Excel 2007 Advanced Training Manual

TheMouseTrainingCompany
Excel2007 Advanced
Tel:+44(0)2079209500 http://www.mousetraining.co.uk MSOfficeTrainingSpecialists

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

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

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

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

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

ConditionalFormatting .............................................................................................................. 145
SECTION8OTHEREXCELFEATURES .....................................................................150
INSERTING,FORMATTINGANDDELETINGOBJECTS.................................................................. 150 InsertingADrawingObject ........................................................................................................ 150 SmartArt..................................................................................................................................... 151 WordArt ..................................................................................................................................... 153 FormattingShapes ..................................................................................................................... 153 QuickStyles................................................................................................................................. 153 ManualFormatting .................................................................................................................... 155 REVIEWING ............................................................................................................................157 Protecting................................................................................................................................... 157 UseASharedWorkbookToCollaborate.................................................................................... 159 ShareAWorkbook ..................................................................................................................... 160 PROOFINGTOOLS ................................................................................................................... 166 SpellingAndGrammar ............................................................................................................... 166 Thesaurus................................................................................................................................... 167 Translation ................................................................................................................................. 167 ShowOrHideScreenTips ........................................................................................................... 168
EXCEL2007SPECIFICATIONSANDLIMITS ............................................................169
Excel2007Advanced
INTRODUCTION
Excel2007isapowerfulspreadsheetapplicationthatallowsuserstoproducetablescontainingcalculations and graphs. These can range from simple formulae through to complex functions and mathematical models.
HowToUseThisGuide
This manual should be used as a point of reference following attendance of the introductory level Excel 2007trainingcourse.Itcoversallthetopicstaughtandaimstoactasasupportaidforanytaskscarriedout bytheuserafterthecourse. Themanualisdividedintosections,eachsectioncoveringanaspectoftheintroductorycourse.Thetable ofcontentsliststhepagenumbersofeachsectionandthetableoffiguresindicatesthepagescontaining tablesanddiagrams.
Objectives
Sectionsbeginwithalistofobjectiveseachwithitsowncheckboxsothatyoucanmarkoffthosetopics thatyouarefamiliarwithfollowingthetraining.
Instructions
Those who have already used a spreadsheet before may not need to read explanations on what each commanddoes,butwouldratherskipstraighttotheinstructionstofindouthowtodoit.Lookoutforthe arrowiconwhichprecedesalistofinstructions.
Appendices
The Appendices list the Ribbons mentioned within the manual with a breakdown of their functions and tablesofshortcutkeys.
Keyboard
Keysarereferredtothroughoutthemanualinthefollowingway: [ENTER]Denotesthereturnorenterkey,[DELETE]denotestheDeletekeyandsoon. Whereacommandrequirestwokeystobepressed,themanualdisplaysthisasfollows: [CTRL]+[P]thismeanspresstheletterpwhileholdingdowntheControlkey.
Commands
Whenacommandisreferredtointhemanual,thefollowingdistinctionshavebeenmade: When Ribbon commands are referred to, the manual will refer you to the Ribbon E.g. Choose HOME fromtheRibbonsandthenBforbold. When dialog box options are referred to, the following style has been used for the text In the PAGE RANGEsectionofthePRINTdialog,clicktheCURRENTPAGEoption DialogboxbuttonsareshadedandboxedClickOKtoclosethePRINTdialogandlaunchtheprint.
Notes
Excel2007Advanced
Within each section, any items that need further explanation or extra attention devoted to them are denotedbyshading.Forexample: Excelwillnotletyoucloseafilethatyouhavenotalreadysavedchangestowithoutprompting youtosave.
Tips
AttheendofeachsectionthereisapageforyoutomakenotesonandaUsefulInformationheading whereyouwillfindtipsandtricksrelatingtothetopicsdescribedwithinthesection.
Excel2007Advanced
SECTION1ADVANCEDWORKSHEETFUNCTIONS
Objectives
Bytheendofthissectionyouwillbeableto:
CreateanduseNAMESinworkbooks Understandanduseconditionalformulae SetupLOOKUPtablesanduseLOOKUPfunctions UsetheGOALSEEK UsetheSOLVER
NAMES
Excel2007Advanced
Whenenteringformulaeorreferringtoanyareaonthespreadsheet,itisusualtorefertoa"range".For example,B6isarangereference;B6:B10isalsoarangereference.Aproblemwiththissortofreferenceis that it is not always easy to remember what cells to reference. It may be necessary to write down the range,orselectit,whichoftenmeanswastingtimescrollingaroundthespreadsheet.Instead,Exceloffers the chance to name ranges on the spreadsheet, and to use these names to select cells, refer to them in formulaeorusetheminDatabase,ChartorMacrocommands.
DefiningNames
Thereareanumberofwaystosetupnamesonaspreadsheet.AcommonwayistousetheInsert,Name, Definemenu.Intheexample,thereisarangeofsalesfiguresthatcouldbenamed1st_Qtr;
Selectionof cellsfor naming
DEFINEDNAMES
grouponthe
FORMULASribbon
Tonamecells:
Mouse
i. ii. Selectthecellsyouwishtoname. Click the DEFINE NAME button on the in the DEFINED NAMES GROUP on the FORMULASRibbon TheNEWNAMEdialogboxappears
iii.
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Excel2007Advanced
iv.
Tonamethecells,simplytypeanameintheNameboxandchoose OK .
OR Keyboard
i. ii. iii. Selectthecellsyouwishtoname. TypedirectlyintheNAMEBOXtotheleftoftheFORMULABAR. PressRETURN A range can include any selection of cells, not necessarilyacontiguousroworcolumn.Names canbeupto255charactersinlength,muststart withaletterandcannotincludespaces.Names arenotcasesensitive. In the example, these cells would be called 1st_Qtr. From now on, any reference to the range C6:C10 can be made with the name 1st_Qtr;Noticethatthenamebox,ontheleft hand side of the formula bar now displays the name 1st_Qtr; It will do so whenever cells C6:C10 are selected;
CreatingNamesAutomatically
Alternatively, cells can be named using text already on the spreadsheet. For instance, in a spreadsheet, column or row headings may have already been entered in the cells. B6 to B10 for example shows the salesmensnamesandtheirrespectivesalesquarterlythistextcanbeusedtonamethecellrangesfortheir sales
11

Tocreatenamesautomatically:
Mouse
i.
Excel2007Advanced
Select the cells you wish to define names for, include the data and the data labels in either thefirstcolumnortoprow Click the CREATE FROM SELECTION button ontheintheDEFINEDNAMESGROUPonthe FORMULASRibbon Select where your labels are. They must be part of the selection can be in the top row or leftcolumn. Choose OK and, all the salesmens names will appear in the name box to the left of the formula bar and selecting their namewillselecttheirindividualsalesfigures Thisprocedureworksequallywellwithtextenteredtotherightof a row of data. Or labels in the bottom of a column but THEY MUSTBEPARTOFTHESELECTION.
ii.
iii.
iv.
ManagingNames
The NAME MANAGER option in the group is a useful tool that allows you to create, modify or delete nameswithinyourworkbookevenifthenamereferstocellsorrangesoutsidethepresentworkbook.
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Excel2007Advanced
Tousenamemanager
Mouse
i. ii. iii. iv. v. vi. vii. viii. Click the NAMEMANAGERBUTTON on the in the DEFINEDNAMESGROUP on the FORMULAS Ribbon. TheNAMEMANAGERDialogboxappears. TocreatenewnameusetheNEWbutton. The NEW NAME dialog appears. The name manager temporarily dissappears until you click OK or CANCEL Whenthe NEWNAME dialogboxisthereyoumustgiveaname,selectascopeandclickintherefers tobox. YoumaythenselectanycellsinthisworkbookorANYopenworkbook. Youmaythenclickon OK thedialogboxwillclose,theNAMEMANAGERwillreappearandthenamed cellswillappearwilthinthelargewhitearea. Selectinganynamedrangewillallowyoutoeditordeleteitbyclickingontheenabledbuttonsatthe topofthedialog. Filteringoutneedednamedranges Usingthefilterbuttonallowssomebasicfilteringofthenames withinyourworkbook. Dontforgettoclearthefilterafteryouhavewhatyouwant. Scoping is a function where the names may be used on a specific sheet or throughout the whole workbook. When filteringthenamesyouhaveitmaybeusefultosetascopeif youhavemanynamesonmanysheets.
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USINGNAMES
GoTo
Excel2007Advanced
The GOTO feature can be used to go to a specific cell address on the spreadsheet.Itcanalsobeusedinconjunctionwithnames.
ToGOTOaname:
Mouse
i. Clickthe FIND&SELECTBUTTONontheinthe EDITINGGROUP ontheHOMERibbon. ii. iii. iv. SelectGOTO Thefollowingdialogappears Clickonthenamerequired,thenchoose OK .
Keyboard
i. ii. Press[F5].Thefollowingdialogboxappears; Clickonthenamerequired,thenchoose OK . Notonlydoesthecellpointermovetothecorrectrange,butit alsoselectsit.Thiscanbeveryusefulforcheckingthatranges havebeendefinedcorrectly,andalsoforlistingallthenamesonthespreadsheet. Youcanalsogotoaspecificcellthathasbeenusedintworangenames.Thepreviousexample mentionedcellC6,theintersectionoftheFEBandBritainranges.
Tomovetoacellthatbelongstotworanges:
Keyboard
i. ii. Press [F5]andtypethefirstrangenameintheReference box,thentypeaspaceandthesecondrangename. Click OK . The pointer immediately jumps to the correct cell.
Togotolocationsinworkbookbasedon differentcriteriathannames.
Keyboard
i. ii. Press [F5] and click the SPECIAL button The following dialogappears MakeaselectionandclickonOK
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Excel2007Advanced
iii. iv.
Allcellsofthosecriteriawillbeselected. Usereturnorribbonkeystomovearound.
NamesInFormulae
Namescanbeusedinanysimpleformula,aswellasanyofExcel'sbuiltinfunctions.Insteadoftypingcell referencesorselectingcells,simplytypethenameorpastethenameintotheformula.
=SUM(LONG) =AVERAGE(_1ST_QTR)
Anintersectingnamecanbeused,E.G.;
=LONG_1ST_QTR =LONG_1ST_QTR+OLSON_1ST_QTR
Toavoidtypinganame,choosefromalistandpasteintherequired name.
Topasteanameintoaformula:
Mouse
i. ii. iii. Click the USE IN FORMULA BUTTON on the in the DEFINED NAMESgroupontheFORMULASRibbon Selectaname Thenameisenteredwithintheselectedcellprefacedbyanequalssign
OR
i. ii. iii. Click the USE IN FORMULA BUTTON on the in the DEFINED NAMES group on the FORMULAS Ribbon Clickonthepastenamesoptionatthebottomofmenu Clickontherequirednameandchoose OK
Or Keyboard
Press[F3] i. Clickontherequirednameandchoose OK
15

