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Excel2007 TrainingManual Advanced PDF
Excel2007 TrainingManual Advanced PDF
Training Manual
Excel 2007
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Table
of
Contents
Nazareth College
http://naz.edu
Nazareth College
http://naz.edu
In
this
lesson,
you
will
learn
how
to
use
the
Excel
Options
window
to
change
your
user
name,
your
default
font,
your
default
file
format,
your
formula
options,
and
the
overall
appearance
of
your
Excel
2007
interface.
When
the
Excel
Options
window
appears,
select
the
Popular
option
from
the
panel
on
the
left.
At
the
bottom
of
the
Options
Window,
you
will
see
a
Personalize
your
Copy
of
Office
heading,
with
a
text
field
labeled
User
Name
just
under
the
heading.
You
will
see
the
currently
active
Office
user
name
in
the
User
name
field.
To
change
this
name,
just
type
in
a
new
user
name
in
the
field,
removing
the
old
one.
After
you
have
done
this,
simply
click
the
OK
button
at
the
lower
right
of
the
Excel
Options
window.
Now
the
new
user
name
that
you
entered
will
appear
in
the
properties
of
your
Excel
documents.
It
will
also
be
used
to
identify
you
and
any
changes
you
make
when
working
on
a
shared
workbook.
Instructor
Note:
When
you
change
the
user
name
in
Excel
using
Excel
Options,
the
changes
will
effect
the
other
applications
in
Office
as
well.
This
means
that
the
new
user
name
will
appear
in
the
properties
of
Word
documents
or
PowerPoint
presentations
as
well.
When
the
pane
is
displayed,
you
will
see
options
for
changing
the
default
font
type
and
font
size
under
the
When
creating
new
workbooks
heading.
From
the
Use
this
font
drop
list,
select
the
font
type
that
you
prefer,
and
then
select
the
font
size
that
you
prefer
from
the
Font
Size
drop
list.
In
this
example,
the
font
type
has
been
changed
to
Times
New
Roman
and
a
font
size
of
16
has
been
selected.
If
you
click
the
OK
button
in
the
Excel
Options
window,
you
will
see
the
following
alert.
This
alert
is
simply
telling
you
that
the
default
font
change
will
not
take
effect
until
you
close
and
restart
Excel
2007.
To
implement
your
changes,
click
the
OK
button
on
the
alert
and
close
Excel
2007.
When
you
open
Excel
again,
the
new
font
and
size
that
you
specified
will
be
used
by
default.
Here
is
Excels
default
font.
Here
is
the
new
default
font.
You
can
easily
change
the
default
font
to
another
type
or
size
if
you
wish
by
following
the
directions
provided
previously.
To
change
your
default
file
format,
click
the
Excel
Options
button
at
the
bottom
of
the
Office
menu.
When
the
Excel
Options
window
appears,
click
the
Save
option
from
the
panel
on
the
left.
In
the
Excel
Options
window,
you
will
now
see
a
Save
Workbooks
heading,
with
options
to
change
the
default
file
format
and
the
default
save
location
visible
beneath.
Select
the
file
format
you
want
as
your
default
from
the
Save
files
in
this
format
drop
list.
To
change
where
your
files
will
be
saved,
type
the
path
to
your
default
save
location
in
the
Default
Save
Location
field.
In
this
example,
the
default
file
type
has
been
changed
to
Excel
97-2003
workbook,
and
the
default
save
location
is
now
C:\Documents
and
Settings\Jim\Budget2007.
(Remember
when
typing
in
a
folder
path,
folder
names
are
separated
with
a
\
backslash.)
To
implement
the
changes
you
make,
click
the
OK
button
on
the
lower
right
of
the
Excel
Options
window.
If
you
let
your
pointer
hover
over
the
information
icons
( )
beside
each
error
rule,
an
information
box
will
appear
with
a
message
describing
the
given
rule.
Under
the
Calculation
Options
heading,
you
will
see
radio
buttons
and
other
controls
for
specifying
how
Excel
calculates
formulas.
In
this
image,
you
can
see
three
radio
buttons
on
the
left
labeled
Automatically,
Automatically
except
for
data
tables,
and
Manually.
By
default,
Excel
formulas
are
calculated
automatically.
This
means
that
when
you
change
a
value
in
a
cell
that
is
referenced
in
a
formula,
Excel
recalculates
the
given
workbook
automatically,
finding
a
new
result
for
every
formula
that
references
the
value
you
changed.
This
feature
is
in
part
what
makes
Excel
such
a
powerful
tool.
You
just
enter
the
values
that
you
want
in
the
cells
and
the
spreadsheet
calculates
everything
for
you
automatically.
Sometimes,
you
may
have
a
workbook
that
has
multiple
complex
formulas
or
array
formulas
that
reference
huge
cell
ranges.
In
cases
like
this,
automatic
calculation
may
be
a
problem
because
of
the
length
of
time
it
takes
to
perform
all
of
the
calculations
required.
If
your
spreadsheet
really
bogs
down
in
a
situation
like
this,
you
may
want
to
specify
that
Excel
calculates
the
spreadsheet
manually,
or
only
when
you
click
the
Calculate
Now
or
Calculate
Sheet
option
under
the
Calculation
Options
button
on
the
Formulas
Ribbon.
When
you
calculate
your
workbook
manually,
the
formulas
in
your
sheets
will
not
recalculate
every
time
you
change
a
referenced
value.
This
can
help
Excel
perform
better
when
you
are
dealing
with
a
very
large
workbook
with
a
lot
of
formulas
to
be
evaluated.
If
you
select
the
Automatically
except
for
data
tables
option,
the
workbook
will
be
recalculated
automatically
when
you
change
cell
values,
except
for
the
dependent
cells
that
are
in
Excel
data
tables.
On
the
right
side
of
the
calculation
options
area,
you
will
see
a
check
box
labeled
Enable
iterative
calculation.
Iteration
is
a
little
known
feature
of
Excel
that
deals
with
circular
cell
references.
A
circular
reference
occurs
when
one
cell
contains
a
formula
that
references
another
cell,
which
in
turn
contains
a
formula
or
references
a
cell
with
a
formula
that
references
the
first
cell.
To
make
this
a
little
more
clear,
look
at
the
following
example.
10
Imagine
A1
has
the
formula
B1
+
1,
and
cell
B1
has
the
value
0.
In
this
case
Excel
will
have
no
trouble
calculating
the
results
of
the
formula.
However,
if
cell
B1
contains
the
formula
=A1,
you
will
be
faced
with
a
circular
reference
(B1+1
and
B1=A1
so
we
have
A1=
A1
+1).
Now
a
situation
occurs
where
the
value
of
cell
A1
depends
(indirectly)
on
the
value
of
A1.
That
is,
cell
A1
is
dependent
on
itself
for
its
formula
result.
When
this
occurs
in
Excel,
you
will
get
the
following
message.
Most
often,
Excel
users
enter
circular
references
by
mistake,
but
sometimes,
advanced
users
create
circular
references
on
purpose.
If
a
circular
reference
is
intentional,
putting
a
check
in
the
Limit
iterations
checkbox
will
permit
circular
references
in
your
workbooks
so
you
will
not
see
the
alert
shown
above.
In
regard
to
circular
references,
a
single
iteration
refers
to
one
step
through
the
circular
formula.
In
the
case
of
the
circular
reference
described
above
(A1=A1
+1),
after
one
iteration
the
value
in
A1
should
be
1.
This
is
because
A1
is
assigned
the
value
of
A1
+1,
which
is
really
0
+1
because
the
initial
value
of
A1
is
0.
In
the
Excel
Options
window,
you
can
specify
a
maximum
number
of
iterations,
if
you
allow
circular
references
by
checking
the
Limit
Iterations
checkbox.
The
default
maximum
is
100,
so
for
the
formula
described
above
100
iterations
should
result
in
a
value
of
100
in
cell
A1.
Basically,
1
is
being
added
to
the
value
in
cell
A1
every
time
the
formula
is
iterated.
When
the
maximum
iteration
value
is
reached,
the
iteration
will
stop.
If
the
calculation
mode
is
set
to
Manual,
you
can
force
a
single
iteration
by
pressing
the
F9
key.
You
can
keep
iterating
this
way
until
the
maximum
number
of
iterations
is
reached.
If
the
calculation
mode
is
set
to
Automatic,
the
value
will
be
automatically
calculated
up
to
the
specified
maximum
number
of
iterations.
You
can
increase
or
decrease
the
number
of
iterations
by
using
the
small
arrows
at
the
right
of
the
Iteration
value
field,
or
by
entering
a
value
directly
into
the
field.
11
The
largest
value
you
can
enter
in
the
Maximum
Iterations
field
is
32767.
You
will
also
see
a
Maximum
Change
field
below
the
iterations
field.
The
value
in
this
field
(.001
by
default)
can
be
a
limit
to
the
amount
of
iterations
that
occur.
The
iterations
will
stop
when
the
values
in
any
of
the
cells
in
the
circular
reference
change
less
than
.001
(the
maximum
change).
You
can
alter
the
Maximum
Change
value
by
entering
a
new
value
directly
into
the
field.
Keep
in
mind
that
when
you
allow
circular
references
in
a
workbook
Excel
will
not
detect
a
circular
reference
that
you
may
enter
by
mistake.
Unless
you
understand
the
concept
of
circular
references
completely,
it
is
probably
wise
to
leave
the
Limit
Iterations
checkbox
clear,
so
you
will
be
alerted
to
any
circular
references
you
may
accidentally
create.
Further
down
in
the
Excel
Options
window,
you
will
see
a
Working
with
Formulas
heading.
You
can
use
these
check
boxes
to
specify
how
cells
are
referenced,
if
AutoComplete
should
be
turned
on
for
formulas,
and
if
formulas
should
accept
table
names.
By
default,
all
of
these
options
are
active
in
Excel,
except
for
the
R1C1
reference
style
option.
An
R1C1
reference
style
uses
numbers
to
signify
both
columns
and
rows.
For
example,
R1C1
means
row1
column1
(which
corresponds
to
cell
A1).
12
For
most
people,
the
traditional
letter/number
(A1)
references
are
easier
to
follow
and
manipulate
than
R1C1
references.
The
final
two
formula
related
option
groups
deal
with
Error
Checking.
Under
the
Error
Checking
heading,
you
can
enable
or
disable
background
checking
and
you
can
change
the
color
of
the
small
triangle
that
appears
in
a
cell
to
indicate
an
error.
Under
the
Error
Checking
Rules
heading,
you
can
configure
what
rules
Excel
will
follow
when
determining
errors.
Unless
you
have
a
thorough
understanding
of
Excel
errors,
it
is
probably
wise
to
leave
the
default
settings
unchanged.
13
Remember,
when
you
make
changes
in
the
Excel
Options
window,
click
the
OK
button
in
the
bottom
right
of
the
window
to
implement
them,
or
click
the
Cancel
button
to
disregard
them.
The
Enable
Live
Preview
checkbox
controls
the
new
Live
Preview
feature
in
Excel.
This
refers
to
the
way
that
a
particular
theme
or
pre-set
format
is
applied
to
your
selection
or
worksheet
when
you
hover
over
an
item
in
a
particular
style
or
theme
gallery.
For
example,
putting
your
mouse
pointer
over
the
Moderate
Effect
theme
under
the
Colors
button
previews
the
selected
chart
in
that
theme.
This
way,
you
can
see
how
it
will
appear
before
you
implement
any
changes.
14
If
you
clear
the
Enable
Live
Preview
checkbox,
this
preview
feature
will
be
deactivated.
If
you
put
a
check
mark
in
the
Show
Developer
Tab
in
the
Ribbon
checkbox,
you
will
see
the
Developer
Ribbon,
which
has
options
for
working
with
macros
and
Visual
Basic
code.
15
To
change
the
appearance
of
the
Excel
interface,
you
can
select
one
of
the
color
scheme
options
from
the
drop
list
labeled
Color
Scheme
at
the
bottom
of
the
section.
The
default
color
scheme
is
Blue
as
shown
below.
You
can
also
choose
a
Black
color
scheme.
Or,
you
can
choose
a
Silver
color
scheme.
16
Click
the
For
Files
or
Folders
option
from
the
sub
menu
to
display
the
Search
Results
window.
In
the
Search
Results
window,
you
can
choose
a
search
category
from
the
panel
on
the
left.
Because
we
are
searching
for
Excel
files,
the
second
option
(documents)
is
the
logical
choice.
When
you
click
this
option
you
will
see
the
items
in
the
panel
on
the
left
change.
17
18
From
this
list
of
items,
you
can
select
a
radio
button
specifying
the
last
time
the
file
was
modified.
If
you
can
remember
this
information,
it
will
help
to
narrow
down
the
search.
There
is
also
a
text
field
in
which
you
can
enter
all
or
part
of
the
document
name.
If
you
are
unsure
of
the
document
name,
you
can
use
file
extensions
to
help.
For
example,
if
you
enter
.xlsx
as
in
the
file
name
box,
the
search
will
return
results
for
Excel
2007
workbook
files.
If
you
enter
.xls,
the
search
will
return
results
for
Excel
97-2003
workbooks.
To
initiate
the
search,
click
the
Search
button
at
the
bottom
of
the
panel.
There
is
also
a
back
button
allowing
you
to
move
back
to
the
previous
panel
of
options.
Just
above
these
buttons,
you
will
see
a
Use
Advanced
Search
options
heading.
If
you
click
on
this
heading
a
list
of
advanced
search
options
will
populate
the
panel.
19
If
you
can
remember
a
word
or
phrase
in
the
document,
you
can
enter
it
into
the
appropriate
search
field.
The
search
engine
will
then
scan
documents
for
the
particular
word
or
phrase
that
you
entered.
In
the
Look
In
field,
you
can
specify
a
particular
location
to
search,
by
selecting
it
from
a
drop
list.
At
the
bottom
of
the
Look
In
drop
list,
you
will
find
a
browse
option
that
will
allow
you
to
specify
any
folder
on
your
on
your
computer
that
you
are
able
to
navigate
to.
You
can
also
specify
the
size
of
the
file,
or
you
can
set
more
advanced
options
that
include
searching
in
hidden
files
and
folders.
When
the
options
have
been
set
up
for
your
search,
click
the
Search
button
to
get
your
results.
As
Windows
searches,
results
that
match
your
search
criteria
will
be
returned
in
the
Search
Results
window.
20
If
you
see
the
file
that
you
have
been
looking
for
among
the
results,
double
click
on
its
icon
to
open
it
in
Excel.
If
you
cannot
find
the
file
among
the
search
results,
go
back
to
the
panel
on
the
left
and
further
refine
your
search.
Instructor
Note:
The
Windows
operating
environment
used
here
is
Windows
XP.
The
Search
mechanism
shown
may
vary
from
one
version
of
Windows
to
another.
21
To
use
Office
Diagnostics
from
within
Excel,
display
the
Excel
Options
window
by
clicking
the
button
on
the
Office
menu.
When
the
options
window
appears,
select
the
Resources
option
from
the
panel
on
the
left.
Your
options
window
should
now
look
like
the
following.
The
second
item
from
the
top
in
the
main
window
area
is
called
Run
Microsoft
Office
Diagnostics.
If
you
click
the
Diagnose
button,
you
will
see
the
following
dialogue.
22
If
you
want
to
continue
to
with
Office
Diagnostics,
click
the
Continue
button.
You
should
take
note
of
the
message
provided
in
the
dialogue:
Office
Diagnostics
may
communicate
with
external
servers.
In
this
dialogue,
you
can
see
a
list
of
checks
that
Office
diagnostics
will
perform.
If
you
click
the
Run
Diagnostics
button,
each
check
will
be
performed
in
sequence.
What
follows
is
a
brief
description
of
what
each
check
involves.
23
Check
for
Known
Solutions
Memory Diagnostic
Compatibility
Diagnostic
Will
search
for
conflicting
versions
of
the
specific
Office
programs
that
may
be
causing
trouble.
Disk
Diagnostic
Will
check
your
hard
drive
to
see
if
there
are
any
issues
that
could
be
causing
problems
for
Office
applications.
Setup Diagnostic
Will
check
your
Office
files
and
folders
for
missing
or
corrupted
files.
It
also
checks
how
Office
programs
are
set
up
in
the
Windows
registry.
This
feature
was
referred
to
as
Detect
and
repair
in
earlier
versions
of
Office
programs.
When
you
run
Office
Diagnostics,
it
will
attempt
to
find
and
repair
any
issues
that
may
be
causing
problems
with
Excel
2007
or
other
Office
2007
applications.
24
If
you
click
the
corresponding
Check
for
Updates
button,
your
browser
will
automatically
open
with
a
Web
page
containing
download
links
from
the
Microsoft
Office
Web
site.
Just
click
on
a
link
that
you
think
applies
to
your
situation,
or
use
the
online
search
feature
to
find
a
particular
update
that
you
require.
25
There
are
Office
updates
that
you
can
explore.
Simply
follow
the
directions
provided
to
download
what
you
need.
26
When
you
click
the
OK
button,
the
folder
indicated
by
the
path
should
open.
When
you
see
the
startup
folder
open,
hold
the
Ctrl
key
and
drag
and
drop
the
Excel
2007
icon
on
your
desktop
into
the
startup
folder.
Holding
the
Ctrl
key
will
allow
you
to
drag
a
copy
of
the
Excel
icon
(shortcut)
into
the
Startup
folder.
This
ensures
that
an
icon
for
Excel
will
remain
on
your
desktop.
(If
there
is
no
Excel
icon
on
your
desktop,
you
can
press
the
Ctrl
button
and
drag
the
Excel
2007
menu
item
from
the
Windows
start
menu
into
the
Startup
folder.)
To
prevent
Excel
from
opening
automatically,
just
remove
or
delete
the
Excel
shortcut
from
the
Startup
folder.
27
As
you
can
see
in
this
image,
the
Excel
viewer
displays
the
working
area
of
an
Excel
Spreadsheet,
without
the
ribbons,
menus,
and
buttons
of
the
full
Excel
interface.
The
Excel
viewer
can
be
used
to
display
Excel
charts,
and
also
to
display
multiple
workbooks
at
the
same
time.
28
If
you
want
to
use
Excel
viewer
to
open
an
Excel
workbooks,
the
first
step
is
to
obtain
and
install
it.
29
In
the
search
tool,
enter
Excel
Viewer,
and
then
click
the
button
to
initiate
the
search.
When
you
see
a
result
for
Excel
Viewer,
click
on
the
link
to
begin
the
download
process.
When
you
follow
the
download
link,
a
page
will
load
with
information
about
the
software
you
are
downloading.
30
Here
is
a
sample
download
page
for
Excel
Viewer.
Simply
click
the
Download
button
to
download
the
software
to
your
computer.
31
When
you
initiate
the
download,
you
will
be
asked
where
you
want
to
save
the
downloaded
files.
Choose
a
location
that
you
will
be
able
to
find
easily.
Here
is
the
Excel
viewer
icon
after
the
file
has
been
downloaded.
Just
double
click
on
the
icon
to
install
it
on
your
computer.
Instructors
Note:
You
could
also
find
an
Excel
viewer
download
by
searching
for
the
term
Excel
viewer
with
your
favorite
search
engine.
When
your
search
returns
results,
choose
one
that
is
an
authentic
Microsoft
Web
site.
Always
be
careful
when
downloading
executable
files
(.exe
format).
These
files
may
contain
malicious
program
code
that
can
harm
your
computer.
Only
download
these
files
from
a
trusted
source.
If
possible,
scan
the
file
with
anti-virus
software
before
you
execute
it.
32
If
you
click
the
Open
option,
you
will
see
an
Open
dialogue
box,
which
you
can
use
to
navigate
to
and
open
the
Excel
workbook
that
you
wish
to
view.
33
If
you
double
click
on
a
workbook
icon
in
the
list,
it
will
open
in
the
viewer.
In
the
viewer,
you
will
see
a
File
menu,
an
Edit
menu,
a
View
menu,
a
Window
menu,
and
a
Help
menu.
Under
the
Edit
menu,
you
will
see
options
named
copy,
find,
and
go
to.
The
Copy
option
will
copy
values
from
a
selected
cell
or
selected
range
of
cells.
