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An Excel Keyboard Shortcut

Use the Fill Down Command with a Keyboard Shortcut This Excel tip shows you how to apply the Fill Down command in an Excel spreadsheet using a keyboard shortcut. The key combination that applies the Fill Down command is:

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Ctrl + D

Example of How to Applying the Fill Down command using a Keyboard Shortcut Note: For help with this example, see the image to the right. 1. Add a number, such as 395.54 to cell D1 in Excel. 2. Add formatting, such as changing the font color and background color of cell D1. 3. Drag select cells D1 to D7 to highlight them. 4. Press and hold down the Ctrl key on the keyboard. 5. Press and release the " D " key on the keyboard without releasing the Ctrl key.

Excel Undo

An Excel Keyboard Shortcut

Undo changes in Excel Using a Keyboard Shortcut This Excel tip shows you how to "undo" changes made to an Excel spreadsheet using a keyboard shortcut. Note: It's important to remember that when you use Undo, it "undoes" your actions in the exact reverse order that you applied them. Related article: Excel 2007's Undo Feature. The key combination used to "undo" changes:

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Ctrl + " Z "

Example of How to Undo Changes using a Keyboard Shortcut Note: For help with this example, see the image to the right. 1. Type some data into a cell, such as A1 in the spreadsheet and press the Enter key on the keyboard. 2. Click on that cell to make it the active cell. 3. Click on Home tab of the ribbon. 4. Apply the following formatting options to your data: o change the font color, o widen the column, o underline, o change the font type to Arial Black, o center align the data

5. Press and hold down the Ctrl key on the keyboard. 6. Press and release the letter " Z " on the keyboard.

7. The data in the cell should change back to left alignment as the last change (center alignment) is undone. 8. Press and hold down the Ctrl key on the keyboard again. 9. Press and release the letter " Z " on the keyboard twice without releasing the Ctrl key. 10. Not only will the underline be removed but the font will no longer be Arial Black. 11. This happens because, as mentioned above, the undo feature "undoes" your actions in the exact reverse order that you applied them.

**ALT - TAB Fast Switching in Windows
**

An Excel Keyboard Shortcut

The ALT - TAB Fast Switching Window ALT - TAB Fast Switching, known as Windows Flip in the Vista and Windows 7 operating systems is a quick way to move between open documents - such as two separate Excel files - in Windows. Using the keyboard to accomplish a task on a computer is usually much more efficient than using a mouse or other pointing device, and ALT - TAB Fast Switching is one of the most used of these keyboard shortcuts. Using ALT - TAB Fast Switching Note: For help with this example, see the image to the right. 1. Open at least two files in Windows. These can be two Excel files or an Excel File and a Microsoft Word file for example. 2. Press and hold down the Alt key on the keyboard. 3. Press and release the Tab key on the keyboard without letting go of the Alt key. 4. The ALT - TAB Fast Switching window should appear in the middle of your computer screen.

5. This window should contain an icon for each document currently open on your computer. 6. The first icon on the left will be for the current document - the one visible on the screen. 7. The second icon from the left should be highlighted by a box. 8. Below the icons should be the name of the document highlighted by the box. 9. Release the Alt key and windows switches you to the highlighted document. 10. To move to other documents shown in the ALT - TAB Fast Switching window, continue to hold down the Alt while tapping the Tab key. Each tap should move the highlight box left to right from one document to the next. 11. Release the Alt key when the desired document is highlighted. 12. Once the ALT - TAB Fast Switching window is open, you can reverse the direction of the highlight box - moving it from right to left - by holding down the Shift key as well as the Alt key and then tapping the Tab key.

**Selecting Non-Adjacent Cells in Excel
**

An Excel Keyboard Shortcut

Selecting Non-adjacent Cells in Excel 2007 By selecting multiple cells in Excel you can delete data, apply formatting such as borders or shading, or apply other options to large areas of a worksheet all at one time. While using the drag select method with the mouse to quickly highlight a block of adjacent cells is probably the most common way of selecting more than one cell, there are times when the cells you want to highlight are not located beside each other. When this occurs, it is possible to select non-adjacent cells. Although this can be done solely with the keyboard, it is more easily done by using the keyboard and the mouse.

Selecting Non-Adjacent Cells in Excel

**Note: For help with this example, see the image to the right.
**

1. Click on the first cell you want to select with the mouse pointer to make it the active cell. 2. Press and hold down the Ctrl key on the keyboard. 3. Click on the rest of the cells you want to select Without releasing the Ctrl key. 4. Once all the desired cells are selected, release the Ctrl key. 5. Do Not click anywhere else with the mouse pointer once you release the Ctrl key or you will clear the highlight from the selected cells. 6. If you release the Ctrl key too soon and wish to highlight more cells, simply press and hold down the Ctrl key again and then click on the additional cell(s).

**Adding the Current Date in Excel
**

An Excel Keyboard Shortcut

**Keyboard Shortcut - Enter the Current Date
**

Adding the Current Date using a Keyboard Shortcut 1. Click on the cell where you want the date to go.

2. Press and hold down the Ctrl key on the keyboard.

3. Press and release the semi colon key ( ; ) on the keyboard without releasing the Ctrl key.

4. Release the Ctrl key.

5. The current date should be added to the worksheet in cell E2.

6. Press and release the ENTER key on the keyboard to complete the entry of the date into the cell.

Note: This keyboard shortcut does not use a function such as the TODAY( ) function to add the date to the spreadsheet.

**Excel 2007 TODAY Function
**

Add Today's Date to an Excel Spreadsheet

The TODAY function, one of Excel's date and time functions, is used to add today's date to a spreadsheet. The syntax for the TODAY function is: =TODAY( ) Note: The TODAY function takes no arguments. Example Using Excel's TODAY Function: Note: For help with this example, see the image above. 1. Click on cell D1 - the location where the results will be displayed. 2. Click on the Formulas tab.

3. Choose Date & Time from the ribbon to open the function drop down list. 4. Click on TODAY in the list to bring up the function's dialog box. 5. Click OK. 6. Today's date should appear in cell D1. 7. When you click on cell D1 the complete function =TODAY( ) appears in the formula bar above the worksheet.

**How to Add in Excel
**

Adding Numbers in Excel To add two or more numbers in Excel you need to create a formula. Two important points to remember about Excel formulas:

y y

formulas in Excel always begin with the equal sign ( = ) the equal sign always goes in the cell where you want the answer to go

Use Cell References in Formulas Even though you can use numbers directly in a formula, it is much better to use the references or addresses of the cells containing the numbers you want to add. If you use the cell references rather than the actual data, later, if you need to change the data in either cell, the results of the formula will update automatically without you having to rewrite the formula. Setting Up the Addition Formula As an example, lets create a formula in cell C1 that will add the contents of cell B1 from cell A1. Our formula: =A1 + B1 Our data:

y y

place the number 20 in cell A1 place the number 10 in cell B1

Formula Steps To add 10 to 20 and have the answer appear in cell C1: 1. Type an equal sign in cell C1.

2. 3. 4. 5. 6. 7.

Click on cell A1 with the mouse pointer. Type the plus sign ( ) in cell C1. Click on cell B1 with the mouse pointer. Press the ENTER key on the keyboard. The answer 30 should be present in cell C1. Even though you see the answer in cell C1, if you click on that cell you will see our formula in the formula bar above the work area.

To expand your formula to include additional operations - such as subtraction, multiplication, or more additions- just continue to add the correct mathematical operator followed by the cell reference containing your data. Note: Before you mix different mathematical operations, be sure you understand the order of operations that Excel follows when evaluating a formula.

How to Subtract in Excel

**How to Subtract in Excel
**

Subtracting Numbers in Excel

Related article: Subtract Dates in Excel. To subtract two or more numbers in Excel you need to create a formula. Two important points to remember about Excel formulas:

1. Formulas in Excel always begin with the equal sign ( = ).

2. The equal sign is always typed into the cell where you want the answer to appear.

Use Cell References in Formulas

Even though you can use numbers directly in a formula, it is much better to use the cell references of the numbers you want to subtract. If you use the cell references rather than the actual data, later, if you need to change the data in either cell, the results of the formula will update automatically without you having to rewrite the formula.

