or change the following: merged cells, conditional formats, data
validation, charts, pictures, objects including drawing objects, hyperlinks, scenarios, outlines,
subtotals,datatables,PivotTablereports,workbookandworksheetprotection,andmacros.
Make any filter and print settings that you want for your personal use. Each user's settings are
savedindividuallybydefault.
You can also use the filter or print settings that were made by the owner of the workbook
wheneveryouopentheworkbook.
v.
Tosaveyourchangestotheworkbookandseethechangesthatotherusershavesavedsinceyourlast
save,clickSAVEontheQUICKACCESSTOOLBAR,orpressCTRL+S.IftheRESOLVECONFLICTSdialogbox
appears,resolvetheconflicts.
162
Excel2007Advanced
Toresolveconflicts,seeResolveconflictingchangesinasharedworkbookinthistopic.
YoucanseewhoelsehastheworkbookopenontheEditingtaboftheShareWorkbookdialogbox
(Reviewtab,Changesgroup,ShareWorkbookbutton).
Youcanchoosetogetautomaticupdatesoftheotherusers'changesperiodically,withorwithout
saving,underUpdatechangesontheAdvancedtaboftheSharedWorkbookdialogbox.
ToRemoveauserfromasharedworkbook
Ifneeded,youcandisconnectusersfromasharedworkbook.
Before disconnecting users, make sure that they have completed their work on the workbook. If
youremoveanactiveuser,anyunsavedworkwillbelost.
Mouse
i.
ii.
On the EDITING tab, in the WHO HAS THIS WORKBOOK OPEN NOW list, review the names of
users.
iii.
Selectthenameoftheuserwhoyouwanttodisconnect,andthenclickREMOVEUSER.
Althoughthisactiondisconnectstheuserfromthesharedworkbook,itdoesnotpreventthatuser
fromeditingthesharedworkbookagain.
Todeleteanypersonalviewsettingsoftheremoveduser,dothefollowing:
Mouse
i.
On the View tab, in the Workbook Views group,