ApplyingNames
Excel2007Advanced
When a cell has already been referred to in a formula, and is then named, the name will not automatically appear in the formula. Similarly,ifacellisreferredtobyitsaddressratherthanitsname, the name will not automatically appear. To replace all references withnames,thenamesmustbeapplied. SupposeaformulaiswrittentosumcellsC7:F7
=SUM(C7:F7)
Theformulamakesnoreferencetotherange"OLSON",eventhoughthisrangehasbeennamed.
Toreplacecellreferenceswithrange names:
Mouse
i. Click the drop down arrow next to DEFINE NAME BUTTONontheinthe DEFINEDNAMES group onthe FORMULASRibbon; SelectAPPLYNAMES. Clickonthenameyouwant,andchoose OK . Toapplyothernamesatthesametime,use[Ctrl]andclick on the required names. The formula will now show the rangenamesinsteadofthecellreferences. The Apply Names command works throughout the spreadsheet, so wherever the cell reference to the name youchoseappeared,thenameisnowinitsplace.
ii. iii.
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Excel2007Advanced
CONDITIONAL&LOGICALFUNCTIONS
Excelhasanumberoflogicalfunctionswhichallowyoutosetvarious"conditions"andhavedatarespond to them. For example, you may only want a certain calculation performed or piece of text displayed if certain conditions are met. The functions used to produce this type of analysis are found in the Insert, Functionmenu,undertheheadingLOGICAL.
IfStatements
The IF function is used to analyse data, test whether or not it meets certain conditions and then act upon its decision. The formula can be entered either by typing it or by using the Function Library on the formulasribbon,thesectionthatdealswithlogicalfunctionsTypically, theIFstatementisaccompaniedbythreeargumentsenclosedinoneset ofparentheses;theconditiontobemet(logical_test);theactiontobe performed if that condition is true (value_if_true); the action to be performed if false (value_if_false). Each of these is separated by a comma,asshown;
=IF(logical_test,value_if_true,value_if_false)
ToviewIFfunctionsyntax:
Mouse
i. ii. iii. Click the drop down arrow next to the LOGICAL button in the FUNCTIONLIBARYgroupontheFORMULASRibbon; Adialogboxwillappear Thethreeargumentscanbeseenwithinthebox
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Excel2007Advanced
LogicalTest
ThispartoftheIFstatementisthe"condition",ortest.Youmaywanttotesttoseeifacellisacertain value,ortocomparetwocells.Inthesecases,symbolscalledLOGICALOPERATORSareuseful; > < >= <= = <> Greaterthan Lessthan Greaterthanorequalto Lessthanorequalto Equalto Notequalto
Therefore,atypicallogicaltestmightbeB1>B2,testingwhetherornotthevaluecontainedincellB1of thespreadsheetisgreaterthanthevalueincellB2.Namescanalsobeincludedinthelogicaltest,soifcells B1 and B2 were respectively named SALES and TARGET, the logical test would read SALES > TARGET. Anothertypeoflogicaltestcouldincludetextstrings.Ifyouwanttocheckacelltoseeifitcontainstext, thattextstringmustbeincludedinquotationmarks.Forexample,cellC5couldbetestedforthewordYES asfollows;C5="YES". ItshouldbenotedthatExcel'slogicis,attimes,brutallyprecise.Intheaboveexample,thelogicaltestis thatsalesshouldbegreaterthantarget.Ifsalesareequaltotarget,theIFstatementwillreturnthefalse value. To make the logical test more flexible, it would be advisable to use the operator > = to indicate "meetingorexceeding".
ValueIfTrue/False
ProvidedthatyourememberthatTRUEvaluealwaysprecedesFALSEvalue,thesetwovaluescanbealmost anything.Ifdesired,asimplenumbercouldbereturned,acalculationperformed,orevenapieceoftext entered.Also,thetypeofdataenteredcanvarydependingonwhetheritisatrueorfalseresult.Youmay wantacalculationifthelogicaltestistrue,butamessagedisplayediffalse.(Rememberthattexttobe includedinfunctionsshouldbeenclosedinquotes). Takingthesamelogicaltestmentionedabove,ifthesalesfiguremeetsorexceedsthetarget,aBONUSis calculated(e.g.2%ofsales).Ifnot,nobonusiscalculatedsoavalueofzeroisreturned.TheIFstatement incolumnDoftheexamplereadsasfollows;
=IF(B2>=C2,B2*2%,0)
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Excel2007Advanced
Youmay,alternatively,wanttoseeamessagesaying"NOBONUS".Inthiscase,thetruevaluewillremain thesameandthefalsevaluewillbethetextstring"NOBONUS";
=IF(B2>=C2,B2*2%,"NOBONUS")
A particularly common use of IF statements is to produce "ratings" or "comments" on figures in a spreadsheet.Forthis,boththetrueandfalsevaluesaretextstrings.Forexample,ifasalesfigureexceeds acertainamount,aratingof"GOOD"isreturned,otherwisetheratingis"POOR";
=IF(B2>1000,"GOOD","POOR")
NestedIf
When you need to have more than one condition and more than two possible outcomes, a NESTED IF is required.ThisisbasedonthesameprincipleasanormalIFstatement,butinvolves"nesting"asecondary formulainsidethemainone.ThesecondaryIFformstheFALSEpartofthemainstatement,asfollows;
=IF(1stlogictest,1sttruevalue,IF(2ndlogictest,2ndtruevalue,falsevalue))
Onlyifbothlogictestsarefoundtobefalsewillthefalsevaluebereturned.Noticethattherearetwosets of parentheses, as there are two separate IF statements. This process can be enlarged to include more conditionsandmoreeventualitiesuptosevenIF'scanbenestedwithinthemainstatement.However, caremustbetakentoensurethatthecorrectnumberofparenthesesareadded. Intheexample,salesstaffcouldnowreceiveoneofthreepossibleratings;
=IF(B2>1000,"GOOD",IF(B2<600,"POOR","AVERAGE"))
TomaketheaboveIFstatementmoreflexible,thelogicaltestscouldbeamendedtomeasuresalesagainst cell references instead of figures. In the example, column E has been used to hold the upper and lower salesthresholds.
=IF(B2>$E$2,"GOOD",IF(B2<$E$3,"POOR","AVERAGE"))
(IftheIFstatementistobecopiedlater,thiscellreferenceshouldbeabsolute).
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Excel2007Advanced
N.B. The depth of nested IF functions has been increased to 64 as previous versionsofexcelonlynested7deep
20
Excel2007Advanced
StatisticalIfStatements
Averyusefultechniqueistodisplaytextorperformcalculationsonlyifacellisthemaximumorminimum ofarange.Inthiscasethelogicaltestwillcontainanestedstatisticalfunction(suchasMAXorMIN).If,for example,aperson'ssalescellisthemaximuminthesalescolumn,amessagestating"TopPerformer"could appearnexttohisorhername.Ifthelogicaltestisfalse,ablankmessagecouldappearbysimplyincluding anemptysetofquotationmarks.Whentypingthelogicaltest,itshouldbeunderstoodthattherearetwo typesofcellreferencinggoingon.Thefirstisareferencetooneperson'sfigure,andisthereforerelative. ThesecondreferencerepresentstheRANGEofeveryone'sfigures,andshouldthereforebeabsolute.
=IF(relativecell=MAX(absoluterange),"TopPerformer","")
InthisexampletheIFstatementforcellB2willread;
=IF(C2=MAX($C$2:$C$4),"TopPerformer","")
WhenthisisfilleddownthroughcellsB3andB4,thefirstreferencetotheindividual'ssalesfigurechanges, butthereferencetoallthreesalesfigures($C$2:$C$4)shouldremainconstant.Bydoingthis,youensure thattheIFstatementisalwayscheckingtoseeiftheindividual'sfigureisthebiggestoutofthethree. A further possibility is to nest another IF statement to display a message if a value is the minimum of a range.Bewareofsyntaxheretheformulacouldbecomequiteunwieldy!
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AND,OR,NOT
Excel2007Advanced
Rather than create large and unwieldy formulae involving multiple IF statements, the AND, OR and NOT functionscanbeusedtogrouplogicaltestsor"conditions"together.Thesethreefunctionscanbeusedon theirown,butinthatcasetheywillonlyreturnthevalues"TRUE"or"FALSE".Asthesetwovaluesarenot particularly meaningful on a spreadsheet, it is much more useful to combine the AND, OR and NOT functions within an IF statement. This way, you can ask for calculations to be performed or other text messagestoappearasaresult.
And
Thisfunctionisalogicaltesttoseeifallconditionsaretrue.Ifthisisthecase,thevalue"TRUE"isreturned. If any of the arguments in the AND statement are found to be false, the whole statement produces the value"FALSE".Thisfunctionisparticularlyusefulasachecktomakesurethatallconditionsyousetare met. Arguments are entered in the AND statement in parentheses, separated by commas, and there is a maximumof30argumentstooneANDstatement.Thefollowingexamplechecksthattwocells,B1andB2, arebothgreaterthan100.
=AND(B1>100,B2>100)
If either one of these two cells contains a value less than a hundred, the result of the AND statement is "FALSE.ThiscannowbewrappedinsideanIFfunctiontoproduceamoremeaningfulresult.Youmaywant toaddthetwofigurestogetheriftheyareover100,ordisplayamessageindicatingthattheyarenothigh enough.
=IF(AND(B1>100,B2>100),B1+B2,"Figuresnothighenough")
Another application of AND's is to check that a number is between certain limits. The following example checksthatanumberisbetween50and100.Ifitis,thevalueisentered.Ifnot,amessageisdisplayed;
=IF(AND(B1>50,B1<100),B1,"Numberisoutofrange")
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Excel2007Advanced
Or
Thisfunctionisalogicaltesttoseeifoneormoreconditionsaretrue.Ifthisisthecase,thevalue"TRUE"is returned. If just one of the arguments in the OR statement is found to be true, the whole statement produces the value "TRUE". Only when all arguments are false will the value "FALSE" be returned. This functionisparticularlyusefulasachecktomakesurethatatleastoneoftheconditionsyousetismet.
=IF(OR(B1>100,B2>100),"atleastoneisOK","Figuresnothighenough")
Intheaboveformula,onlyoneofthenumbersincellsB1andB2hastobeover100inorderforthemtobe addedtogether.Themessageonlyappearsifneitherfigureishighenough.
Not
NOTcheckstoseeiftheargumentisfalse.Ifso,thevalue"TRUE"isreturned.ItisbesttouseNOTasa "provided this is not the case" function. In other words, so long as the argument is false, the overall statement is true. In the example, the cell contents of B1 are returned unless the number 13 is encountered.IfB1isfoundtocontain13,themessage"Unlucky!"isdisplayed;
=IF(NOT(B1=13),B1,"Unlucky!")
TheNOTfunctioncanonlycontainoneargument.Ifitisnecessarytocheckthatmorethanoneargumentis false,theORfunctionshouldbeusedandthetrueandfalsevaluesoftheIFstatementreversed.Suppose, forexample,acheckisdoneagainstthenumbers13and666;
=IF(OR(B1=13,B1=666),"Unlucky!",B1)
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LOOKUPFUNCTIONS
Excel2007Advanced
Asalreadymentioned,Excelcanproducevaryingresultsinacell,dependingonconditionssetbyyou.For example, if numbers are above or below certain limits, different calculations will be performed and text messages displayed. The usual method for constructing this sort of analysis is using the IF function. However,asalreadydemonstrated,thiscanbecomelargeandunwieldywhenyouwantmultipleconditions andmanypossibleoutcomes.Tobeginwith,ExcelcanonlynestsevenIFclausesinamainIFstatement, whereasyoumaywantmorethaneightlogicaltestsor"scenarios.Toachievethis,Excelprovidessome LOOKUPfunctions.Thesefunctionsallowyoutocreateformulaewhichexaminelargeamountsofdataand findinformationwhichmatchesorapproximatestocertainconditions.Theyaresimplertoconstructthan nestedIFsandcanproducemanymorevariedresults.
Lookup
BeforeyouactuallystarttousethevariousLOOKUPfunctions,itisworthlearningthetermsthatyouwill comeacross,whattheymeanandthesyntaxofthefunctionarguments.
VectorLookup
A vector is a series of data that only occupies one row or column. LOOKUP will look through this row or columntofindaspecificvalue.Whenthevalueisfound,acorresponding"result"intheadjacentrowor columnisreturned.Forexample,columnDofaspreadsheetmaycontainfigures,andtheadjacentcolumn E contains corresponding text. LOOKUP will search for the requested figure in column D and return the correspondingtextfromcolumnE. ThesyntaxforLOOKUPisasfollows;
=LOOKUP(lookup_value,lookup_vector,result_vector)
Thelookup_valuerepresentsthenumberortextentrytolookfor;thelookup_vectoristheareainwhichto search for the lookup_value; the result_vector is the adjacent row or column where the corresponding valueortextistobefound. Itisessentialthatdatainthelookupvectorisplacedinascendingorder,i.e.numbersfromlowest tohighest,textfromAtoZ.Ifthisisnotdone,theLOOKUPfunctionmayreturnthewrongresult.
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Excel2007Advanced
Inthediagram,columnDcontainsvaryingsalaries,againstwhichthereisacompanycarincolumnEwhich corresponds to each salary. For example, a 20030 salary gets a Golf, a 35000 salary gets a Scorpio. A LOOKUPformulacanbeusedtoreturnwhatevercarisappropriatetoasalaryfigurethatisentered.Inthis case,thelookup_valueisthecellwherethesalaryisentered(B13),thelookup_vectoristhesalarycolumn (D3:D11),andtheresult_vectoristhecarcolumn(E3:E11).Hencetheformula;
=LOOKUP(B13,D3:D11,E3:E11)
Typing40000incellB13willsetthelookup_value.LOOKUPwillsearchthroughthelookup_vectortofind thematchingsalary,andreturntheappropriatecarfromtheresult_vector,whichinthiscaseisMercedes. Alternatively,theformulacouldbesimplifiedandcellreferencesavoidedbyusingFormula,DefineNameto giveappropriaterangenames.CallB13Salary,D3:D11SalariesandE3:E11Cars.TheLOOKUPformulacould thenbesimplifiedto;
=LOOKUP(Salary,Salaries,Cars)
One of the advantages of the LOOKUP function is that if the exact lookup_value is not found, it will approximate to the nearest figure below the requested value. For instance, if a user enters a Salary of 23000,thereisnofigureintheSalariesrangewhichmatchesthis.However,thenearestsalarybelow23000 is 20030, so the corresponding car is returned, which is a Golf. This technique is very useful when the lookup_vector indicates grades or "bands. In this case, anyone in the salary "band" between 20030 and 25000getsaGolf.Onlywhentheirsalarymeetsorexceeds25000dotheygetaSierra. Theremaybeoccasionswherethelookup_valueisbelowthelowest valueinthevector.Inthiscasethe#N/Amessageisdisplayed.
Typicallayoutof asheetneeding aLOOKUP function
Locationofall REFERENCEand LOOKUP functions
25