The
Find
option
will
display
a
Find
dialogue
box
that
you
can
use
to
search
the
workbook
for
a
particular
term
or
value.
The
Go
to
option
will
display
a
Go
to
box
in
which
you
can
enter
a
specific
cell
reference.
34
If
you
click
the
OK
button,
the
cell
you
specify
will
be
brought
into
view
in
the
viewer,
and
it
will
also
become
the
active
cell.
With
the
View
menu
options,
you
can
specify
a
view
type
for
the
preview
screen
(i.e.
page
break
preview),
or
you
can
zoom
in
on
the
spreadsheet
being
viewed.
There
is
also
an
AutoFilter
option
that
you
can
use
to
filter
selected
cells.
To
do
this,
just
select
a
group
of
cells
in
the
viewer
and
then
click
the
AutoFilter
option.
When
you
do
this,
you
will
see
AutoFilter
arrows
appear
above
the
selected
columns.
35
If
you
have
multiple
workbooks
open
in
the
viewer,
you
can
use
the
Arrange
option
under
the
Window
menu
to
arrange
the
workbooks
in
the
viewer
with
the
following
dialogue.
Using
the
Window
menu,
you
can
also
freeze
panes
in
a
way
that
is
similar
to
the
full
Excel
application.
If
you
want
to
view
another
sheet
in
the
workbook,
just
click
the
worksheet
tab
at
the
bottom
of
the
viewer
screen.
You
will
also
notice
a
basic
AutoCalculate
feature
at
the
right
of
the
status
bar.
If
you
select
a
range
of
numerical
values,
the
sum
of
the
values
will
appear
in
the
lower
right
in
the
status
bar.
Finally,
if
you
want
to
print
the
workbook,
click
the
File
option
to
display
the
File
menu.
36
If
you
click
the
Page
Setup
option,
a
Page
Setup
dialogue
will
appear
allowing
you
to
prepare
the
margins,
page
orientation,
or
print
headings
for
the
document.
If
you
select
a
range
of
cells
and
click
the
Set
Print
Area
option,
only
the
range
of
selected
cells
will
be
printed.
Clicking
the
Clear
Print
Area
option
will
clear
the
selected
print
range.
If
you
choose
the
Print
Preview
option,
a
print
preview
window
will
appear,
allowing
you
to
zoom,
setup,
or
print
the
workbook.
37
Finally,
if
you
choose
the
Print
option
from
the
File
menu,
the
following
Print
dialogue
will
appear.
In
this
dialogue
you
can
specify
the
printer
that
you
want
to
print
on,
and
what
part
of
the
workbook
(or
the
entire
workbook
if
you
wish)
that
you
want
printed.
If
you
click
the
Preview
button
in
the
lower
left
of
the
dialogue,
you
will
display
the
Print
Preview
window.
When
you
have
specified
your
options
and
you
are
ready
to
print,
just
click
the
OK
button
to
proceed.
Instructors
Note:
Remember,
the
Excel
viewer
is
for
printing
and
viewing
Excel
workbooks.
To
edit
and
format
a
workbook,
build
formulas,
use
functions,
and
lay
out
data
tables,
you
will
require
the
full
Excel
application.
You
should
try
to
use
an
Excel
viewer
that
is
compatible
with
the
format
of
the
workbooks
that
you
want
to
view.
An
Excel
2003
viewer
will
not
be
able
to
open
Excel
2007
(.xlsx)
workbook
files.
We
have
used
the
Excel
2003
viewer
in
our
examples
because
at
the
time
of
this
writing,
the
Excel
2007
viewer
was
not
yet
available.
38
Which
of
the
following
is
not
a
valid
reason
to
change
your
user
name
in
Excel?
To
identify
yourself
and
your
work
when
using
a
shared
workbook.
To
identify
yourself
in
the
file
properties
of
the
workbook.
To
protect
the
workbook
so
only
you
can
open
it.
To
identify
yourself
in
comments.
A.
B.
C.
D.
A.
B.
C.
D.
1.
2.
3.
If
you
are
searching
for
an
Excel
2007
workbook,
what
extension
should
you
use
as
a
part
of
the
filename?
A.
.xlt
B.
.doc
C.
.xlsx
D.
.htm
5.
To
start
Excel
automatically
when
Windows
starts,
drag
an
Excel
shortcut
to
the
A.
My
Documents
folder
B.
Start
menu
C.
Desktop
D.
Startup
folder
6.
If
Excel
seems
to
be
crashing
or
hanging,
you
should
A.
Reinstall
it
right
away.
B.
Try
Office
Diagnostics
first,
and
then
reinstall
if
problems
continue.
C.
Do
nothing,
and
eventually
Excel
may
improve
on
its
own.
D.
None
of
the
above
7.
The
Office
Diagnostics
option
is
available
.
A.
In
the
Options
window
under
the
Popular
category
B.
In
the
Options
window
under
the
Proofing
Category
4.
C.
D.
A.
B.
C.
D.
A.
B.
C.
D.
A.
B.
C.
D.
8.
9.
10.
39
41
42
It
can
be
difficult
to
discern
quarterly
and
yearly
totals
at
a
glance
because
these
figures
are
lost
in
amongst
the
other
data.
To
automatically
outline
this
worksheet,
click
the
small
arrow
next
to
the
Group
button
in
the
Outline
button
group
on
the
Data
Ribbon.
This
action
will
display
a
menu
with
two
options:
Group
and
Auto
Outline.
If
you
click
the
Auto
Outline
button,
the
spreadsheet
will
be
outlined
automatically.
Here
you
can
see
the
results
of
Excels
automatic
outline.
All
of
the
original
data
is
shown,
as
well
as
outline
grouping
indicators
and
collapse
buttons
marked
with
a
(-).
You
can
see
that
the
quarters
(sets
of
three
months)
are
grouped
together
to
be
summarized
by
Quarterly
Totals,
and
that
each
year
has
been
grouped
to
be
summarized
by
Yearly
Totals.
Notice
also
that
the
columns
Supplies,
Wages,
and
Rent
have
been
grouped
under
Total
Expenses,
and
that
there
is
an
overarching
group
of
all
columns
under
Profit.
43
Here
you
can
see
the
summary
results
of
Excels
automatic
outline.
The
original
information
is
still
available
in
all
of
its
detail,
but
it
is
now
presented
in
a
summary
view,
showing
only
the
yearly
profit
totals.
Of
course,
automatic
outlines
will
differ
from
worksheet
to
worksheet
depending
on
the
way
the
data
is
organized.
To
remove
the
outlining
from
your
worksheet,
choose
the
Clear
Outline
option
from
the
submenu
under
the
Ungroup
button.
44
This
is
the
same
worksheet
after
both
number
2
buttons
have
been
clicked.
The
worksheet
rows
and
column
have
been
expanded
to
show
another
level
of
detail.
You
can
now
see
rows
with
quarterly
totals
as
well
as
yearly
totals.
You
can
also
see
columns
with
figures
for
Sales
and
total
Expenses.
If
you
click
on
an
expand
button
(marked
with
a
+
sign),
a
specific
section
of
the
outlined
worksheet
corresponding
to
the
button
will
be
shown.
Clicking
the
collapse
(-)
button
will
collapse
the
corresponding
expanded
section.
If
you
click
the
number
3
button
for
the
rows
and
columns,
all
levels
of
detail
will
be
expanded
to
expose
all
of
the
data,
as
shown
in
the
original
image.
Remember
that
with
outlines,
only
the
data
that
is
visible
on
your
screen
will
be
printed.
This
is
a
great
way
to
print
only
the
pertinent
information
from
an
expansive
worksheet.
You
can
expand
and
collapse
the
outlined
worksheet
with
the
numbered
outline
buttons
or
with
the
expansion
(+)
and
collapse
(-)
buttons
to
reveal
the
level
of
detail
you
want
in
your
printed
copy.
45
We
would
like
to
group
the
data
according
to
teams
and
divisions,
but
if
you
use
the
Auto
Outline
option
under
the
Group
button,
Excel
displays
the
following
alert.
Because
the
data
contains
no
formulas
or
functions
providing
numeric
totals,
Excel
cannot
implement
automatic
outlining
for
the
worksheet.
You
can,
however,
create
your
own
46
groupings
by
selecting
the
rows
or
columns
that
you
want
to
group,
and
then
clicking
the
Group
button.
For
example,
if
you
select
the
members
of
Team
1
(cells
B4:B6)
and
click
the
Group
button
on
the
Data
Ribbon,
Excel
will
display
the
following
box
asking
if
you
want
to
group
by
rows
or
columns.
If
you
select
the
Rows
radio
button
and
click
OK,
Excel
will
provide
an
outline
indicator
and
a
collapse/expand
button
for
the
new
grouping.
You
should
also
notice
numbered
buttons
in
the
top
left
corner.
These
outline
level
buttons
work
the
same
as
before.
Clicking
on
the
number
1
button
will
show
the
first
level
of
detail,
and
clicking
on
the
2
button
will
show
the
second,
more
detailed
level.
If
you
follow
the
same
procedure
for
cells
B8:B10,
and
then
select
cells
B2:B10
and
group
them,
you
will
end
up
with
a
worksheet
like
this.
47
This
image
shown
above
is
of
the
fully
detailed
view.
If
you
click
the
2
button,
you
will
see
the
following
view
of
the
data.
You
can
see
that
the
individual
player
information
for
the
first
two
teams
has
been
collapsed
from
view.
Clicking
the
number
1
button
will
display
the
highest
level
view
(lowest
detail)
of
the
manual
groupings.
48
In
this
image
you
can
see
that
the
entire
first
division
grouping
has
been
collapsed
from
view.
You
can
also
select
rows
or
columns
for
grouping
by
dragging
your
mouse
over
the
column
letters
or
row
numbers
accordingly.
If
you
select
the
rows
or
columns
this
way,
you
will
not
be
asked
whether
to
group
by
rows
or
columns,
as
the
selection
you
choose
will
clearly
indicate
this
to
Excel.
To
remove
manual
groupings,
select
the
rows
or
columns
corresponding
to
the
grouping
you
wish
to
remove
and
click
the
Ungroup
button.
When
you
see
the
Ungroup
dialogue
box,
select
the
appropriate
radio
button
and
click
OK.
The
selected
rows
or
columns
will
be
ungrouped.
49
Creating
Subtotals
Another
kind
of
outlining
or
grouping
technique
available
in
Excel
is
the
subtotals
feature.
If
you
have
numeric
data
organized
with
clear
column
and
row
headings,
you
can
use
Excel
to
create
automatic
subtotals
and
grand
totals
for
the
data.
The
following
worksheet
contains
sales
information
for
different
products
across
geographical
regions.
To
use
Excels
subtotal
feature,
select
the
range
of
data
you
want
to
apply
subtotals
to
and
click
the
Subtotal
button
on
the
Data
Ribbon.
Be
sure
to
include
the
column
labels
in
your
selection
so
Excel
will
be
able
to
discern
what
numbers
to
total.
For
this
example,
you
could
select
A1:E10
and
click
the
Subtotal
button
on
the
Data
Ribbon
to
invoke
the
following
Subtotal
dialogue.
50
The
drop
list
under
the
At
each
change
in
heading
gives
you
options
as
to
the
number
of
rows
that
will
be
totaled.
(Totals
will
be
applied
every
time
the
values
under
the
chosen
column
label
changes.)
The
Use
function
drop
list
lets
you
choose
from
a
list
of
functions
including
SUM,
AVERAGE,
COUNT,
PRODUCT,
and
STDEV
to
apply
to
your
data.
The
function
you
choose
(normally
SUM)
will
be
used
to
calculate
the
totals.
Under
the
Add
subtotals
to
option
list,
you
can
select
which
columns
to
apply
the
totals
to.
You
can
apply
totals
to
a
single
column
or
to
multiple
columns
in
the
selected
range.
Finally,
there
are
three
check
boxes
at
the
bottom
of
the
dialogue
box
that
will
allow
you
to:
Replace
any
pre
existing
subtotals
Put
page
breaks
between
totaled
groups
so
they
will
be
printed
on
separate
pages
Place
the
subtotals
and
grand
totals
above
or
below
the
corresponding
data
If
you
choose
to
apply
totals
to
each
change
in
the
region
column
while
using
the
Sum
function
for
the
profit
column,
and
with
no
page
breaks,
the
resulting
worksheet
will
look
like
this.
Notice
that
there
is
a
subtotal
for
the
profit
figures
at
every
change
in
the
region
value.
There
is
also
a
grand
total
for
the
Profit
column
at
the
end
of
the
data.
You
can
also
that
Excel
has
provided
outlined
levels,
collapse/expand
buttons,
and
numbered
outline
level
buttons
associated
with
the
totals.
These
buttons
and
outlines
work
exactly
as
previously
explained.
The
lower
the
number
on
the
button,
the
less
detailed
information
will
be
shown.
51
To
remove
these
subtotals,
select
the
range
of
data
in
question
(A1:E14)
and
click
the
Subtotal
button
to
invoke
the
subtotal
dialogue
box.
When
you
see
the
box,
click
the
Remove
All
button.
52
What
is
a
PivotTable?
A
PivotTable
is
a
powerful
tool
for
exploring
and
analyzing
information.
A
PivotTable
helps
you
organize
and
manipulate
the
raw
data
in
your
spreadsheet,
giving
you
insight
into
patterns
or
relationships
that
might
not
be
obvious
at
first
glance.
PivotTables
also
give
you
the
power
to
view
your
data
in
a
different
context
without
changing
the
original
content
or
structure.
You
can
base
a
PivotTable
on
data
in
your
current
workbook
or
even
external
data
from
another
source
if
you
wish.
With
a
PivotTable,
you
can
conveniently
drag
and
drop
columns
of
your
data
to
different
areas
of
the
table
to
examine
relationships
or
trends
that
may
not
be
obvious
in
a
traditional
Excel
table
or
database.
You
could
build
several
separate
tables
to
explore
how
columns
from
an
Excel
worksheet
relate
to
each
other,
or
you
can
use
one
PivotTable
to
do
the
same
thing.
With
a
PivotTable,
you
can
alter
the
table
design
without
cutting,
copying,
pasting,
or
adjusting
formulas
and
cell
references.
(These
tasks
can
be
frustrating
when
dealing
with
a
large
volume
of
data.)
In
short,
PivotTables
enable
you
to
53
organize
your
data
in
meaningful
ways
without
doing
a
lot
of
tedious
work.
You
could
say
that
a
PivotTable
is
like
several
data
tables
rolled
into
one.
Ideally,
source
data
for
a
PivotTable
should
be
structured
like
a
traditional
Excel
table
or
database.
The
source
data
should
have
a
row
of
unique
column
headings
distinguishing
the
data
and
there
should
be
no
empty
columns
interspersed
within
the
data.
Also,
blank
rows
in
a
source
list
or
database
can
limit
the
usefulness
of
your
PivotTable.
The
following
image
shows
a
block
of
contiguous
data
that
is
well
suited
for
a
PivotTable.
Notice
that
there
are
no
empty
rows
or
columns
and
that
every
column
of
data
has
a
unique
label.
Creating
a
PivotTable
To
create
an
Excel
2007
PivotTable,
just
select
the
range
of
data
that
you
want
to
base
the
table
on
and
then
click
the
PivotTable
button
on
the
Insert
Ribbon
to
display
the
PivotTable
dialogue.
54
When
the
Create
PivotTable
dialogue
box
appears,
you
should
notice
that
you
are
allowed
to
select
data
from
an
Excel
table
or
range
or
from
an
external
data
source.
If
you
choose
the
table
or
range
option,
the
PivotTable
will
be
based
on
the
Excel
table
or
range
you
select.
You
can
select
a
table
or
range
by
dragging
with
your
mouse
before
clicking
the
PivotTable
button
(before
you
invoke
the
dialogue),
or
by
specifying
a
range
with
the
keyboard
or
mouse
after
you
invoke
the
dialogue.
(When
you
select
your
data
source,
make
sure
that
the
column
headings
are
included.)
If
you
choose
the
External
Data
Source
option,
you
can
base
your
PivotTable
on
data
outside
your
current
workbook
(such
as
another
workbook
or
perhaps
an
external
database).
If
you
select
the
Use
an
External
Data
Source
radio
button,
you
will
be
able
to
display
a
drop
list
of
existing
connections
in
the
Connection
Name
field.
A
typical
existing
connection
could
be
a
Microsoft
Query
or
a
connection
you
previously
made
to
an
Access
database
for
some
other
purpose.
Once
you
select
your
data
source,
you
can
then
choose
to
locate
your
PivotTable
in
an
Existing
Worksheet
or
a
New
Worksheet.
If
you
choose
to
locate
it
in
an
existing
worksheet,
you
can
specify
the
location
for
the
upper
left
corner
of
the
PivotTable
by
entering
it
directly
into
the
Location
data
field
(as
a
cell
reference)
or
by
clicking
the
target
cell
with
your
mouse.
If
you
choose
the
new
worksheet
option,
your
PivotTable
will
be
located
in
the
upper
left
corner
of
a
new
worksheet
that
will
be
added
to
your
workbook.
In
summary,
when
using
the
dialogue
box,
make
sure
that
the
range
of
data
that
you
want
to
use
is
visible
in
the
Table/Range
field.
Use
the
radio
buttons
near
the
bottom
of
the
dialogue
to
choose
where
in
the
workbook
you
want
the
PivotTable
to
be
located.
Once
you
are
ready,
click
55
the
OK
button
to
create
your
PivotTable.
When
you
create
your
table,
a
PivotTable
field
List
will
be
placed
in
the
same
worksheet
as
your
PivotTable.
Here
you
can
see
a
new
PivotTable
area,
and
the
corresponding
PivotTable
field
List,
placed
in
the
existing
worksheet
with
the
source
data.
Once
your
PivotTable
appears,
you
can
add
information
to
it
by
placing
checks
in
the
boxes
next
to
the
headings
in
the
PivotTable
field
list.
For
this
example,
checks
will
be
placed
next
to
the
Month
field
heading,
the
Salesman
field
heading,
the
Region
field
heading,
and
the
Profit
field
Heading.
56
The
PivotTable
will
now
be
populated
with
data.
As
you
can
see
in
this
image,
the
profit
has
been
organized
by
Month
with
a
total
profit
for
the
month
at
the
top
of
the
Sum
of
Profit
column
heading.
It
has
also
been
organized
by
Salesman,
with
a
total
profit
for
each
Salesman
being
shown
in
the
Sum
of
Profit
column.
Because
Region
has
been
checked
in
the
PivotTable
field
list,
you
can
also
see
a
profit
breakdown
by
region
for
each
salesman.
57
The
following
close
up
view
of
the
table
tells
us
that
the
total
profit
for
Month
1
is
4090.
The
Salesman
A.
Smith
generated
a
total
of
1020
in
profit
with
780
from
the
East
region,
and
240
from
the
Northeast
region.
The
salesman
B.
Doe
generated
a
total
of
600
in
profit
from
the
North
region.
If
you
click
on
the
minus
(-)
sign
preceding
a
salesmans
name,
the
data
for
that
specific
salesman
will
be
collapsed,
and
you
will
only
see
the
total
profit
for
that
person
as
shown
in
the
following
example.
If
you
click
on
the
(+)
sign
in
front
of
a
name,
the
data
will
be
expanded
again.
This
holds
true
for
the
(-)
sign
in
front
of
the
Month
headings
as
well.
58
Instructor
Note:
If
an
Access
database
contains
your
source
data,
you
can
also
click
the
From
Access
button
on
the
Data
Ribbon.
This
will
allow
you
to
select
a
database
and
invoke
the
Import
Data
panel
as
discussed
in
the
Intermediate
manual
(Lesson
5.4).
This
time,
before
adding
data
to
the
PivotTable
table,
right
click
on
it
and
choose
Table
Options
from
the
pop
up
menu.
59
This
will
display
the
PivotTable
options
dialogue
box.
60
In
the
options
box,
choose
the
Display
tab
and
then
put
a
checkmark
in
the
Classic
PivotTable
Layout
box.
This
will
change
the
Excel
2007
PivotTable
into
a
classic
PivotTable
frame.