Setting Up the Subtraction Formula

As an example, let's create a formula in cell E3 that will subtract the contents of cell E2 from cell E1. Note: For help with these instructions, see the image above. Our formula:

= E1 - E2

Our data:

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type the number 20 in cell E1 and press the ENTER key on the keyboard. type the number 10 in cell E2 and press the ENTER key on the keyboard.

Formula Steps

**To subtract 10 from 20 and have the answer appear in cell E3:
**

1. Click on cell E3 with the mouse pointer to make it the active cell 2. Type the equal sign ( = ) in cell E3 to begin the formula.

3. Click on cell E1 with the mouse pointer to add that cell reference to the formula after the equal sign.

4. Type a minus sign ( - ) in cell after the cell reference E1.

5. Click on cell E2 with the mouse pointer to add that cell reference to the formula after the minus sign.

6. Press the ENTER key on the keyboard.

7. The answer 10 should be present in cell E3.

8. Even though you see the answer in cell E3, if you click on that cell you will see our formula in the formula bar above the work area.

9. To test the value of using cell references in a formula, change the number in cell E2 from 10 to 5 and press the ENTER key on the keyboard.

10. The answer in cell E3 should automatically update to 15 to reflect the change in data in cell E2.

To expand your formula to include additional operations - such as addition, multiplication, or more subtractions - just continue to add the correct mathematical operator followed by the cell reference containing your data. Note: Before you mix different mathematical operations, be sure you understand the order of operations that Excel follows when evaluating a formula.

How to Multiply in Excel

Multiplying Numbers in Excel Multiplying Numbers in Excel

Note: For help with this example, see the image to the right. To multiply two or more numbers in Excel you need to create a formula. Important points to remember about Excel formulas:

y y y

formulas in Excel always begin with the equal sign ( = ) the equal sign always goes in the cell where you want the answer to go the multiplication sign in Excel is the asterisk ( * )

Use Cell References in Formulas Even though you can use numbers directly in a formula, it is much better to use the references or addresses of the cells containing the numbers you want to add. By using cell references rather than the actual data in your formula, later, if you need to change your data, the results of the formula will update automatically without you having to rewrite the formula. Setting Up the Multiplication Formula As an example, lets create a formula in cell C1 that will multiply the contents of cell B1 from cell A1. Our formula: = D1 * D2 Our data:

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type the number 20 in cell D1 type the number 10 in cell D2

Formula Steps To multiply 10 to 20 and have the answer appear in cell E1: 1. 2. 3. 4. 5. 6. 7. Type an equal sign in cell E1. Click on cell D1 with the mouse pointer. Type an asterisk sign ( * ) in cell E1. Click on cell D2 with the mouse pointer. Press the ENTER key on the keyboard. The answer 200 should be present in cell E1. Even though you see the answer in cell E1, if you click on that cell you will see our formula in the formula bar above the work area.

To expand your formula to include additional operations - such as subtraction or addition - just continue to add the correct mathematical operator followed by the cell reference containing your data.

Note: Before you mix different mathematical operations, be sure you understand the order of operations that Excel follows when evaluating a formula.

**How to Divide in Excel
**

By Ted French, About.com Guide

Excel Division To divide two numbers in Excel you need to create a formula. Important points to remember about Excel formulas:

y y y

formulas in Excel always begin with the equal sign ( = ) the equal sign always goes in the cell where you want the answer to go the division symbol is the forward slash ( / )

Use Cell References in Formulas Even though you can use numbers directly in your division formula, it is much better to use the references or addresses of the cells containing your data. If you use the cell references rather than the actual data, later, if you need to change the data in either cell, the results of the formula will update automatically without you having to rewrite the formula. Setting Up the Division Formula As an example, lets create a formula in cell E1 that will divide the contents of cell C1 by cell D1. Our formula: =C1 / D1 Our data:

y y

place the number 20 in cell C1 place the number 10 in cell D1

Division Formula Steps To divide 20 by 10 and have the answer appear in cell E1: 1. 2. 3. 4. 5. 6. 7. Type an equal sign in cell E1. Click on cell C1 with the mouse pointer. Type the division sign ( / ) in cell E1. Click on cell D1 with the mouse pointer. Press the ENTER key on the keyboard. The answer 2 should be present in cell E1. Even though you see the answer in cell E1, if you click on that cell you will see our formula in the formula bar above the work area.

To expand your formula to include additional operations - such as subtraction or addition - just continue to add the correct mathematical operator followed by the cell reference containing your data. Note: Before you mix different mathematical operations, be sure you understand the order of operations that Excel follows when evaluating a formula.

**Excel 2007 Formulas Step by Step Tutorial
**

By Ted French, About.com Guide

Excel 2007 Step by Step Formula Tutorial

Basic Excel 2007 Formula Tutorial

Basic Excel 2007 Formula Tutorial: Step 1 of 3

Basic Excel 2007 Formula Tutorial

Basic Excel 2007 Formula Tutorial: Step 1 of 3 The following example creates a basic formula. The steps used to create this basic formula are the same ones to follow when writing more complex formulas. The formula will add the numbers 3 + 2. The final formula will look like this: = E1 + E2 Step 1: Entering the data Note: For help with this tutorial refer to the image above. 1. Type a 3 in cell E1 and press the ENTER key on the keyboard. 2. Type a 2 in cell E2 and press the ENTER key on the keyboard.

asic Excel 2007 Formula Tutorial: Step 2 of 3

Basic Excel 2007 Formula Tutorial © Ted French Basic Excel 2007 Formula Tutorial: Step 2 of 3 When creating formulas in Microsoft Excel, you ALWAYS start by typing the equal sign. You type it in the cell where you want the answer to appear. Note: For help with this example refer to the image above.

1. Click on cell E3 (outlined in black in the image) with your mouse pointer. 2. Type the equal sign ( = ) in cell E3.

asic Excel 2007 Formula Tutorial: Step 3 of 3

Basic Excel 2007 Formula Tutorial Basic Excel 2007 Formula Tutorial: Step 3 of 3 Following the equal sign, we add in the cell references of the cells containing our data. By using the cell references of our data in the formula, the formula will automatically update the answer if the data in cells E1 and E2 changes. The best way of adding cell references is by using the Excel feature called pointing. Pointing allows you to click with your mouse on the cell containing your data to add its cell reference to the formula.

After the equal sign added in step 2 1. Click on cell E1 with the mouse pointer to enter the cell reference into the formula. 2. Type a plus ( + ) sign. 3. Click on cell E2 with the mouse pointer to enter the cell reference into the formula. 4. Press the ENTER key on the keyboard. 5. The answer 5 should appear in cell E3. 6. Click on cell E3. The formula = E1 + E2 is shown in the formula bar above the worksheet.

Mathematical Operators in Excel Formulas

The mathematical operator keys on the number pad are used to create Excel Formulas. Mathematical Operators Creating formulas in Microsoft Excel is not difficult. Just combine the cell references of your data with the correct mathematical operator. The mathematical operators used in Excel formulas are similar to the ones used in math class.

y y y y y y

Subtraction - minus sign ( - ) Addition - plus sign ( + ) Division - forward slash ( / ) Multiplication - asterisk ( * ) Exponentiation - caret ( ^ )

Excel Order of Operations

y y y y y

y y

Basic Excel 2007 Formula Tutorial © Ted French Excel Order of Operations If more than one operator is used in a formula, there is a specific order that Excel will follow to perform these mathematical operations. This order of operations can be changed by adding brackets to the equation. An easy way to remember the order of operations is to use the acronym: BEDMAS The Order of Operations is:

y

y y y

y

Brackets Exponents Division Multiplication Addition Subtraction How the Order of Operations Works Any operation(s) contained in brackets will be carried out first followed by any exponents. After that, Excel considers division or multiplication operations to be of equal importance, and carries out these operations in the order they occur left to right in the equation. The same goes for the next two operations ± addition and subtraction. They are considered equal in the order of operations. Which ever one appears first in an equation, either addition or subtraction, is the operation carried out first.