Toinsertalookupfunction:
Excel2007Advanced
Mouse
i. ii. Click the drop down arrow next to the LOOKUP AND REFENCE button in the FUNCTION LIBARY groupontheFORMULASRibbon; AdialogboxappearsdisplayingthetwoversionsofLOOKUP.Therearetwosyntaxforms;thefirstisthe "array"andthesecondthe"vector. Thesecondoftheseforms,the"vector"LOOKUPisbyfarthemostuseful,anditisrecommended thatyouonlyusethisform.
Hlookup
The horizontal LOOKUP function (HLOOKUP) can be used not just on a "vector" (single column or row of data),butonan"array"(multiplerowsandcolumns).HLOOKUPsearchesforaspecifiedvaluehorizontally alongthetoprowofanarray.Whenthevalueisfound,HLOOKUPsearchesdowntoaspecifiedrowand entersthevalueofthecell.Thisisusefulwhendataisarrangedinalargetabularformat,anditwouldbe difficult for you to read across columns and then down to the appropriate cell. HLOOKUP will do this automatically. ThesyntaxforHLOOKUPis;
=HLOOKUP(lookup_value,table_array,row_index_number)
Thelookup_valueis,asbefore,anumber,textstringorcellreferencewhichisthevaluetobefoundalong thetoprowofthedata;thetable_arrayisthecellreferences(orrangename)oftheentiretableofdata; therow_index_numberrepresentstherowfromwhichtheresultisrequired.Thismustbeanumber,e.g.4 instructsHLOOKUPtoextractavaluefromrow4ofthetable_array. It is important to remember that data in the array must be in ascending order. With a simple LOOKUP function,onlyonecolumnorrowofdata,referredtoasavector,isrequired.HLOOKUPusesanarray(i.e. morethanonecolumnorrowofdata).Therefore,asHLOOKUPsearcheshorizontally(i.e.acrossthearray), datainthefirstrowmustbeinascendingorder,i.e.numbersfromlowesttohighest,textfromAtoZ.As withLOOKUP,ifthisruleisignored,HLOOKUPwillreturnthewrongvalue. Asanexample,ausermayhaveaspreadsheetwhichdisplaysvariousdifferentratesofinterestforarange ofamountsoverdifferenttimeperiods;
26
Excel2007Advanced
Whatever the amount a customer wants to borrow, he may pay up to five different rates of interest depending on whether the loan is over 10, 15 or more years. The HLOOKUP function will find a specific amount,thenmovedownthearraytofindtheappropriateinterestratefortherequiredtimeperiod. DesignatecellA51asthecelltoholdtheamount,i.e.thelookup_value;cellsC43:H48arethetable_array; therow_index_numberwillbe2ifacustomerwantstheloanover10years,3ifhewantstheloanover15 years,andsoon.CellB51holdsthisformula;
=HLOOKUP(A51,C43:H48,3)
The above formula looks along the top row of the array for the value in cell A51 (30000). It then moves downtorow3andreturnsthevalue15.00%,whichisthecorrectinterestratefora30000loanover15 years.(Rangenamescouldbeusedheretosimplifytheformula). AswiththeLOOKUPfunction,theadvantageofHLOOOKUPisthatitdoesnotnecessarilyhavetofindthe exact lookup_value. If, for example, you wanted to find out what interest rate is applicable to a 28000 loan, the figure 28000 can be entered in the lookup_value cell (A51) and the rate 14.30% appears. As before,Excelhaslookedforthevalueinthearrayclosestto,butlowerthan,thelookup_value.
Vlookup
The VLOOKUP function works on the same principle as HLOOKUP, but instead of searching horizontally, VLOOKUPsearchesvertically.VLOOKUPsearchesforaspecifiedvalueverticallydownthefirstcolumnofan array.Whenthevalueisfound,VLOOKUPsearchesacrosstoaspecifiedcolumnandentersthevalueofthe cell. The syntax for the VLOOKUP function follows the same pattern as HLOOKUP, except that instead of specifying a row index number, you wouldspecifya column indexnumber to instruct VLOOKUP tomove acrosstoaspecificcolumninthearraywheretherequiredvalueistobefound.
=VLOOKUP(lookup_value,table_array,col_index_number)
InthecaseofVLOOKUP,datainthefirstcolumnofthearrayshouldbeinascendingorder,asVLOOKUP searchesdownthiscolumnforthelookup_value. Inthesamespreadsheetasbefore,aVLOOKUPformulacouldbeusedtosearchforaspecifictimeperiod, thenreturntheappropriaterateforafixedamount.Inthefollowingexample,atimeperiodisenteredin cellA54andinB54theVLOOKUPformulaiscontained;
27
Excel2007Advanced
CellB54holdsthisformula;
=VLOOKUP(A54,C43:H48,5)
ThecellA54isthelookup_value(timeperiod),thetable_arrayisasbefore,andforthisexampleratesare lookedupforaloanof40000,hencethecolumn_index_number5.BychangingthevalueofcellA54,the appropriaterateforthattimeperiodisreturned.Wherethespecificlookup_valueisnotfound,VLOOKUP works in the same way as HLOOKUP. In other words, the nearest value in the array that is less than the lookup_valuewillbereturned.So,a40000loanover17yearswouldreturnaninterestrateof16.00%.
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Excel2007Advanced
NestedLookups
One of the limitations of the horizontal and vertical LOOKUP functions is that for every lookup_value changed,thecolumnorrowindexnumberstaysconstant.Usingourexample,theHLOOKUPwillsearchfor anyamount,butalwaysforthesametimeperiod.Conversely,theVLOOKUPwillsearchforanytimeperiod, butalwaysforthesameamount.Inbothcases,ifyouwanttoalterthetimeperiodandtheamountthe formulamustbeeditedtoalterthecolumnorrowindexnumber. Thereis,however,atechniquewherebyoneLOOKUPfunctionis"nested"withinanother.Thislooksupone value,whichwillthenbeusedinasecondLOOKUPformulaasacolumnorrowindexnumber.Usingthis techniqueallowsyouto,say,enteratimeperiodandanamountandseethecorrectinterestrate. BecausenestedLOOKUPshavemorethanonelookup_value,morethanonearrayisneeded.Thissecond arrayshouldconsistofthecolumnorrownumberstobeusedintheLOOKUPformula.Theexampleshows ourmaininterestratesspreadsheet,withanadditionaltwocolumnsofdata;
ColumnJcontainsallthesametimeperiodsascolumnC,butalongsidethisarenumbers2to6,indicating therow_index_numbertobereturnedfortheappropriatetimeperiod.Tolookupthisvalue,useasimple vectorLOOKUPformula,whereK50istherequiredtimeperiod,J43:J47isthelookup_vectorandK43:K47is theresult_vector;
LOOKUP(K50,J43:J47,K43:K47)
Noticethereisnoequalssign,becausethisformulaisnotbeingenteredinacellofitsown.Theformulawill return a value between 2 and 6 which will be used as a row_index_number in a HLOOKUP formula. This HLOOKUPwilllookinthemaininterestratetableforanamounttypedinbyyou,andwillrespondtothe row_index_numberreturnedfromthenestedLOOKUPformula.ThecellsJ50andK50holdtheamountand timeperiodtobetypedinbyyou,andtheentirenestedHLOOKUP,typedinJ52,isasfollows;
=HLOOKUP(J50,C43:H48,LOOKUP(K50,J43:J47,K43:K47))
In the example, the time period 25 is vertically looked up in column J and the corresponding value 5 is returned.Also,theamount40000ishorizontallylookedupinthemaintable,witharow_index_numberof
29
Excel2007Advanced
5.Theendresultisaninterestrateof18.50%.SimplybychangingcellsJ50andK50,thecorrectinterest rateisalwaysreturnedfortheamountandperiodtypedin.
30
Excel2007Advanced
OTHERUSEFULFUNCTIONS
ISERROR
ISERRORisaveryusefulfunctionthattellsyouiftheformulayoulookatwithitgivesanyerrorvalue.
Iserror(Value) Valuereferstoanyerrorvalue(#N/A,#VALUE!,#REF!,#DIV/0!,#NUM!,#NAME?,or#NULL!)
TouseISERRORfunction
IntheexamplebelowtheaveragefunctionsinthecolumnGistryingtodivideemptycellsandgivingthe errormessage#DIV/0!Theerrorfunctioncheckingthatcellgivesthevaluetruethereisanerrorthiscould benestedinanIFfunctionwithanAVERAGEfunctionsothattheerrormessagedoesnotshowincolumn G
Mouse
iii. iv. ClickonMOREFUNCTIONSintheFORMULASgroupontheFORMULASribbon SelectISERRORfunction
v. vi. vii.
Thedialogboxabovewillappear Selectcellyouwishtocheck,thecellreferencewillappearintheVALUEbox. ClickOK FormoreadvanceduserstrynestingtheISERRORfunctionandthefunctiongivinganerrormessageinanIF function.
31

IFERROR
IFERROR(Value,value_if_error)
Excel2007Advanced
Acommonrequestintheareaoffunctionsissomethingtosimplifyerrorchecking. E.G.Ifauserwantstocatcherrorsina VLOOKUPandusetheirownerrortextopposedtoExcelserror, theyhavetodosomethinglikethisusingtheIFandISERRORfunctions:
=IF(ISERROR(VLOOKUP("Dave", SalesTable, 3, FALSE)), " Value not found", VLOOKUP("Dave",SalesTable,3,FALSE))

Asyoucansee,usersneedtorepeattheVLOOKUPformulatwice.Thishasanumberofproblems.
FIRST,itishardtoreadandhardtomaintainifyouwanttochangeaformula,youhavetodoittwice. SECOND,itcanaffectperformance,becauseformulasarequiteoftenruntwice.The IFERRORfunction solvestheseproblems,enablingcustomerstoeasilytrapandhandleformulaerrors.

Hereisanexampleofhowausercoulduseitinthesamesituation:
=IFERROR(VLOOKUP(Bob,SalesTable,3,false),Valuenotfound)
TouseIFERRORfunction
Mouse
viii. ClickonLOGICALintheFORMULASgroupontheFORMULASribbon
ix. x. xi. xii. xiii. xiv.
SelectIFERRORfunction Thedialogboxabovewillappear ClickintheVALUEtextbox. Selectcellyouwishtocheck,thecellreferencewillappearintheVALUEbox. TypeintheVALUE_IF_ERRORtextboxwhatvalueyouwishtodisplayifanerrorisfound ClickOK
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Excel2007Advanced
COUNTIF
COUNTIFcountsthenumberofcellsinarangebasedonagivencriteria.
COUNTIF(range,criteria)
RANGE is one or more cells to count, including numbers or names, arrays, or references that contain numbers.Blankandtextvaluesareignored. CRITERIAisthecriteriaintheformofanumber,expression,cellreference,ortextthatdefineswhichcells
willbecounted.Forexample,criteriacanbeexpressedas32,"32",">32","apples",orB4.
TouseCOUNTIFfunction
Mouse
i. ii. iii. ClickontheMOREFUNCTIONSbuttonintheFORMULASgroupontheFORMULASribbon ClickonSTATISTICAL. SelectCOUNTIFfromthedisplayedfunctions.Adialogwillbedisplayed
iv. v. vi.
ClickinRANGEtextbox Selecttherangeofcellsyouwishtocheck. ClickintheCRITERIAbox,either,typecriteriadirectlyintheboxorselectacellthatcontainsthevalue youwishtocount.
33