clickCustomViews.
ii.
n the Views list, select the view of another user,

andthenclickDelete.
Resolveconflictingchangesinasharedworkbook
Aconflicthappenswhentwousersarebotheditingthesamesharedworkbookandtrytosavechangesthat
affectthesamecell.Excelcankeeponlyoneofthechangesinthatcell.Whenthesecondusersavesthe
workbook,ExceldisplaystheRESOLVECONFLICTSdialogbox.
Mouse
i.
In the RESOLVE CONFLICTS dialog box, read the information about each change and the conflicting
changesmadebytheotheruser.
ii.
Tokeepyourchangeortheotherperson'schangeandtoadvancetothenextconflictingchange,click
ACCEPT MINE or ACCEPT OTHER. To keep all of your remaining changes or all of the other user's
changes,clickACCEPTALLMINEorACCEPTALLOTHERS.
163
Excel2007Advanced
Tooverrideresolveconflictsdialog
Tohaveyourchangesoverrideallotherchangeswithoutdisplayingthe RESOLVECONFLICTSdialogbox
again,:
Mouse
i.
ii.
On the ADVANCED tab, under CONFLICTING CHANGES BETWEEN USERS, click THE CHANGES
BEINGSAVEDWIN,andthenclickOK.
Toviewhowyouorothersresolvedpastconflicts
i.
On the REVIEW tab, in the CHANGES group, click TRACK CHANGES, and then click HIGHLIGHT
CHANGES.
ii.
IntheWHENlist,selectALL.
iii.
CleartheWHOandWHEREcheckboxes.
iv.
SelecttheLISTCHANGESONANEWSHEETcheckbox,andthenclickOK.
v.
OntheHistoryworksheet,scrolltotherighttoviewtheACTIONTYPEandLOSINGACTIONcolumns.
Conflicting changes that were kept have Won for Action Type. The row numbers in the Losing
Action column identify the rows with information about the conflicting changes that were not
kept, including any deleted data. History worksheet is A separate worksheet that lists changes
being tracked in a shared workbook, including the name of the person who made the change,
when and where it was made, what data was deleted or replaced, and how conflicts were
resolved.)
Tosaveacopyoftheworkbookwithallyourchanges,clickCancelintheResolveConflictsdialog
box,clickMicrosoftOfficeButton,clickSAVEAS,andthentypeanewnameforthefile.
ToStopsharingaworkbook
Before you stop sharing the workbook, make sure that all other users have completed their work. Any
unsaved changes will be lost. Because the change history will also be deleted, you may want to start by
printingtheHistoryworksheetorbycopyingittoanotherworkbook.
Tokeepacopyofthechangehistoryinformation.
i.
On the REVIEW tab, in the CHANGES group, click TRACK CHANGES, and then click HIGHLIGHT
CHANGES.
ii.
IntheWHENlist,selectALL.
iii.
CleartheWHOandWHEREcheckboxes.
iv.
SelecttheLISTCHANGESONANEWSHEETcheckbox,andthenclickOK.
ToprinttheHistoryworksheet,clickMICROSOFTOFFICEBUTTON,andthenclickPRINT.
164
Excel2007Advanced
Tocopythehistorytoanotherworkbook,selectthecellsthatyouwanttocopy,clickCOPYonthe
HOME ribbon in the CLIPBOARD group, switch to another workbook, click where you want to
placethecopieddata,andthenclickPASTEontheHOMEtabintheCLIPBOARDgroup.
Youmayalsowanttosaveorprintthecurrentversionoftheworkbook,becausethishistorydata
might not apply to later versions of the workbook. For example, cell locations, including row
numbers,inthecopiedhistorymaynolongerbecurrent.
v.
Inthesharedworkbook,ontheREVIEWtab,intheCHANGESgroup,clickSHAREWORKBOOK.
vi.
On the EDITING tab, make sure that you are the only person listed in the WHO HAS THIS
WORKBOOKOPENNOWlist.
vii.
CleartheALLOWCHANGESBYMORETHANONEUSERATTHESAMETIME.THISALSOALLOWS
WORKBOOKMERGINGcheckbox.
viii.
Whenyouarepromptedabouttheeffectsonotherusers,click YES
If this check box is not available, you must first unprotect the workbook. To remove shared
workbookprotection,
Tounprotectsharedworkbook
Mouse
i.
ClickOKtoclosetheSHAREWORKBOOKdialogbox.
ii.
OntheREVIEWtab,intheCHANGESgroup,clickUNPROTECTSHAREDWORKBOOK.
iii.
Ifyouareprompted,enterthepassword(Awaytorestrictaccesstoaworkbook,worksheetorpartofa
worksheet. Excel passwords can be up to 255 letters, numbers, spaces and symbols. You must type
uppercaseandlowercaseletterscorrectlywhenyousetandenterpasswords.),andthenclickOK.
iv.
v.
OntheEDITINGtab,cleartheALLOWCHANGESBYMORETHANONEUSERATTHESAMETIME.
THISALSOALLOWSWORKBOOKMERGINGcheckbox.
vi.