**Excel 2007 NOW Function
**

Add Today's Date and/or Time to an Excel Spreadsheet

Excel 2007 NOW Function The NOW function, one of Excel's date and time functions, is used to add the current time and date to a spreadsheet. The syntax for the NOW function is: = NOW ( ) Note: The NOW function takes no arguments. Example Using Excel's NOW Function: Note: For help with this example, see the image to the right.

1. Click on cell D1 - the location where the results will be displayed. 2. Click on the Formulas tab. 3. Choose Date & Time from the ribbon to open the function drop down list. 4. Click on NOW in the list to bring up the function's dialog box. 5. 6. Click OK. 7. The current time and date should appear in cell D1. 8. When you click on cell D1 the complete function = NOW ( ) appears in the formula bar above the worksheet.

**SUM and AutoSUM Step by Step Tutorial
**

By Ted French, About.com Guide

Functions Tutorial - Overview

Using Excel's SUM Function and AutoSUM Feature

Using Excel's SUM and Auto SUM Functions

In this tutorial we will add up several columns and rows of data in our spreadsheet using the SUM function and the Auto SUM button on the standard toolbar in Excel.

**basic Calculations in Excel Spreadsheets Basic Excel 2007 Spreadsheet Tutorial
**

Excel 2007 Step by Step Tutorial

Entering Data into Excel 2007

Excel 2007 Spreadsheet Tutorial

Entering Data into Excel 2007

Note: For help on these steps, refer to the image above. Entering data into a spreadsheet is always a three step process. These steps are:

1. Click on the cell where you want the data to go. 2. Type your data into the cell. 3. Press the ENTER key on the keyboard or click on another cell with the mouse.

For this tutorial To follow this tutorial, enter the data listed below into a blank spreadsheet using the following steps:

1. Open a blank Excel spreadsheet file. 2. Select the cell indicated by the cell reference provided. 3. Type the corresponding data into the selected cell. 4. Press the Enter key on the keyboard or click on the next cell in the list with the mouse.

Cell Data A2 - Deduction Calculations for Employees A8 - Last Name A9 - Smith B. A10 - Wilson C. A11 - Thompson J. A12 - James D.

B4 - Date: B6 - Deduction Rate: B8 - Gross Salary B9 - 45789

B10 - 41245 B11 - 39876 B12 - 43211

C6 - .06 C8 - Deduction D8 - Net Salary

Widening Columns in Excel 2007

**Excel 2007 Step by Step Spreadsheet Tutorial
**

Widening Columns in Excel 2007

Note: For help on these steps, refer to the image above. After entering the data you will probably find that several words, such as Deductions, are too wide for a cell. To correct this so that the entire word is visible:

1. Place the mouse pointer on the line between columns C and D in the column header. 2. The pointer will change to a double - headed arrow.

3. Click with the left mouse button and drag the double - headed arrow to the right to widen column C. 4. Widen other columns to show data as needed.

Adding the Date and a Range Name

**Using a Date Function in Excel 20007
**

Adding the Date in Excel 2007

Note: For help on these steps, refer to the image above. It is normal to add the date to a spreadsheet. Built into Excel 2007 are a number of DATE functions that can be used to do this. In this tutorial we will use the TODAY function.

1. Click on cell C4. 2. Click on the Formulas tab. 3. Click on the Date & Time option on the ribbon to open the list of date functions. 4. Click on the Today function. 5. Click OK on the Functions Arguments dialog box. 6. Today's date should be added to the spreadsheet Adding a Range Name in Excel 2007 1. Select cell C6 in the spreadsheet. 2. Click on the Name Box. 3. Type "rate" (no quotes) in the Name Box.

4. Cell C6 now has the name of "rate". We will use the name to simplify creating formulas in the next step.

Adding Formulas in Excel 2007

**The Fill Handle in Excel 2007
**

Writing the employee deductions formula

**Note: For help on these steps, refer to the image above.
**

1. Click on cell C9. 2. Type in the formula = B9 * rate and press the Enter key on the keyboard. Writing the net salary formula 1. Click on cell D9. 2. Type in the formula = B9 - C9 and press the Enter key on the keyboard.

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Additional formula information: Excel 2007 Formulas Step by Step Tutorial

Copying the formulas in cells C9 and D9 to other cells 1. Click on cell C9 again. 2. Move the mouse pointer over the fill handle (a small black dot) in the bottom right corner of the active cell. 3. When the pointer changes to a black "plus sign", click and hold down the left mouse button and drag the fill handle down to cell C12. 4. Click on cell D9.

5. Repeat steps 2 and 3 and drag the fill handle down to cell D12.

Excel 2007 Formatting - Applying Styles

**Applying Formatting in Excel 2007
**

Excel 2007 Formatting - applying styles

**Note: For help on these steps, refer to the image above.
**

1. Drag select cells A2 to D2. 2. Click on the Home tab. 3. Click on the Cell Styles option on the ribbon to open the cell styles option menu. 4. Choose the blue Accent1 option in the bottom left part of the menu box to change the background color of cells A2 - D2 to dark blue and the text in these cells to white. 5. Drag select cells A8 to D8. 6. Repeat steps 2 - 4 above.

Excel 2007 Formatting - Changing Data Alignment

Alignment Formatting in Excel 2007

Excel 2007 Formatting - Changing Data Alignment

**Note: For help on these steps, refer to the image above.
**

1. Drag select cells A2 - D2. 2. Click on the Home tab. 3. Click on the Merge and Center option in the Alignment section of the ribbon to center the title. 4. Drag select cells B4 - B6. 5. Click on the Align text right option on the ribbon to right align the data in these cells. 6. Drag select cells A9 - A12. 7. Click on the Align text right option on the ribbon to right align the data in these cells. 8. Drag select cells A8 - D8. 9. Click on the Center option on the ribbon to center the data in these cells. 10. Drag select cells B9 - D12. 11. Click on the Center option on the ribbon to center the data in these cells.

Excel 2007 Formatting - Number Formatting

**Font Formatting in Excel 2007
**

Excel 2007 Formatting - number formatting

Note: For help on these steps, refer to the image above.

Number formatting refers to the addition of currency symbols, decimal markers, percent signs, and other symbols that help to identify the type of data present in a cell and to make it easier to read. In this step we add percent signs and currency symbols to our data. Adding the percent symbol

1. Select cell C6. 2. Click on the Home tab. 3. Click on the Percent style option on the ribbon. 4. The data in cell C6 should now read as 6%.

**Adding the currency symbol
**

1. Drag select cells B9 - D12. 2. Click on the General option on the ribbon to open the Number Format drop down list. 3. Select Currency from the list. 4. The data in cells B9 - D12 should now show the dollar symbol ( $ ) and two decimal places.

Excel 2007 Formatting - Changing Font Color

**Number Formatting in Excel 2007
**

Excel 2007 Formatting - Changing font color

**Note: For help on these steps, refer to the image above.
**

1. Drag select cells B4 - C6 on the spreadsheet. 2. Click on the Home tab.

3. Click on the Font color option on the ribbon to open the font color drop down list. 4. Choose Dark Blue, Text 2 to change the color of the data in these cells to dark blue. 5. Drag select cells A9 - D12 on the spreadsheet. 6. Repeat steps 3 and 4 above. 7. At this point, if you have followed all the steps of this tutorial correctly, your spreadsheet should resemble the spreadsheet pictured in Step 1 of this tutorial.

**Parts of the Excel 2007 Screen
**

Excel 2007

**Apply Percent Formatting
**

An Excel Keyboard Shortcut

Applying percent formatting using a keyboard shortcut This Excel tip covers applying Percent formatting to selected cells in an Excel spreadsheet using a keyboard shortcut. The key combination that can be used to apply currency formatting to data is:

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Ctrl + Shift + 5

Example of How to Apply Percent Formatting using a Keyboard Shortcut Note: For help with this example, see the image to the right. 1. Add the following data to cells A1 to B2: .98, -.34, 1.23, .03 2. Drag select cells A1 to B2 to highlight them. 3. Press and hold down the Ctrl and Shift keys on the keyboard. 4. Press and release the number five key ( 5 ) on the keyboard without releasing the Ctrl and Shift keys. 5. In cells A1 to B2 the data should be converted to a percent with the percent sign ( % ) added to the data.