vii. ClickOK
Excel2007Advanced
34
Excel2007Advanced
AVERAGEIF
Averycommonrequestisforasinglefunctiontoconditionallyaveragearangeofnumbersacomplement toSUMIFandCOUNTIF.AVERAGEIF,allowsuserstoeasilyaveragearangebasedonaspecificcriteria.
AVERAGEIF(Range,Criteria,[AverageRange])
RANGE is one or more cells to average, including numbers or names, arrays, or references that contain numbers. CRITERIAisthecriteriaintheformofanumber,expression,cellreference,ortextthatdefineswhichcells
areaveraged.Forexample,criteriacanbeexpressedas32,"32",">32","apples",orB4.
AVERAGE_rangeistheactualsetofcellstoaverage.Ifomitted,RANGEisused.
HereisanexamplethatreturnstheaverageofB2:B5wherethecorrespondingvalueincolumnAisgreater than250,000:
=AVERAGEIF(A2:A5,>250000,B2:B5)
TouseAVERAGEIFfunction
Mouse
viii. ix. ClickontheMOREFUNCTIONSbuttonintheFORMULASgroupontheFORMULASribbonandClick onSTATISTICAL. SelectAVERAGEIFfromthedisplayedfunctions.Adialogwillbedisplayed
x. xi. xii. xiii. xiv.
ClickinRANGEtextbox Selecttherangeofcellscontainingthe.valuesyouwishcheckedagainstthecriteria. ClickintheCRITERIAbox,either,typecriteriadirectlyintheboxorselectacellthatcontainsthevalue youwishtochecktherangeagainst ClickintheAVERAGE_RANGEtextboxandselecttherangeyouwishtoaverage.. ClickOK
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Excel2007Advanced
AVERAGEIFS
Average ifs is a new function to excel and does much the same as the AVERAGEIF function but it will averagearangeusingmultiplecriteria.
TouseAVERAGEIFSfunction
Mouse
xv. ClickontheMOREFUNCTIONSbuttonintheFORMULASgroupontheFORMULASribbonandClick onSTATISTICAL.
xvi. xvii. xviii. xix.
SelectAVERAGEIFSfromthedisplayedfunctions.Adialogwillbedisplayed ClickinAVERAGE_RANGEtextbox Selecttherangeofcellscontainingthe.valuesyouwishcheckedagainstthecriteria. ClickintheCRITERIA_RANGE1boxselectarangeofcellsthatcontainsthevaluesyouwishtocheck thecriteriaagainst
36
Excel2007Advanced
xx. xxi.
ClickintheCRITERIA1textboxandtypeinthecriteriatomeasureagainstyourCRITERIA_RANGE1. Repeatsteps5and6toentermultiplecriteria,range2,range3etc,usethescrollbarontherightto scrolldownandlocatemorerangeandcriteriatextboxes.ClickOKwhenallrangesandcriteriashave beenentered. SomeimportantpointsaboutAVERAGEIFSFUNCTION IfAVERAGE_RANGEisablankortextvalue,AVERAGEIFSreturnsthe#DIV0!errorvalue. Ifacellinacriteriarangeisempty,AVERAGEIFStreatsitasa0value. CellsinrangethatcontainTRUEevaluateas1;cellsinrangethatcontainFALSEevaluateas0 (zero). EachcellinAVERAGE_RANGEisusedintheaveragecalculationonlyifallofthecorresponding criteriaspecifiedaretrueforthatcell. UnliketherangeandcriteriaargumentsintheAVERAGEIFfunction,inAVERAGEIFSeach CRITERIA_RANGEmustbethesamesizeandshapeasSUM_RANGE. IfcellsinAVERAGE_RANGEcannotbetranslatedintonumbers,AVERAGEIFSreturnsthe#DIV0! errorvalue. Iftherearenocellsthatmeetallthecriteria,AVERAGEIFSreturnsthe#DIV/0!errorvalue. Youcanusethewildcardcharacters,questionmark(?)andasterisk(*),incriteria.Aquestionmark matchesanysinglecharacter;anasteriskmatchesanysequenceofcharacters.Ifyouwanttofind anactualquestionmarkorasterisk,typeatilde(~)beforethecharacter.
SUMIFS
Thisfunctionaddsallthecellsinarangethatmeetsmultiplecriteria. The order of arguments is different between SUMIFS and SUMIF. In particular, the SUM_RANGE argumentisthefirstargumentin SUMIFS,butitisthethirdargumentin SUMIF.Ifyouarecopyingand editingthesesimilarfunctions,makesureyouputtheargumentsinthecorrectorder.
SUMIFS(sum_range,criteria_range1,criteria1,criteria_range2,criteria2)
SUM_RANGEisoneormorecellstosum,includingnumbersornames,arrays,orreferencesthatcontain
numbers.Blankandtextvaluesareignored.
CRITERIA_RANGE1,CRITERIA_RANGE2,are1to127rangesinwhichtoevaluatetheassociatedcriteria. CRITERIA1,CRITERIA2,are1to127criteriaintheformofanumber,expression,cellreference,ortext
thatdefinewhichcellswillbeadded.Forexample,criteriacanbeexpressedas32,"32",">32","apples",or B4. SomeimportantpointsaboutSUMIFS EachcellinSUM_RANGEissummedonlyifallofthecorrespondingcriteriaspecifiedaretrueforthatcell. CellsinSUM_RANGEthatcontainTRUEevaluateas1;cellsinSUM_RANGEthatcontainFALSEevaluate as0(zero).
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Excel2007Advanced
Unliketherangeandcriteriaargumentsinthe SUMIFfunction,in SUMIFSeach CRITERIA_RANGEmust bethesamesizeandshapeasSUM_RANGE. Youcanusethewildcardcharacters,questionmark(?)andasterisk(*),incriteria.Aquestionmarkmatches anysinglecharacter;anasteriskmatchesanysequenceofcharacters.Ifyouwanttofindanactualquestion markorasterisk,typeatilde(~)beforethecharacter.
TouseSUMIFSfunction
Mouse
xxii. xxiii. ClickontheMATH&TRIGbuttonintheFORMULASgroupontheFORMULASribbon. SelectSUMIFSfromthedisplayedfunctions.Adialogwillbedisplayed
xxiv. xxv. xxvi. xxvii. xxviii.
ClickinSUM_RANGEtextbox Selecttherangeofcellscontainingthe.valuesyouwishtosumup ClickintheCRITERIA_RANGE1boxselectarangeofcellsthatcontainsthevaluesyouwishtocheck thecriteriaagainst ClickintheCRITERIA1textboxandtypeinthecriteriatomeasureagainstyourCRITERIA_RANGE1. Repeatsteps5and6toentermultiplecriteria,range2,range3etc,asyouuseeachCRITERIA_RANGE andCRITERIAmoretextboxeswillappearforyoutouse.ClickOKwhenallrangesandcriteriashave beenentered.
38
Excel2007Advanced
COUNTIFS
TheCOUNTIFSfunction,countsarangebasedonmultiplecriteria.
COUNTIFS(range1,criteria1,range2,criteria2)
RANGE1,RANGE2,are1to127rangesinwhichtoevaluatetheassociatedcriteria.Cellsineachrange mustbenumbersornames,arrays,orreferencesthatcontainnumbers.Blankandtextvaluesareignored. CRITERIA1,CRITERIA2,are1to127criteriaintheformofanumber,expression,cellreference,ortext
thatdefinewhichcellswillbecounted.Forexample,criteriacanbeexpressedas32,"32",">32","apples", orB4.
TouseCOUNTIFSfunction
Mouse
xxix. xxx. ClickontheMOREFUNCTIONSbuttonintheFORMULASgroupontheFORMULASribbonandclick onSTATISTICAL. SelectCOUNTIFSfromthedisplayedfunctions.Adialogwillbedisplayed
xxxi. xxxii. xxxiii.
ClickintheCRITERIA_RANGE1boxselecttherangeofcellsthatyouwishtocount. ClickintheCRITERIA1textboxandtypeinthecriteriatomeasureagainstyourCRITERIA_RANGE1. Repeatstep4toentermultiplecriteria,criteria_range2,range3etc,asyouuseeachCRITERIA_RANGE andCRITERIAmoretextboxeswillappearforyoutouse.ClickOKwhenallrangesandcriteriashave beenentered.
39
Excel2007Advanced
Eachcellinarangeiscountedonlyifallofthecorrespondingcriteriaspecifiedaretrueforthatcell. Ifcriteriaisanemptycell,COUNTIFStreatsitasa0value. Youcanusethewildcardcharacters,questionmark(?)andasterisk(*),incriteria.Aquestionmarkmatches anysinglecharacter;anasteriskmatchesanysequenceofcharacters.Ifyouwanttofindanactualquestion markorasterisk,typeatilde(~)beforethecharacter.
40
Excel2007Advanced
DATACONSOLIDATION
Tosummarizeandreportresultsfromseparateworksheets,youcanconsolidatedatafromeachseparate worksheetintoamasterworksheet.Theworksheetscanbeinthesameworkbookasthemasterworksheet orinotherworkbooks.Whenyouconsolidatedata,youareassemblingdatasothatyoucanmoreeasily updateandaggregateitonaregularoradhocbasis.
E.G. If you have a worksheet of sales figures for each of your divisional offices, you might use a consolidationtorollupthesefiguresintoacorporatesalesworksheet.Thismasterworksheet(Alldivisions) mightcontainsalestotalsoraveragesfortheentireenterprise.
Toconsolidatedata
Mouse
xxxiv. Nameanewsheettosummariseyouraggregatedatagotothetoplefthandcellonthatsheetwhere youwouldliketostartaggregateyourdata.InexampleabovethecellwouldpossiblybeA3onall divisionssheet.) Makesurethatyouleaveenoughcellstotherightandbelowthiscellfortheconsolidateddata. TheCONSOLIDATEcommandpopulatestheareaasneeded
xxxv.
OntheDATAribbonintheDATATOOLSgroup,clickonconsolidatetheCONSOLIDATEdialogboxis displayed.
41

xxxvi. xxxvii.
Excel2007Advanced
FromtheFUNCTIONdropdownboxselectwhichfunctionyouwishtoapplytotheconsolidateddata ranges(defaultissum) ClickinREFERENCEtextbox.Selectoneofthesheetsyouwishtoconsolidateandselectthedataon thatsheettherangewillappearintheREFERENCEboxyouwillnoticeitisabsolute.
Iftheworksheetisinanotherworkbook,clickBrowsetolocatethefile,andthenclickOKtoclose theBrowsedialogbox.ThefilepathisenteredintheReferenceboxfollowedbyanexclamation point. Alternatively,(and easier) ensure all workbooks that have sheets to be consolidated are already open. Then just like selecting the range click in the REFERENCE box, then select the workbook fromtheTASKBAR,selectthesheetthentherangeandclickonADD. Beconsistentwithyourselectionsalthoughtherangesmaybeindifferentlocationsondifferent sheets,either,selectthelabelsonALLTHESHEETSwiththedatatobeconsolidatedORNONEAT ALL. xxxviii. xxxix. xl. ClickonADDtherangewillappearintheALLREFERENCESboxifthewrongrangehasbeenselected selectitintheALLREFERENCESboxandclickonDELETE. Repeattheprevioustwostepsuntilalldatarangestobeconsolidatedhavebeenselectedandaddedto ALLREFERENCESbox. IfyouselectedlabelsinyourdatarangesthentickthecheckboxesintheUSELABELSINarea.Select TOPROWand/orLEFTCOLUMN.
xli.
ThedatawhenconsolidatedcanbeautomaticallyupdateablebyselectingthecheckboxCREATELINKS TOSOURCEDATA.Thisensuresasyourdatachangessowillyourconsolidateddata.
You can onlyselect this check box if theworksheet is in another workbook. Once you select this checkbox,youwon'tbeabletochangewhichcellsandrangesareincludedintheconsolidation. To set up the consolidation so that you can update the consolidation manually by changing the includedcellsandranges,cleartheCreatelinkstosourcedatacheckbox. xlii. Ifyouaresatisfiedwithallrangesselectedandoptionsselected,clickOK.
42
Excel2007Advanced
xliii.
Thedatawillbeconsolidatedontoyoursummaryworksheet
xliv.
Dataisconsolidated
Ifyouselectedthe CREATELINKSTOSOURCEDATAcheckboxyourdatawillbeautomatically outlined (see left and below NAME BOX) use these outlines as you would in SUBTOTALS. The CREATELINKSTOSOURCEDATAcheckboxworksbestwhenconsolidatingacrossworkbooksas youcanseeintheabovepictureacrosssheetsentersthesheetnameintheBcolumnrepeatedly you would have to change this manually but across workbooks the filename is entered there to informyouofthesourceofthedata. If you did not use the CREATE LINKS TO SOURCE DATA check box then the data will be consolidatedandputintoyourcellsasvalues(averagedorsummedasyouchose)
43
Excel2007Advanced
SECTION2VIEWS,SCENARIOS,GOALSEEKANDSOLVER
CreateViews UseGoalseekandsolver SwitchbetweenViews CreateScenarios SwitchbetweenScenarios
44
Excel2007Advanced
GOALSEEKINGANDSOLVING
Excel has a number of ways of altering conditions on the spreadsheet and making formulae produce whateverresultisrequested.Excelcanalsoforecastwhatconditionsonthespreadsheetwouldbeneeded tooptimisetheresultofaformula.Forinstance,theremaybeaprofitsfigurethatneedstobekeptashigh aspossible,acostsfigurethatneedstobekepttoaminimum,orabudgetconstraintthathastoequala certainfigureexactly.Usually,thesefiguresareformulaethatdependonagreatmanyothervariableson the spreadsheet. Therefore, you would have to do an awful lot of trialanderror analysis to obtain the desiredresult.Excelcan,however,performthisanalysisveryquicklytoobtainoptimumresults.TheGoal Seek command can be used to make a formula achieve a certain value by altering just one variable. The Solvercanbeusedformorepainstakinganalysiswheremanyvariablescouldbeadjustedtoreachadesired result. The Solver can be used to not only obtain a specific value, but also to maximise or minimise the resultofaformula(e.g.maximiseprofitsorminimisecosts).
GoalSeek
The Goal Seek command is used to bring one formulatoaspecificvalue.Itdoesthisbychanging oneofthecellsthatisreferencedbytheformula. GoalSeekasksforacellreferencethatcontainsa formula(theSetcell).Italsoasksforavalue,which is the figure you want the cell to equal. Finally, Goal Seek asks for a cell to alter in order to take theSetcelltotherequiredvalue. In the example spreadsheet, cell B8 contains a formula that sums advertising and payroll costs. Cell B10 contains a profits formula based on the revenuefigure,minusthetotalcosts. Ausermaywanttoseehowaprofitof4000canbe achievedbyalteringpayrollcosts.
TolaunchtheGoalseeker:
Mouse
i. ii. iii. iv. OntheDATAribbon,DATATOOLSgroup,clickWHATIFANALYSISandthenclickGOALSEEK. IntheSETCELLbox,enterthereferenceforthecellthatcontainstheformularesultyouwishtosettoa specificfigure.(Intheexample,thisiscellB4.) Inthe TOVALUEbox,typetheresultyouwant.(Inthe example,thisis4000.) IntheBYCHANGINGCELLbox,enterthereferencefor the cell that contains the value you want to adjust. (In theexample,thisiscellB3.) TheGoalSeekcommandautomaticallysuggeststheactive cell as the Set cell. This can be overtyped with a new cell reference or you may click on the appropriate cell on the
45