Whenyouarepromptedabouttheeffectsonotherusers,click YES.
165
Excel2007Advanced
PROOFINGTOOLS
SpellingAndGrammar
Asadeadlineapproaches,oftenthereisnotenoughtimetocheckadocumentforspellingand
grammar mistakes. Your Microsoft Office program provides tools that can help you correct
thesemistakesfaster.YoudecideifyouwanttosetuptheMicrosoftOfficeprogramsothatyou
caneasilyseepotentialmistakeswhileyouwork.Or,ifyoufindthewavyredandgreenlines
distracting,youcanjustcheckyourdocumentwhenyouarereadytofinishit.
Maybeyouarelookingforawaytofindandfixspellingmistakesinyourdocumentmorequicklyandeasily?
Or maybe you don't want to see the wavy red lines that your Microsoft Office program displays in your
document?Thissectionexplainshowautomaticspellingandgrammarcheckingworksandhowtoturniton
oroff.
ThereisnooptiontocheckspellingwhileyoutypeinMicrosoftOfficeAccess,MicrosoftOfficeExcel
orMicrosoftOfficeProject.
GrammarcheckingisavailableonlyinMicrosoftOfficeOutlookandMicrosoftOfficeWord.
Tocheckspelling
Mouse
i.
Clickinsideaworksheetthatyouareeditingtochecktheentireactiveworksheet,includingcellvalues,
cell comments, embedded charts, text boxes, buttons, headers, and footers. Excel does not check
protected worksheets, formulas or text that results from a formula. Also, if the formula bar is active
whenyoucheckspelling,Excelchecksonlythecontentsoftheformulabar.
ii.
Optionally,tocheckonlyaspecificpieceoftext,selectthetextyouwanttocheck.
iii.
ClickonSPELLCHECKERinthePROOFINGgroupontheREVIEWribbon.
iv.
If the program finds spelling mistakes, a dialog box or task pane is displayed, and the first misspelled
wordfoundbythespellingcheckerisselected.Youdecidehowyouwanttoresolveeacherrorthatthe
programfinds.
v.
After you resolve each misspelled word, the program flags the next misspelled word, so that you can
decidewhatyouwanttodo.
166
Excel2007Advanced
vi.
Whenallspellinghasbeencorrectedadialogappearstellingyouthatthespellcheckiscomplete
Thesaurus
Tousethesaurus
Mouse
i.
OntheREVIEWtab,clickTHESAURUS.
ii.
Press ALT and click the word that you want to look up. Results
appearintheRESEARCHtaskpane.
Youcantypeawordorphraseinthe SEARCHFORbox,andthenclick
StartSearching.
iii.
To use one of the words in the list of results or to search for more
words,dooneofthefollowing:
iv.
Touseoneofthewords,pointtoit,clickthedownarrowandthen
clickINSERTorCOPY.
v.
Tolookupadditionalrelatedwords,clickawordinthelistofresults.
Youcanalsolookupwordsinthethesaurusofanotherlanguage.If,for
example, your document is in French and you want synonyms, click
RESEARCH OPTIONS in the RESEARCH task pane, and then under
REFERENCEBOOKS,selectthethesaurusoptionsthatyouwant.
Translation
Using the Research feature, you can translate single words or short phrases by using
bilingual dictionaries or translate your entire document by using Webbased machine
translationservices.Totranslatetext,youmayalsoneedtosatisfytheoperatingsystem
requirementsforspecificlanguages.
i.
OntheREVIEWtab,clickTRANSLATE.
ii.
ThetranslationserviceappearsintheRESEARCHtaskpane.
iii.
To change the languages that are used for translation, in the
RESEARCHtaskpane,under TRANSLATION,selectthelanguages
that you want to translate from and to. For example, to translate
English to French, click ENGLISH (U.S.) in the FROM list and
FRENCH(FRANCE)intheTOlist.
iv.
Totranslateaspecificword,pressALTandclickaword.Theresults
appearintheRESEARCHtaskpaneunderTRANSLATION.
v.
Totranslateashortphrase,selectthewords,pressALTandclickthe
selection. The results appear in the RESEARCH task pane under
TRANSLATION.
YoucantypeawordorphraseintheSEARCHFORbox,andthenclick
Start
Searching
.
167
Excel2007Advanced
ShowOrHideScreenTips
ScreenTips are small windows that display descriptive text when you rest the pointer on a command or
control.
EnhancedScreenTipsarelargerwindows
thatdisplaymoredescriptivetextthana
ScreenTipandcanhavealinktoaHelp
topic.EnhancedScreenTipsareavailable
in the following 2007 Microsoft Office
system programs: Access, Excel,
PowerPointandWord.
i.
Click the MICROSOFT OFFICE BUTTON , and then click