**Hide Columns in Excel
**

An Excel Keyboard Shortcut

Hiding Columns in Excel Using a Keyboard Shortcut Example of How to Hide Columns using a Keyboard Shortcut Note: For help with this example, see the image to the right. 1. Enter the following data into cells D1 to F1: January, February, March. 2. Click on cell E1 with the mouse to highlight it. 3. Press and hold down the Ctrl key on the keyboard. 4. Press and release the zero " 0 " key without releasing the Ctrl key. 5. Column E should now be hidden from view - along with the data (February) it contains in cell E1. Note: The data in E1 has not been deleted. It can still be referenced in such things as formulas and charts even though it has been hidden.

**Unhide Columns in Excel
**

An Excel Keyboard Shortcut

Example of How to Unhide Columns using a Keyboard Shortcut

Note: For help with this example, see the image to the right. 1. Before you can unhide columns, it is necessary to hide columns in Excel. 2. Once you have hidden one or more columns, drag select the columns on either side of the hidden column(s). 3. Press and hold down the Ctrl and the Shift keys on the keyboard. 4. Press and release the zero key ( 0 ) on the keyboard without releasing the Ctrl and Shift keys. 5. The hidden column(s) will reappear in the spreadsheet.

**Formatting the Date
**

An Excel Keyboard Shortcut

Applying the Date Format Using a Keyboard Shortcut \Formatting the Date using a Keyboard Shortcut 1. Add the desired date to a cell in an Excel spreadsheet. 2. Click on the cell to make it the active cell. 3. Press and hold down the Ctrl and Shift keys on the keyboard. 4. Press and release the number sign key ( # ) on the keyboard without releasing the Ctrl and Shift keys. 5. The date in the active cell will be formatted in the day, month, year format.

**Add Borders in Excel
**

An Excel Keyboard Shortcut

Add Borders to Cells Using a Keyboard Shortcut This Excel tip covers how to add a border to selected cells in an Excel spreadsheet using a keyboard shortcut. Related article: Adding/Formatting Borders in Excel 2007. Example of How to Add Borders using a Keyboard Shortcut Note: For help with this example, see the image to the right. 1. Enter the numbers 1 to 9 into cells D2 to F9. 2. Drag select cells D2 to F9 to highlight them. 3. Press and hold down the Ctrl and the Shift keys on the keyboard. 4. Press and release the number seven key ( 7 ) on the keyboard without releasing the Ctrl and Shift keys. 5. Cells D2 to F9 should be surrounded by a black border.

**Excel 2007 Pie Chart / Pie Graph Tutorial
**

Create a Pie Chart / Pie Graph in Excel 2007

Excel 2007 Pie Chart / Pie Graph Tutorial Related article: Excel 2003 Pie Chart Tutorial. One change to creating a pie chart or pie graph in Excel 2007 is that the Chart Wizard is no longer available. It has been replaced by chart options listed under the Insert ribbon. This tutorial walks you through creating and formatting a pie chart using many of the common features available in Excel 2007.

Entering the Chart Data

**Excel 2007 Pie Chart
**

Enter the Chart Data

The first step in creating a pie chart is to enter the data into the worksheet. When entering the data, keep these rules in mind:

1. Don't leave blank rows or columns when entering your data. 2. Enter your data in columns.

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Note: When laying out your spreadsheet, list the names describing the data in one column and, to the right of that, the data itself.

3. A pie chart is a percentage chart, so only one series of data will be used in the chart. If there is more than one column of data, try to list the data to be used in the chart next to the column containing the list of names in order to simplify creating the chart.

Select the Pie Chart Data

**Excel 2007 Pie Chart
**

Two Options for Selecting the Chart Data

**Using the mouse
**

1. Drag select with the mouse button to highlight the cells containing the data to be included in the pie chart.

**Using the keyboard
**

1. Click on the top left of the pie charts's data. 2. Hold down the SHIFT key on the keyboard. 3. Use the arrow keys on the keyboard to select the data to be included in the pie chart.

Note: Be sure to select any column and row titles that you want included in the chart. For this tutorial

1. Highlight the block of cells from A2 to B5, which includes the row headings.

Selecting a Pie Chart Type

Selecting a Pie Chart Type

**Note: For help with these instructions, see the image example above.
**

1. Click on the Insert ribbon tab. 2. Click on a chart category to open the drop down list of available chart types. (Hovering your mouse pointer over a chart type will bring up a description of the chart type). 3. Click on a chart type to select it.

**For this tutorial
**

1. Choose Insert > Pie > Pie in 3-d. 2. A basic pie chart is created and placed on your worksheet. The following pages cover formatting this chart to match the pie chart shown in Step 1 of this tutorial.

**Excel 2007 Pie Chart / Pie Graph Tutorial
**

The Basic Pie Chart

Excel 2007 Pie Chart © Ted French

Formatting the Pie Chart - 1

**Excel 2007 Pie Chart
**

Formatting the Pie Chart - 1

Note: For help with these instructions, see the image example above. When you click on a chart, three tabs - the Design, Layout, and Format tabs are added to the ribbon under the title of Chart Tools. Choosing a style for the Pie chart

1. Click on the pie chart. 2. Click on the Design tab. 3. Choose Style 6 of the Chart Styles . Return to the format options list

Exploding a piece of the pie chart

Note: Exploding a piece of pie out from the rest of the chart is done to emphasize that section.

1. Click once on the pie chart to highlight it. 2. Click once on the Peanut Butter slice of the pie chart to select just that piece of the chart. 3. Click and drag the Peanut Butter slice out from the pie chart to explode it.

Formatting the Pie Chart - 1

Formatting the Pie Chart - 1

Note: For help with these instructions, see the image example above. When you click on a chart, three tabs - the Design, Layout, and Format tabs are added to the ribbon under the title of Chart Tools. Choosing a style for the Pie chart

1. Click on the pie chart. 2. Click on the Design tab. 3. Choose Style 6 of the Chart Styles . Return to the format options list

Exploding a piece of the pie chart Note: Exploding a piece of pie out from the rest of the chart is done to emphasize that section.

1. Click once on the pie chart to highlight it. 2. Click once on the Peanut Butter slice of the pie chart to select just that piece of the chart. 3. Click and drag the Peanut Butter slice out from the pie chart to explode it.

Formatting the Pie Chart - 2

**Excel 2007 Pie Chart
**

Formatting the Pie Chart - 2

Note: For help with these instructions, see the image example above. Adding a title to the chart

1. Click on the Layout tab. 2. Click on Chart Title under the Labels section. 3. Select the third option - Above Chart. 4. Type in the title "The Cookie Shop 2003 Revenue from Sales" . Return to the format options list

**Remove the legend
**

1. Choose Layout > Legend > None. Return to the format options list

**Adding data labels to the chart
**

1. Choose Layout > Data Labels > Best Fit to add data labels. 2. Choose Layout > Data Labels > More Data Label Options to bring up the Format Data Labels dialog box. 3. Remove the check marks from Value and Show Leader Lines under Label Options in the right hand window. 4. Check off Category Name and Percentage under Label Options in the right hand window.

Formatting the Pie Chart - 2

**Excel 2007 Pie Chart
**

© Ted French Formatting the Pie Chart - 2

Note: For help with these instructions, see the image example above. Adding a title to the chart

1. Click on the Layout tab. 2. Click on Chart Title under the Labels section. 3. Select the third option - Above Chart. 4. Type in the title "The Cookie Shop 2003 Revenue from Sales" . Return to the format options list

**Remove the legend
**

1. Choose Layout > Legend > None. Return to the format options list

**Adding data labels to the chart
**

1. Choose Layout > Data Labels > Best Fit to add data labels. 2. Choose Layout > Data Labels > More Data Label Options to bring up the Format Data Labels dialog box. 3. Remove the check marks from Value and Show Leader Lines under Label Options in the right hand window.

4. Check off Category Name and Percentage under Label Options in the right hand window.

Formatting the Pie Chart - 3

**Excel 2007 Pie Chart
**

© Ted French Formatting the Pie Chart - 3

Note: For help with these instructions, see the image example above. Adding a drop shadow to the title

1. Drag select the chart title. 2. Click on the Format ribbon tab. 3. Choose Text Effects > Shadow > Offset Right. Return to the format options list

**Coloring the chart background
**

1. Click on the chart background. 2. Click on the Format ribbon tab. 3. Choose Shape Fill > Gradient > Theme Colors > Purple, Accent 4, Lighter 80%. 4. Click on the Shape Fill > Gradient > From Center option.