spreadsheet. v. vi.
Excel2007Advanced
Clickthe OK buttonandthespreadsheetwillalterthecelltoavaluesufficientfortheformulatoreach yourgoal.GoalSeekalsoinformsyouthatthegoalwasachieved; Younowhavethechoiceofacceptingtherevisedspreadsheet,orreturningtothepreviousvalues.Click OK tokeepthechanges,or CANCEL torestorepreviousvalues.
GoalSeekcanbeusedrepeatedlyinthiswaytoseehowrevenueorothercostscouldbeusedto influencethefinalprofits.Simplyrepeattheaboveprocessandalterthechangingcellreference. Thechangingcellmustcontainavalue,notaformula.Forexample,ifyoutriedtoalterprofitsby changingtotalcosts,thiscellcontainsaformulaandGoalSeekwillnotacceptitasachangingcell. Onlytheadvertisingcostsorthepayrollcellscanbeusedaschangingcells. GoalSeekwillonlyacceptonecellreferenceasthechangingcell,butnamesareacceptable.For instance, if a user had named either cells B5 or B6 as "Advert_costs" or "Payroll" respectively, thesenamescouldbetypedintheBYCHANGINGCELLbox.Forgoalseekingwithmorethanone changingcell,usetheSolver.
46
Excel2007Advanced
Solver
For more complex trialanderror analysis the Excel Solver should be used. Unlike Goal Seek, the Solver can alter a formula not just to produce a set value, but also to maximise or minimise the result. More than one changing cell can be specified, so as to increase the number of possibilities, and constraints can be built in to restrict the analysis to operate only under specificconditions. ThebasisforusingtheSolverisusuallytoaltermanyfigurestoproducethe optimum result for a single formula. This could mean, for example, altering pricefigurestomaximiseprofits.Itcouldmeanadjustingexpendituretominimisecosts,etc.Whateverthe case,thevariablefigurestobeadjustedmusthaveaninfluence,either,directlyorindirectly,ontheoverall result,thatistosaythechangingcellsmustaffecttheformulatobeoptimised.Upto200changingcellscan beincludedinthesolvingprocess,andupto100constraintscanbebuiltintolimittheSolver'sresults.
SolverParameters
TheSolverneedsquitealotofinformationinorderforittobeabletocomeupwitharealisticsolution. ThesearetheSolverparameters
TosetuptheSolver:
Mouse
i. ClickSOLVERbuttonontheintheANALYSISgroupontheDATARibbon; LikeGoalSeek,theSetCellisthecellcontainingtheformulawhosevalueistobeoptimised.Unlike GoalSeek,however,theformulacanbemaximisedorminimisedaswellassettoaspecificvalue. ii. DecidewhichcellstheSolvershouldalterinordertoproducetheSetCellresult.Youcaneithertypeor clickontheappropriatecells,and[Ctrl]clickifnonadjacentcellreferencesarerequired.
47
Excel2007Advanced
Whenusingacomplexspreadsheet,oronethatwascreatedbysomeoneelse,thereisanoptionto lettheSolverguessthechangingcells.Usuallyitwillselectthecellscontainingvaluesthathavean immediateeffectontheSetCell,soitmaybeagoodideatoamendthis.
Constraints
ConstraintspreventtheSolverfromcomingupwithunrealisticsolutions.
TobuildconstraintsintoyourSolverparameters:
Mouse
i. IntheSolverdialog,choose ADD
ii. iii.
Thisdialogboxasksyoutochooseacellwhosevaluewillbekeptwithincertainlimits.Itcanbeanycell orcellsonthespreadsheet(simplytypethereferenceorselecttherange). Thiscellcanbesubjectedtoanupperorlowerlimit,madetoequalaspecificvalueorforcedtobea wholenumber.DropdownthearrowinthecentreoftheConstraintboxtoseethelistofchoices:To setanupperlimit,clickonthe<=symbol;foralowerlimit,>=;the=signforaspecificvalueandtheINT optionforaninteger(wholenumber). Oncethe OK buttonischosen,theSolverParameterdialogboxredisplaysandtheconstraintappearsin thewindowatthebottom.ThisconstraintcanbeamendedusingtheChangebutton,orremovedusing theDeletebutton.
iv.
Whenmaximisingorminimisingaformulavalue,itisimportanttoincludeconstraintswhichsetupperor lower limits on the changing values. For instance, when maximising profits by changing sales figures, the Solvercouldconceivablyincreasesalestoinfinity.Ifthesalesfiguresarenotlimitedbyanupperconstraint, theSolverwillreturnanerrormessagestatingthatthecellvaluesdonotconverge.Similarly,minimising totalcostscouldbeachievedbymakingoneofthecontributingcostsinfinitelylessthanzero.Aconstraint shouldbeincluded,therefore,tosetaminimumlevelonthesevalues. The example here shows the number of cases for five London hospitals, split into three types: Elective, EmergencyandDaycases.Belowthisaretherespectivecostsofeachtypeofcaseforeachhospital,and finally the total costs (number multiplied by price) for each type in each hospital. All these figures are totalledincolumnH,toarriveatafinaltotalcostsfigureincellH17.
48
Excel2007Advanced
Callup SOLVERfromthe ANALYSISgrouponthe DATAribbon.TheSetCellinthiscasewillbeH17,the total costs cell. It can be assumed that the costs of cases cannot be changed, only the number in each hospital,thereforethechangingcellswillbeB4:F6: The problem is that, if Solve is chosen now, the number of cases could reduce to infinitely below zeroandproduceanerrormessage. Fortunately,constraintscanbebuilt in to force each hospital to have a minimumnumberofcases,andfor theretobeatotalnumberofcases overall. Choose the ADD option to add a constraint, highlight the cells B4:F6, drop down the arrow and click on >= to set a minimum limit. Here, type whatever the minimum number of cases should be. To avoid the error message, simply type 1 and choose OK. Also, as hospital cases cannot be fractions, add another constraint to force these cells to be integers. Finally, a constraint could be added to set a total numberofcases(cellH7).TheSolverparametersshouldnowappearasfollows: When Solve is chosen, the Solver carries out its analysis and finds a solution. This may be unsatisfactory, asithascalculatedthatthebestway to minimise costs is to put the majority of cases in St George's as day patients. Further constraints could now be added to force the Solvertoplaceminimumnumbersof cases in the other hospitals, or set a maximum limit on St Georges' day cases.
49

SolverAndScenarioManager
Excel2007Advanced
The Solver uses sophisticated numeric analysis and iterative methods to perform trialanderror calculations very quickly. The original values of the spreadsheet, therefore, have a profoundeffectontheresultofaSolver solution. It may be the case that there isnoconcretesolutiontoaspreadsheet problem,andtheSolvermayproducea "best guess" within the specified constraints. Changing the original values and running the Solver again may produce a different result, and it may therefore by helpful to save the different"scenarios"thatareproduced. It may also be necessary to save scenarioswhereconstraintshaveeither been added, removed or amended. Using Excel's Scenario Manager can facilitate this, by allowing you to save each new Solver solution and compare it to previous ones. For most complex spreadsheetproblems,theSolverandScenarioManagerareusedtogether.
OpeningScenarioManager
Toopenscenariomanager
Mouse
i. ii. ClickSCENARIOMANAGERontheWHATIFANALYSISbuttonontheintheDATATOOLSgroupon theDATARibbon;(thetextwhatifanalysiswillbemissingifsolverhasbeenaddedintoExcel) Scenariomanagerwillappear.
50
Excel2007Advanced
SavingSolverSolutions
WhentheSolverfindsasolutionthatseemsfeasible,youmaywanttosaveit.
SaveasolutionasaScenario:
Mouse
i. OnceSolverhasfoundasolution,choose SAVESCENARIO fromthedialogbox.Thescenariocanbe namedandeitherthenewvalueskeptortheoriginalvaluesrestored.
ToviewasavedScenario:
Mouse
i. ii. iii. ClickSCENARIOMANAGERontheWHATIFANALYSISbuttonontheintheDATATOOLSgroupon theDATARibbon;(thetextwhatifanalysiswillbemissingifsolverhasbeenaddedintoExcel) Scenariomanagerwillappear.Allnamedscenarioswillbelisted. Clickontheappropriatenameandchoose SHOWtodisplaytheresults.Typically,ascenarioonlyholds theresultsofthechangingcellssetinanySolverParameters.ChoosingEditfromtheScenarioManager allowsthesevaluestobechanged,ortheScenariorenamed.
51

Reports
Excel2007Advanced
Once a Solver solution is obtained, a report can be generated to summarise the changes that have been madeandhowaccuratelytheconstraintshavebeensatisfied.Whenchangingcellshaveintegerconstraints, theonlymeaningfultypeofreportisanAnswerReport,whichgivesdetailsofthetargetcell'soriginalvalue andnewvalue,thechangestotheadjustablecellsaswellasallconstraints.
Tocreateasolverreport:
Mouse
i. ii. ClickAnswer ReportfromtheSolverSolutiondialogbox.Excelgeneratesthereportinanewsheet behindthecurrentworksheet. Toseethereport,choosetheanswerreportribbon:behindcurrentworksheet
52
Excel2007Advanced
VIEWS&SCENARIOS
Excel'sCustomViewsareusedtosaveandrecalldifferentdisplaysettingsandprintoptions.TheScenario Managerallowsyoutostorechangestospreadsheetdataandperform"whatif"analysis.
CustomViews
Customviewsallowyoutosavedifferentdisplayandprintsettings,andimposethemquicklyandeasilyon theworksheetatanytime.Thesettingswhichcanbesavedincludeprintsettings,rowheightsandcolumn widths,displaysettings,selectedcells,windowsizeandpositions,settingsforpanesandfrozentitles.This canbeadvantageouswhendealingwithlargeworksheetswhereswitchingfromoneareatoanothermight otherwisebeawkward.Italsoallowsanumberofdifferentprintsettingsincludingprintareatobesaved aspartofthesameworksheetfile.
TypicalCustomViewModel
Intheexampleabove,Sales,CostsandProfitsdatacanbeseenatthetopofthescreen,withanembedded linechartunderneath.Thereisalsoanembeddedpiechart,which,atthemoment,canonlybeseenby scrollingdownthespreadsheet.Itwouldbeusefultobeableto"swap"betweenthelinechartandthepie chartwhilestillabletoseethespreadsheetfigures.Itmayalsobehelpfultodefinedifferentpagesettings, depending on whether the line chart or pie chart is being printed. By defining different spreadsheet "views,itispossibletotogglebetweenthedifferentchartsandkeepthedataonthescreenatalltimes.It isalsopossibletoprintadifferentheaderwhenadifferenttypeofchartisdisplayed.
53

DefiningAView
Excel2007Advanced
Beforedefiningaview,youshouldensurethatthedisplayoptions,zoompercentage,printsettingsetc.are asyouwishtorecordthem.
Tocreateaview:
Mouse
i. ClickViewfromthemenubarandchooseCustomViews.Thefollowingdialogboxwillappear:
ii. iii. iv.
FromtheCustomViewsdialogbox,choose ADD. Choose whether or not to include print settings or hidden rows and columns as part of the View by checkingtherequiredoptions. Enterthenameunderwhichthisviewistobesavedandclickon OK .
Onceaviewhasbeendefined,thedisplayandprintsettingsoftheworksheetcanbechanged(forexample in our typical model you may want a view to display the pie chart next to the data with an appropriate headerwhenprinting).YoucanthensetupaViewthatwouldsavethosesettings.
54
Excel2007Advanced
ShowingAView
Havingdefinedasmanyviewsasareneededforthecurrentworksheet,youcanswitchbetweenthem.
Toshowaview:
Mouse
i. ii. ClickontheVIEWribbonWORKBOOKVIEWSgroup,andCUSTOMVIEWS. Click on the SHOW button. If Print or Print Preview commands are executed, the correct settings (includingtheheader)willbeapplytoeachview.
Todeleteaview:
Mouse
i. ii. ClickontheVIEWribbonWORKBOOKVIEWSgroup,andCUSTOMVIEWS. ClicktheDELETEbutton.
ScenarioManager
ThepurposeoftheScenarioManageristoallowyoutosaveanumberofalternativeinputsforspecificcells whichaffecttheresultsinaworksheet.Forexample,youmaywanttoseetheresultsofchangesincosts figures, and their impact on profits. A variety of different costs figures could be saved as different "scenarios,andeachoneloadedinturntoproducecomparisons.
LoadTheScenarioManager
Once you have constructed your worksheetwiththeappropriatedataand formulae, you are ready to set up scenarios.
Tosetupscenarios:
Mouse
i. Click SCENARIO MANAGER on the WHAT IF ANALYSIS button on the in the DATA TOOLS group on the DATA Ribbon; (the text what if analysiswill bemissingifsolverhas beenaddedintoExcel) :Click the ADD button to name your scenario and define the CHANGING CELLS(thecellscontainingthevalues you want to vary for each scenario). Thefollowingdialogwillappear:
ii.
55

iii. iv.
TypeanameintheboxmarkedSCENARIONAME.
Excel2007Advanced
Clickthebuttontotherightofthe CHANGINGCELLSboxtocollapsethedialogallowingyoutoview theworksheetandselectthecellscontainingthevariables.Nonconsecutivecellsmaybeselectedusing [Ctrl]andclick.ClickthebuttontoexpandtheAddScenariodialogoncemore.
v.
Click OK toaddtheScenario.Thefollowingdialogboxwillappear:
vi.
Typethevalueforthefirstchangingcellthatyouwanttosaveunderthecurrentscenarioname.Press [RIBBON]tomovetothenextchangingcellandtypeavalueforthatchangingcell.Repeattheprocess untilallchangingcellvalueshavebeensetforthecurrentscenario. Clickthe OK buttontoreturntotheScenarioManagerdialog Click OK againtoexittheScenarioManager.
vii. viii.
Or
i. ii. Clickthe ADD buttontodefineanotherscenario. Whenallscenarioshavebeenadded,click OK toreturntotheScenarioManagerdialogand OK toexit theScenarioManager.
56
Excel2007Advanced
ShowingAScenario
Whenseveralscenarioshavebeencreated,eachoneinturncanbeshown.Thevaluesassociatedwiththat scenariowillappearinthedesignatedChangingCells,andallthedependantformulaeontheworksheetwill update.Anychartsdependantonthechangingvalueswillalsoupdate.TheScenarioManagerdialogbox willremainonscreen,allowingyoutoclickonanalternativescenarionameandshowitinstead.
Toshowscenarios:
Mouse
i. ii. iii. ClickSCENARIOMANAGERontheWHATIFANALYSISbuttonontheintheDATATOOLSgroupon theDATARibbon;(thetextwhatifanalysiswillbemissingifsolverhasbeenaddedintoExcel) Doubleclickthescenarionamewhosevaluesyouwantontheworksheet.Thevalueswillappearinthe changingcells. Thedialogboxremainsonscreenallowingyoutodoubleclickotherscenarionamesandseehowthec hangingvaluesaffectthedata.Click OK toexittheScenarioManagerdialog.
57