PROGRAM NAME OPTIONS, where Program Name is the
name of the program you are in, for example, WORD
OPTIONS.
ii.
ClickPOPULAR.
iii.
Under TOPOPTIONSFORWORKINGWITHPROGRAMNAME,inthe SCREENTIPSTYLElist,click

theoptionthatyouwant:
SHOW FEATURE DESCRIPTIONS IN SCREENTIPS This option turns on ScreenTips and Enhanced
ScreenTips.Thisisthedefaultsetting.
DON'TSHOWFEATUREDESCRIPTIONSINSCREENTIPSThisoptionturnsoffEnhancedScreenTips.You
stillseeScreenTips.
DON'TSHOWSCREENTIPSThisoptionturnsoffScreenTipsandEnhancedScreenTips.
168
Excel2007Advanced
EXCEL2007SPECIFICATIONSANDLIMITS
Worksheetandworkbookspecificationsandlimits
Feature
Maximumlimit
Openworkbooks
Limitedbyavailablememoryandsystem
resources
1,048,576rowsby16,384columns
255characters
409points
1,026horizontalandvertical
32,767characters
255
Limitedbyavailablememory(defaultis3
sheets)
16millioncolours(32bitwithfullaccess
to24bitcolourspectrum)
Limitedbyavailablememory
Worksheetsize
Columnwidth
Rowheight
Pagebreaks
Totalnumberofcharactersthatacellcancontain
Charactersinaheaderorfooter
Sheetsinaworkbook
Coloursinaworkbook
Namedviews(view:Asetofdisplayandprintsettingsthatyoucannameand
applytoaworkbook.Youcancreatemorethanoneviewofthesame
workbookwithoutsavingseparatecopiesoftheworkbook.)inaworkbook
Uniquecellformats/cellstyles
Fillstyles
Lineweightandstyles
Uniquefonttypes
Numberformatsinaworkbook
Namesinaworkbook
Windowsinaworkbook
Panesinawindow
Linkedsheets
Scenarios(scenario:Anamedsetofinputvaluesthatyoucansubstituteina
worksheetmodel.)
Changingcellsinascenario
AdjustablecellsinSolver
Customfunctions
Zoomrange
Reports
Sortreferences
Undolevels
Fieldsinadataform
Workbookparameters
Filterdropdownlists
64,000
32
16
1,024globalfontsavailableforuse;512
perworkbook
Between200and250,dependingonthe
languageversionofExcelthatyouhave
installed
4
Limitedbyavailablememory;asummary
reportshowsonlythefirst251scenarios
32
200
10percentto400percent
64inasinglesort;unlimitedwhenusing
sequentialsorts
100
32
255parametersperworkbook
10,000
Calculationspecificationsandlimits
Feature
Maximumlimit
Numberprecision
Largestnumberallowedtobetypedintoacell
Largestallowedpositivenumber
Smallestallowednegativenumber
Smallestallowedpositivenumber
Largestallowednegativenumber
15digits
9.99999999999999E+307
1.79769313486231E+308
2.2251E308
2.229E308
1E307
169
Lengthofformulacontents
Internallengthofformula
Iterations
Worksheetarrays
Selectedranges
Argumentsinafunction
Nestedlevelsoffunctions
Userdefinedfunctioncategories
Numberofavailableworksheetfunctions
Sizeoftheoperandstack
Crossworksheetdependency
Excel2007Advanced
8,192characters
16,384bytes
32,767
2,048
255
64
255
341
1,024
64,000worksheetsthatcanrefertoother
sheets
4billionformulasthatcandependona
singlecell
32,767
January1,1900(January1,1904,if1904
datesystemisused)
December31,9999
9999:59:59
Crossworksheetarrayformuladependency
Areadependency
Areadependencyperworksheet
Dependencyonasinglecell
Linkedcellcontentlengthfromclosedworkbooks
Earliestdateallowedforcalculation
Latestdateallowedforcalculation
Largestamountoftimethatcanbeentered