(If
you
are
already
working
with
a
classic
PivotTable
frame,
you
can
clear
this
checkbox
to
convert
it
to
an
Excel
2007
style
PivotTable.)
Here
you
can
see
an
empty
PivotTable
frame
enhanced
with
blue
borders.
Beside
it
to
the
right,
you
can
see
the
PivotTable
Field
List.
You
can
easily
add
any
of
the
data
available
in
the
PivotTable
Field
List
to
your
PivotTable
by
dragging
it
to
the
table
with
your
mouse.
61
The
Page
area
is
ideally
suited
to
column
headings
(fields)
that
are
used
to
identify
periodic
or
organizational
groupings
of
the
data
in
your
other
columns.
For
example,
you
may
have
column
headings
for
sales,
profit,
and
expenses,
which
are
grouped
according
to
the
specific
month
or
year
over
which
the
sales,
profits,
and
expenses
have
occurred.
In
this
case,
the
month
or
the
year
column
heading
would
be
placed
in
the
page
area
of
the
PivotTable.
This
would
allow
you
to
populate
the
table
with
the
data
corresponding
to
whatever
page
field
(year
or
month)
you
select.
You
can
select
a
given
page
(year
or
month)
and
the
table
will
display
the
data
for
that
year
or
month.
The
Data
area
provides
the
underlying
context
for
the
rest
of
the
PivotTable.
The
column
heading
you
choose
for
the
data
area
of
the
table
normally
has
numeric
values
associated
with
it
(like
units
sold,
profit,
or
expenses).
This
is
the
kind
of
data
that
can
be
measured
and
totaled
to
reveal
trends
or
indicate
relationships
between
non
numeric
data.
The
Row
and
Column
fields
are
used
to
categorize
the
data
you
want
to
examine.
When
you
choose
column
headings
to
be
placed
in
the
row
and
column
fields,
you
can
see
how
your
choices
relate
to
each
other
in
the
context
of
the
Data
being
examined.
As
an
example,
suppose
you
select
a
heading
like
Product
Type
for
the
row
area,
Salesman
for
the
column
area,
and
Profit
for
the
data
area.
The
resulting
PivotTable
will
show
the
profit
for
different
product
types
across
sales
people.
62
Now
that
you
have
an
idea
of
how
the
parts
of
a
PivotTable
relate,
it
is
easy
to
specify
data
for
the
table.
You
just
use
your
mouse
to
drag
and
drop
items
from
the
PivotTable
field
list
to
the
appropriate
areas
of
the
table.
Once
again,
you
should
specify
a
column
heading
(field)
that
represents
numeric
values
for
the
data
area.
For
the
row
and
column
areas
of
the
table,
drag
and
drop
items
that
you
want
to
analyze
with
respect
to
the
chosen
item
for
the
data
area.
You
can
drag
and
drop
more
than
one
column
heading
to
a
table
area.
The
resulting
table
will
display
the
combined
data
from
all
of
the
headings
you
place
in
a
single
table
area,
as
shown
below.
63
Here,
both
the
product
type
heading
and
the
salesman
heading
have
been
dragged
to
the
row
area
of
the
table.
You
can
now
see
the
sales
by
salesman
and
product
type
displayed
across
regions.
You
will
notice
that
the
PivotTable
field
list
at
the
right
of
your
PivotTable
will
have
checkmarks
corresponding
to
the
column
headings
used
in
the
table
itself.
If
you
clear
a
checkbox,
the
associated
data
will
be
removed
from
the
PivotTable.
If
you
put
a
check
in
a
checkbox
that
was
cleared,
the
data
will
return
to
its
place
in
the
table.
Here
we
have
a
table
showing
profit
by
product
type
across
regions.
64
If
we
wanted
to
show
sales
figures
instead
of
profit
figures,
you
can
remove
the
profit
information
from
the
data
area
by
dragging
the
Sum
of
Profit
heading
in
the
upper
left
corner
of
the
table
out
of
the
table
area
to
drop
it
anywhere
outside
the
blue
table
borders.
This
will
empty
the
data
area.
Once
the
data
area
has
been
cleared,
it
is
just
a
matter
of
dragging
and
dropping
the
Sales
field
from
the
PivotTable
Field
List
to
the
Drop
Data
Items
Here
area
of
the
table.
65
In
this
image,
the
Sales
heading
is
being
dragged
from
the
field
list
to
the
Data
area
of
the
table.
Once
the
move
is
complete,
this
is
what
the
table
will
look
like:
Notice
that
Sum
of
Sales
is
in
the
upper
left
corner
and
the
Sales
heading
has
a
check
next
to
it
in
the
PivotTable
field
list.
You
can
rearrange
any
of
the
categories
of
data
in
your
table
by
following
this
process
of
dragging
headings
out
of
the
table
and
then
replacing
them
with
headings
from
the
PivotTable
field
list.
You
will
also
notice
that
the
row,
column,
and
page
areas
of
the
PivotTable
field
list
have
drop
lists
associated
with
them,
indicated
by
small
downward
pointing
triangles.
You
can
use
these
drop
lists
to
rearrange
your
data
according
to
specific
elements
in
a
given
category.
The
product
drop
list,
for
example,
will
let
you
see
data
for
only
Type
1,
or
Type
2,
or
for
a
specific
combination
of
types,
depending
on
how
you
configure
the
check
boxes.
66
This
is
the
drop
list
for
the
Product
heading.
(Any
of
the
headings
in
the
PivotTable
that
have
drop
lists
can
be
configured
in
the
same
way.)
This
table
only
shows
data
for
the
products
of
Type
1
and
Type
2,
as
specified
by
in
the
Product
drop
list.
(By
default,
the
drop
lists
are
configured
to
show
all.)
In
the
following
image,
the
Month
field
has
been
dragged
to
the
Page
area
of
the
table.
The
drop
list
for
the
Month
field
can
be
used
to
show
the
data
for
a
specific
month,
or
all
of
the
months.
As
you
now
know,
you
can
specify
and
rearrange
data
by
dragging
headings
from
the
PivotTable
Field
List
to
the
PivotTable
itself.
If
you
close
the
PivotTable
Field
List,
you
can
always
get
it
back
by
clicking
the
Field
List
button
on
the
Options
Ribbon.
67
The
Options
Ribbon
and
the
Design
Ribbon
will
become
available
whenever
you
click
inside
the
borders
of
your
PivotTable.
The
previous
discussion
has
dealt
primarily
with
PivotTable
frames,
also
known
as
classic
PivotTable
layouts.
Now
you
will
learn
how
to
arrange
data
in
the
default
Excel
2007
PivotTable
layout.
You
will
remember
from
the
earlier
discussion
that
when
you
create
a
standard
PivotTable
in
Excel
2007,
it
looks
like
this:
Here
you
can
see
the
empty
PivotTable
on
the
left
and
the
PivotTable
field
List
on
the
right.
At
the
bottom
of
the
PivotTable
field
list,
you
will
notice
a
panel
of
four
data
boxes.
68
These
boxes
are
named
Report
Filter,
Column
Labels,
Row
Labels,
and
Values.
They
correspond
to
the
Page
fields,
the
Column
fields,
the
Row
fields,
and
the
Data
Item
areas
of
a
classic
PivotTable
frame.
Dragging
an
item
from
the
PivotTable
field
list
to
the
Values
data
box
produces
similar
results
as
dragging
the
item
to
the
Data
items
area
of
a
classic
PivotTable
frame.
This
holds
true
for
the
other
data
boxes
as
well.
As
an
example,
if
we
drag
Month
from
the
field
list
to
the
Report
filter
box,
Region
from
the
field
list
to
the
Column
Labels
box,
Product
from
the
field
list
to
the
Row
Labels
box,
and
Sales
from
the
field
list
to
the
Values
box,
our
resulting
PivotTable
will
look
like
the
following.
69
You
can
easily
drag
field
headings
to
and
from
the
data
boxes
in
the
panel
to
rearrange
the
layout
of
the
PivotTable.
Here
is
a
classic
PivotTable
showing
profit
per
product,
across
regions.
Notice
that
the
classic
table
has
thick
blue
borders.
70
In
this
lesson
we
will
discuss
how
to
modify
PivotTable
calculations,
how
to
format
a
PivotTable,
and
how
to
refresh
PivotTable
data.
You
will
also
learn
how
to
create
a
chart
from
a
PivotTable
and
how
to
create
a
PivotTable
using
external
data.
71
To
modify
the
way
these
totals
are
calculated,
right
click
on
the
Sum
of
Profit
field
in
the
upper
left
corner
of
the
PivotTable.
This
field
represents
the
data
area
of
the
PivotTable
(you
could
also
right
click
on
any
cell
in
the
data
area
of
the
PivotTable).
When
you
right
click
on
a
cell
in
the
data
area
or
on
the
cell
in
the
upper
left
(Sum
of
Profit),
you
will
see
a
pop
up
menu
with
several
options.
Near
the
bottom
of
the
menu
(third
from
the
bottom
in
this
image),
you
will
see
an
option
called
Value
Field
Settings.
If
you
click
on
this
option,
you
will
display
the
PivotTable
Data
Field
Settings
dialogue
box.
72
In
this
dialogue
box,
you
can
switch
the
type
of
calculation
to
Count,
Average,
Max
or
Min,
Product,
Standard
deviation,
or
Variance.
For
this
example,
Average
has
been
selected.
If
you
click
the
Number
button,
you
can
choose
a
format
like
currency,
accounting,
or
text
for
the
values
in
the
data
area
of
the
table.
Under
the
Show
Values
As
button,
you
can
modify
the
data
area
values
further
by
expressing
them
as
percentages
or
differences.
Clicking
OK
will
incorporate
the
changes
into
the
PivotTable.
Here
you
can
see
that
the
data
field
label
in
the
upper
left
of
the
PivotTable
now
says
Average
of
Profit,
and
the
values
in
the
grand
total
row
and
column
are
averages
rather
than
sums.
You
can
modify
any
field
that
you
place
in
the
data
area
of
the
table
in
this
same
way.
73
Instructor
Note:
Non
numeric
values
that
you
place
in
the
data
area
of
a
PivotTable
will
be
expressed
as
Counts
by
default
rather
than
Sums.
It
is
also
probably
best
to
avoid
putting
numeric
data
in
the
row
or
column
area
of
a
PivotTable
as
this
may
lead
to
exceptionally
large
tables
that
are
difficult
to
interpret.
Formatting
a
PivotTable
To
format
a
PivotTable,
first
click
on
any
cell
in
the
table
to
display
the
Options
tab
near
the
top
of
your
Excel
screen.
When
you
click
the
Options
tab,
the
Options
Ribbon
will
appear.
At
the
left
of
the
Options
Ribbon,
in
the
PivotTable
button
group,
you
will
find
an
Options
button.
Clicking
this
button
will
display
the
PivotTable
Options
dialogue
box.
74
Under
the
Layout
and
Format
tab,
make
sure
the
Preserve
cell
formatting
on
update
box
is
checked
(it
should
be
by
default).
This
will
ensure
that
any
formatting
you
apply
will
be
retained
if
the
table
is
modified
or
refreshed.
Under
the
Totals
and
Filters
tab,
you
can
specify
if
grand
totals
for
rows
or
columns
will
be
shown.
Under
the
Display
tab,
you
can
configure
how
filter
drop
downs,
field
captions,
expand/collapse
buttons,
and
contextual
tool
tips
are
shown.
Under
the
Printing
tab
you
can
alter
the
layout
of
a
PivotTable
printout.
Finally,
under
the
Data
tab
you
can
specify
PivotTable
data
options,
like
having
the
table
refreshed
when
the
workbook
opens.
Click
OK
when
you
are
finished
with
the
PivotTable
options
dialogue.
In
Excel
2007,
the
easiest
way
to
format
your
PivotTable
is
to
use
the
new
PivotTable
Styles
that
are
provided
on
the
Design
Ribbon.
When
you
click
on
a
cell
in
your
PivotTable,
an
Options
tab
and
a
Design
tab
will
appear
near
the
top
of
the
Excel
screen.
Clicking
on
the
Design
tab
will
reveal
the
Design
Ribbon.
On
the
Design
Ribbon,
you
can
click
on
one
of
the
preset
styles
in
the
PivotTable
Styles
group
to
quickly
apply
preset
formatting
to
the
table.
There
are
also
checkboxes
in
the
PivotTable
Style
Options
section
of
the
ribbon
that
will
let
you
specify
banded
columns
or
rows,
row
headers,
or
column
headers.
At
the
left
of
the
ribbon
are
controls
that
you
can
use
to
view
or
hide
subtotals
and
grand
totals
and
to
specify
a
PivotTable
report
layout
type.
75
If
you
would
like
to
apply
specific
formatting
to
a
table
that
is
not
available
as
a
style,
you
can
always
select
a
range
of
cells
from
the
table
and
use
the
buttons
on
the
Home
Ribbon
to
format
the
selected
range.
Another
method
is
to
select
a
range
of
cells
from
the
table,
right
click
in
the
selected
range,
and
choose
Format
Cells
from
the
drop
down
menu.
You
can
then
choose
from
a
series
of
tabs
in
the
format
cells
dialogue
box
that
will
let
you
select
number
formats,
font
styles,
borders,
and
protection
options.
You
can
also
right
click
a
cell
in
the
data
area
of
the
table
and
select
the
Value
Field
Settings
option
from
the
pop
up
menu.
When
you
see
the
Data
Field
Settings
dialogue
box,
click
the
Number
Format
button
to
view
the
number
formatting
options.
76
Here,
you
can
select
a
number
format
from
the
list
and
click
OK
to
return
to
the
Data
field
settings
dialogue
box.
Click
OK
again
to
format
the
entire
data
area
of
the
PivotTable
with
the
chosen
number
format.
The
previous
image
shows
a
PivotTable
with
the
Accounting
number
format
applied
to
the
data
area.
Notice
also
that
the
words
North
and
Northeast
in
the
column
area
of
the
table
have
been
formatted
in
bold
by
using
the
Home
Ribbon
buttons.
77
Refreshing
a
PivotTable
The
data
in
a
PivotTable
is
not
linked
directly
to
the
source
table
or
range.
Instead,
the
PivotTable
is
based
on
a
hidden
copy
of
the
source
data
that
is
kept
in
memory
by
Excel.
This
means
that
changes
to
the
original
source
list
or
database
will
not
be
automatically
updated
in
the
PivotTable.
If
you
make
changes
in
the
source
data,
you
must
refresh
the
PivotTable
to
update
it.
You
can
refresh
a
PivotTable
by
clicking
the
Refresh
button
on
the
Data
Ribbon
or
on
the
Options
Ribbon.
You
could
also
right
click
on
a
cell
in
the
data
area
of
the
table
and
then
click
the
Refresh
Data
option
from
the
pop
up
menu.
Here
is
a
range
of
data
and
a
PivotTable
that
uses
the
data
range
as
its
source.
If
we
change
the
sales
for
A
Smith
in
the
East,
(in
the
source
data
range),
there
will
be
no
change
in
the
PivotTable.
(The
data
in
cell
E8
has
been
changed
to
20000
and
the
corresponding
profit
in
cell
F8
is
now
40000.)
Here
is
the
same
data
and
PivotTable
after
the
PivotTable
has
been
refreshed.
Notice
that
cell
I4
now
has
a
value
of
40500.
78
Charting
a
PivotTable
In
Excel
2007,
you
can
create
a
PivotChart
from
scratch,
or
you
can
create
a
PivotChart
based
on
an
existing
PivotTable.
To
create
a
chart
based
on
an
existing
PivotTable,
simply
click
a
cell
in
the
table
and
then
click
on
a
chart
type
from
the
Charts
area
on
the
Insert
Ribbon.
In
the
image
above,
a
basic
column
chart
has
been
selected
and
created
from
an
existing
PivotTable.
This
particular
chart
shows
profits
generated
by
each
salesman
broken
down
over
regions.
Any
changes
or
rearranging
of
field
values
in
the
PivotTable
will
be
automatically
reflected
in
the
PivotChart.
If
there
are
changes
made
to
the
source
data
for
the
PivotTable,
any
of
the
refresh
options
previously
mentioned
will
update
both
the
PivotTable
and
the
PivotChart.
This
makes
the
PivotChart
every
bit
as
malleable
as
the
PivotTable
upon
which
it
is
based.
If
a
basic
column
chart
is
not
what
you
are
after,
you
can
select
any
other
chart
type
from
the
Insert
Ribbon
except
XY
Scatter,
Bubble,
or
Stock
charts.
Once
you
create
your
chart,
you
can
click
on
your
chart
area
and
then
display
the
Design
Ribbon
which
will
allow
you
to
apply
a
preset
format
to
your
chart
via
the
chart
styles
buttons.
79
Keep
in
mind
that
all
chart
types
may
not
be
equally
suited
for
displaying
your
PivotTable
data.
Pick
the
chart
type
that
most
clearly
illustrates
the
point
you
want
to
put
forward.
Here
is
the
same
PivotTable
data
as
before,
but
now
it
is
displayed
as
a
three
dimensional
bar
chart.
Again,
changes
to
the
source
data
will
be
reflected
in
the
PivotTable/Chart
after
it
has
been
refreshed.
You
can
also
create
a
PivotTable/PivotChart
combination
from
scratch
by
choosing
the
PivotChart
option
from
the
PivotTable
buttons
pop
up
menu.
Remember,
the
PivotTable
button
is
located
on
the
Insert
Ribbon.
When
you
click
the
PivotChart
option
in
the
PivotTable
button
menu,
you
will
see
the
following
PivotTable
with
PivotChart
dialogue
box.
80
In
this
dialogue,
click
in
the
Table/Range
field
to
place
a
cursor
inside
and
then
select
the
range
of
cells
that
you
want
to
use
from
the
spreadsheet.
You
can
also
select
the
range
before
invoking
the
dialogue
if
you
wish.
Once
the
range
or
table
has
been
selected,
you
can
choose
to
place
the
new
table/chart
on
a
new
worksheet,
or
on
the
existing
worksheet,
by
selecting
the
appropriate
radio
button.
In
the
image
above,
the
New
Worksheet
option
has
been
selected.
As
soon
as
you
are
ready,
click
the
OK
button
to
create
the
new
PivotTable/PivotChart
combination.
81
If
you
wish,
you
can
right
click
on
the
PivotTable
area,
select
the
PivotTable
Options
item
from
the
Pop
up
menu,
and
then
choose
the
Display
tab
and
check
the
Classic
PivotTable
Layout
option
to
create
a
classic
frame.
Here
you
can
see
a
classic
PivotTable
frame,
empty
PivotChart,
and
PivotTable
field
list.
Your
PivotChart
will
first
appear
empty,
very
much
like
your
basic
empty
PivotTable.
When
you
drag
field
headings
from
the
PivotTable
field
list
over
to
your
Table
frame,
the
data
from
the
fields
will
also
begin
to
populate
the
chart.
In
a
sense,
the
layout
that
you
create
for
the
actual
PivotTable
will
be
mirrored
automatically
in
the
PivotChart.
If
you
prefer
to
build
your
PivotTable
without
switching
to
the
classic
layout,
the
chart
will
be
created
automatically
as
you
drag
your
field
headings
to
the
panel
of
data
boxes
at
the
bottom
of
the
PivotTable
field
list.
82
Here
is
the
chart
and
PivotTable
after
dragging
field
headings
from
the
PivotTable
field
list
to
the
appropriate
table
locations.
You
can
easily
format
the
PivotChart
by
clicking
on
the
chart
area,
and
then
using
the
Styles
on
the
Design
Ribbon
to
choose
a
preset
design.
83
(Note
the
new
ribbons
available
for
formatting
and
editing
PivotCharts.)
84
When
you
do
this,
you
will
be
able
to
select
from
a
list
of
existing
connections
(if
there
are
any)
to
use
as
a
data
source.
(If
there
are
no
existing
connections,
you
will
see
the
Choose
Connection
button
as
shown
in
the
figure
above.)
When
you
select
an
item
from
the
list
and
click
OK,
you
will
see
the
PivotTable
area
and
PivotTable
field
list
arrangement
as
before,
the
difference
being
that
now
the
field
headings
in
the
PivotTable
field
list
will
be
from
the
external
data
source
that
you
selected.