Formatting the Pie Chart - 3

**Excel 2007 Pie Chart
**

© Ted French Formatting the Pie Chart - 3

Note: For help with these instructions, see the image example above. Adding a drop shadow to the title

1. Drag select the chart title. 2. Click on the Format ribbon tab. 3. Choose Text Effects > Shadow > Offset Right. Return to the format options list

**Coloring the chart background
**

1. Click on the chart background. 2. Click on the Format ribbon tab. 3. Choose Shape Fill > Gradient > Theme Colors > Purple, Accent 4, Lighter 80%. 4. Click on the Shape Fill > Gradient > From Center option. Return to the format options list

**Beveling the chart edge
**

1. Click on the chart background. 2. Click on the Format ribbon tab.

3. Choose Shape Effects > Bevel > Divot.

Formatting the Column Chart - 3

**Excel 2007 Column Chart
**

© Ted French Formatting the Column Chart - 3

Note: For help with these instructions, see the image example above. Coloring the chart floor

1. Click on the chart background to select it. 2. Click on the Layout ribbon tab. 3. Choose Chart Elements > Floor to select the floor area of the chart. 4. Click on Format Selection to bring up the Format Floor dialog box. 5. Choose Fill > Solid Fill to add a blue color to the floor. 6. Click Close. Return to the format options list

**Hiding the vertical axis
**

1. Choose Chart Elements > Vertical (Value) Axis to select the chart's vertical axis. 2. Click on Format Selection to bring up the Format Axis dialog box.

3. Choose Line Color > No Line. 4. Click Close. Return to the format options list

**Applying 3-d rotation to the chart
**

1. Choose Chart Elements > Chart Area to select the chart. 2. Click on Format Selection to bring up the Format Chart Area dialog box. 3. Choose 3-D Rotation in the left hand window. 4. In the right hand window, set the rotation to: o X - 50 o Y - 20 Your chart should, at this point, match the column chart shown in Step 1 of this tutorial.

Formatting the Column Chart - 3

**Excel 2007 Column Chart
**

© Ted French Formatting the Column Chart - 3

Note: For help with these instructions, see the image example above. Coloring the chart floor

1. Click on the chart background to select it.

2. Click on the Layout ribbon tab. 3. Choose Chart Elements > Floor to select the floor area of the chart. 4. Click on Format Selection to bring up the Format Floor dialog box. 5. Choose Fill > Solid Fill to add a blue color to the floor. 6. Click Close. Return to the format options list

**Hiding the vertical axis
**

1. Choose Chart Elements > Vertical (Value) Axis to select the chart's vertical axis. 2. Click on Format Selection to bring up the Format Axis dialog box. 3. Choose Line Color > No Line. 4. Click Close. Return to the format options list

**Applying 3-d rotation to the chart
**

1. Choose Chart Elements > Chart Area to select the chart. 2. Click on Format Selection to bring up the Format Chart Area dialog box. 3. Choose 3-D Rotation in the left hand window. 4. In the right hand window, set the rotation to: o X - 50 o Y - 20

Your chart should, at this point, match the column chart shown in Step 1 of this tutorial.

**Excel 2007 Standard Deviation (STDEV) Function
**

Calculate Standard Deviation in Excel

Excel's Standard Deviation Function The standard deviation is a statistical tool that tells you roughly how far, on average, each number in your list of data varies from the average value of the list itself. Since standard deviation and average are so closely linked, the step by step example for this tutorial includes how to find the average value as well as the standard deviation for a list of numbers. Related article: Excel 2007 AVERAGE Function The syntax for the Standard Deviation function is: = STDEV ( Number1, Number2, ... Number255) Number1, Number2, ... Number255 can be numbers or cell references to a list of data. Up to 255 arguments can be entered.

Example Using Excel's STANDARD DEVIATION and AVERAGE Functions:

**Note: For help with this example, see the image above.
**

1. Enter the following data into cells E1 to E6: 11, 12, 13, 14, 15, 16. 2. In cell D7 enter the heading Average: and in cell D8 Std Dev: Calculating the Average Value 1. Click on cell C7 - the location where the AVERAGE function will be entered. 2. Click on the Formulas tab. 3. Choose More Functions > Statistical from the ribbon to open the function drop down list. 4. Click on AVERAGE in the list to bring up the function's dialog box. 5. Drag select cells E1 to E6 in the spreadsheet to enter the range into the dialog box.

6. Click OK. 7. The answer 13.5, which is the average value for the data in cells E1 to E6, should appear in cell E7. Calculating the Standard Deviation 1. Click on cell E8 - the location where the STDEV function (standard deviation) will be entered. 2. Click on the Formulas tab. 3. Choose More Functions > Statistical from the ribbon to open the function drop down list. 4. Click on STDEV in the list to bring up the function's dialog box. 5. Drag select cells E1 to E6 in the spreadsheet to enter the range into the dialog box. 6. Click OK. 7. The answer 1.870828693 should appear in cell E7. 8. This number (approximately 1.87) represents the standard deviation of each number in the list from the average value of 13.5. 9. When you click on cell E8 the complete function = STDEV ( E1:E6 ) appears in the formula bar above the worksheet.

Data for the Excel 2007 Nested IF Function Step by Step Tutorial

Nested IF Function in Excel Note: - This article gives instructions for copying the sample data shown below into an Excel worksheet. The data accompanies the Excel 2007 Nested IF Function Step by Step Tutorial.

1. Drag select the data in the table below to highlight all of it. Be sure to select the entire table including the empty cells in the bottom right corner.

2. Choose Edit > Copy from the menu in your web browser. 3. Open Excel 2007. 4. Click on cell D1 in the worksheet to make it the active cell. 5. Click on the Home tab. 6. Click on the down arrow below the Paste button on the ribbon to open the drop down menu. 7. Choose Paste Special from the menu to open the Paste Special dialog box. 8. Choose Paste as Text from the options in the dialog box. 9. Your may have to widen columns in order to see all of the data.

Each piece of data should be pasted into a separate cell in the worksheet. The data should fill the range D1 to F6. If your data does not end up in cells D1 to F6 it probably means you didn't use Paste Special correctly. Use Excel's Undo feature to remove the data and then try steps 4 to 8 above again.

Tutorial Data for the Excel 2007 IF Function Step by Step Tutorial Deduction Calculations For Employees Deduction Rate <$30,000: 6%

$30,000 to $49,999: 8% >=$50,000: Name Smith B. Wilson C. Thompson J. James R. Ramirez A. 10% Salary $45,987 $23,412 $67,265 $27,354 $34,678 Deduction

**Excel HLOOKUP Tutorial List
**

Step by Step Tutorials for using HLOOKUP in Excel

Excel's HLOOKUP function, which stands for horizontal lookup, can help you find specific information in large data tables such as an inventory list of parts or a large membership contact list.

This tutorial list includes step by step examples of how to use HLOOKUP to return fields of data from an Excel database.

How to Use HLOOKUP in Excel 2007

Excel HLOOKUP Function This tutorial covers how to setup and use the Excel HLOOKUP function in Excel 2007 to retrieve data from a database. The tutorial includes a step by step example including screen shots of how to use HLOOKUP in Excel 2007.

Text version - Excel 2007 HLOOKUP Function

Excel HLOOKUP Function This text only tutorial covers how to setup and use the Excel HLOOKUP function in Excel 2007 to retrieve data from a database. The tutorial includes a step by step example of how to use HLOOKUP in Excel 2007.

**How to Use HLOOKUP in Excel 2007
**

How to Use the HLOOKUP Function

How to Use HLOOKUP in Excel

Entering the Tutorial Data

**How to Use HLOOKUP in Excel
**

Enter the Tutorial Data

**When entering the data into an Excel worksheet, there are some general rules to follow:
**

1. Whenever possible, don't leave blank rows or columns when entering your data. o Leaving blank rows and columns in data tables can make it difficult to use a number of Excel's functions - including HLOOKUP.