Chartingspecificationsandlimits
Feature
Maximumlimit
Chartslinkedtoaworksheet
Worksheetsreferredtobyachart
Dataseries(Relateddatapointsthatareplottedinachart.Eachdataseriesina
charthasauniquecolourorpatternandisrepresentedinthechartlegend.
Youcanplotoneormoredataseriesinachart.Piechartshaveonlyonedata
series.)inonechart
Datapoints(Individualvaluesthatareplottedinachart.Relateddatapoints
makeupadataseries.Datapointsarerepresentedbybars,columns,lines,
slices,dots,andothershapes.Theseshapesarecalleddatamarkers.)inadata
seriesfor2Dcharts
Datapointsinadataseriesfor3Dcharts
Datapointsforalldataseriesinonechart
255
255
32,000
4,000
256,000
PivotTableandPivotChartreportspecificationsandlimits
Feature
Maximumlimit
PivotTablereports(Aninteractive,crosstabulatedExcelreportthatsummarizes
andanalyzesdata,suchasdatabaserecords,fromvarioussources,including
onesthatareexternaltoExcel.)onasheet
Uniqueitemsperfield
Row(Afieldthat'sassignedaroworientationinaPivotTablereport.Items
associatedwitharowfieldaredisplayedasrowlabels.)orcolumnfields(Afield
that'sassignedacolumnorientationinaPivotTablereport.Itemsassociated
withacolumnfieldaredisplayedascolumnlabels.)inaPivotTablereport
ReportfiltersinaPivotTablereport
ValuefieldsinaPivotTablereport
Calculateditem(AnitemwithinaPivotTablefieldorPivotChartfieldthatusesa
formulayoucreate.Calculateditemscanperformcalculationsbyusingthe
contentsofotheritemswithinthesamefieldofthePivotTablereportor
PivotChartreport.)formulasinaPivotTablereport
170
1,048,576
256(maybelimitedbyavailable
memory)
256
Excel2007Advanced
ReportfiltersinaPivotChartreport(Achartthatprovidesinteractiveanalysisof
data,likeaPivotTablereport.Youcanchangeviewsofdata,seedifferentlevels
ofdetailorreorganizethechartlayoutbydraggingfieldsandbyshowingor
hidingitemsinfields.)
ValuefieldsinaPivotChartreport
CalculateditemformulasinaPivotChartreport
LengthoftheMDXnameforaPivotTableitem
LengthforarelationalPivotTablestring
256(maybelimitedbyavailable
memory)
256
32,767
32,767
Sharedworkbookspecificationsandlimits
Feature
Maximumlimit
Userswhocanopenandshareasharedworkbook(sharedworkbook:A
workbooksetuptoallowmultipleusersonanetworktoviewandmake
changesatthesametime.Eachuserwhosavestheworkbookseesthechanges
madebyotherusers.)atthesametime
Personalviews(view:Asetofdisplayandprintsettingsthatyoucannameand
applytoaworkbook.Youcancreatemorethanoneviewofthesame
workbookwithoutsavingseparatecopiesoftheworkbook.)inashared
workbook
Daysthatchangehistory(Inasharedworkbook,informationthatismaintained
aboutchangesmadeinpasteditingsessions.Theinformationincludesthe
nameofthepersonwhomadeeachchange,whenthechangewasmade,and
whatdatawaschanged.)ismaintained
Workbooksthatcanbemergedatonetime
Cellsthatcanbehighlightedinasharedworkbook
Coloursusedtoidentifychangesmadebydifferentuserswhenchange
highlightingisturnedon
256
171
32,767(defaultis30days)
32,767
32(eachuserisidentifiedbyaseparate
colour;changesmadebythecurrent
userarehighlightedwithnavyblue)
Excel2007Advanced
PreparedbyStephenMoffatonthe12thSeptember2007
172