85
You
can
now
drag
and
drop
the
field
headings
into
the
panel
of
data
boxes
to
build
your
table.
Depending
on
the
external
data
source
you
choose,
it
is
possible
that
you
may
have
to
enter
a
user
name/password
combination
to
get
access
to
the
data
(as
shown
below).
86
Once
you
have
entered
the
appropriate
information
in
the
fields
provided,
click
the
OK
button
to
begin
creating
your
PivotTable.
You
can
also
click
on
the
Existing
Connections
button
in
the
Data
Ribbon
and
then
select
a
data
source
from
the
dialogue
box
that
appears.
Once
you
select
one
of
the
data
source
connections,
click
the
Open
button
in
the
lower
right
to
reveal
the
Import
Data
panel.
Once
you
see
this
panel
of
controls,
you
can
specify
a
Table,
a
PivotTable
Report,
or
a
PivotChart
and
PivotTable
report,
for
your
imported
data.
You
can
also
specify
a
new
or
existing
87
worksheet
for
your
PivotTable
location.
Once
you
are
finished
making
your
selections,
click
the
OK
button
to
create
your
PivotTable
frame
and
PivotTable
field
list.
If
you
do
not
have
any
existing
connections,
you
can
create
a
new
one
as
long
as
you
have
access
to
an
external
data
source.
To
create
a
new
connection,
use
the
From
Other
Sources
button
on
the
Data
Ribbon.
You
can
create
a
connection
to
an
SQL
server,
an
Analysis
Services
cube,
or
with
Microsoft
Query
if
you
wish.
(See
Excel
Intermediate
manual,
lesson
5.5).
Once
you
have
created
a
connection
to
an
external
data
source,
you
can
proceed
to
create
your
PivotTable
by
following
the
same
procedure
used
for
an
existing
connection.
You
may
also
remember
(from
Excel
Intermediate
lesson
5.4),
that
you
can
import
data
directly
from
an
Access
database
by
using
the
From
Access
button
on
the
Data
Ribbon.
When
you
click
this
button,
a
Select
Data
Source
dialogue
box
will
appear,
allowing
you
to
navigate
to
a
given
Access
database.
88
When
you
select
a
database
and
click
the
open
button
in
the
lower
right
of
the
dialogue,
you
will
be
presented
with
the
familiar
Import
Data
panel.
Once
again,
you
can
use
the
options
in
the
import
data
panel
to
specify
the
type
and
location
of
the
table
you
want
to
build
from
the
imported
data.
89
Here
is
a
classic
PivotTable
frame
and
field
list
created
by
importing
the
data
from
Access.
Once
you
build
a
PivotTable
using
external
data,
you
can
refresh
the
table
by
clicking
the
Refresh
button
on
the
Data
Ribbon.
This
will
update
the
PivotTable
with
any
changes
made
to
pertinent
data
in
the
source
database.
You
can
also
refresh
the
PivotTable
by
right
clicking
a
cell
in
the
table
and
selecting
the
Refresh
option
from
the
pop
up
menu.
90
What
is
a
Scenario?
In
Excel,
a
scenario
can
be
described
as
a
set
of
cell
values
that
is
saved
and
substituted
into
your
worksheet
as
required.
If
you
have
multiple
scenarios
saved,
you
can
load
different
scenarios
into
your
worksheet
and
compare
and
contrast
them
to
see
which
one
gives
the
best
results.
Since
the
worksheet
will
be
fully
calculated
according
to
the
given
set
of
scenario
data
being
used,
you
can
compare
and
contrast
the
results
of
one
set
of
data
(scenario)
with
another
by
simply
switching
between
different
scenarios.
The
end
result
is
that
scenarios
provide
a
great
way
of
performing
What
if?
analysis.
You
might
use
scenarios
to
represent
different
budget
options,
evaluate
different
financial
forecasts,
or
to
compare
different
data
projections
based
on
a
number
of
factors.
The
data
that
makes
up
your
scenario
is
saved
with
your
workbook,
but
remains
hidden
until
you
use
the
Scenario
Manager
to
load
the
scenario
data.
All
of
the
scenarios
you
create
are
just
versions
of
the
same
worksheet
layout,
with
each
different
scenario
having
different
values
for
certain
cells.
91
Creating
a
Scenario
To
create
a
scenario
in
Excel,
begin
with
the
worksheet
that
you
want
to
add
scenarios
to
and
click
the
Scenario
Manager
option
from
the
WhatIf-Analysis
menu
on
the
Data
Ribbon.
When
you
click
on
this
option,
the
Scenario
Manager
dialogue
will
appear.
To
create
a
scenario,
click
the
Add
button
to
display
the
Add
Scenario
dialogue
box.
92
The
Add
Scenario
dialogue
is
used
to
specify
a
name
for
the
given
scenario
and
to
enter
the
cells
that
will
have
value
changes
according
to
this
scenario.
To
enter
a
name,
make
sure
that
your
cursor
is
in
the
Scenario
Name
text
box
and
type
a
name
that
describes
the
scenario
you
are
creating.
Next,
decide
which
cells
you
want
to
change
with
this
scenario,
and
then
put
your
cursor
in
the
Changing
Cells
text
box.
Select
the
cells
that
will
be
changing
with
your
mouse,
and
remember
to
use
the
Ctrl
button
for
non
adjacent
selections.
If
the
Add
Scenario
dialogue
box
gets
in
the
way
when
you
are
selecting
cells,
you
can
drag
it
to
one
side
with
your
mouse,
or
collapse
it
by
clicking
the
Collapse
Dialogue
button.
You
can
also
add
some
remarks
describing
the
scenario
in
the
Comment
area
of
the
dialogue
box
if
you
wish.
You
will
see
two
check
boxes
at
the
bottom
of
the
add
scenario
dialogue
that
are
labeled
Prevent
Changes
and
Hide.
If
you
check
the
Prevent
Changes
box,
changes
to
this
scenario
will
not
be
permitted
if
the
corresponding
worksheet
is
protected.
If
you
check
the
Hide
box,
the
scenario
will
be
hidden
if
the
corresponding
worksheet
is
protected.
Once
you
enter
a
name,
select
the
cells
to
be
changed,
and
add
some
comments;
click
the
OK
button
to
show
the
Scenario
Values
box.
93
Here
you
will
see
a
series
of
text
fields
labeled
with
the
cell
references
for
the
corresponding
changing
cells.
In
each
text
field,
you
should
enter
the
appropriate
value
for
this
scenario.
When
you
use
this
scenario,
the
values
you
enter
here
will
be
loaded
into
the
corresponding
worksheet.
Remember,
you
can
move
between
text
boxes
by
pressing
the
Tab
key.
Click
the
OK
button
to
create
the
scenario,
and
you
will
then
see
the
Scenario
Manager
box
with
your
newly
created
scenario
available
in
the
Scenarios
area.
In
this
dialogue
box,
you
can
see
the
changing
cells
in
the
Changing
Cells
area
and
any
comments
you
entered
for
this
scenario
are
visible
in
the
Comment
area.
If
there
is
an
assortment
of
scenarios
in
the
Scenario
Manager,
just
select
one
and
then
click
the
Show
button
to
see
the
results
of
the
given
scenario
in
the
spreadsheet.
94
Instructor
Note:
When
you
are
creating
scenarios
for
a
worksheet,
it
is
a
good
idea
to
create
a
base
scenario
with
the
actual
or
current
data
for
the
worksheet
and
name
it
appropriately.
This
way,
when
you
are
exploring
the
scenarios
you
have
created,
you
will
always
be
able
to
return
to
the
original
(or
actual)
data.
When
the
Scenario
Manager
dialogue
appears,
click
the
Summary
button.
95
This
will
display
the
Scenario
Summary
box.
Here
you
can
choose
to
create
a
PivotTable
(based
on
the
scenario
data)
or
a
scenario
summary
by
selecting
the
appropriate
radio
button.
In
this
example,
the
Scenario
Summary
button
is
selected.
The
next
step
is
to
select
the
result
cells
that
you
want
to
be
shown
in
the
summary
report.
Finally,
click
OK
to
create
the
summary.
The
summary
report
will
be
created
and
inserted
into
a
new
worksheet.
The
report
contains
a
list
of
cell
references
corresponding
to
the
changing
cells
in
your
various
scenarios.
It
also
contains
a
column
of
current
values
for
the
changing
cells,
as
well
as
columns
of
changed
values
corresponding
to
each
of
the
available
scenarios
(Current
values,
Projection1,
Projection2).
96
There
is
also
a
row
of
scenario
names
across
the
top
of
the
columns
to
identify
which
scenario
a
given
column
of
values
belongs
to.
(The
scenarios
in
the
report
shown
above
are:
Current
values,
Projection1,
and
Projection2.)
At
the
bottom
of
the
report,
you
can
see
the
values
for
the
results
cells
that
correspond
to
each
scenario.
Instructor
Note:
Each
scenario
that
you
create
can
have
different
changing
cells.
The
summary
report
will
contain
all
of
the
changing
cells
from
all
of
the
scenarios
you
create.
In
this
example,
you
can
see
four
scenarios
in
the
scenario
list.
These
scenarios
will
be
saved
with
this
workbook
when
the
workbook
itself
is
saved.
When
you
open
the
workbook,
you
can
see
the
available
scenarios
by
displaying
the
Scenario
Manager.
To
load
a
scenario
into
the
worksheet,
select
it
from
the
Scenarios
list
and
click
the
Show
button.
To
remove
a
scenario,
select
it
and
click
Delete.
To
make
changes
to
a
scenario,
select
it
and
click
the
Edit
button.
97
You
can
have
a
different
set
of
scenarios
for
each
worksheet
in
your
workbook.
When
you
display
the
Scenario
Manager,
only
scenarios
for
the
currently
active
worksheet
will
be
shown
in
the
Scenarios
list.
98
99
Excel
will
substitute
a
range
of
values
into
the
worksheet
formulas
for
you
and
tabulate
the
results
so
they
can
be
viewed
easily.
In
Excel,
you
can
create
a
single
input
data
table
or
a
two
input
data
table.
A
single
input
table
will
substitute
a
range
of
values
as
a
single
variable
in
as
many
formulas
as
you
like.
With
a
two
input
data
table,
you
can
specify
ranges
for
two
input
variables,
but
these
input
variables
can
only
be
applied
to
one
formula.
The
following
example
involves
a
hypothetical
consulting
firm.
Our
first
goal
is
to
examine
the
effect
of
the
number
of
clients
for
the
firm,
on
the
total
profit,
total
expenses,
and
total
income.
Currently,
the
firm
has
10
clients.
The
values
for
wages,
total
client
costs,
total
expenses,
and
profit
are
all
calculated
by
formulas
dependent
on
the
number
of
clients
the
firm
can
retain.
To
see
what
results
the
profit
formula
and
other
formulas
would
produce
for
a
range
of
hypothetical
client
numbers,
we
can
use
a
single
input
data
table.
There
are
some
rules
you
should
follow
when
building
your
data
table
to
help
ensure
that
it
works
correctly.
First,
list
the
values
that
you
want
to
input
into
the
formulas
in
a
row
or
column
of
adjacent
cells.
For
this
example,
a
column
of
input
values
is
used.
In
the
row
just
above
your
input
column,
enter
cell
references
to
the
formulas
that
you
want
to
evaluate.
Make
sure
you
enter
the
references
starting
one
cell
to
the
right
of
the
column
of
input
values.
In
the
example
spreadsheet
that
follows,
the
input
variables
are
in
the
cell
range
E5:E30.
Cell
F4
contains
the
reference
=C5,
cell
G4
contains
the
reference
=C13,
and
cell
H4
contains
the
reference
=C15,
for
the
total
income,
total
expenses,
and
total
profit
formulas
respectively.
100
It
is
a
good
idea
to
label
your
columns
appropriately,
so
you
can
clearly
understand
the
data
table
results.
In
this
example,
the
same
labels
that
appear
in
the
source
data
are
used
for
the
single
input
data
table.
Notice
that
the
formula
references
(F4:H4)
are
in
a
row
just
above
and
one
cell
to
the
right
of
the
first
input
variable
(E5).
The
data
table
is
now
ready.
The
input
variables
are
listed
in
the
Clients
column
and
the
formula
references
are
one
row
above
and
one
cell
to
the
right.
All
of
the
elements
in
the
data
table
are
clearly
identified.
The
next
step
is
to
select
the
range
of
cells
from
the
data
table
containing
the
input
variables
and
the
formula
references.
In
this
example,
the
range
is
E4:H30.
101
Next,
choose
the
Data
Table
option
from
the
What-If
Analysis
menu
to
display
the
Data
Table
dialogue
box.
The
range
of
input
variables
and
formula
references
has
been
selected,
and
the
Data
Table
dialogue
box
is
ready
for
input.
102
Because
the
input
variables
are
arranged
in
a
column,
we
will
use
the
Column
input
cell
text
field
in
the
table
dialogue
box
rather
than
the
Row
input
cell
field.
In
the
Column
input
cell
text
field,
enter
C3,
which
is
the
cell
from
original
data
area
that
contains
the
number
of
clients.
(Remember
that
the
number
of
clients
is
also
our
chosen
input
variable.)
Clicking
the
OK
button
in
the
Table
dialogue
box
will
complete
the
data
table.
103
You
can
now
see
at
a
glance
how
the
26
different
values
in
the
Clients
column
influence
the
income,
total
expenses,
and
total
profit
results.
If
you
change
the
values
in
the
Client
column,
the
data
table
will
recalculate
in
accordance
with
the
new
values
automatically.
You
can
apply
formatting
styles,
borders,
shading,
and
other
enhancements
to
the
data
table
in
the
same
way
as
you
would
any
other
area
of
your
worksheet.
If
you
want
to
examine
the
effects
of
two
input
variables
on
a
single
formula,
you
can
use
a
two
input
data
table.
104
To
build
a
two
input
data
table,
first
choose
an
empty
cell
and
enter
a
reference
to
the
formula
you
want
to
examine.
Using
the
same
consulting
firm
example
as
before,
we
will
choose
cell
E2
and
enter
the
reference
=C15
for
the
Profit
formula.
The
next
step
is
to
create
two
variable
ranges.
One
range
will
be
a
column
starting
in
the
cell
immediately
beneath
the
formula
cell
and
the
other
range
will
be
a
row
starting
on
the
immediate
right
of
the
formula
cell.
This
means
that
the
formula
cell
(E2)
will
be
at
the
upper
left
corner
of
the
two
input
data
table.
For
the
column
of
input
variables,
we
will
again
use
the
number
of
clients.
For
the
row
of
input
variables,
we
will
use
the
Fee
Per
Client.
(The
formula
for
the
Profit
values
is
indirectly
dependant
on
both
of
these
variables.)
After
entering
some
hypothetical
values
for
the
number
of
clients
in
cells
E3:E15
and
some
different
client
fee
values
in
cells
F2:J2,
we
will
end
up
with
a
worksheet
something
like
this:
105
(Shading,
labels,
and
currency
formatting
have
been
added
to
the
data
table
for
clarity.)
The
next
step
is
to
invoke
the
Data
Table
dialogue.
This
time,
the
formula
referenced
in
E2
will
be
evaluated
once
for
every
combination
of
Clients
and
Client
fees,
that
exists
in
the
table.
First
we
will
select
the
range
of
data
cells
E2:J14
and
then
we
will
choose
the
Data
Table
option
from
the
What
If
Analysis
menu.
This
time,
we
have
two
input
variables:
one
corresponding
to
the
row
of
Client
fees
and
one
corresponding
to
the
column
containing
the
Clients
data.
In
the
Row
Input
Cell
text
area
type
C4,
because
the
row
of
client
fees
corresponds
to
cell
C4
in
the
original
data.
Similarly,
in
the
Column
Input
Cell,
type
C3.
The
Data
table
dialogue
box
should
look
like
this.
It
is
now
just
a
matter
of
clicking
the
OK
button
to
complete
the
table.
106
Now
the
data
table
contains
speculative
profit
values
based
on
the
number
of
clients
and
the
fee
per
client.
The
worksheet
clearly
shows
a
negative
profit
(loss)
for
the
current
worksheet
values.
We
can
use
Goal
Seek
to
find
a
break
even
point
based
on
changes
to
a
cell
that
is
referenced
(directly
or
indirectly)
by
the
profit
formula
in
cell
B8.
The
profit
formula
is
Total
Income
-
Total
Expenses,
or
B4
-
B7.
Cell
B2
contains
the
number
of
units
sold.
This
will
be
the
cell
that
we
will
adjust
to
break
even.
107
First,
select
cell
B8
(the
cell
with
the
profit
formula),
and
then
invoke
Goal
Seek
by
choosing
the
Goal
Seek
option
from
the
What-If
Analysis
menu
on
the
Data
Ribbon.
Cell
B8
is
entered
into
the
Set
Cell
text
field,
because
that
is
the
cell
that
you
selected
just
before
invoking
Goal
Seek.
In
the
To
Value
text
field
type
0
and
in
the
By
Changing
Cell
field
enter
B2
(by
typing
it
in
directly
or
by
clicking
with
your
mouse).
The
resulting
Goal
Seek
box
should
look
like
the
following.
If
you
click
the
OK
button,
Goal
Seek
will
find
a
value
for
Cell
B2
(Units
sold)
that
will
make
the
profit
equal
to
0
(break
even).
108
The
Goal
Seek
Status
box
reports
that
a
solution
has
been
found.
You
can
see
the
value
300
in
cell
B2.
This
means
that
if
all
other
variables
remain
unchanged,
you
must
sell
300
units
to
break
even.
Clicking
the
Cancel
button
will
restore
the
original
worksheet
values,
and
clicking
OK
will
enter
the
Goal
Seek
solution
values
into
the
worksheet.
You
can
just
as
easily
use
Goal
Seek
to
find
the
price
per
unit
or
the
cost
per
unit
that
would
make
the
worksheet
break
even.
Using
Solver
Sometimes,
when
dealing
with
more
complex
problems,
Excel
data
tables
or
the
Goal
Seek
feature
cannot
provide
the
kind
of
forecast
or
analysis
you
are
looking
for.
In
this
type
of
situation,
Excel
2007s
Solver
feature
might
be
able
to
help.
The
solver
is
an
Excel
feature
that
is
designed
for
optimizing
systems
of
equations
subject
to
specific
constraints.
The
solver
can
be
used
to
find
optimal
solutions
for
linear
programming
problems
involving
multiple
equations
and
multiple
unknowns.
An
optimal
solution
might
be
one
that
maximizes
profit,
or
it
could
be
one
that
minimizes
costs.
Basically,
the
optimal
solution
will
depend
on
the
context
of
the
situation
and
what
you
are
looking
for.
If
you
are
trying
to
solve
a
complex
problem,
the
solver
will
require
certain
information
for
it
to
work
correctly.
You
will
have
to
designate
a
formula
that
references
the
unknowns
you
want
to
solve
for,
and
you
will
have
to
define
constraints
that
model
the
given
situation.
The
best
way
to
get
an
idea
of
how
solver
works
is
to
see
it
used
in
an
example.
First,
since
solver
is
an
Excel
add-in,
it
may
not
yet
be
installed.
You
can
check
this
by
clicking
the
Data
tab
to
display
the
Data
Ribbon.
You
may
see
the
Solver
button
to
the
far
right
of
the
ribbon.
109
If
there
is
no
solver
option,
the
Solver
has
not
yet
been
installed.
To
install
the
solver,
display
the
Office
menu
and
click
the
Excel
Options
button
at
the
bottom.
When
you
see
the
Excel
Options
window,
choose
Add-Ins
from
the
panel
on
the
left,
and
then
use
the
drop
list
at
the
bottom
to
specify
Excel
Add-ins.
When
you
are
ready,
click
Go
to
display
the
Excel
Add-ins.
When
you
see
the
Excel
Add-Ins
box,
put
a
check
next
to
the
Solver
Add-in
option
in
the
available
add-ins
list
and
click
OK.
When
Excel
finishes
installing
the
Solver,
you
should
be
able
to
access
the
Solver
option
on
the
Data
Ribbon.
In
order
to
use
the
Excel
solver,
you
must
set
up
the
worksheet
correctly.
This
requires
a
solid
understanding
of
the
problem
you
are
trying
to
solve.