EditingAScenario
Excel2007Advanced
Therearetwomainwaysinwhichyoumightwishtochangeanexistingscenario.Youmightwanttoamend thevaluesofthechangingcells,oraddordeletechangingcells.Theapproachisslightlydifferentforeach ofthesetasks.
Tochangevaluesinascenario
Mouse
i. ii. iii. iv. ClickSCENARIOMANAGERontheWHATIFANALYSISbuttonontheintheDATATOOLSgroupon theDATARibbon; Selectthenameofthescenariotobeedited. ClickontheEDITbuttonandclick OK fromtheEditScenariodialog. Changethevaluesasrequired,andclickonthe OK button.Thisprocedurecanberepeatedifnecessary toeditotherscenarios.
Toaddchangingcells:
Mouse
i. ii. iii. iv. ClickSCENARIOMANAGERontheWHATIFANALYSISbuttonontheintheDATATOOLSgroupon theDATARibbon;( Selectthenameofthescenariotobeedited. Clickonthe EDITbuttonandclickthebuttontotherightofthe CHANGINGCELLSboxtocollapsethe EditScenariodialog. Holddownthe[CTRL]keyasyouclickanddragacrossthecellsthatyouwanttoadd.Clickthebuttonto expandthedialog.Click OK toconfirmtheaddition. EnterthevalueforthenewlyaddedchangingcellintheChangingcellsdialogandclick OK toconfirm. Click CLOSE toexittheScenarioManager.
v. vi.
Toremovechangingcells:
Mouse
i. ii. iii. iv. ClickSCENARIOMANAGERontheWHATIFANALYSISbuttonontheintheDATATOOLSgroupon theDATARibbon; Selectthenameofthescenariotobeedited. Clickonthe EDIT button. Dragacrossthecellreferencesofthecellsyouwanttoremovefromthe CHANGINGCELLSboxand press[DELETE].Click OK toconfirmthedeletionand OK againtoclosetheChangingcellsdialog. Click CLOSE toexittheScenarioManager.
v.
58
Excel2007Advanced
DeletingAScenario
Todeleteascenario:
Mouse
i. ii. iii. ClickSCENARIOMANAGERontheWHATIFANALYSISbuttonontheintheDATATOOLSgroupon theDATARibbon; Selectthenameofthescenariotobedeleted. Click DELETE button. Youcantundothedeletionofascenario.
59
Excel2007Advanced
SECTION3USINGEXCELTOMANAGELISTS
Objectives
SetupanExcellist Sortthelist Createlistsubtotals Add,editanddeletelistitemsusingthedataform UseAutoFiltertofindspecificlistdata UsetheAdvancedfilteringtools AnalyselistdatawithdataandPivotTables
60
Excel2007Advanced
EXCELLISTS,LISTTERMINOLOGY
AlthoughExcel'sprimaryfunctionisasaSpreadsheet,itcanalsobeusedforanumberoflistoperations.It is possible to store, and manipulate information (customer records, staff records or stock inventories for example)onanExcelworksheet,organiseitindifferentways,and"query"thelisttoextractinformation whichmeetsspecific,userdefinedcriteria.Thelistiseffectivelytreatedasadatabase. In order to use Excel's database capacity, information must be laid out in rows and columns subject to certainconstraints.Therearesomedatabasetermswithwhichtheusershouldbecomefamiliar:
RowAndColumnContent
Theinformationbeingstoredmustbedividedupintocategories.Forexample,informationonstaffmight includeFirstname,LastnameandDepartment.InanExcelList,eachcategorymustbeenteredinaseparate column. Do not mix text and numbers in a column the data must belong to the same category of informationandthereforeshouldbethesamedatatype.Donotusespacesinfrontofcolumnentries,use alignmentbuttonsinsteadifyouneedtomovedataawayfromthecolumnedges.
ColumnLabels
Thisisthetitleatthetopofeachcolumn,describingthecategoryofinformationwhichitcontains.Each labelnamemustbeuniqueandmustbemadeupoftextratherthannumbersorcalculations.Thecolumn namesmustappeardirectlyabovethelistinformationtheymaynotbeseparatedfromtherestofthelist byablankrow.Formatyourcolumnlabelstodistinguishthemfromthelistdata.
ListSizeAndLocation
TheLististhewholecollectionofinformation,allFields,FieldnamesandRecordsandshouldbelaidoutasa regularblockofdata.(seespecificationsforlistlimits) Donotplacemorethanonelistonaworksheet.Ifyouwantmorethanonelistinaworkbook,placeeach list on a separate sheet. (this is only a guide it will not affect functionality but when working with lists hiddenrowscancausesevereproblemswithotherlistsonsamesheet) Leaveatleastoneblankrowandoneblankcolumnbetweenthelistandotherdataontheworksheet. Place additional data diagonally below and to the right of your list. This ensures that data will not be affectedwhenyoufilterthelist.
Miscellaneous
Excel does not distinguish between upper and lower case characters in a list, unless you use the Case sensitivesortoption. When you use formulae in lists, Excel uses the results of the formulae.
61
SORTINGDATA
Although not confined to database information,thesorting facility in Excel is particularly appropriate for changing the order in which records are listed. Remember to save the file containing thedatabaseinformationpriortosorting.
Excel2007Advanced
Ifyouwillneedtorestoretheoriginalrecordorder,itisagoodideatoincludeacolumnofrecordnumbers beforesortingthedatabase.Thiscanbeachievedsimplybyaddingacolumnwithasuitableheading,and usingthefillhandleorthedataseriescommandtoenterconsecutivenumbersadjacenttoeachrecord.
When using any data handling techniques ensure you have: 1. Selected a cell somewhereinthedatalist.2.HaveNOMOREthanonecellselected
Excel automatically selects the entire list for sorting. It compares the top rows of your list for formatting differences. If there is a difference in the formatting of the top row, Excel identifies thatrowascolumnlabelsandexcludesitfromthesort.Thisensuresthecolumnlabelswillnotbe sortedwiththerestofthedata.
Toperformasinglelevelsort:(quicksort)
Mouse
i. ii. Selectacellinthelistwithinthecolumnbywhichyouwanttosort. Click the Sort Ascending or Sort Descending button from the DATA ribbon, SORT &
FILTERgroup
OR Mouse
i. ii. iii. Clickwithinthedatatobesortedinthecolumnyouwishtosortby ClicktheSortAtoZorSortZtoAoptionfromtheSort&Filterbutton ontheHOMEribbonintheEDITINGgroup Thedatawillbesortedalphabeticallyornumericallybythatcolumn
62
Excel2007Advanced
Toperformamultilevelsort:
Mouse
i. ii. Clickwithinthedatatobesorted. Choose Sort, button from the DATA ribbon, SORT & FILTER group The following dialogboxwillappearinwhichfromwhichyoumayspecifytheSortfieldsandtheSortorder.
iii. iv. v. vi. vii. viii. ix. x.
FromtheSort Bydropdownlist,selectthefieldyouwanttouseasthemainsortorder. Selectfromthenextdropdownlistwhatyouwanttosortonbydefaultthis willbethedata(values) Select the Ascending or Descending from the drop down list depending on whichorderyouwishthedatasortedin. Selectaddlevel SpecifyanysubsortsusingtheThen Bydropdownliststopickthesubsequentfieldstosortbywhen duplicatesoccurinthemainsortfield. Youmayaddmanylevelstoyoursortingofdata.Ifyouwishtoreorderyoursortinglevels usethereorderbuttonsbyselectingalevelandmovingitupordown Ifyouhaveanincorrectlevelinyourmanysortorders.Selectitandclickondeletelevel. Click OK .toapplysortorders
OR Mouse
i. ii. iii. iv. ClicktheCustomsortoptionfromtheSort&FilterbuttonontheHOMEribbonintheEDITINGgroup Thecustomsortdialogwillappear. Continueasprevious Click OK .toapplysortorders
63
Excel2007Advanced
64
Excel2007Advanced
CustomSortingOptions
The ascending and descending sort orders rearrange your list by alphabetical, numerical, reverse alphabeticalorreversenumericalorder.Forsometypesofdata,suchasmonths,thismaynotbetheorder that you need to use. You can use one of the custom sort orders provided with the Excel program to rearrangeyourdatainchronologicalorderbydayoftheweekorbymonth.
Tosortbyacustomsortorder:
Mouse
i. ii. Placetheactivecellwithinthelist. ClicktheCustomsortoptionfromtheSort&FilterbuttonontheHOMEribbonintheEDITINGgroup
OR
i. ii. iii. IV. v. ChooseSORT,buttonfromtheDATAribbon,SORT&FILTERgroup. FromtheSORTBYdropdownlist,selectthecolumnbywhichyouwanttosort. FromtheSORTONdropdownlistselectwhatyouwanttosorton(Values) FromtheORDERdropdownlistselectCUSTOMLIST Thefollowingdialogboxwillappear
vi. vii.
Selectacustomlistfromthelefthandbox. Clickon OK toclosethelistdialogandapplysortordertolevelandclickon OK againtoperformthe sort.
65

CreatingACustomSortOrder
Excel2007Advanced
Whensortingbyascending,descendingorchronologicalorderisnotsuitableforthedatainalist,youcan createacustomsortorder.CustomsortordersenableyoutogiveExceltheexactordertorearrangedata. Custom sort orders are helpful for data such as Low, Medium, High, where neither alphabetical nor an existingcustomsortorderwillprovidethedesiredresults.
Tocreateacustomsortorder:
Mouse
i. ClicktheCustomsortoptionfromtheSort&FilterbuttonontheHOMEribbonintheEDITINGgroup
OR
i. ChooseSORT,buttonfromtheDATAribbon,SORT&FILTERgroup.
OR
i. ii. iii. iv. v. Clickonthe MICROSOFTOFFICEBUTTONandselectthe EXCELOPTIONSbutton.Inthe POPULAR section.clickontheEDITCUSTOMLISTSbutton IntheCUSTOMLISTSbox,verifythatNewListisselected. IntheLISTENTRIESbox,typeeachuniqueentryintheorderyouwanttosorttheentries.Separatethe entriesbypressing[ENTER]. ClickADDthelistentrieswillappearinthelefthandbox ClickOK. CustomsortordersaresavedwiththeExcel2007programsettingsandareavailableforusewith allworksheets.YoucanuseacustomlistwiththeAutoFillfeature.
66
Excel2007Advanced
ADDINGSUBTOTALSTOALIST
Automatic subtotals are useful in summarising the data contained in a list. Subtotals are created by using an Excel summary function such as SUM(), COUNT()orAVERAGE().Tousethesubtotals,yourdatamustbeorganisedin a properly designed list and sorted according to the column by which you wanttosummarisethedata.
Toaddsubtotalstoalist:
Mouse
i. ii. iii. Sort the list according to the column by which you wanttosummarisethedata. Choose SUBTOTALfromthe OUTLINEgrouponthe DATAribbon. FromtheAt Each ChangeIndropdownlist,select the field by which you want to summarise the data. (thefieldyouhavethedatasortedby) From the Use Function dropdown list, select the summary function you want to use to generate the subtotals. In the Add Subtotal To box, check the column or columns to which you want the function to be applied. Ifdesired,checktheoptionsforreplacingthecurrent subtotals (if any), inserting a page break for each summary group and inserting the summary below eachgroup. Click OK . WhenyouusetheData,Subtotalscommand,itaddsitsownGrandTotal,soyoushouldnotusethe SUM()functioninyourlist.IfyouusetheData,Subtotalscommand,theSUM()functionwillbe inaccuratesinceitincludesthesubtotalsinthecalculation.(seeworkingwithlists)
iv.
v.
vi.
vii.
Toremovesubtotalsfromasetofdata:
Mouse
i. ii. iii. Selectasinglecellsomewherewithinthesubtotalledlist. ChooseSUBTOTALfromtheOUTLINEgroupontheDATAribbon ClickREMOVEALLandthenOK.
67