Excel 2007 Advanced

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SECTION4CHARTS .............................................................................................. 104

SECTION5TEMPLATES ........................................................................................ 126

Click the DEFINE NAME button on the in

In the example, these cells would be called

Select the cells you wish to define names for,

Click the CREATE FROM SELECTION button

Select where your labels are. They must be

Choose OK and, all the salesmens names will appear in the

Click the NAMEMANAGERBUTTON on the in the DEFINEDNAMESGROUP on the FORMULAS

Whenthe NEWNAME dialogboxisthereyoumustgiveaname,selectascopeandclickintherefers

Clickthe FIND&SELECTBUTTONontheinthe EDITINGGROUP

Click OK . The pointer immediately jumps to the correct

Press [F5] and click the SPECIAL button The following

Click the USE IN FORMULA BUTTON on the in the DEFINED

Click the drop down arrow next to DEFINE NAME

The Apply Names command works throughout the

N.B. The depth of nested IF functions has been increased to 64 as previous

=IF(ISERROR(VLOOKUP("Dave", SalesTable, 3, FALSE)), " Value not found",

Unliketherangeandcriteriaargumentsinthe SUMIFfunction,in SUMIFSeach CRITERIA_RANGEmust

Callup SOLVERfromthe ANALYSISgrouponthe DATAribbon.TheSetCellinthiscasewillbeH17,the

OnceSolverhasfoundasolution,choose SAVESCENARIO fromthedialogbox.Thescenariocanbe

Click SCENARIO MANAGER on the

:Click the ADD button to name your

Clickthe ADD buttontodefineanotherscenario.

Whenallscenarioshavebeenadded,click OK toreturntotheScenarioManagerdialogand OK toexit

Clickonthe EDITbuttonandclickthebuttontotherightofthe CHANGINGCELLSboxtocollapsethe

Click CLOSE toexittheScenarioManager.

Clickonthe EDIT button.

Click CLOSE toexittheScenarioManager.

Click DELETE button.

Clickon OK toclosethelistdialogandapplysortordertolevelandclickon OK againtoperformthe

Clickonthe MICROSOFTOFFICEBUTTONandselectthe EXCELOPTIONSbutton.Inthe POPULAR

Sort the list according to the column by which you

Choose SUBTOTALfromthe OUTLINEgrouponthe

FromtheAt Each ChangeIndropdownlist,select

From the Use Function dropdown list, select the

In the Add Subtotal To box, check the column or

Choose FILTER, button from the DATA ribbon, SORT &

Choose FILTER, button from the DATA ribbon, SORT &

Click on the AUTOFILTER dropdown

Depending on the Data type you will

You may select one of the options shown to

In the Custom AutoFilter dialog box from the

Clickthe FILTERoptionfromthe SORT&FILTERbuttononthe HOME ribbon

ClicktheClearoptionfromtheSORT&FILTERbuttononthe HOME ribbonin

Do one of the following: To create a PivotTable report, on the Insert ribbon, in

Select a connection from the

SELECT A CONNECTION list box,

On the INSERT ribbon, in the CHARTS

Onthe HOMEribbon,inthe CLIPBOARDgroup,clickthearrownextto PASTE,andthenclick PASTE

Make an ascending or descending

Moveyourmouseto LABELor VALUEFILTERStoseecertainoptions

Selecting a filter brings up the following dialog box the value is

Onthe DATAribbon,inthe MANAGE CONNECTIONSgroup,clickthearrownextto REFRESH,and

The +and buttonsinfrontofthegroupnamesallowthecollapseandexpansionofthegroupstosee

Choose GROUP from the OUTLINE group on the DATA

Excel displays a dialog box in which to enter starting, ending

On the DESIGN ribbon, in the PIVOTTABLE STYLE

On the OPTIONS ribbon, in the PIVOTTABLE group, click OPTIONS. The

PIVOTTABLE OPTIONS dialog box is displayed.

Hoveringyour mouse over a chart type will bring up an

The chart is now createdbased on the selecteddata as

Clickonthe DIALOGBOXLAUNCHERonthe CHARTS