110
The
following
example
involves
a
business
that
assembles
and
sells
computers.
The
business
sells
two
desktop
models:
the
Budget
PC
and
the
Power
PC.
The
Budget
model
is
less
powerful
than
the
other
model,
but
the
price
is
very
reasonable.
The
Power
PC
has
more
computing
power
and
storage
than
the
budget
model,
but
it
is
also
more
expensive.
From
the
worksheet,
you
can
see
that
it
takes
3
hours
of
hardware
labor
to
assemble
the
Budget
PC
and
4
hours
of
hardware
labor
to
assemble
the
Power
PC.
Once
the
hardware
is
assembled,
it
takes
1
hour
of
software
labor
to
install
and
configure
the
operating
system
and
other
programs
on
the
Budget
PC,
and
2
hours
of
software
labor
to
install
all
the
necessary
programs
on
the
Power
PC.
Our
goal
is
to
find
out
how
many
of
each
type
of
computer
we
should
make
to
maximize
our
weekly
total
revenue,
and
what
the
maximum
total
revenue
would
be.
To
complicate
matters,
the
business
employs
one
part
time
software
installer
available
for
30
hours
of
software
labor
per
week,
and
two
full
time
hardware
technicians
that
provide
80
hours
of
hardware
labor
a
week.
Also,
the
company
that
supplies
the
business
with
processors
can
supply
only
10
Power
PC
processors
a
week.
This
means
that
the
total
software
labor
used
must
be
less
than
or
equal
to
30
hours
for
the
week
and
the
total
hardware
labor
must
be
less
than
or
equal
to
80
hours.
Furthermore,
the
number
of
Power
PC
models
we
can
make
in
a
week
must
be
less
than
or
equal
to
10.
The
following
worksheet
is
the
same
as
the
previous
one,
except
that
the
cell
formulas
are
now
visible.
Take
your
time
and
examine
the
cell
references
in
the
formulas
carefully.
111
Cells
B4
and
C4
hold
the
number
of
hardware
and
software
labor
hours
required
to
build
a
Budget
PC.
Similarly,
cells
B5
and
C5
contain
the
number
of
hardware
and
software
hours
required
to
assemble
a
Power
PC.
The
revenues
from
the
Budget
computers
can
be
calculated
by
multiplying
the
number
assembled
by
the
sale
price.
(This
is
what
the
formula
in
F4
does.)
The
revenues
from
the
power
computers
are
calculated
by
a
similar
formula
in
cell
F5.
Notice
that
in
both
cases,
the
revenue
formulas
depend
on
the
number
of
computers
assembled
(cells
D4
and
D5).
Because
of
this,
the
total
revenue
formula
(F6)
is
indirectly
dependent
on
D4
and
D5.
The
formula
we
want
to
optimize
(also
known
as
the
objective
formula)
represents
the
total
revenue
(F6).
The
cells
we
will
change
to
maximize
the
total
revenue
formula
represent
the
quantities
of
each
type
of
computer
assembled
(D4
for
Budget
PC,
and
D5
for
Power
PC).
The
constraints
for
this
problem
are
shown
in
the
green
highlighted
area.
It
is
not
absolutely
necessary
to
label
the
constraints
as
they
are
shown
here,
but
clearly
identifying
them
on
the
worksheet
helps
when
entering
the
constraints
in
the
solver.
Basically
the
constraints
specify
that
the
hardware
hours
are
to
be
less
than
or
equal
to
80,
the
software
hours
are
to
be
less
than
or
equal
to
30,
the
number
of
Power
PCs
that
can
be
assembled
is
less
than
or
equal
to
10,
and
the
number
of
each
type
of
computer
assembled
has
to
be
greater
than
or
equal
to
0.
This
last
constraint
may
seem
obvious
and
silly,
but
it
is
important
to
include
it
so
the
solver
knows
that
using
negative
values
in
the
changing
cells
is
not
an
option
when
optimizing
the
objective
formula.
The
formulas
that
calculate
the
total
software
hours
and
hardware
hours
used
are
in
cells
G4
and
H4
respectively.
You
should
notice
that
these
formulas
are
also
dependent
on
the
number
of
each
computer
type
assembled.
To
summarize,
in
order
to
use
Excels
solver
you
must
have
a
formula
to
optimize
(called
the
objective
formula)
and
you
must
have
cells
that
can
be
changed
to
optimize
the
objective.
The
cells
to
be
changed
should
be
precedents
to
the
objective
formula;
that
is,
the
calculation
of
the
objective
formula
should
depend
on
results
in
the
precedent
cells.
If
constraints
are
involved,
the
formulas
to
be
subjected
to
the
constraints
should
also
be
dependent
on
the
changing
cells.
112
In
the
preceding
worksheet,
Cells
G4
and
H4
contain
formulas
that
are
subject
to
the
constraints.
Cell
F6
contains
the
objective
formula,
and
cells
D4
and
D5
are
the
changing
cells.
You
should
notice
that
the
formulas
in
cells
G4,
H4,
and
F6,
are
all
dependent
on
the
changing
cells
(either
directly
or
indirectly).
Note:
It
is
assumed
throughout
that
there
is
enough
demand
to
ensure
that
every
computer
made
will
be
sold.
To
use
the
solver,
click
the
Solver
button
on
the
Data
Ribbon
to
display
the
Solver
Parameters
dialogue
box.
Place
your
cursor
in
the
Set
Target
Cell
text
box
and
click
on
the
worksheet
cell
that
contains
your
objective
formula
(cell
F6
from
the
preceding
worksheet).
Since
we
want
to
find
the
maximum
total
revenue,
select
the
Max
radio
button
next
to
the
Equal
to
label.
To
enter
the
changing
cells,
place
your
cursor
in
the
text
area
under
the
By
Changing
cells
heading,
and
select
the
appropriate
cells
from
the
worksheet
with
your
mouse.
If
they
are
non
adjacent
cells,
press
the
Ctrl
button
when
selecting
them.
For
the
problem
shown
here,
the
changing
cells
are
D4
and
D5.
The
next
step
is
to
add
the
constraints
by
clicking
the
Add
button
to
the
right
of
the
large
white
constraints
area.
This
will
display
the
Add
Constraint
box.
113
Place
the
cursor
in
the
Cell
Reference
text
field,
and
then
select
a
cell
with
a
formula
you
want
to
constrain.
In
this
particular
example,
cell
G4
is
selected,
which
contains
the
formula
for
calculating
the
total
software
hours
used.
Follow
the
same
process
for
the
Constraint
text
field.
In
this
example,
cell
H11;
containing
the
value
80
is
entered.
Next,
use
the
drop
down
list
in
the
center
to
specify
the
type
of
relationship
required
between
the
two
cells.
In
this
case,
the
constraint
reads
G4
<=
H11
(that
is,
total
software
hours
<=
80).
Click
OK
to
enter
the
constraint
into
the
Solver
Parameters
dialogue
box,
which
now
looks
like
this.
Click
the
Add
button
again
and
follow
the
same
process
to
enter
the
cell
references
for
the
rest
of
the
constraints:
Total
hardware
hours
<=
30
(H4
<=
H10)
Number
of
Power
PCs
<=
10
(D5
<=
H12)
Number
of
Power
PCs
>=
0
(D5
>=
H13)
Number
of
Budget
PCs
>=
0
(D4
>=
H13)
114
Here
is
the
corresponding
worksheet
with
formulas
shown.
Examine
the
worksheet
so
that
you
understand
the
relationships
between
the
target
cell,
the
changing
cells,
and
the
constraints
specified
in
the
Solver
Parameters
box.
To
implement
the
solver,
click
the
Solve
button
in
the
Solver
Parameters
dialog.
If
you
designed
the
worksheet
correctly,
and
entered
the
correct
cell
references
and
constraints,
you
should
see
the
following
Solver
Results
box.
115
The
values
that
maximize
the
total
profit
will
now
be
visible
in
the
changing
cells
(D4
and
D5).
The
value
of
the
maximum
profit
will
be
visible
in
the
target
cell
(F6).
The
keep
solver
solution
radio
button
will
be
selected
by
default.
If
you
click
OK
the
new
values
will
remain
in
the
worksheet.
If
you
select
Restore
original
values,
the
solutions
that
the
solver
found
will
not
be
entered
into
the
worksheet
and
the
original
values
will
be
retained.
You
have
the
option
to
save
the
solver
results
as
a
scenario
that
you
can
name
and
reload
into
the
worksheet
at
a
later
date
(refer
to
lesson
1.4).
You
can
also
select
one
or
more
report
types
from
the
list
at
the
right
of
the
Solver
Results
box.
These
formatted
reports
will
be
generated
on
separate
worksheets.
This
following
image
shows
an
answer
report
based
on
the
solver
solution.
It
is
generated
on
a
separate
worksheet
if
you
select
Answer
from
the
report
list
in
the
solver
results
box.
116
This
is
the
same
worksheet
after
the
price
of
the
Budget
PC
has
been
changed
to
750;
and
the
solver
has
been
applied
with
the
same
target,
changing
cells,
and
constraints
as
before.
Notice
that
because
the
price
has
been
changed,
the
solution
is
now
20
Budget
PCs
and
5
Power
PCs
for
a
total
revenue
of
21000.
Instructor
Note:
The
solver
can
also
be
used
as
an
advanced
Goal
Seek
tool.
You
can
specify
a
goal
value
for
the
formula
in
the
target
cell,
and
then
select
multiple
changing
cells
that
the
formula
is
directly
or
indirectly
dependent
on.
The
Solver
will
find
a
solution
for
the
values
in
the
changing
cells
that
satisfies
the
goal
value
of
the
target
formula.
No
constraints
are
required.
Here,
the
target
cell
F6
contains
a
formula
that
has
been
set
to
equal
the
value
50000.
The
solver
will
find
values
for
the
precedent
cells
D4,
D5,
E4,
and
E5,
that
will
satisfy
this
goal.
(Notice
that
the
Value
Of
radio
button
has
been
selected.)
A.
B.
C.
D.
A.
B.
C.
D.
A.
B.
C.
D.
A.
B.
C.
D.
A.
B.
C.
D.
1.
2.
3.
4.
5.
6.
117
7.
A.
B.
C.
D.
118
D.
A.
B.
C.
D.
A.
B.
C.
D.
8.
A.
B.
C.
9.
10.
Excel
2007
Advanced
119
Excel
2007
Advanced
120
In
this
lesson,
you
will
learn
about
hyperlinks
and
the
Internet.
You
will
learn
how
to
insert
hyperlinks
into
a
worksheet,
how
to
modify
hyperlinks
in
a
worksheet,
and
how
to
browse
hyperlinks
in
Excel.
What
is
a
Hyperlink?
A
hyperlink
is
an
item
in
a
file
that
links
to
another
location
in
the
same
file,
or
to
another
file
altogether.
Word
processing
documents,
workbooks,
and
Web
pages
are
all
types
of
files
that
can
contain
hyperlinks.
When
you
click
on
a
hyperlink,
the
file
or
location
that
is
associated
with
the
link
will
appear
on
your
screen.
The
files
connected
by
hyperlinks
do
not
have
to
be
in
the
same
directory,
or
even
on
the
same
computer.
In
fact,
you
can
have
a
hyperlink
in
one
file
that
links
to
a
file
thousands
of
miles
away.
The
World
Wide
Web
makes
extensive
use
of
hyperlinks
to
link
Web
pages.
The
web
is
the
place
where
most
computer
users
become
familiar
with
hyperlinks.
Quite
often,
hyperlinks
come
in
the
form
of
an
underlined
word
or
phrase
in
a
bright
blue
font
(Like
This).
This
does
not
always
have
to
be
the
case
as
hyperlinks
can
be
a
word,
a
phrase,
a
symbol,
or
a
picture.
Each
hyperlink
has
a
statement
called
a
URL
(uniform
resource
locator)
associated
with
it.
The
URL
tells
where
the
file
or
object
that
the
hyperlink
points
to
is
located
and
what
protocol
should
be
used
to
retrieve
it.
A
typical
URL
that
you
might
see
in
the
address
bar
of
your
web
browser
could
look
something
like:
http://www.something.org.
When
you
click
121
on
a
hyperlink,
the
information
in
the
URL
associated
with
it
is
used
to
locate
and
retrieve
the
linked
file
or
object.
As
stated
previously,
hyperlinks
are
items
in
a
document,
worksheet,
or
Web
page
that
link
to
another
location
or
file.
When
you
click
on
a
hyperlink,
an
associated
URL
is
used
to
locate
and
retrieve
the
object
or
file
that
the
hyperlink
points
to.
In
the
case
of
the
World
Wide
Web,
hyperlinks
are
used
to
link
and
unify
Web
pages
that
are
located
all
over
the
world.
You
can
create
a
hyperlink
in
an
Excel
workbook
that
links
to
an
object
located
in
the
same
directory
or
on
the
same
computer
as
the
workbook.
You
can
also
create
a
hyperlink
that
points
to
a
Web
page
or
a
file
on
a
remote
server.
Furthermore,
you
can
create
a
hyperlink
that
points
to
a
location
in
the
same
workbook
or
to
a
specific
e-mail
recipient.
When
you
are
clicking
hyperlinks,
you
may
be
requesting
files
or
objects
located
on
remote
servers.
The
World
Wide
Web
is
a
vast
collection
of
Web
pages
and
other
objects
that
are
connected
via
hyperlinks.
When
you
click
a
link
to
a
Web
page
or
file
on
the
web,
the
information
is
transported
to
your
computer
over
the
underlying
infrastructure
of
the
Internet.
A
computer
network
can
be
described
as
two
or
more
computers
connected
in
such
a
way
that
they
can
exchange
information.
Computer
networks
can
range
in
size
from
small
networks
with
only
a
few
computers
to
very
large
networks
with
many
interconnected
machines.
Essentially,
the
Internet
is
a
network
of
networks.
That
is
to
say,
the
Internet
is
a
huge
network
that
is
comprised
of
many
smaller
interconnected
networks
spanning
the
globe.
Computers
connected
to
the
Internet
can
use
hyperlinks
to
retrieve
objects
from
other
locations.
These
objects
are
transported
from
computer
to
computer,
over
the
giant
inter-network
commonly
known
as
the
Internet.
Some
important
points
to
remember:
A
hyperlink
is
used
as
a
clickable
link
to
another
object.
A
URL
is
associated
with
a
hyperlink
to
provide
information
on
how
to
retrieve
the
linked
object.
You
can
create
hyperlinks
to
locations
within
the
same
file,
to
local
or
remote
files,
to
Web
pages,
to
media
objects,
and
to
e-mail
recipients.
Hyperlinks
can
be
created
in
the
form
of
a
word,
phrase,
symbol,
picture,
or
graphic.
Web
pages
in
the
World
Wide
Web
are
often
linked
together
with
hyperlinks.
When
you
retrieve
a
remote
file
or
object
(like
a
Web
page)
by
clicking
a
hyperlink,
the
information
is
transported
to
your
computer
via
the
hardware
infrastructure
of
the
Internet.
Hyperlinks
should
link
to
publicly
available
files
or
Web
pages.
If
Sue
sends
me
a
workbook
with
a
hyperlink
to
a
file
on
her
computer,
I
am
probably
not
going
to
be
able
to
access
that
file
(unless
we
are
on
the
same
network
and
that
file
or
folder
is
shared).
122
Inserting
Hyperlinks
In
Excel
2007,
you
can
insert
hyperlinks
directly
into
your
worksheets.
You
might
want
to
insert
a
link
to
another
location
in
the
same
workbook
or
to
another
Excel
workbook
located
on
the
same
computer.
You
might
also
want
to
insert
a
link
to
a
Word
document
or
to
a
Web
page.
No
matter
what
type
of
hyperlink
you
want
to
create,
the
first
step
is
to
invoke
the
Insert
Hyperlink
dialogue
box.
To
display
the
dialogue,
select
the
cell
that
will
contain
your
hyperlink,
and
then
click
the
Hyperlink
button
on
the
Insert
Ribbon.
This
will
open
the
Insert
Hyperlink
dialog.
You
can
see
four
buttons
running
down
the
left
side
of
the
dialogue
box
under
the
Link
to:
heading.
You
can
use
these
buttons
to
create
a
link
to
an
Existing
File
or
Web
Page,
a
Place
in
This
Document,
Create
New
Document,
or
to
an
E-mail
Address.
You
can
enter
the
text
for
your
Hyperlink
in
the
Text
to
display
field
at
the
top
of
the
dialogue
box.
This
text
will
appear
as
a
blue
underlined
hyperlink
in
the
cell
that
you
have
selected.
Instructor
Tip:
Another
way
to
create
a
hyperlink
in
a
worksheet
is
to
select
a
cell,
right
click
on
it,
and
choose
the
Hyperlink
option
from
the
drop
down
menu.
Clicking
a
cell
and
pressing
the
Ctrl
+
K
keys
w2ill
also
work.
Excel
007
Advanced
123
If
you
choose
the
Existing
File
or
Web
Page
button,
you
will
see
a
drop
list
labeled
Look
in
just
below
the
Text
to
display
field.
You
can
use
this
list
to
browse
through
the
various
folders
on
your
computer
to
find
the
file
that
you
want
to
create
a
link
to.
When
you
select
a
folder
or
drive
from
the
drop
list,
a
list
of
available
files
or
folders
corresponding
to
the
selection
will
appear
in
the
large
center
area
of
the
dialogue
box.
You
will
also
notice
three
buttons
just
to
the
left
of
the
large
center
area
labeled
Current
Folder,
Browsed
Pages,
and
Recent
Files.
If
you
click
Current
Folder,
the
files
and
subfolders
of
the
current
folder
in
the
drop
list
will
be
displayed.
If
you
click
the
Browsed
Pages
button,
a
list
of
the
URLs
for
Web
pages
you
recently
visited
will
be
displayed.
If
you
click
on
the
Recent
Files
button,
you
will
see
a
list
of
recently
accessed
files.
If
you
make
a
selection
from
any
of
these
lists
the
URL
(or
address)
of
the
file
will
be
entered
into
the
Address
field
at
the
bottom
of
the
dialogue
box.
You
can
also
type
a
URL
for
a
Web
page
or
remote
file,
or
the
path
to
a
local
file
directly
into
the
Address
field.
In
any
case,
the
file
or
object
referred
to
in
the
Address
field
will
be
the
target
of
the
hyperlink.
You
can
click
the
screen
tip
button
in
the
upper
right
of
the
dialogue
box
to
add
a
brief
comment
that
will
appear
when
the
mouse
pointer
hovers
over
the
hyperlink.
You
can
use
the
Bookmark
button
to
link
to
a
specific
location
(like
a
cell
range)
in
another
Excel
workbook.
First,
select
the
Excel
file
from
the
list,
and
then
click
the
Bookmark
button
to
specify
the
exact
location
within
the
selected
workbook.
When
you
have
finished
making
the
necessary
entries
in
the
Insert
Hyperlink
dialogue
box,
you
can
click
OK
to
create
the
hyperlink
Modifying
Hyperlinks
To
change
the
text
of
an
existing
hyperlink,
you
can
right
click
on
it
and
edit
the
text
in
the
formula
bar.
You
can
also
right
click
the
hyperlink
and
select
Edit
Hyperlink
from
the
drop
down
menu.
This
will
display
the
Edit
Hyperlink
dialogue
which
is
similar
to
the
Insert
Hyperlink
dialogue.
124
You
can
now
change
the
target
for
the
hyperlink,
the
ScreenTip,
or
the
text
to
display.
You
can
also
remove
the
hyperlink
from
the
worksheet
by
clicking
the
Remove
Link
button.
When
you
are
finished
with
your
modifications,
click
OK
to
implement
them.
Note:
Remove
Hyperlink
and
Open
Hyperlink
are
also
options
on
the
drop
down
menu,
available
when
you
right
click
on
a
hyperlink.
Hyperlinks
will
generally
appear
in
one
color
(bright
blue
by
default)
before
they
have
been
clicked,
and
in
another
color
(purple
by
default),
after
they
have
been
clicked.
You
can
change
the
font
color
and
size
for
an
individual
hyperlink
by
right
clicking
on
it,
and
choosing
Format
Cells
from
the
drop
down
menu.