ExaminingSubtotals
Excel2007Advanced
When you insert automatic subtotals, Excel creates an outline of your data. The outline enables you to showorhidecertainsectionsofdatabyclickingontheoutlinebuttonsbelowtheNameboxontheformula bar.Grandtotalvaluesarederivedfromthelistdata,notthesubtotalrows.
Outline buttons
Toexamineasubtotalledlist
Mouse
i. ii. iii. iv. Havingappliedsubtotalstoalist,outlinenumberingcanbeseenonthefarleftbelowthenamebox. Select1,2or3toseeallthedatawithsubtotalsatintervals,subtotalsaloneorjustthegrandtotal Clickingonthe+or=buttonsbelowtheoutlinenumbersenablesyoutoselectwhichoutlinegroupto expandorcollapsetoallowprintingorcomparisonofrequireddata. Removingsubtotalswillremovetheseautomaticoutlines
68
Excel2007Advanced
FILTERINGALIST
When you filter a list, you display only the sets of data that meet a certain set of search conditions called criteria. The AutoFilter feature enables youtospecifythosesearch conditionsfromthelist. WhenyouusetheData,Filter,AutoFiltercommand,dropdownlistarrowsaredisplayednexttoeachofthe columnlabelsinthelist.Whenyouopenadropdownlist,alistofalltheuniqueentriesforthatcolumnis displayed.Byselectingoneoftheentriesfromthedropdownlist,calledafiltercriterionyouinstructExcel what to search for. Then Excel filters the list so that only the sets of data that contain the entry you selectedwillbedisplayed.WhenFiltermodeisactive,arrowsforthecolumnswithfiltercriterionselected appear in blue on the worksheet, row numbers appear in blue, and the status bar displays either the number of rows that meetthecriteria, or the text Filter mode. The sets ofdata thatdonot meet the criteriaremaininthelistbuttheyarehidden. IfyouselectasinglecellinthelistbeforechoosingFilterdropdownlistarrowsareappliedtoallof thecolumnlabelsinyourlist.IfyouselectmultiplecolumnlabelsbeforechoosingFilterdropdown list arrows are displayed only for the selected columns, thus restricting which columns you can applyfiltersto.Ineithercase,theentirelistisfiltered.Also,youcanfilteronlyonelistatatime onaworksheet.
TofilteralistusingAutoFilter:
Mouse
i. ii. Placetheactivecellanywherewithinyourlist. Click the FILTER option from the SORT & FILTER button on the HOME ribbonintheEDITINGgroup
OR
i. ii. iii. Choose FILTER, button from the DATA ribbon, SORT & FILTERgroup. Yourlistcolumnlabelswillappearwithdropdownlistarrows totheright. Whenyouselectthedropdownarrowfromthetopofaparticularcolumnyouwillhave(dependingon thedatatype)aboxatthebottomofthemenuwithalluniquevaluesmakesurethevaluesyouwishto beseenareticked.Selectthevaluesyouarefilteringfor.(FollowingPictures) Whenallvaluesyouwishtoseeareticked(thiscreatesORconditionsforthatcolumn)clickOKtoapply thefilterforthatcolumn
iv.
OR
69

i. ii. iii.
Excel2007Advanced
Youhavesortorderoptionsatthetoppartofthemenuwhichworkinthesamemanneraspreviously discussedifyouselectasortorderthiswillclosethemenuandapplythefilter. Repeatstep3untilyouhavesetfiltercriteriaforallcolumnsthatyouwishtofilterby. Thelistwillshowonlythoserowsthatmatchyourcriteria.
Sorting options Valuestobe filteredby
Filteroptionsfor customfilter. (seenext)
EachtimeyouapplycriteriatoacolumnyoucreateANDconditionsacrosscolumnsthatreducethe number of records that will be displayed. Using the simple autofilter OR conditions cannot be appliedacrosscolumns.(seeadvancedfilter).MoreANDconditions=lessrecords Whilstafilterisactive,ifyouprinttheworksheet,onlyvisiblerowswillbeoutput,soyoucanprint outmultipleviewsofyourdatafromanindividuallist.
Removingasinglecolumnfilter:
Mouse
70
Excel2007Advanced
i.
Youcanseewhichcolumnshavefiltercriteriaactivebecausethedropdownlistarrowsareblue.Click thedropdownlistarrowforthecolumnwhosecriteriayouwishtoremove.Andchoosethetickbox thatsaysselectall. Allvalueswillbeselectedfordisplayagain.EitherclickOKorselectnewsortordertoshowallrecords.
ii.
71
Excel2007Advanced
Removingallcolumnfilters:
Mouse
i. ClicktheClearoptionfromthe SORT&FILTERbuttononthe HOME ribbonin theEDITINGgroup
OR
i. ii. Choose FILTER, button from the DATA ribbon, SORT & FILTERgroup. Allcolumnfilterswillbecleared When filters are cleared the SELECT ALL tick box is applied to all columns. Make sure that this methodistheoneyoureallywantifyouhaveselectedcomplicatedcriteriainaparticularcolumn.
CustomCriteria
WhenyouspecifyafiltercriterionforacolumnfromuniqueentrieslistedintheAutoFilterdropdownlist, youcanonlyselectonefiltercriterionatatime.TheCustomfiltercriterionenablesyoutofilteralistto displaysetsofdatathatcontainThiscreatesanORconditionorcomplicatedoptionsofwhattext,datesor numbers you wish to display To meet the filter criteria, a set of data must meet either the first filter criterionorthesecondfiltercriterionorboth You can also use the Custom criterion choice to find values that fall within a range. When you specify custom criteria, select acomparison operator from thedropdown list and then either type ina value or selectitfromthecriteriadropdownlist. Whenyouusecustomcriteria,youneedtounderstandthecomparisonoperatorsthatExceloffersyou.The tablebelowoutlinesthese: Operator = > < >= <= <> Meaning Equalto Greaterthan Lessthan Greaterthanorequalto Lessthanorequalto Notequalto
TospecifyeitherAND/OR customcriteria:
Mouse
i. ii. Click on the AUTOFILTER dropdown forthedesiredcolumn. Depending on the Data type you will have the data type and type of filter name.(pictureshowsnumberfilter)
72
Excel2007Advanced
iii. You may select one of the options shown to start your custom filter OR move to the bottomofthemenuandselectcustomFilter. Thefollowingdialogboxwillbeshown. In the Custom AutoFilter dialog box from the first criteria dropdown list select one of the filter criteria. (The default operator is = equals). ClickonOR orAND.(thisisveryimportant) Fromthesecondoperatordropdownlist,selectacomparisonoperator. Fromthesecondcriteriadropdownlistselecttheotherfiltercriterion. Click OK . The filtered list shows the sets of data that meet either the first or the second specified criterionforthecolumn.
iv. v. vi.
vii. viii. ix. x.
Usingcustomcriteriatofindarangeofvalues:
Mouse
i. ii. iii. iv. v. vi. Clickthedropdownarrowforthecolumnlabelwhoserangeofvaluesyouwanttofilterby.Thiswill typicallybenumbersordates ClickCustomfilter.Fromtheresultingdialogbox,selectthecomparisonoperatortocontrolthelower limitingvalue,forexamplegreaterthanorgreaterthanorequalto. Fromthefirstcriteriadropdownlist,selectavalueortypethevaluein. SelectANDasthedataMUSTmeetbothconditionstodisplaytherange Fromthesecondcriteriadropdownlistselecttheotherfiltercriterion. Click OK . The filtered list shows the sets of data that meet BOTH the first and the second specified criterionforthecolumn.
Wildcards
Youcanusewildcardstosearchfortextincommonwithintheuniqueentries,eventhoughtheentireentry might not match. For example, searching for all of the sets of data that have entries in the lastname column that begin with M might display two Moores (where the entire entry matches) but might also displayMaddingandMartinez(wheretheentireentrydoesnotmatch). Wildcard *asterisk ?questionmark ~tilde Finds Anysetofcharactersthatareinthesame positionastheasterisk Anysinglecharacterthatisinthesameposition asthe? Aquestionmarkoranasterisk Example *.xlsfindsFilter.xlsand sortdata.xls B?tfindsBat,Bit,ButandBet Who~?FindsthetextWho?
73

Tofilteralistusingwildcards:
Mouse
i.
Excel2007Advanced
WithAutoFilter active, select the dropdown list arrow to the right of the column you want to use to filterthedata. Wildcardsonlyworkwhenfilteringcolumnscontainingtext
i. ii. iii. iv.
ChooseCUSTOM. Ensurethattheoperatorissetto=. Typethepatternoflettersyouarefilteringbywiththeasterisksand/orquestionmarksinsertedinthe appropriatepositions. Click OK .
TurningOffAutofilter
Whenyounolongerneedtofilteryourdata,youcanswitchtheAutoFilteroffinthefollowingway:
ToswitchoffAutoFilter:
Mouse
i. Choose FILTER, button from the DATA ribbon, SORT & FILTER group.
OR
i. ii. Clickthe FILTERoptionfromthe SORT&FILTERbuttononthe HOME ribbon intheEDITINGgroup TheAutoFilteroptiononthesubmenuwillappeartickedshowingthatAutoFilter is currently active. Click AutoFilter to remove the tick and deactivate the AutoFilter.
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Excel2007Advanced
AdvancedFiltering
Sometimes, the filter criteria that you specify with AutoFilter will not yield the necessary results. For example,youcannotuseAutoFiltertofilteralisttodisplaythemorecomplexcriteriaoftwoseparateAND conditionscombinedwithanORcondition.Todothis,youmustusetheAdvancedFilteroption.Thisrelies on you setting up and defining a Criteria range on the worksheet where the data to be matched can be entered.
SetCriteria
TheCriteriarangeusuallyconsistsofacopiedsetofthelistcolumnnames,andablankrowimmediately beneathintowhichyoucantypethedatatobematched.Itisagoodideatocopythecolumnnamesfrom the top of the database into the area to be used as a criteria range, as this reduces the chance of there beinganydiscrepancybetweenthetwosetsofnames. In fact, not all the column labels need to be included in the criteria range. It could be restricted to only those labels on which you wished to search, and those labels included could be displayed in a different order.Ifyouwishandcriteriatocreatearangeyoumayneedtocopyaparticularcolumnlabeltwice. OR condition AND condition
TodefinetheCriteriarange:
Mouse
i. ii. iii. iv. Copyacrosstoanewsheetthecolumnlabelsyouwishtocreatecriteriafor. Createthecriteriainthecellsunderthelabels. Ifcriteriaarecreatedinthesamerow,thiswouldcreatean ANDconditionandondifferentrowsthis wouldcreateanORcondition. Selectthecopiedsetofcolumnlabelsandthecriteriabelow andnamethecellrangeifyouwish.(notessential)Typethe wordCriteriaintothenameboxandpress[ENTER]. You do not have to name the cells with the range name Criteria, but it will ensure that Excel automatically picks the correctgroupofcellsasthecriteriacarryingcellswheneveryou usetheAdvancedFilter.
75

Torunanadvancedfilter:
Mouse
i. ii. iii. Clickwithinyourdatalist
Excel2007Advanced
ChooseADVANCED,buttonfromtheDATAribbon,SORT&FILTERgroup. Thefollowingdialogwillbedisplayed
iv.
Youshouldseethatyourdatalistisselectedcompletely.Ifnot(duetoemptycolumnsorrows.)Delete thevaluesinthelistrangeboxandeithertypeintherangeyouwishorselectthecorrectrangewiththe mouse Inthecriteriarangeboxeithertypecriteria(ifyounamedtherange)ordeleteanyvaluespresentand selectyourcriteriafromyoursheetofcriteria. BydefaultthelistwillbefilteredinplaceaswhenusingtheAutoFilter. ClickOK.Youwillbereturnedtoyourdatalistwiththefilterapplied. Sortifneeded
v. vi. vii. viii.
Toremoveafilter:
Mouse
i. ClicktheClearoptionfromtheSORT&FILTERbuttononthe HOME ribbonin theEDITINGgroup
OR
i. ii. ChooseFILTER,buttonfromtheDATAribbon,SORT&FILTERgroup. Thefilterwillbecleared
76
Excel2007Advanced
EnteringSearchCriteria
At a basic level criteria entered in the Criteria range is subject to the limitations mentioned earlier but makinguseofauserdefinedCriteriarangeallowsmorecomplexsearchestobeperformed. Itisimportanttoremembertocleartheoldfilterandselectnewcriteriaanddeleteoldcriteriafromeither thecustomfilterortheadvancedfilterbeforeapplyinganewfilter.Otherwisethetrueresultsofafilter will not be shown. For example, if the first filter is applied with Johnson entered under Surname, and a subsequentfilteriscarriedoutforthosewhoworkinFinance,itisessentialthattheNamespecificationis cleared unless you deliberately wish to confine the filter to those people called Johnson who happen to workintheFinancedepartment. ExcelwillfindrecordsmatchingtextinformationenteredintheCriteriarange,andrecordswheretheinitial lettersmatchthespecifieddata.Whenworkingwithauserdefinedcriteriarange,ifyouwishtoconfine filterresultstoonlythoserecordswhere,forexample,thefirstnameisRob,itwouldbenecessarytoenter theformula="=Rob"intheCriteriarangeundertheappropriatecolumnlabel. CriteriaEntered RoborRob* ="=Rob" ResultsMatched Rob;Robert;Robin Rob
WildcardsWithTextCriteria
One variation on searches for text criteria consists of using text Wildcard symbols. The two Wildcard symbolsmaybefamiliartousersofotherPCsystems.
TheAsterisk
TheAsterisk(*)maybesubstitutedforanygroupofcharacters.Searchingfor *Bankingwouldfindboth Development Banking and Merchant Banking. If no Wildcard symbols are included in the search criteria, Excel usually assumes that there is an asterisk at the end of the specification, so it will match the data specifiedandanyrecordswheretheinitialdataisthesame.
TheQuestionMark
The Question Mark (?) may be substituted for any single character. The question mark identifies the positionofthewildcardcharacterwithinthestringoftext.T?mwouldfindTimorTom.?awouldfindall recordswherethesecondletterintheappropriatefieldwasanA.Onceagain,Excelwillassumethatthere isanasteriskontheendofthesearchspecificationunlessotherwiseinformed.EnteringT?minaFirstname fieldwouldfindTim,TomandTommy.Usethesyntax="=T?m"toconfinethesearchestothreecharacters inlength.
MultipleCriteria
Hitherto, the Criteria range has been described as a copied set of field names into which you may enter searchspecificationsundertheappropriatecolumnnames.Youmaychoosetoentercriteriaintheblank rowundermorethanonefieldname.EnteringFinanceasthedepartmentand7asthegradeforexample, wouldfindonlythosepersonswhometbothcriteria. MultiplecriteriaonthesamerowdictatesthatthefirstspecificationANDallotherspecificationsmustbe metinorderforExceltofindtherecord.(SeealsouseoftheAND()functionunderCalculatedCriteria).
77