2. Enter your data in rows. o When laying out your worksheet, list the names describing the data in the first row of the table and, to the beneath that, the data itself.

o

If there is more than one data series, list them one after the other in rows with the title for each data series in the first cell at the left.

For this tutorial

Note: For help with these instructions, see the image above.

1. Enter the data as seen in the image above into cells D4 to I5. o The first row of data (row 4) contains the part names. The second row (row 5) the price of each part.

**How to Use HLOOKUP in Excel 2007
**

Starting the HLOOKUP Function

**How to Use HLOOKUP in Excel
**

Adding Headings for the HLOOKUP Function

Before starting the HLOOKUP function it is usually a good idea to add headings to the worksheet to show what data is being retrieved by HLOOKUP. For this tutorial enter the following headings into the cells indicated. The HLOOKUP function and the data it retrieves from the database will be located in cells to the right of these headings.

D1 - Part Name E1 - Price Opening the HLOOKUP Dialog Box

Although it is possible to just type the HLOOKUP function into a cell in a worksheet, many people find it easier to use the function's dialog box.

For this tutorial: 1. Click on cell E2 to make it the active cell. This is where we will start the HLOOKUP function.

2. Click on the Formulas tab.

3. Choose Lookup & Reference from the ribbon to open the function drop down list.

4. Click on HLOOKUP in the list to bring up the function's dialog box.

The data that we enter into the four blank rows in the dialog box will form the arguments of the HLOOKUP function. These arguments tell the function what information we are after and where it should search to find it.

**How to Use HLOOKUP in Excel 2007
**

The Lookup Value

**How to Use HLOOKUP in Excel
**

© Ted French The Lookup Value

The first argument is the Lookup_value. It tells HLOOKUP about which item in the database we are seeking information. The Lookup_value is located in the first row of the selected range. The information that HLOOKUP will return is always from the same column of the database as the Lookup_value. The Lookup_value can be a text string, a logical value (TRUE or FALSE only), a number, or a cell reference to a value.

For this tutorial

**Note: For help with these instructions, click on the image above.
**

1. Click on the Lookup_value line in the dialog box

2. Click on cell D2 to add this cell reference to the Lookup_value line. This is the cell where we will type the part name about which we are seeking information.

**How to Use HLOOKUP in Excel 2007
**

By Ted French, About.com Guide See More About:

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excel hlookup excel lookup and reference functions

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The Table Array

**How to Use HLOOKUP in Excel
**

© Ted French

The Table Array

The Table_array argument is the range of data that the HLOOKUP function searches to find your information. Note that this range does not need to include all rows or even the first row of a database. The Table_array must contain at least two rows of data though, with the first row containing the Lookup_value (see previous step). If you enter cell references for this argument it is a good idea to use absolute cell references. Absolute cell references are denoted in Excel by the dollar sign ( $ ). An example would be $E$4. If you don¶t use absolute references and you copy the HLOOKUP function to other cells, there is a chance you will get an error messages in the cells to which the function is copied.

For this tutorial

**Note: For help with these instructions, click on the image above.
**

1. Click on the Table_array line in the dialog box.

2. Drag select cells E4 to I5 in the spreadsheet to add this range to the Table_array line. This is the range of data that HLOOKUP will search.

3. Press the F4 key on the keyboard to make the range absolute ($E$4 : $I$5).

**How to Use HLOOKUP in Excel 2007
**

The Row Index Number

**How to Use HLOOKUP in Excel
**

© Ted French The Row Index Number

The row index number argument ( Row_index_num ) indicates which row of the Table_array contains the data you are after. For example:

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if you enter a 1 into the row index number, HLOOKUP returns a value from the first column in table_array;

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if the row index number is 2, it returns a value from the second row in table_array.

For this tutorial

**Note: For help with these instructions, click on the image above.
**

1. Click on the Row_index_num line in the dialog box

2. Type a 2 in this line to indicate that we want HLOOKUP to return information from the second row of the table array.

**How to Use HLOOKUP in Excel 2007
**

The Range Lookup

**How to Use HLOOKUP in Excel
**

© Ted French The Range Lookup Value

The Range_lookup argument is a logical value (TRUE or FALSE only) that indicates whether you want HLOOKUP to find an exact or an approximate match to the Lookup_value.

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If TRUE or if this argument is omitted, HLOOKUP will use an approximate match if it cannot find an exact match to the Lookup_value. If an exact match is not found, HLOOKUP returns the next largest value that is less than the Lookup_value. If FALSE, HLOOKUP will only use an exact match to the Lookup_value. If there are two or more values in the first column of Table_array that match the Lookup_value, the first value found is used. If an exact match is not found, a #N/A error is returned.

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For this tutorial

**Note: For help with these instructions, click on the image above.
**

1. Click on the Range_lookup line in the dialog box

2. Type the word False in this line to indicate that we want HLOOKUP to return an exact match for the data we are seeking.

3. Click OK to close dialog box.

4. If you have followed all the steps of this tutorial you should now have a complete HLOOKUP function in cell E2.

**How to Use HLOOKUP in Excel 2007
**

Using HLOOKUP to Retrieve Data

**How to Use HLOOKUP in Excel
**

© Ted French Using HLOOKUP to Retrieve Data

Once the HLOOKUP function has been completed it can be used to retrieve information from the database. To do so, type the name of the item you wish to retrieve into the Lookup_value cell and press the ENTER key on the keyboard. HLOOKUP uses the Row Index Number to determine which item of data should be shown in cell E2.

For this tutorial

**Note: For help with these instructions, see the image above.
**

1. Click on cell E1 in your spreadsheet.

2. Type Bolt into cell E1 and press the ENTER key on the keyboard.

3. The price of a bolt - $1.54 - should be displayed in cell E2. 4. Test the HLOOKUP function further by typing other parts names into cell E1 and comparing the data returned in cell E2 with the prices listed in cells E5 to I5.

Excel HLOOKUP Error Messages

**How to Use HLOOKUP in Excel
**

© Ted French Excel HLOOKUP Error Messages

**The following error messages are associated with HLOOKUP.
**

#N/A error :

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This error is displayed if the lookup value is not found in the first column of the table array.

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It will also be displayed if the range for the table array argument is inaccurate. If this argument includes empty rows above the table array.

#REF!:

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This error is displayed if the row index number argument is greater than the number of rows in table array. In the image above, the #REF! error occurs because the row index number is set to 3 while there are only two rows in the Table_array.

This completes the tutorial on creating and using the HLOOKUP function in Excel 2007.

Excel 2007 VLOOKUP Step by Step Tutorial

Excel 2007 VLOOKUP Function Tutorial

**Excel 2007's VLOOKUP Function
**

© Ted French Overview of Excel 2007 VLOOKUP Function

Related Tutorial: Text only version - Excel 2007 VLOOKUP Function Excel's VLOOKUP function, which stands for vertical lookup, can help you find specific information in large data tables such as an inventory list of parts or a large membership contact list. Following the steps in the tutorial topics below walk you through using the VLOOKUP function to find specific information in a spreadsheet table. Tutorial Topics

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Entering Tutorial Data

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Opening the VLOOKUP dialog box

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The Lookup Value

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The Table Array

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The Column Index Number

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The Range Lookup

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Using the VLOOKUP Function

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Excel VLOOKUP Error Messages

Entering the Tutorial Data

**Excel 2007's VLOOKUP Function
**

© Ted French Enter the Tutorial Data

Note: For help with these instructions, see the image above. When entering the data into an Excel worksheet, there are some general rules to follow:

1. Whenever possible, don't leave blank rows or columns when entering your data. o Leaving blank rows and columns in data tables can make it difficult to use a number of Excel's functions - including VLOOKUP.

2. Enter your data in columns when possible. o When laying out your worksheet, place a title describing the data at the top of the first column of the table with the data below.

o

If there is more than one data series, list them one after the other in columns (left to right) with the title for each data series at the top.

For this tutorial 1. Enter the data as seen in the image above into cells D4 to E10. o The first column of data (column D) contains the part names. The second column (column E) the price of each part.

The VLOOKUP Dialog Box

**Excel 2007's VLOOKUP Function
**

© Ted French The VLOOKUP Dialog Box

Note: For help with these instructions, see the image above. Although it is possible to just type the VLOOKUP function into the cell where you want it located, many people find it easier to use the function's dialog box.