This
will
display
the
Format
Cells
dialogue
box,
which
you
can
use
to
modify
the
font
color,
size,
border,
shading,
and
alignment
of
the
link.
125
The
method
just
described
will
allow
you
to
modify
individual
hyperlinks,
but
what
about
modifying
the
default
color
and
font
size
for
all
hyperlinks?
To
change
the
default
style
for
all
hyperlinks,
click
the
Cell
Styles
button
in
the
Style
group
on
the
Home
Ribbon
to
display
the
pre-set
cell
styles.
Find
the
Hyperlink
style,
right
click
on
it,
and
choose
Modify
from
the
menu
that
appears.
126
Make
sure
that
the
word
Hyperlink
is
selected
at
the
top
of
the
Style
box.
You
should
be
able
to
see
a
checkmark
next
to
the
word
Font
in
the
column
of
check
boxes
on
the
left.
This
means
that
the
style
for
hyperlinks
currently
includes
only
font
settings.
Click
the
Format
button
to
display
the
Format
Cells
dialogue
box
where
you
can
make
changes
to
the
borders,
shading,
font
size,
font
color,
and
alignment
for
all
hyperlinks.
When
you
are
finished
modifying
the
hyperlink
style,
click
the
OK
button
in
the
format
cells
dialogue.
You
will
now
see
the
Style
Instructor
Note:
You
can
change
any
of
the
preset
cell
styles
available
under
the
Cell
Styles
button
by
following
the
procedure
described
above.
Excel
2007
Advanced
127
dialogue,
with
checkmarks
corresponding
to
the
style
changes
you
have
made.
Click
the
OK
button
in
the
style
box
to
implement
the
style
changes.
Now
every
new
hyperlink
you
create
will
have
this
new
style
by
default.
128
The
first
link
is
to
a
Word
document
and
the
second
is
to
another
Excel
spread
sheet.
The
two
linked
documents
as
well
as
the
current
workbook
are
all
in
the
same
file
folder,
though
this
does
not
have
to
be
the
case.
If
you
click,
hold,
and
release
the
first
link
(Test.doc),
the
target
document
will
open
in
Microsoft
Word.
If
we
click,
hold,
and
release
the
second
link
(in
cell
B11)
another
worksheet
(the
link
target)
will
open
in
Excel.
You
can
see
that
the
followed
hyperlinks
are
now
purple,
the
default
color.
129
To
remove
a
hyperlink
from
your
spreadsheet,
right
click
on
the
cell
containing
it
and
select
Delete
from
the
pop
up
menu.
This
will
remove
the
target
information
from
the
hyperlink,
as
well
as
the
hyperlink
text
itself.
The
cell
in
question
will
be
left
empty.
You
can
also
right
click
on
a
cell
with
a
hyperlink,
and
select
Remove
Hyperlink
from
the
pop
up
menu.
This
will
remove
the
target
information
from
the
link
(the
link
will
not
function),
but
the
text
of
the
link
will
remain
in
the
cell.
You
can
also
insert
a
hyperlink
function
by
clicking
the
fx
button
by
the
formula
bar.
This
will
display
the
Insert
Function
dialogue,
from
which
you
can
select
the
Hyperlink
function.
130
If
you
click
the
OK
button
in
the
dialogue,
the
Function
Arguments
box
will
appear.
In
the
Link
Location
field,
you
can
specify
the
target
of
the
link.
This
can
be
a
Web
page
URL,
a
local
file,
or
a
file
on
a
network
server.
In
the
Friendly
Name
field,
you
can
specify
the
particular
text
or
number
that
will
appear
as
a
link
in
the
spreadsheet.
When
you
click
OK,
the
link
will
be
inserted
into
the
spreadsheet.
You
can
also
specify
an
image
or
other
graphic
as
a
hyperlink
in
your
spreadsheet.
To
do
this,
select
the
image
or
graphic
by
clicking
on
it.
When
the
graphic
is
selected
(has
a
perimeter
border
around
it)
click
the
Hyperlink
button
on
the
Insert
Ribbon.
When
you
see
the
Insert
Hyperlink
dialogue,
specify
a
URL
or
file
location
as
the
target
of
the
hyperlink,
and
then
click
the
OK
button
to
associate
the
linked
location
to
the
image
or
graphic.
When
you
click,
hold,
and
release
the
image,
the
link
will
be
followed
to
its
target
just
like
a
regular
hyperlink.
Excel
2007
Advanced
131
The
image
shown
above
is
an
example
of
an
Excel
2007
worksheet
saved
as
a
Web
page.
The
worksheet
is
being
viewed
with
an
Internet
Explorer
browser.
In
this
lesson
you
will
learn
about
MHTML
and
HTM
files.
You
will
learn
how
to
save
a
workbook
as
a
Web
page,
how
to
save
a
worksheet
as
a
Web
page,
how
to
save
a
chart
as
a
Web
page,
and
how
to
save
a
data
range
as
a
Web
page.
132
When
you
save
a
workbook
as
an
HTM
Web
page,
pictures,
graphics,
or
data
on
multiple
worksheets
will
not
be
saved
as
one
file.
Instead,
a
file
folder
will
be
created
containing
the
separate
file
components
needed
to
reproduce
the
worksheet
as
a
Web
page.
133
Here
are
the
contents
of
a
folder
created
by
Excel
2007
for
a
simple
HTM
Web
page.
Also,
when
you
save
a
workbook
that
contains
images
as
an
HTM
format
Web
page,
some
image
quality
may
be
lost.
The
advantages
of
this
format
are
that
virtually
all
browsers
support
the
widely
used
HTM
and
HTML
formats
and
they
are
relatively
safe
with
respect
to
carrying
malicious
programs/viruses.
To
save
your
workbook
as
an
HTM
format
Web
page,
invoke
the
Save
As
dialogue
under
the
Office
menu,
and
choose
Web
Page
from
the
Save
As
type
list.
When
you
are
ready,
click
the
Save
button
to
create
the
Web
page.
If
you
place
the
newly
created
HTM
page
and
associated
file
folder
on
a
web
server,
the
workbook
data
will
be
accessible
to
anyone
with
a
web
browser
and
an
Internet
connection.
MHTML
file
format
is
short
for
Multipurpose
Internet
Mail
Extension
HTML
(or
MIME
HTML).
This
format
allows
a
number
of
different
workbook
objects
to
be
saved
in
a
single
file.
If
you
save
your
workbook
as
an
MHTML
(or
MHT)
Web
page,
your
images
and
objects
will
all
be
saved
in
one
file.
A
separate
folder
to
contain
the
Web
page
components
will
not
be
required.
Also,
images
and
other
graphical
elements
contained
in
the
Web
page
may
display
better
in
your
browser
than
the
same
images
contained
in
an
HTM
Web
page.
In
addition,
if
you
create
an
MHTML
Web
page,
you
only
have
to
deal
with
a
single
file
when
you
are
publishing
it
on
a
web
server.
On
the
downside,
some
browsers
may
not
open
MHTML
files
easily
(al
though
Internet
Explorer
should
have
no
problems
opening
this
file
type).
Also,
it
is
possible
for
an
MHTML
file
to
carry
a
virus
or
malicious
code.
134
To
save
your
Excel
data
as
an
MHTML
file,
select
the
Single
File
Web
Page
option
from
the
Save
As
Type
drop
list
in
the
Save
as
dialogue.
Alternatively,
select
the
location
you
want
to
save
to,
and
specify
Web
Page
or
Single
File
Web
Page
as
the
file
type.
Then
click
the
Publish
button
to
display
the
Publish
as
Web
Page
dialogue
box.
135
In
the
Publish
as
Web
Page
dialogue,
select
Entire
Workbook
from
the
Choose
drop
list,
and
click
Publish
to
save
the
file
as
an
HTM
or
MHTML
Web
page.
If
you
wish,
you
can
use
the
check
boxes
at
the
bottom
of
the
page
to
specify
that
the
file
is
to
be
automatically
republished
every
time
the
workbook
is
saved,
and
that
the
file
open
in
a
web
browser
once
it
is
published.
When
you
save
a
workbook
as
a
Web
page,
you
may
see
the
following
alert.
This
is
just
telling
you
that
some
features
of
the
workbook
may
not
be
preserved
in
a
Web
page
format.
If
you
are
sure
you
want
to
create
a
Web
page
from
the
workbook
click
Yes
to
continue.
Otherwise,
click
No.
It
is
always
a
good
idea
to
save
your
workbook
as
a
normal
Excel
workbook
file
for
back
up,
before
you
save
it
as
a
Web
page.
136
Here
you
can
see
the
three
worksheet
tabs
included
at
the
bottom
of
the
Web
page.
Clicking
on
a
particular
sheet
tab
in
the
Web
page
will
open
up
the
data
for
the
given
sheet
in
your
browser.
These
tabs
are
available
because
the
entire
workbook
was
saved
as
a
Web
page.
Alternatively,
you
can
specify
Web
Page
or
Single
File
Web
Page
as
the
file
type,
choose
a
location
to
save
to,
select
the
Selection:
Sheet
radio
button,
and
click
the
Publish
button.
137
In
the
Publish
as
Web
Page
box,
you
can
specify
the
particular
sheet
that
you
want
to
publish
as
a
Web
page
by
selecting
from
the
Choose
drop
list.
When
you
have
specified
the
settings
that
you
prefer,
click
the
Publish
button
to
create
the
Web
page.
138
The
next
step
is
to
choose
Save
As
from
the
Office
menu
to
display
the
Save
As
dialogue
box.
In
the
Save
As
box
select
Web
Page
or
Single
File
Web
Page
as
the
file
type
and
specify
a
name
and
a
location
for
the
Web
page
files.
When
you
have
done
this,
click
the
Publish
button.
In
the
Publish
as
Web
Page
box,
select
the
appropriate
items
from
the
Choose
drop
list.
Configure
any
other
settings
that
you
want
to
apply
and
then
click
the
Publish
button
to
create
the
Web
page.
139
The
next
step
is
to
use
the
Office
menu
to
display
the
Save
As
dialogue
box.
In
the
Save
As
box,
select
Web
Page
or
Single
file
Web
Page
as
the
file
type,
choose
a
name
for
the
file,
and
select
a
location
to
save
the
file
in.
Next,
click
the
Selection:
radio
button,
and
when
you
are
ready,
click
Save
to
create
the
Web
page.
140
Alternatively,
you
could
click
the
Publish
button
and
use
the
Publish
as
Web
Page
box
to
specify
the
range
and
create
your
Web
page.
Instructor
Note:
For
the
purposes
of
this
lesson,
the
Web
pages
were
saved
to
an
ordinary
folder
on
the
local
machine.
Normally,
when
you
create
Web
pages
that
are
to
be
accessed
over
the
internet,
hey
Aadvanced
re
placed
Excel
2t007
in
an
HTML
directory
on
a
Web
server.
Also,
when
you
save
a
workbook
as
an
HTM
Web
page,
there
can
be
multiple
files
created
This
is
an
mage
of
Ta
hese
Web
fpiles
age
created
from
an
Efiles
xcel
fw
range.
besides
the
standard
HiTML
file.
can
include
HTML
or
orkbook
the
individual
worksheets,
a
n
XML
file
and
a
cascading
style
sheet
to
uniformly
format
the
worksheets.
The
files
are
created
and
placed
in
a
folder
that
should
be
located
in
the
same
directory
as
the
main
HTML
file.
141
Excel
2007
Advanced
142
In
this
lesson
you
will
learn
how
to
import
data
from
a
Web
page
over
the
Internet.
You
will
learn
what
a
Web
query
is,
how
to
create
a
Web
query,
and
how
to
save
and
refresh
a
Web
query.
143
When
you
do
this,
an
Existing
Connections
dialogue
box
like
the
following
will
appear.
The
Existing
Connections
dialogue
provides
a
list
of
connections
that
you
have
made
to
databases,
SharePoint
files,
or
files
on
your
local
computer.
In
addition
to
any
connections
you
have
made
in
the
past,
you
should
notice
three
MSN
MoneyCentral
queries.
These
MSN
connections
should
be
available
automatically
when
Excel
2007
is
installed.
As
an
example,
if
you
select
MSN
MoneyCentral
Investor
Currency
Rates
from
the
list
of
connections
and
click
the
Open
button
in
the
lower
right,
an
Import
Data
dialogue
box
will
appear.
With
this
box,
you
can
specify
where
you
want
the
imported
data
to
be
located.
Choose
a
location
in
the
current
worksheet
or
in
a
new
worksheet
and
click
the
OK
button
to
continue.
(In
this
example,
the
imported
data
will
be
placed
in
a
block
of
cells
starting
at
Cell
A1.)
144
The
results
of
the
Web
query
will
be
entered
into
the
worksheet
starting
at
the
specified
cell
location.
Clearly,
this
is
a
direct
and
simple
way
to
include
data
from
the
web
in
your
workbooks.
Of
course,
you
are
not
limited
to
the
pre-packaged
existing
connections.
Excel
2007
enables
you
to
create
your
own
web
queries
to
extract
information
from
the
Web
page
of
your
choice.
Instructor
Note:
To
import
data
from
external
sources
with
web
queries,
you
will
need
access
to
an
Internet
connection.
If
you
are
behind
a
firewall,
you
may
have
to
configure
the
firewall
to
give
Excel
access
to
the
Internet.
Excel
2007
Advanced
145
At
the
top
of
this
window,
you
will
see
an
address
bar,
back
and
forward
buttons,
stop
and
refresh
buttons,
and
a
save
button.
The
New
Web
Query
window
is
very
much
like
a
web
browser.
If
you
type
a
URL
(Web
page
address)
in
the
Address
field,
the
Web
page
will
be
loaded
into
the
Web
query
window
so
you
can
view
it.
If
you
click
on
a
hyperlink,
the
target
of
the
link
will
be
loaded
in
the
window
just
like
a
web
browser.
You
can
navigate
through
visited
pages
by
using
the
backward
and
forward
buttons.
You
can
even
load
your
favorite
search
engine
and
perform
web
searches
from
within
the
New
Web
Query
window.
146
After
you
load
a
Web
page,
you
will
notice
yellow
highlighted
arrows
pointing
to
different
areas
of
the
page.
These
arrows
indicate
the
data
that
Excel
can
import.
You
can
click
these
yellow
highlighted
arrows
to
select
the
given
data
for
inclusion
in
your
Web
query.
Excel
is
quite
good
at
importing
tables
of
data,
and
normally
there
will
be
an
arrow
pointing
to
every
table
on
the
Web
page
that
can
be
imported.
You
can
import
a
single
table,
multiple
tables,
or
plain
text
with
a
Web
query.
When
you
click
an
arrow,
it
will
turn
into
a
green
highlighted
checkmark.
Only
the
data
indicated
by
checkmarks
will
be
imported
to
your
Excel
worksheet.
When
the
data
you
need
has
been
selected
with
checkmarks,
click
the
Import
button
to
enter
the
data
into
your
Excel
worksheet.
You
will
be
then
be
asked
to
specify
a
location
in
the
worksheet
for
the
imported
data.
147
When
you
have
chosen
a
place
for
the
imported
data,
click
the
OK
button
on
the
Import
Data
dialogue.
This
image
above
shows
the
results
of
the
Web
query.
Only
the
data
selected
with
a
checkmark
has
been
imported
into
the
Excel
worksheet.
148
This
will
cause
the
Edit
Web
Query
window
to
appear.
149
In
this
window
you
can
click
the
Save
button
to
show
the
Save
Query
dialog.
You
can
use
the
Save
Query
dialogue
box
to
specify
a
name
for
your
Web
query
and
a
location
to
save
it
in.
For
consistency,
you
should
save
all
your
queries
in
the
default
Queries
folder.
You
can
also
save
your
query
when
you
create
it
by
clicking
the
Save
button
in
the
New
Web
Query
window
before
you
click
the
Import
button.
After
you
have
saved
your
query,
you
can
easily
access
it
from
any
Excel
workbook
by
clicking
the
Existing
Connections
button
on
the
Data
Ribbon.
When
you
click
this
button,
you
will
see
an
Existing
Connections
dialogue
with
a
list
of
connections
including
any
web
queries
you
have
saved.
150
In
the
Existing
Connections
box,
just
select
the
name
of
your
query
and
click
the
Open
button
to
import
the
data.
You
can
also
click
the
Browse
for
More
button
if
you
have
a
query
that
is
not
saved
in
the
default
Queries
folder.
151
This
action
will
refresh
the
data
if
the
source
information
has
changed
since
the
last
time
your
imported
data
was
refreshed.
If
you
right
click
on
the
imported
data
range
and
select
Data
Range
Properties
from
the
menu
that
appears,
you
will
be
presented
with
options
for
refreshing
the
imported
data
and
for
modifying
the
data
range.
Instructor
Note:
To
refresh
a
Web
query
that
imports
data
from
an
external
Web
page,
you
must
be
connected
to
the
Internet.
Excel
2007
Advanced
152
You
can
see
the
name
of
the
data
range
in
the
Name
field.
You
can
edit
this
name
as
you
wish,
and
use
it
as
a
defined
name
for
the
range
in
place
of
standard
cell
references.
Under
the
Refresh
Control
heading,
you
can
place
a
checkmark
in
the
box
labeled
Refresh
Every
and
select
the
time
duration
of
your
choice.
For
instance,
if
you
select
10,
the
data
range
will
be
refreshed
every
10
minutes.
(You
can
also
choose
to
have
the
data
refreshed
every
time
the
file
is
opened.)
You
can
also
adjust
the
formatting
and
layout
options
of
the
data
range,
and
specify
what
should
happen
if
the
range
changes
(gets
larger
or
smaller)
when
it
is
refreshed.
Finally,
you
can
click
the
Refresh
All
button
on
the
Data
Ribbon
to
refresh
any
external
data
connections
that
you
have
in
your
workbook.
Excel
2007
Advanced
153
154
If
you
click
the
PDF
or
XPS
option
you
will
see
a
Save
As
dialogue
box
like
the
following.
155
PDF
stands
for
Portable
File
Document,
which
is
a
widely
used
document
standard.
PDF
files
maintain
good
visual
quality
in
a
small
document
size
and
can
be
viewed
with
software
like
Adobe
Acrobat.
XPS
stands
for
XML
Paper
Specification,
which
is
an
XML
based
electronic
document
format.
This
format
is
intended
to
allow
users
to
easily
create,
print,
share,
and
store
documents
in
a
way
that
can
be
conveniently
managed
along
with
other
Office
2007
files.
Once
you
choose
a
format
to
publish
your
document
in
(for
this
example
it
will
be
PDF),
you
can
use
the
Optimize
For
controls
at
the
bottom
of
the
dialogue
to
specify
a
Standard
or
Minimum
optimization
setting.
For
the
Standard
setting,
document
quality
is
emphasized
for
better
print
results,
whereas
for
the
Minimum
setting,
document
size
is
optimized.
(A
smaller
file
size
means
faster
downloads
and
uploads
for
online
documents.)
When
you
finish
specifying
the
format
for
your
published
document,
you
can
then
specify
at
what
location
the
document
will
be
published.
Because
you
want
to
publish
to
a
document
server,
you
should
click
the
My
Network
Places
button
on
the
left
side
of
the
dialogue.
156
When
you
see
the
list
of
network
locations,
click
and
highlight
the
location
that
corresponds
to
your
document
server.
In
this
example,
the
document
server
is
the
last
entry
in
the
list,
sps.velsoft.com.
The
sps
part
of
the
server
name
provides
a
clue,
because
SPS
stands
for
SharePoint
Portal
Services.
(SharePoint
servers
are
a
type
of
Microsoft
Document
server).
If
you
cannot
see
an
appropriate
document
server
in
the
list,
enter
the
URL
for
the
document
server
in
the
File
Name
field.
The
URL
for
the
document
server
in
this
example
is
http://sps.velsoft.com/default.aspx,
but
your
own
document
server
will
of
course
have
a
different
URL.
(Please
see
your
instructor
or
your
IT
personnel
for
more
information
on
this.)
If
you
specify
a
URL
in
the
File
Name
field,
the
document
will
be
given
a
default
name
when
it
is
uploaded
to
the
server.
After
you
specify
the
document
server
by
highlighting
it
in
the
main
viewing
area,
or
by
specifying
the
URL
in
the
File
name
field,
click
the
button
in
the
lower
right
of
the
dialogue.
If
you
select
the
document
server
from
a
list
in
the
dialogue
box,
the
button
in
the
lower
right
will
say
Open.
If
you
click
the
button,
typically
you
will
be
presented
with
a
username
and
password
dialogue
for
access
to
the
server.
When
you
correctly
enter
your
username
and
password,
you
will
have
access
to
the
server
so
you
can
upload
your
document.
If
you
enter
the
path
to
the
server
in
the
File
Name
field,
the
button
will
say
Publish.
If
you
click
the
button,
you
will
see
the
password/username
dialogue
for
the
server.
If
you
enter
the
correct
username
and
password,
you
will
be
able
to
publish
your
document.
157
From
the
Publish
sub
menu,
click
on
the
Document
Management
Server
option
to
display
a
Save
As
dialogue
like
the
following.
158
This
dialogue
will
only
show
you
locations
that
are
available
on
your
network.
The
next
step
is
to
click
on
the
location
in
the
main
viewing
area
that
corresponds
to
your
document
management
server.
In
this
example,
sps.velsoft.com
is
the
document
management
server,
but
your
document
server
will
have
a
different
name.
(If
you
do
not
see
your
document
server
in
the
list,
obtain
the
document
server
URL
from
your
instructor
or
IT
personnel
and
enter
it
into
the
File
name
field.)
Once
you
are
ready,
click
the
button
in
the
lower
right
to
save
the
workbook
on
the
document
server.
If
you
select
the
server
name
from
a
list
in
the
dialogue
box,
the
button
in
the
lower
right
will
say
Open.
Clicking
on
the
button
will
display
a
password/username
request
dialogue.
If
you
enter
the
password
and
username
correctly,
you
will
be
able
to
browse
to
a
location
on
the
document
server
where
you
can
save
the
file.
If
you
enter
the
server
URL
into
the
File
Name
field,
the
button
in
the
lower
right
will
say
Save.
Once
again,
if
you
click
the
Save
button,
you
will
have
to
enter
a
username
and
password
to
gain
access
to
the
server.
If
you
enter
the
username
and
password
information
correctly,
you
will
be
able
to
browse
the
directories
on
the
document
server
to
find
an
appropriate
location
in
which
to
save
your
work.
Instructor
Note:
Excel
Services
is
packaged
with
Microsoft
SharePoint
Server
2007.
You
must
use
SharePoint
2007
as
your
document
server
to
take
advantage
of
Excel
Services.
Excel
2007
Advanced
159
important
thing
is,
the
Excel
work
(such
as
calculations,
cell
changes,
and
other
interactions)
will
be
handled
server-side.
This
allows
multiple
users
to
work
on
a
single
spreadsheet
from
the
server
without
each
user
having
to
download
and
open
their
own
copy
of
the
workbook
in
Excel.
This
will
prevent
multiple
unsynchronized
copies
of
the
same
workbook
from
being
circulated
through
an
organization.
In
a
situation
where
a
single
spreadsheet
must
be
viewed
and
modified
by
multiple
users,
only
a
single
copy
of
the
spreadsheet
will
exist
on
the
server,
and
all
users
will
interact
with
this
one
spreadsheet.
In
addition,
Excel
Services
will
allow
users
to
view
and
interact
with
the
serverside
spreadsheet
in
a
web
browser.
However,
the
initial
spreadsheet
that
will
be
used
on
the
Excel
Services
server
must
be
created
in
Excel
2007.
Also,
users
will
not
be
able
to
edit
Excel
formulas
when
they
view
the
spreadsheet
in
their
browser.
They
will,
however,
be
able
to
change
the
data
in
specified
cells
that
are
referenced
in
a
formula
and
see
the
results
when
the
spreadsheet
is
recalculated.
The
plus
side
of
this
(in
terms
of
security)
is
that
important
(sensitive)
spreadsheet
formulas
will
not
be
visible
or
editable,
which
means
that
users
can
change
data
and
see
the
results
of
a
given
formula
without
seeing
or
modifying
the
details
of
the
formula
itself.
To
use
Excel
Services,
first
layout
and
build
the
spreadsheet
that
you
want
to
make
available.
If
there
are
specific
cells
that
you
want
to
make
editable
in
a
users
web
browser,
name
the
cells
by
selecting
them
(individually)
and
typing
a
name
in
the
cell
name
field
by
the
formula
bar.
When
you
have
named
each
individual
cell
that
you
want
to
be
editable,
display
the
Office
menu
and
then
display
Publish
sub
menu.
From
the
Publish
sub
menu,
click
Excel
Services.
160
This
action
will
display
a
Save
As
dialogue
box.
In
the
box,
click
the
Network
Places
button
and
highlight
the
Excel
Services
server
from
the
list
of
network
locations
by
clicking
on
it.
In
the
bottom
right
of
the
dialogue,
you
will
see
an
Excel
Services
Options
button.
If
you
click
this
button,
you
will
be
able
to
set
parameters
and
specify
what
elements
of
the
workbook
will
be
viewable
in
a
web
browser.
161
When
you
click
the
Excel
Services
Options
button,
the
entire
workbook
will
be
shown
by
default.
(Please
notice
the
checkmarks
next
to
the
sheet
names
under
the
Entire
Workbook.)
You
can
specify
which
worksheets
will
be
shown
be
Excel
Services
by
choosing
the
Sheets
option
from
the
drop
list.
Only
items
with
checkmarks
will
be
shown
by
Excel
Services.
162
You
can
also
specify
particular
(named)
items
in
a
workbook
or
worksheet.
These
items
will
be
shown
by
Excel
Services
only
if
they
are
checked.
Remember
that
part
of
the
process
of
creating
a
worksheet
for
Excel
Services
is
naming
specific
cells
so
users
will
be
able
to
edit
them.
If
you
click
the
Parameters
tab
in
the
Excel
Services
Options
dialogue,
you
will
be
able
to
add
the
named
cells
to
a
list
of
cells
that
Excel
Services
will
allow
users
to
edit.
By
clicking
the
Add
button,
you
will
see
the
following
dialogue
box.
163
This
box
contains
a
list
of
the
named
cells
in
your
workbook.
If
you
place
a
check
mark
next
to
the
named
cell
and
then
click
the
OK
button,
the
named
cell
will
be
added
to
the
list
of
parameters.
When
the
spreadsheet
is
saved
to
Excel
Services,
the
named
cells
in
the
parameter
list
will
be
editable
in
a
web
browser
by
anyone
that
can
access
the
server.
164
Click
OK
on
the
Excel
Services
Options
dialogue
to
return
to
the
Save
As
dialogue.
When
you
are
ready,
click
the
Save
button
at
the
bottom
right
of
the
Save
as
dialogue
to
save
your
workbook
in
Excel
Services.
If
you
put
a
checkmark
in
the
checkbox
labeled
Open
this
workbook
in
my
browser
after
I
save,
the
workbook
will
open
in
your
browser
so
you
can
see
if
Excel
Services
is
displaying
the
workbook
as
you
intended.
(Note:
The
Save
button
in
the
bottom
right
of
the
dialogue
may
say
Open
if
you
specify
that
the
workbook
will
open
in
a
browser
after
it
is
saved.)
Excel
2007
Advanced
A.
B.
C.
D.
A.
B.
C.
D.
A.
B.
C.
D.
A.
B.
C.
D.
A.
B.
C.
D.
1.
2.
3.
4.
5.
6.
7.
165
D.
Right click on the data from the query and choose the Refresh option
A.
B.
C.
D.
A.
B.
C.
D.
A.
B.
C.
D.
8.
9.
10.
166
Excel
2007
Advanced
167
Excel
2007
Advanced
168
In
this
lesson,
you
will
learn
how
to
share
an
Excel
workbook,
how
to
track
changes
to
the
workbook,
how
to
resolve
conflicts
in
a
shared
workbook,
and
how
to
revise
a
shared
workbook.
169
Sharing
a
Workbook
Once
you
have
created
your
workbook,
the
best
way
to
share
it
is
to
save
the
workbook
to
a
shared
network
folder.
To
do
this,
use
the
Save
As
dialogue
to
browse
to
the
shared
folder
for
your
network
and
click
the
Save
button
in
the
dialogue
to
save
the
workbook.
For
this
example,
the
workbook
will
be
saved
as
SharedWorkbook2.
After
you
save
the
workbook
to
your
network
folder,
click
the
Share
Workbook
button
on
the
Review
Ribbon.
170
This
will
display
the
following
Share
Workbook
dialogue.
Putting
a
checkmark
in
the
checkbox
on
the
Editing
tab
(as
we
have
done
in
the
sample
above)
will
allow
more
than
one
user
to
make
changes
to
the
workbook
simultaneously.
Clicking
the
Advanced
tab
in
the
Share
Workbook
dialogue
box
will
show
you
more
options
for
configuring
your
shared
workbook.
Under
this
tab,
you
can
specify
how
many
days
to
keep
track
of
changes
to
the
workbook,
when
to
update
changes,
and
how
to
resolve
conflicts.
171
Under
the
Track
Changes
heading,
you
will
see
a
radio
button
labeled
Keep
change
history
for.
Selecting
this
button
will
allow
you
to
review
the
changes
made
to
the
shared
workbook
by
the
users
involved.
You
should
keep
in
mind
that
if
you
specify
a
long
period
of
time
to
keep
the
change
history,
the
file
size
can
grow
quite
large
if
there
are
frequent
changes.
Under
the
Update
Changes
heading
you
can
choose
to
have
changes
to
the
file
updated
when
the
file
is
saved,
or
automatically,
based
on
a
time
period
that
you
specify.
If
changes
are
updated
automatically,
your
shared
workbook
will
be
updated
for
you
even
while
you
have
it
open.
If
you
select
the
When
file
is
saved
option,
saving
the
shared
workbook
will
update
all
of
the
changes
made
since
the
last
time
you
saved
it.
When
a
workbook
is
shared,
it
is
possible
for
more
than
one
user
to
modify
the
workbook
at
the
same
time.
If
two
people
try
to
save
a
shared
workbook
after
making
changes
to
the
same
cells,
a
conflict
can
occur.
You
can
use
the
Conflicting
changes
between
users
radio
buttons
to
specify
how
such
conflicts
will
be
resolved.
There
are
some
Excel
features
and
objects
that
cannot
be
modified
once
a
workbook
is
shared.
It
is
usually
a
good
idea
to
set
up
these
features
as
needed
before
you
share
the
workbook.
172
The
following
features
and
objects
can
be
viewed
but
not
modified
in
a
shared
workbook.
Drawing
objects
Data
tables
Cell
Validation
Charts
Conditional
formatting
PivotTable
reports
Protection
Macros
Hyperlinks
Merged
cells
Groupings
and
outlines
Array
formulas
Pictures
As
well,
you
cannot
view
or
create
scenarios,
create
lists,
work
with
XML
data,
or
delete
worksheets
in
a
shared
workbook.
After
you
have
set
up
your
worksheet
for
sharing
and
you
click
the
OK
button
in
the
Share
Workbook
dialogue
box,
you
can
save
the
shared
workbook
to
a
shared
network
folder
if
you
have
not
already
done
so.
If
you
have
saved
the
workbook
to
a
shared
network
folder
before
making
it
a
shared
workbook
(as
is
the
case
in
this
example),
you
will
see
the
following
alert
when
you
click
OK
in
the
Share
Workbook
dialogue.
If
you
click
OK,
the
workbook
will
be
saved
as
a
shared
workbook.
173
In
the
Excel
Options
window,
choose
the
Popular
heading
from
the
panel
on
the
left,
and
then
enter
your
user
name
in
the
User
name
box
near
the
bottom
of
the
window.
(See
Lesson
1.1
for
more
information.)
Once
you
are
ready,
you
can
click
the
OK
button
to
close
the
Excel
Options
window.
Users
should
enter
a
user
name
when
they
open
a
shared
workbook,
so
the
changes
they
make
will
be
identified
and
associated
with
a
particular
user.
The
shared
workbook
can
now
be
edited
by
users
just
like
a
standard
workbook
(keeping
in
mind
the
exceptions
listed
previously).
When
you
are
finished
with
the
workbook,
the
work
you
did
can
be
saved
by
clicking
the
Save
button
on
the
Quick
Access
toolbar.
Tracking
Changes
Tracked
changes
will
allow
you
to
see
any
changes
that
have
been
made
to
the
shared
workbook
by
the
users
you
are
sharing
it
with.
Even
more
importantly,
tracking
changes
will
allow
you
to
accept
or
reject
any
of
the
changes
that
have
been
made
to
the
workbook
over
a
period
that
you
can
specify.
When
you
first
set
up
a
workbook
for
sharing,
you
will
see
an
option
for
keeping
the
change
history
for
the
workbook
under
the
Advanced
tab
in
the
Share
Workbook
dialogue
box.
This
option
is
selected
by
default.
If
you
select
Dont
keep
changes,
you
will
not
be
able
to
track
the
changes
to
the
shared
workbook.
To
see
the
history
of
changes
that
have
been
made
to
the
workbook,
click
the
Track
Changes
button
on
the
Review
Ribbon,
followed
by
the
Highlight
Changes
option
from
the
resulting
menu.
This
will
display
the
Highlight
Changes
dialogue
box.
174
In
this
box
you
can
choose:
When,
referring
to
what
date
you
want
as
the
reference
point
for
tracking
the
changes.
Who,
referring
to
the
user
or
users
whose
changes
you
want
to
track.
Where,
referring
to
the
specific
cell
or
range
that
you
want
to
track
changes
in.
At
the
bottom
of
the
box,
you
can
choose
to
highlight
changes
on
screen
or
list
changes
on
a
new
sheet,
or
both.
Checking
the
Highlight
Changes
on
Screen
option
will
enhance
any
cells
that
have
been
changed
with
a
grey
border
and
a
grey
triangle
in
the
upper
left.
175
In
addition,
comments
are
available
for
the
enhanced
cells
detailing
the
person
who
modified
the
cell,
when
it
was
modified,
and
the
previous
and
current
values.
To
see
a
comment,
just
let
your
mouse
pointer
hover
over
an
enhanced
cell.
The
List
Changes
on
a
New
Sheet
option
will
generate
a
new
worksheet
labeled
History
detailing
the
changes
that
have
been
made
to
the
document.
In
the
History
worksheet,
you
can
sort
the
changes
or
apply
filters
to
them
by
selecting
options
from
the
AutoFilter
drop
lists
associated
with
each
column
heading.
The
last
two
columns,
Action
Type
and
Losing
Action,
apply
to
resolved
conflicts
for
workbooks
that
are
shared
from
a
shared
network
folder.
(We
will
discuss
conflicts
in
a
moment.)
You
can
always
use
the
history
worksheet
or
the
highlighted
changes
on
screen
as
a
reference
if
you
want
to
re-enter
some
of
the
older
values
and
undo
changes.
If
you
click
the
Accept/Reject
Changes
option
from
the
Track
Changes
button
menu,
you
will
see
the
following
dialogue
box.
Once
again
you
can
specify
one
or
more
of
three
checkboxes
as
the
basis
for
your
change
tracking.
In
this
example,
the
Not
Yet
Reviewed
option
has
been
selected.
This
means
that
all
changes
that
have
not
yet
been
accepted
or
rejected
will
be
subject
for
review.
176
This
image
shows
the
Accept
or
Reject
Changes
box.
You
can
see
the
highlighted
cell
where
the
change
has
been
made,
and
you
can
see
the
details
of
the
change
in
the
box.
Now
you
can
step
through
each
change
to
the
workbook
and
choose
to
accept
or
reject
it.
If
you
choose
to
accept
a
change,
you
can
specify
what
value
to
accept
by
selecting
it
from
the
list
provided.
Clicking
the
Accept
or
the
Reject
button
will
implement
your
choice
and
load
the
information
detailing
the
next
change
into
view.
Instructor
Note:
If
you
click
the
Protect
Shared
Workbook
button
on
the
Review
Ribbon,
you
can
ensure
that
the
change
history
is
protected
(will
not
be
removed).
Excel
2007
Advanced
Clicking
this
button
will
display
the
following
dialogue.
177
Putting
a
checkmark
in
the
Sharing
with
track
changes
box
will
protect
the
change
history.
178
If
you
select
the
Ask
me
which
changes
win
option,
you
will
see
a
Resolve
Conflicts
dialogue
box
when
you
try
to
save
a
shared
file
that
has
a
conflict.
In
the
Resolve
Conflicts
dialogue
box,
you
can
choose
what
version
of
the
conflicting
cells
to
keep.
When
a
conflict
of
this
kind
occurs,
the
last
user
to
save
the
shared
workbook
will
see
the
Resolve
Conflicts
dialogue
box
and
have
the
choice
of
what
to
keep.
If
you
select
the
Changes
being
saved
win
radio
button,
the
changes
made
by
the
user
that
saves
last
will
be
implemented.
In
the
following
example,
the
Ask
me
which
changes
win
option
is
used
for
the
shared
workbook.
Imagine
first
that
a
user
named
Lisa
makes
changes
to
a
particular
cell
in
the
shared
workbook.
She
then
clicks
the
Save
button
to
save
her
version
of
the
shared
workbook.
Next,
without
knowledge
of
Lisas
actions,
you
make
changes
to
the
same
cell
or
cells
in
the
shared
workbook,
and
then
try
to
save
your
version.
When
you
try
to
save
the
changes
you
made,
the
following
dialogue
will
appear.
Here
you
can
see
the
conflict
in
terms
of
the
change
that
you
made
and
the
change
that
Lisa
made.
You
can
click
the
Accept
Mine
button,
to
implement
the
change
that
you
made,
or
you
can
click
the
Accept
Other
button,
to
implement
the
change
made
by
the
other
user.
If
you
wish,
you
can
resolve
all
conflicting
changes
by
clicking
the
Accept
All
Mine
or
the
Accept
all
Others
button.
Accept
All
Mine
will
resolve
the
conflicts
by
implementing
your
cell
values.
Accept
All
Others
will
resolve
the
conflicts
by
implementing
the
data
entries
made
by
other
users.
Remember,
the
last
person
to
save
the
shared
workbook
gets
to
resolve
any
conflicts
that
occur
with
regard
to
the
changes
that
they
have
made.
If
you
click
the
Share
Workbook
button
on
the
Review
Ribbon
when
you
are
editing
a
shared
workbook,
you
will
see
all
of
the
other
users
that
are
currently
working
on
the
same
shared
workbook.
179
Here
you
can
see
that
a
user
named
Lisa
and
a
user
named
Mark
(one
of
the
usernames
in
the
list
will
be
yours)
are
currently
working
on
the
shared
workbook.
If
you
click
the
Remove
User
button,
you
will
see
the
following
alert.
When
you
click
OK,
the
user
that
you
selected
will
removed
(disconnected)
from
the
shared
workbook.
Any
unsaved
work
that
they
have
done
will
be
lost.
Excel
2007
Advanced
180
Clearly
Excels
AutoFill
feature
is
convenient
for
many
situations,
but
what
if
you
want
to
have
cells
automatically
filled
with
specific
values
that
do
not
change
by
a
fixed
increment?
What
if,
181
for
example,
you
want
to
have
a
series
of
different
product
names,
or
a
sequence
of
addresses
or
alphanumeric
ID
numbers
entered
into
your
cells
with
AutoFiIl?
For
these
types
of
situations,
Excel
2007
provides
a
mechanism
that
allows
you
to
create
a
custom
AutoFill
list.
This
list
does
not
need
to
increase
or
decrease
by
a
fixed
increment
for
AutoFill
to
work.
With
a
custom
AutoFill
list,
Excel
will
automatically
fill
in
the
particular
data
items
that
you
specify
in
your
list,
which
can
contain
words,
text
strings,
or
word/number
combinations.
A
custom
AutoFill
list
will
work
very
much
like
Excels
default
AutoFill
function.
You
can
automatically
fill
your
specific
(custom)
data
down
a
column
of
cells
or
across
a
row,
by
simply
dragging
with
your
mouse.