For this tutorial: 1. Click on cell D1 and type the title Part Name.

2. Click on cell E1 and type the title Price. 3. Click on cell E2 - the location where the results - in this case, the price of a cog - will be displayed.

4. Click on the Formulas tab.

5. Choose Lookup & Reference from the ribbon to open the function drop down list.

6. Click on VLOOKUP in the list to bring up the function's dialog box.

The data that we enter into the four blank rows of the dialog box will form the arguments for the VLOOKUP function. These arguments tell the function what information we are after and where it should search to find it.

The Lookup Value

**Excel 2007's VLOOKUP Function
**

© Ted French The Lookup Value

Note: For help with these instructions, see the image above. The lookup value is located in the first column of the table of data. After specifying a subject in the first column, VLOOKUP will then allow you to search for specific information located in the same row as the subject.

The lookup value can be a text string, a logical value (TRUE or FALSE only), a number, or a cell reference to a value. It is a good idea to use an absolute cell reference for the lookup value. If you don¶t use an absolute reference and you copy the VLOOKUP function to other cells, there is a good chance you will get error messages in the cells the function is copied to.

For this tutorial 1. Click on the lookup_value line in the dialog box

2. Click on cell D2 to add this cell reference to the lookup_value line. This is the cell where we will type the part name about which we are seeking information. 3. Press the F4 key on the keyboard to make the cell reference absolute.

The Table Array

**Excel 2007's VLOOKUP Function
**

© Ted French The Table Array

Note: For help with these instructions, see the image above. The table array is the table of data that the function searches to find your information. The table array must contain at least two columns of data. The first column contains the lookup values (see previous step). These values can be text, numbers, or logical values.

On this line in the VLOOKUP dialog box enter the range of cells where the data is located.

It is a good idea to use an absolute cell reference for the table array. If you don¶t use an absolute reference and you copy the VLOOKUP function to other cells, there is a good chance you will get error messages in the cells the function is copied to.

For this tutorial 1. Click on the table_array line in the dialog box.

2. Drag select cells D5 to E10 in the spreadsheet to add this range to the table_array line. This is the range of data that VLOOKUP will search.

3. Press the F4 key on the keyboard to make the range absolute.

The Column Index Number

**Excel 2007's VLOOKUP Function
**

© Ted French The Column Index Number

Note: For help with these instructions, see the image above. The column index number indicates which column of the table array contains the data you are after. For example:

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if you enter a 1 into the column index number, VLOOKUP returns a value from the first column in table_array;

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if the column index number is 2, it returns a value from the second column in table_array.

For this tutorial 1. Click on the Col_index_num line in the dialog box

2. Type a 2 in this line to indicate that we want VLOOKUP to return information from the second column of the table array.

The Range Lookup

**Excel 2007's VLOOKUP Function
**

© Ted French The Range Lookup Value

Note: For help with these instructions, see the image above. The range lookup value is a logical value (TRUE or FALSE only) that indicates whether you want VLOOKUP to find an exact or an approximate match to the lookup value.

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If TRUE or if this argument is omitted, VLOOKUP will use an approximate match if it cannot find an exact match to the lookup_value. If an exact match is not found, VLOOKUP uses the next largest lookup value.

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If FALSE, VLOOKUP will only use an exact match to the lookup_value. If there are two or more values in the first column of table_array that match the lookup value, the first value found is used. If an exact match is not found, an #N/A error is returned.

For this tutorial 1. Click on the Range_lookup line in the dialog box

2. Type the word False in this line to indicate that we want VLOOKUP to return an exact match for the data we are seeking.

3. Click OK to close dialog box.

4. If you have followed all the steps of this tutorial you will have a complete VLOOKUP function in cell E2.

Using the VLOOKUP Function

**Excel 2007's VLOOKUP Function
**

© Ted French Using the VLOOKUP Function

Note: For help with these instructions, see the image above.

To use VLOOKUP to find the cost of different parts listed in the table array, type the name of a part into cell D2 and press the ENTER key on the keyboard. The price will be displayed in cell E2.

For this tutorial 1. Click on cell D2 in your spreadsheet.

2. Type Cog into cell D2 and press the ENTER key on the keyboard.

3. The value $20.21 - the price of a cog - should be displayed in cell E2 since we asked VLOOKUP to return the price of any part name entered into cell D2.

4. Type the name of other parts into cell D2 and their prices should be displayed in cell E2.

Excel VLOOKUP Error Messages

**Excel 2007's VLOOKUP Function
**

© Ted French Excel VLOOKUP Error Messages

The following error messages are associated with VLOOKUP.

#N/A error :

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This error is displayed if the lookup value is not found in the first column of the table array.

y

It will also be displayed if the range for the table array argument is inaccurate. If this argument includes empty columns on the left of the table array.

#REF!:

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This error is displayed if the column index number argument is greater than the number of columns in table array.

**Excel 2007 Step by Step Database Tutorial
**

Excel 2007 Database Overview

**Excel 2007 Database Tutorial
**

© Ted French Excel 2007 Database Files

Related article: Excel 2003 Step by Step Database Tutorial. At times, we need to keep track of information and a good place to this is in an Excel database file. Whether it is a personal list of phone numbers, a contact list for members of an organization

or team, or a collection of coins, cards, or books, an Excel database file makes it easy to enter, store, and find specific information. Excel has built it tools to help you keep track of data and to find specific information when you want it. As well, with its hundreds of columns and thousands of rows, an Excel spreadsheet can hold an enormous amount of data. The steps in this tutorial are:

1. Entering the Data - How data is stored 2. Entering Data Correctly - How to avoid common errors 3. Rows are Records - Organizing your data 4. Columns are Fields- Organizing your data (con't) 5. Creating the Table - Create the database 6. Using the Database Tools - Sorting and filtering data 7. Expanding the Database - Adding new records 8. Completing the Database Formatting - Formatting the title and cell color

Tables of data

**Excel 2007 Database Tutorial
**

© Ted French

Tables of data

Note: For help on these steps, refer to the image above. The basic format for storing data in an Excel database is a table. Once a table has been created, Excel's data tools can be used to search, sort, and filter records in the database to find specific information.

To follow this tutorial:

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enter the data as it is shown in the image above.

Tip - To enter the Student ID's quickly: 1. Type the first two ID's - ST348-245 and ST348-246 into cells A5 and A6 respectively. 2. Drag select the two ID's to highlight them. 3. Click on the fill handle and drag it down to cell A13. 4. The rest of the Student ID's should be entered into cells A6 to A13 correctly.

Entering Data Correctly

**Excel 2007 Database Tutorial
**

© Ted French Leave no Empty Rows or Cells

Note: For help on these steps, refer to the image above.

When enter the data, it is important to ensure that it is entered correctly. Other than row 2 between the spreadsheet title and the column headings, do not leave any other blank rows when entering your data. Also, make sure that you don't leave any empty cells. Data errors, caused by incorrect data entry, are the source of many problems related to data management. If the data is entered correctly in the beginning, the program is more likely to give you back the results you want.

Rows are Records

**Excel 2007 Database Tutorial
**

© Ted French Rows are Records

Note: For help on these steps, refer to the image above. Each individual row of data, in a database is known as a record. When entering records keep these guidelines in mind:

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Leave no blank rows in the table being created. This includes NOT leaving a blank row between the column headings and the first row of data. A record can contain data about only one specific item. A record must also contain ALL the data in the database about that item. There can't be information about an item in more than one row.

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Columns are Fields

**Excel 2007 Database Tutorial
**

© Ted French Columns are Fields

Note: For help on these steps, refer to the image above. While rows in an Excel database are referred to as records, the columns are known as fields. Each column needs a heading to identify the data it contains. These headings are called field names.

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Field names are used to ensure that the data for each record is entered in the same sequence. Make sure that all the data in a column is entered using the same format. If you start entering numbers as digits (such as 10 or 20) keep it up. Don't change part way through and begin entering numbers as words (such as ten or twenty). Be consistent. Do not leave blank columns in the table.

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eating the Table

**Excel 2007 Database Tutorial
**

© Ted French Create the table

Note: For help on these steps, refer to the image above. Once the data has been entered, it can be converted into a table. To do so:

1. Drag select the cells A3 to E13 in the spreadsheet. 2. Click on the Home tab. 3. Click on the Format as Table option on the ribbon to open the drop down menu. 4. Choose the blue Table Style Medium 9 option to open the Format as Table dialog box. 5. While the dialog box is open, cells A3 to E13 on the worksheet should be surrounded by the marching ants. 6. If the marching ants surround the correct range of cells, click Ok in the Format as Table dialog box. 7. If the marching ants do not surround the correct range of cells, drag select the correct range in the spreadsheet and then click Ok in the Format as Table dialog box. 8. The table should have the drop down arrows added beside each field name and the table rows should be formatted in alternating light and dark blue.

Using the Database Tools

**Excel 2007 Database Tutorial
**

© Ted French Using the Database Tools

Note: For help on these steps, refer to the image above. Once you have created the database, you can use the tools located under the drop down arrows beside each field name to sort or filter your data. Sorting Data

1. Click on the drop down arrow next to the Last Name field name. 2. Click on the Sort A to Z option to sort the database alphabetically. 3. Once sorted, Graham J. should be the first record in the table and Wilson . R should be the last.

Filtering Data

1. Click on the drop down arrow next to the Program field name. 2. Click on the check box next to the Select All option to clear all check boxes. 3. Click on the check box next to the Business option to add a check mark to the box. 4. Click OK.

5. Only two students - G. Thompson and F. Smith should be visible since they are the only two enrolled in the business program. 6. To show all records, click on the drop down arrow next to the Program field name. 7. Click on the Clear Filter from "Program" option.

Expanding the Database

**Excel 2007 Database Tutorial
**

© Ted French Expanding the database

Note: For help on these steps, refer to the image above. To add additional records to your database:

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Place your mouse pointer over the small dot in the bottom right hand corner of the table. The mouse pointer will change into a two - headed arrow. When this happens, click and hold down the right mouse button and drag the pointer down to add a blank row to the bottom of the database. Add the following data to this new row: Cell - Data A14 - ST348-255 B14 - Christopher C14 - A.

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D14 - 22 E14 - Science

Return to Index page

Completing the Database Formatting

**Excel 2007 Database Tutorial
**

© Ted French To complete the database formatting:

**Note: For help on these steps, refer to the image above.
**

1. Drag select cells A1 to E1 in the spreadsheet. 2. Click on the Home tab. 3. Click on the Merge and Center option of the ribbon to center the title. 4. Click on the Fill Color (looks like a paint can) on the ribbon to open the fill color drop down list. 5. Choose Blue, Accent 1 from the list to change the color of the background in cells A1 - E1 to dark blue. 6. Click on the Font Color icon on the Formatting Toolbar (it is a large letter " A ") to open the font color drop down list. 7. Choose White from the list to change the color of the text in cells A1 - E1 to white. 8. Drag select cells A2 - E2 on the spreadsheet. 9. Click on the Fill Color on the ribbon to open the fill color drop down list.

10. Choose Blue, Accent 1, Lighter 80 from the list to change the color of the background in cells A2 - E2 to light blue. 11. Drag select cells A14 - E14 on the spreadsheet. 12. Click on the Center option on the ribbon to center align the text in cells A14 to E14. 13. At this point, if you have followed all the steps of this tutorial correctly, your spreadsheet should resemble the spreadsheet pictured in Step 1 of this tutorial.

**Excel 2007 Pivot Table Tutorial
**

Pivot Table Overview

**Excel 2007 Pivot Table Tutorial
**

© Ted French Excel 2007 Pivot Table Tutorial

Related article: Excel 2003 Pivot Table Tutorial (video). An Excel pivot table is a versatile reporting tool that makes it easy to extract information from a large table of data without the use of formulas. A pivot table is extremely user friendly in that by moving, or pivoting, fields of data from one location to another using drag and drop we can look at the same data in a number of different ways.

This tutorial covers creating and using a pivot table to extract different information from one data sample.

Enter the Pivot Table Data

**Excel 2007 Pivot Table Tutorial
**

Enter the Pivot Table Data

Note: For help with these instructions see the image example above. The first step in creating a pivot table is to enter the data into the worksheet. When doing so, keep the following points in mind:

y y

At least three columns of data are needed to create a pivot table. It is important to enter data correctly. Errors, caused by incorrect data entry, are the source of many problems related to data management. Leave no blank rows or columns when entering the data. This includes NOT leaving a blank row between the column headings and the first row of data.

y

For this tutorial:

Enter the data into cells A1 to D12 as seen in the image above. For those who do not feel like typing, the data, instructions for copying it into Excel, are available at this link.

Create the Pivot Table

**Excel 2007 Pivot Table Tutorial
**

© Ted French Create the Pivot Table

**Note: For help with these instructions see the image example above.
**

1. Drag select cells A2 to D12 to highlight them. 2. Click on the Insert tab of the ribbon. 3. Click on the down arrow at the bottom of Pivot Table button to open the drop down list. 4. Click on Pivot Table in the list to open the Create Pivot Table dialog box. 5. By pre-selecting the data range A2 to F12, the Table/Range line in the dialog box should be filled in for us. 6. Choose Existing Worksheet for the location of the pivot table. 7. Click on the Location line in the dialog box. 8. Click on cell D16 in the worksheet to enter that cell reference into the location line.

9. Click OK.

A blank pivot table should appear on the worksheet with the top left corner of the pivot table in cell D16. The Pivot Table Field List panel should open on the right hand side of the Excel window. At the top of the Pivot Table Field List panel are the field names ( column headings ) from our data table. The data areas at the bottom of the panel are linked to the pivot table.

Adding Data to the Pivot Table

**Excel 2007 Pivot Table Tutorial
**

© Ted French Adding Data to the Pivot Table

Note: For help with these instructions see the image example above. You have two choices when it comes to adding data to the Pivot Table:

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Drag the field names from the Pivot Table Field List panel and drop them on the Pivot Table in the worksheet. Drag the field names to the bottom of the Pivot Table Field List panel and drop them in the data areas.

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The data areas in the Pivot Table Field List panel are linked to corresponding areas of the pivot table. As you add the field names to the data areas, your data is added to the pivot table. Depending on which fields are placed in which data area, different results can be obtained.

For this tutorial: 1. Drag the field names to these data areas: o Total Sales to the Report Filter area o Region to the Column Labels area o Sales Rep to the Row Labels area o Orders to the Values area

2. Once completed, the Pivot Table should have the data laid out in the same order as the example in step 1 of this tutorial.

Filtering the Pivot Table Data

Excel 2007 Pivot Table Tutorial

© Ted French Filtering the Pivot Table Data

Note: For help with these instructions see the image example above. The Pivot Table has built in filtering tools that can be used to fine tune the results shown by the Pivot Table. Filtering data involves using specific criteria to limit what data is displayed by the Pivot Table.

For this tutorial: 1. Click on the down arrow next to the Region heading in the Pivot Table to open the filter's drop down list. 2. Click on the check box next to the Select All option to remove the check mark from all the boxes in this list. 3. Click on the check boxes next to the East and North options to add check marks to these boxes. 4. Click OK. 5. The Pivot Table should now show only the order totals for the sales reps that work in the East and North regions.

Change the Pivot Table Data

**Excel 2007 Pivot Table Tutorial
**

© Ted French Change the Pivot Table Data

Note: For help with these instructions see the image example above. To change the results shown by the Pivot Table:

1. Rearrange the pivot table by dragging the data fields from one data area to another in the Pivot Table Field List panel. 2. Apply filtering to get the desired results. For this tutorial: 1. Drag the field names to these data areas: o Orders to the Report Filter area o Sales Rep to the Column Labels area o Region to the Row Labels area o Total Sales to the Values area 2. Click on the down arrow next to the Region heading in the Pivot Table to open the filter's drop down list.

3. Click twice on the check box next to the Select All option to first add and then remove the check marks from all the boxes in this list. 4. Click on the check box next to the West option to add a check mark to this box. 5. Click OK. 6. The Pivot Table should now show the total sales for only those sales reps that work in the West region.

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