182
If
you
click
the
Edit
Custom
Lists
button,
the
following
dialogue
box
will
appear.
In
the
Custom
Lists
dialogue,
you
will
see
a
large
Custom
Lists
field
on
the
left
and
a
List
entries
field
on
the
right.
In
the
List
Entries
field,
you
can
enter
a
series
of
words,
abbreviations,
or
text
strings,
separated
by
commas.
If
you
prefer,
you
can
also
press
the
Enter
key
after
each
word
you
type
in
the
list
entries
field
so
that
each
word
is
on
its
own
line.
When
you
click
the
Add
button,
the
custom
list
will
be
added
to
the
Custom
lists
box
on
the
left.
There,
you
will
see
the
text
or
numbers
that
you
typed,
shown
in
a
comma
separated
list.
You
can
also
select
a
range
of
cells
from
your
spreadsheet
and
import
them
into
a
custom
list.
When
you
do
this,
your
custom
list
will
be
made
up
of
the
data
items
that
were
contained
in
the
selected
cells.
This
is
a
great
way
to
create
a
custom
AutoFill
list
from
existing
headings
or
183
labels
in
your
worksheet.
You
must
remember
though,
that
the
selected
cells
must
contain
text
(not
numbers),
or
the
data
will
not
be
imported
to
your
custom
list.
To
create
a
list
using
this
method,
just
select
the
list
items
that
you
want
from
your
worksheet,
invoke
the
Custom
Lists
box,
and
click
the
Import
button.
The
selected
data
will
be
imported
into
the
Custom
Lists
field
on
the
left
of
the
dialogue.
You
can
also
invoke
the
dialogue
first,
place
your
cursor
in
the
Import
field,
and
then
select
a
range
of
data
from
the
worksheet
with
your
mouse.
When
the
correct
cell
range
is
entered
into
the
Import
field,
click
the
Import
button
to
create
a
list.
Once
you
have
finished
creating
your
custom
lists,
click
the
OK
button
at
the
bottom
to
close
the
dialogue
box.
184
If
you
select
a
list
from
the
Custom
Lists
field
on
the
left,
you
will
see
the
individual
list
entries
in
the
List
Entries
field
on
the
right.
In
the
List
Entries
field,
you
can
add
new
entries,
remove
individual
items
with
the
backspace
key,
or
change
existing
entries.
When
you
are
finished
modifying
your
custom
list,
click
the
Add
button
to
implement
the
changes
you
made.
You
should
see
the
new,
modified
list
replace
the
original
one
in
the
Custom
Lists
field
on
the
left.
If
you
select
a
custom
list
from
the
field
on
the
left
(so
that
the
list
is
highlighted
in
blue),
you
can
click
the
Delete
button
to
remove
the
selected
list.
Once
a
list
is
removed
in
this
way,
you
cannot
use
it
to
AutoFill
cells
any
more.
If
you
want
to
use
an
AutoFill
list
that
was
deleted,
you
must
first
recreate
it.
When
you
place
the
pointer
on
the
small
square,
your
pointer
should
turn
into
a
cross
(+).
At
this
point,
if
you
hold
you
mouse
button
down
and
drag,
the
cells
that
you
drag
over
will
be
filled
with
your
consecutive
list
items.
When
you
reach
the
end
of
your
list
entries,
the
list
will
be
repeated
from
the
beginning
until
you
stop
dragging.
185
Here
is
the
custom
list
used
in
this
example,
as
shown
in
the
Custom
Lists
dialogue.
Remember,
you
can
AutoFill
across
rows
as
well
as
down
columns.
Excel
2007
Advanced
186
The
lookup
function
looked
vertically
down
the
leftmost
column
of
the
lookup
table
(Price)
until
it
found
a
match
for
the
text
string
England.
The
function
then
returned
the
value
that
is
in
187
the
second
(2)
column
of
the
table,
from
the
row
where
the
match
was
found.
You
should
notice
that
England,
Price,
and
2
are
the
exact
arguments
used
in
the
function.
The
arguments
for
the
lookup
function
are:
VLOOKUP(value
to
match,
lookup
table
name
or
range,
number
of
the
column
in
the
table
containing
the
relevant
data,
true
or
false).
For
the
example
shown
above,
the
true
or
false
argument
was
left
out.
The
relevance
of
the
true
or
false
argument
in
the
VLOOKUP
function
will
be
discussed
shortly.
HLOOKUP
is
the
same
as
VLOOKUP,
except
that
it
looks
across
rows
for
a
match
rather
than
down
columns.
To
use
HLOOKUP,
the
lookup
table
would
be
arranged
in
this
way.
Since
Excel
is
designed
with
more
cells
in
the
vertical
direction
than
in
the
horizontal
direction,
and
because
vertical
table
design
is
more
intuitive
for
most
people,
VLOOKUP
is
generally
used
more
often
than
HLOOKUP.
To
use
the
VLOOKUP
function
correctly,
you
need
to
have
your
spreadsheet
data
laid
out
properly
in
a
table
with
at
least
two
columns.
The
first
column
in
the
table
will
contain
the
keys
(identifiers
that
the
VLOOKUP
function
will
look
through
for
a
match).
In
the
example
just
shown,
the
keys
(or
identifiers)
are
the
names
of
the
countries.
This
first
column
can
be
referred
to
as
the
look
up
column.
The
other
columns
in
your
table
will
contain
data
that
is
associated
with
the
column
of
identifiers.
Your
table
can
be
several
columns
wide,
and
you
can
specify
which
column
VLOOKUP
will
return
data
from
by
putting
a
number
corresponding
to
the
given
column
in
the
function.
In
the
previous
example,
we
wanted
VLOOKUP
to
return
the
ticket
price,
so
we
used
the
number
2
(for
the
second
column)
as
an
argument
in
the
function.
If
your
table
has
10
columns
and
you
want
to
return
data
from
the
ninth
column,
you
would
use
9
as
an
argument.
You
do
not
have
to
use
text
values
(like
the
country
names
used
here)
in
your
lookup
column.
If
it
is
more
appropriate,
you
can
use
numbers
or
dates.
If
you
want
some
help
when
you
are
using
VLOOKUP,
use
the
Insert
Function
dialogue
by
clicking
the
fx
button
next
to
the
formula
bar.
188
You
will
find
the
VLOOKUP
function
in
the
Lookup
&
Reference
category.
If
you
click
the
OK
button
in
the
Insert
Function
dialogue,
you
will
see
the
helpful
Function
Arguments
box.
Here,
you
can
enter
the
function
arguments
in
the
fields
provided
by
following
the
instructions
and
descriptions
that
correspond
to
the
given
fields.
Instructor
Note:
The
VLOOKUP
functions
exact
match
is
not
exact.
It
is
not
case
sensitive,
so
jaPan
is
considered
an
exact
match
of
Japan.
You
can
also
use
wild
card
characters
so
that
Ja?an
and
J*
w
ill
mAatch
Japan
Excel
2007
dvanced
as
well.
189
How
to
Find
an
Exact
Match
with
VLOOKUP
As
mentioned
briefly
before,
the
VLOOKUP
function
can
take
a
final
argument
of
either
true
or
false.
If
you
specify
this
final
argument
as
false,
VLOOKUP
will
search
for
an
exact
match
in
the
lookup
column
(column
of
identifiers).
If
it
cannot
find
an
exact
match,
no
data
will
be
returned.
In
the
following
example,
the
function
=VLOOKUP("jpn",Price,2,FALSE)
has
been
entered
in
cell
D1.
This
means
that
VLOOKUP
will
search
the
first
column
of
the
table
for
an
exact
match
of
jpn,
and
if
it
is
found,
it
will
return
the
corresponding
value
in
column
2.
Because
there
is
no
country
that
exactly
matches
jpn
no
value
will
be
returned
to
cell
D1.
If
you
change
the
function
so
that
the
first
argument
is
Japan,
an
exact
match
will
be
found
and
the
value
925
will
be
returned
to
cell
D1.
If
there
are
two
or
more
exact
matches,
the
first
matching
value
found
in
the
column
of
identifiers
will
be
returned.
190
If
you
omit
the
final
argument
in
your
VLOOKUP
function,
it
will
default
to
true,
and
search
for
a
closest
value
if
it
cannot
find
an
exact
match.
If
you
are
using
the
True
argument,
the
values
in
the
look
up
column
should
be
sorted
in
ascending
order.
Otherwise,
you
may
get
unexpected
results.
If
you
are
using
text
values
in
your
lookup
column,
avoid
using
leading
or
trailing
spaces,
as
this
also
may
produce
unexpected
results.
However,
if
you
use
False
as
the
final
argument
to
your
function
(for
an
exact
match),
the
lookup
column
does
not
have
to
be
sorted.
Excel
2007
Advanced
191
Linking
Workbooks
As
you
know,
a
cell
reference
like
K7
simply
refers
to
the
cell
at
the
intersection
of
column
K
and
row
7.
A
cell
reference
like
Store!K7
refers
to
the
cell
at
column
K
and
row
7
in
the
worksheet
named
Store.
Taking
this
one
step
further,
the
reference
[Sales.xlsx]Store!K7
refers
to
cell
K7
in
worksheet
Store
in
the
workbook
Sales.
In
Excel,
a
cell
in
one
worksheet
can
contain
a
reference
to
a
cell
in
another
worksheet
or
in
another
workbook.
This
kind
of
linking
can
be
useful
if
you
have
several
sheets
that
have
to
reference
the
same
pool
of
data.
If
you
create
links,
the
linked
cells
in
the
other
worksheets
or
workbooks
will
be
updated
automatically
when
you
update
the
source
data.
192
In
this
example,
the
linked
cells
(indicated
by
arrows)
are
in
two
different
workbooks.
To
link
two
workbooks,
open
both
of
them
and
select
the
cell
or
range
of
source
data
that
you
want
to
use
from
one
workbook.
Right
click
on
the
cell
or
range
and
select
Copy
from
the
menu.
The
copied
range
will
be
enhanced
with
a
flashing
black
and
white
border.
Once
you
have
done
this,
right
click
on
the
cell
in
the
destination
workbook
that
will
contain
the
linked
data.
(If
you
are
linking
a
range
of
data,
right
click
on
the
top
left
cell
of
the
destination
range.)
Select
Paste
Special
from
the
pop
up
menu
and
click
on
the
Paste
Link
button
in
the
lower
left.
193
The
linked
data
will
now
appear
in
the
destination
workbook.
If
you
update
the
source
data,
the
linked
data
will
be
updated
as
well.
194
In
this
image,
the
cells
highlighted
in
pink
have
been
linked.
Cell
E14
in
the
lower
workbook
has
been
linked
to
cell
B5
in
the
upper
workbook,
and
the
range
B2:D6
in
the
lower
workbook
has
been
linked
to
the
range
D1:F5
in
the
upper
workbook.
There
is
also
another
way
to
create
links
between
workbooks.
First,
click
on
the
destination
cell
and
type
=.
Next,
click
the
source
data
cell
in
another
workbook
and
press
the
Enter
key.
The
two
workbooks
should
now
be
linked,
and
any
data
or
changes
that
appear
in
the
source
cell
will
be
seen
in
the
linked
cell
as
well.
Consolidating
Workbooks
When
you
consolidate
workbooks,
you
are
combining,
condensing,
and
summarizing
data
from
multiple
sources
into
one
destination.
For
example,
a
large
company
may
have
sales
or
profit
data
broken
down
into
several
different
geographical
locations.
Each
workbook
would
have
the
same
layout
and
structure
(template)
but
contain
different
data.
With
Excel,
you
can
consolidate
the
different
workbooks,
summarizing
and
totaling
the
data
into
one
place
to
get
a
unified
view
of
your
information.
To
consolidate
workbooks
in
Excel,
open
the
relevant
workbooks
and
choose
a
destination
workbook
where
the
data
will
be
consolidated.
It
is
a
good
idea
to
set
up
the
destination
worksheet
to
be
just
like
the
worksheets
that
will
supply
the
data.
This
means
having
the
same
labels
and
using
the
same
layout
and
cell
locations
for
the
same
types
of
data.
This
is
not
mandatory,
but
it
can
make
the
consolidation
process
a
lot
easier.
If
you
do
not
have
a
problem
with
adding
labels
later,
you
can
select
a
blank
worksheet
for
your
consolidation
area.
195
This
Excel
screen
shows
three
open
workbooks,
Book1,
Book2,
and
Book3.
To
consolidate
Book1
and
Book2
into
Book3,
you
must
select
the
cell
at
the
upper
left
of
the
range
that
will
contain
the
consolidated
data.
(Notice
that
all
three
workbooks
have
a
parallel
structure
in
terms
of
columns,
rows,
and
labels.
This
will
make
the
consolidation
process
more
straightforward.)
To
consolidate
the
workbooks,
you
would
select
cell
B2
in
Book3
(the
book
with
the
empty
cells)
and
click
the
Consolidate
button
on
the
Data
Ribbon.
This
will
display
the
following
Consolidate
Dialogue
box.
Under
the
word
Function,
there
is
a
drop
list
containing
many
functions
you
can
use
to
combine
the
data.
In
this
example
the
default
Sum
is
used.
The
text
field
under
the
word
Reference
is
where
you
enter
the
ranges
of
data
to
be
consolidated.
You
can
enter
the
ranges
manually
(only
recommended
if
you
have
a
thorough
understanding
of
cell
references)
or
by
selecting
them
from
the
different
workbooks
with
your
mouse
or
keyboard.
(You
must
click
in
the
Reference
text
field
before
selecting
or
entering
ranges.)
When
a
range
is
entered,
click
the
Add
button
to
add
it
to
the
All
References
field.
This
field
will
contain
all
the
workbook
cell
references
that
are
to
be
consolidated.
For
this
example,
you
could
click
the
reference
field
and
select
B2:E13
(B2
through
to
E13)
from
Book1.
This
range
will
be
displayed
in
the
Reference
field
in
the
Consolidate
box.
Clicking
Add
will
add
it
to
the
All
References
field.
196
If
you
select
the
same
range
from
Book2
and
click
Add,
the
Consolidate
box
should
look
like
this.
You
will
notice
the
phrase
Use
labels
in
with
two
check
boxes
below
it.
You
can
check
these
boxes
to
consolidate
sheets
based
on
row
labels
or
column
labels.
That
is,
the
data
in
columns
or
rows
that
have
the
same
labels
will
be
consolidated
even
if
the
labels
are
under
different
column
letters
or
row
numbers
in
the
source
workbooks.
For
this
example,
the
boxes
are
cleared
and
the
consolidation
will
be
based
on
the
actual
cell
locations.
This
is
why
consolidation
is
easier
when
all
the
worksheets
involved
have
the
same
labels
and
layout.
If
you
fill
in
the
Create
links
to
source
data
check
box,
the
information
in
the
destination
work
book
will
be
updated
if
the
cell
content
in
the
contributing
workbooks
is
changed.
Once
all
options
are
set,
make
sure
the
workbooks
and
cell
ranges
to
be
consolidated
are
correct,
and
click
OK.
197
The
workbooks
will
be
consolidated
and
combined
into
the
destination
workbook
(Book3
in
this
example).
Combining
Worksheets
The
methods
for
combining
worksheets
belonging
to
the
same
workbook
are
very
similar
to
the
methods
for
combining
different
workbooks.
You
can
link
data
between
worksheets
or
you
can
consolidate
worksheets.
To
link
cells
in
worksheets
belonging
to
the
same
workbook,
select
the
source
cells,
then
right
click
and
choose
Copy
from
the
menu
that
appears.
The
selected
cells
will
be
enhanced
with
a
flashing
dark
and
light
border.
Next,
right
click
on
a
cell
in
the
destination
sheet
(preferably
at
the
upper
left
of
the
destination
range)
and
select
Paste
Special
from
the
menu
that
appears.
When
you
see
the
Paste
Special
dialogue
box,
click
the
Paste
Link
button.
198
The
Paste
Link
button
can
link
a
selected
source
range
of
cells
with
a
destination
range
of
cells
in
another
worksheet.
You
can
even
repeat
this
process
to
link
several
worksheets
to
one
destination
worksheet.
This
is
one
way
of
combining
worksheet
data.
You
can
also
consolidate
worksheets
in
a
workbook
as
well.
Consolidating
worksheets
in
the
same
workbook
is
a
lot
like
consolidating
different
workbooks.
First,
set
up
your
worksheets
with
a
similar
layout,
select
a
cell
at
the
upper
left
of
the
destination
range,
and
click
the
Consolidate
button
on
the
Data
Ribbon.
In
the
Consolidate
dialogue,
click
in
the
Reference
text
field,
and
then
select
a
range
of
cells
to
consolidate
from
another
worksheet
in
the
workbook.
The
range
will
be
entered
into
the
Reference
field
when
you
make
your
selection.
Click
Add
to
add
it
to
the
All
References
field.
199
Next,
select
the
same
ranges
(same
cell
references)
from
other
worksheets
in
the
workbook
as
you
require,
adding
them
to
the
All
References
field
as
you
go.
Then,
fill
in
the
Create
links
to
source
data
check
box
and
click
the
OK
button.
Your
worksheets
should
now
be
consolidated.
Excel
2007
Advanced
200
A.
B.
C.
D.
A.
B.
C.
D.
A.
B.
C.
D.
A.
B.
C.
D.
A.
B.
C.
D.
1.
2.
3.
4.
5.
6.
A.
B.
C.
D.
A.
B.
C.
D.
A.
B.
C.
D.
A.
B.
C.
D.
7.
8.
9.
10.
201
202
Index
AutoFill
...............................................................................................
167,
180,
181,
184,
185,
200
Creating
custom
from
existing
data
.......................................................................................
182
Using
custom
..........................................................................................................................
184
AutoFill
List
About
custom
.........................................................................................................................
181
Creating
custom
.............................................................................................................
181,
182
Custom
Lists
dialogue
.............................................................................................................
182
Deleting
custom
.....................................................................................................................
184
List
Entries
field
......................................................................................................................
184
Modifying
custom
...................................................................................................................
183
What
is?
..................................................................................................................................
180
Automatic
Start
............................................................................................................................
25
Data
Ribbon
..
41,
42,
46,
49,
77,
86,
87,
89,
91,
107,
108,
109,
112,
142,
145,
149,
152,
195,
198,
200,
201
Developer
Ribbon
.........................................................................................................................
14
Excel
Options
Calculation
..................................................................................................................................
8
Changing
your
user
name
...................................................................................................
3,
173
Color
Scheme
............................................................................................................................
15
Custom
lists
............................................................................................................................
181
Enable
Live
Preview
..................................................................................................................
13
Error
checking
...........................................................................................................................
12
Formulas
.....................................................................................................................................
8
Installing
add-ins
....................................................................................................................
109
Iteration
......................................................................................................................................
9
Opening
the
dialog
.....................................................................................................................
3
Resources
panel
..............................................................
See
Office
Diagnostics;
Updating
Excel
Setting
default
file
format
..........................................................................................................
6
Setting
default
font
....................................................................................................................
5
Setting
default
save
location
......................................................................................................
7
Show
Developer
Ribbon
...........................................................................................................
14
Excel
Viewer
AutoCalculate
in
.......................................................................................................................
35
Downloading
and
installing
......................................................................................................
28
Editing
.......................................................................................................................................
33
Launching
.................................................................................................................................
31
Opening
files
with
.....................................................................................................................
32
Printing
from
............................................................................................................................
36
Viewing
.....................................................................................................................................
34
What
is?
....................................................................................................................................
27
203
204
205
206
Workbooks
Combining
..............................................................................................................................
197
Conflict
resolution
options
.....................................................................................................
177
Consolidating
..........................................................................................................................
194
Editing
shared
.........................................................................................................................
172
Highlight
Changes
...................................................................................................................
174
Linking
....................................................................................................................................
191
Opening
shared
......................................................................................................................
172
Resolving
conflicts
with
shared
......................................................................................
177,
178
Saving
to
network
folder
........................................................................................................
169
Share
Workbook
dialogue
......................................................................................................
170
Sharing
limits
..........................................................................................................................
172
Sharing
options
.......................................................................................................................
170
Track
Changes
.........................................................................................................
171,
173,
175
Users
sharing
..........................................................................................................................
178
XPS
..............................................................................................................................................
153