UsingMultipleRowsintheCriteriaRange
Excel2007Advanced
There may be situations where you wish to find members of either Division or Risk.InsuchaninstancetheCriteriarangecanbeextendedtoincludeasecond rowintowhichyoumayenterspecifications:
ExtendingthecriteriarangeforORcriteria:
Mouse
If you named your criteria range then you may wish to first delete the current Criteria range name. chooseNAMEMANAGERfromtheFORMULASribbon.IntheDEFINEDNAMESgroup. iii. iv. v. SelectCRITERIAfromthenameslistinsidethedialogandclickDELETE. Closethedialogbox Createyourcriteriaonyourcriteriaworksheetasnecessary.Now,enteringsearchspecificationsinall rows within the range will allow Excel to identify all those records which meet the specifications in either,thefirstORthesecondrowetc.(SeealsouseoftheOR()functionunderCalculatedCriteria). HighlighttheentireregiontoberedefinedastheCriteriarangei.e.thecopiedsetofColumnnames and the two rows (or more) immediately below, then, Name the range again if you wish. (if previous namedcriteriaarestillpresentthenensureadifferentnameisusedtoidentifythiscriteria.). Applyadvancedfilteraspreviouslydiscussed. TheCriteriarangemaybeextendedtoincludethreeormorerowsofuserdefinedsearchcriteriaif required. ToreturntousingjustonerowofuserdefinedinformationintheCriteriarange,selecttheareato be included and redefine the Criteria range again. This is important because searching for data whenarowintheCriteriarangehasbeenleftblank,willresultinExcelfindingeveryrecordinthe database.Ineffect,youhaveaskedExceltofindallrecordswherethecontentsofanyfieldcanbe anythingatall.
vi.
vii.
CheckingTheCriteriaRange
Ifyouaregettingsurprisingresultswhenyoufilteryourdata,itmaybebecauseyourcriteriarangecontains unlabelledcellsorextrarowsthatyouthoughtyouhadremovedfromtherange. ItiseasytodoublecheckthecurrentlydefinedCriteriarangeatanytimebymakinguseoftherangename which Excel applies to it. Using the [F5] function key will result in a dialog box showing all the currently named ranges on the worksheet. Click on the name Criteria and choose OK. The area covered by that namewillbehighlighted.YoumaychoosetoaltertheselectionandredefinetheCriteriarangeagainto adjustit.
78
Excel2007Advanced
CalculatedCriteria
Youmayalsochoosetofinddatasubjecttocalculatedcriteriaratherthanexactlymatchingdataorusing comparison operators or wildcard characters. This would let you find data that matches the result of a formula,ratherthanavaluethatyouhaveentereddirectly
Tousecalculatedcriteria:
Mouse
i. ii. iii. iv. IncludeintheCriteriarangeonecolumnnamewhichisnotusedinthelistCalcforexample. DeleteanynamedcriteriafromtheNAMEMANAGER Select the column labels (including Calc or whatever you have named it) plus at least one row below themdependingonwhetheryouneedusemultipleORconditionstofilteryourdata. TypeCriteriaintotheNameboxandpress[ENTER]tonametherange Belowthecalculatedfieldnameinthecriteriarange,youmustenteraformulawhichreferstothe cells contained in the first record of the database. The formula must result in a TRUE or FALSE answer. Intheexamplebelow,inordertofindonlythoserecordswherethevalueofthegrossforAustraliawould increasetoover500a10%increasewasapplied,theformulashowncouldbeenteredintheCalccolumn.
When entered, the calculated formula displays on the worksheet as TRUE or FALSE depending on the figurescontainedinthefirstrecordofthedatabasetowhichtheformulaspecificallyrefers.Theunderlying formuladisplaysintheformulabarasusual.
Youmayusecalculatedfieldstorefertoandmanipulatecellswithinthefirstrecordofthedatabase,andto refertocellsoutsideofthedatabasearea.Forexample,thethresholdfigureof500mightbeheldinan inputcelloutsidethedatabase.Ifthiswasthecase,thatcellreferencecouldbeincludedinthecalculated searchcriteria,butthereferencetoitwouldneedtobeabsoluteorfixed.
79
Excel2007Advanced
CalculatedCriteriaUsingFunctions
Some of Excel's Logical Functions are particularly suited to setting Criteria for a list search. Rather than havingtoextendthecriteriarange,youcanspecifycriteriaasargumentswithintheAND(),OR()orNOT() functions.
=AND()
If there are several specifications, every one of which must be met by all records found, use the AND() functionandreferonceagaintothecellscontainedinthefirstrecordofthedatabase.Textentriesmustbe enclosedindoublequotes.TheAND()functionmaycontainupto30commaseparatedarguments Referringtothedatabaseinthediagrambelow,forexample,ifthe GROSS(L2)mustbegreaterthanor equalto400,theDIVISION(E2)AustraliaandtheRISK(G2),medium.Thecalculatedfunctionmightbeset asappearsontheFormulabar:
=OR()
SearchingfortwodifferententriesinthesamefieldwouldnecessitatetheuseoftheOR()function.You maywishtolocatealltherecordswherethe DEPT(F2)iseithershowsorwaterrides.ObviouslytheAND() functionwillbeinappropriate,becausethecustomercannotbebothcompaniessimultaneously.Instead, thecalculationmightbe:
ExcelwillfindanyrecordswhereanyoneoftheargumentscontainedintheOR()functionismet.TheOR() functionmaycontainupto30commaseparatedlogicalarguments.
=NOT()
The NOT() function can be used to exclude records meeting certain criteria from the find operation. Enteringacalculationsuchas:
=NOT(DIVISION="Canada")
will allow Excel to find all those records where the Division is anything other than Canada. The NOT() functioncontainsonlyoneargument.Itcanbecombinedwithotherfunctions,forexample:
=AND(NOT(DIVISION="Canada"),Hrs<20)
80
Excel2007Advanced
willfindallthoserecordsfordivisionsotherthanCanadawheretheHrsworkedwaslessthan20.
CopyingFilteredData
You can use the Advanced Filter command to copy the sets of data that meet the criteria in the Criteria rangetoanotherlocationontheworksheet.
Tocopyfiltereddatatoanotherlocation:
Mouse
i. ii. i. ii. iii. iv. SettheCriteriarange. Placetheactivecellwithinthelist. ChooseADVANCED,buttonfromtheDATAribbon,SORT&FILTERgroup. Intheresultingdialogbox,chooseCopytoAnotherLocation. IntheCopyTotextbox,enteraworksheetcellthatrepresentsthetoplefthandcornerofwhereyou wouldliketheresults. Datacopied Click OK . tohere
Ifyouwanttocopyonlycertaincolumnsfromthematchingsetsofdata,enterthecolumnlabels exactlyastheyappearinthelistinthelocationyouwanttocopyto.Whenyourunthefilter,set theCopyTorangereferencetothecellswhereyouhavetypedthecolumnlabels.Youmayonlyuse this on the sheet your data is on you cannot copy to another sheet that will have to be done manuallylater.
UniqueRecords
Thereisacheckbox[a]allowingyoutoselectUniquerecordsonly.Thismaybeusefulif,forexample,the CopyTorangedoesnotincludeallthecolumnlabels.Theremaybeseveralrecordswherethedivisionand lastnamearethesame.IftheHourlyrate,hrs,DateofhirefieldsetcarenotincludedintheCopyTorange, thiscouldresultinseveralseeminglyidenticalrecordsbeingextracted.CheckingtheUniquerecordsonly checkboxbeforechoosingOKwouldresultinExcelextractingonlythefirstrecordineachinstance.
81
LISTSTATISTICS
Excel2007Advanced
There are several Excel functions which are specifically designed to enable you to analyse database information.Aselectionoftheseappearsinthetablebelow.
DatabaseFunctions
Function DCOUNT(Database,Field,Criteria) DCOUNTA(Database,Field,Criteria) Purpose Tocountthenumberofrecordsinalistwhichmeet specifiedcriteria.Thisfunctionwillonlycountvaluecells. Tocountthenumberofrecordsinalistwhichmeet specifiedcriteria.Thisfunctionincludestextandvalue cells. Toaddthecontentsofthechosenfieldinalist,subjectto anyspecifiedcriteria. Tofindtheminimumvalueinthechosenfieldinalist, subjecttoanyspecifiedcriteria. Tofindthemaximumvalueinthechosenfieldinalist, subjecttoanyspecifiedcriteria. Tofindtheaveragevalueofthechosenfieldinalist, subjecttoanyspecifiedcriteria. Toreturnthecontentsofthechosenfieldsubjecttoany specifiedcriteria.Thisfunctionisonlyvalidwherea singlerecordmeetsthecriteriaset. Tomultiplythecontentsofthechosenfieldinalist, subjecttoanyspecifiedcriteria.
DSUM(Database,Field,Criteria) DMIN(Database,Field,Criteria) DMAX(Database,Field,Criteria) DAVERAGE(Database,Field,Criteria) DGET(Database,Field,Criteria)
DPRODUCT(Database,Field,Criteria)
In all cases, if the Criteria range is blank, these functions will apply to the entire list area. Once data is enteredintheCriteriarange,theresultsoftheDatabasefunctionswilladjusttoreflectonlythoserecords meetingthecriteria. The arguments for all of these functions are identical, and the easiest way to incorporate them into a worksheetisbyusingthePasteFunctiondialog.
82
Excel2007Advanced
Toenteradatabasefunctionontheworksheet:
Mouse
i. ClicktheINSERTFUNCTIONbuttonfromFORMULALIBRARYontheFORMULASribbon
OR
i. ii. ClicktheINSERTFUNCTIONbuttonfromthelefthandsideoftheFORMULABAR. Thefollowingdialogboxwillappear
iii. iv. v.
Inthefunctioncategorylist,selectDatabase. Fromthefunctionnamelistchoosethedatabasefunctionyourequire:e.g.=DMAX() ClickOKanotherdialogwillappear.
83

vi. vii.
Enterthethreearguments,listrange,fieldnameandcriteriarange. Press[ENTER]orclickOK
Excel2007Advanced
Intheaboveexample,theformulashownontheformulabarabovehasbeenenteredintothecelltothe right ofthe label Maxgross payfor Canada. This formula finds the maximum gross pay for all records wherethedivisionisCanada.Allthedatabasefunctionslookatwhathasbeenenteredinthecriteriarange inordertogivetheirresults. IfyouhaveassignedtherangenameDATABASEtoyourLISTAREAandCRITERIAtoyourcriteria rangeyouusecan[F3]topastethenames. Thefieldmaybeenteredasanumberorastext.Obviously,ifthefieldonwhichthefunctionisto operate is the fifth column within the database, you could enter the number 5 as the field argument.Alternatively,thefieldnamecouldbeenteredastext,inwhichcaseitwouldneedtobe enclosedindoublequotes:
=DMAX(database,"division",criteria)
84
Excel2007Advanced
PIVOTTABLES
APivotTablecansummariselargeamountsofdatausingspecifiedcalculationsandformats.Itiscalleda PivotTablebecausetheheadingscanberotatedaroundthedatatovieworsummariseitindifferentways. Thesourcedatacanbe: AnExcelworksheetdatabase/listoranyrangethathaslabelledcolumns. Acollectionofrangestobeconsolidated.Therangesmustcontainbothlabelledrowsandcolumns. AdatabasefilecreatedinanexternalapplicationsuchasAccessorDbase. ThedatainaPivotTablecannotbechangedasitisthesummaryofotherdata.Thedataitselfcanbe changedandthePivotTablerecalculated.ThePivotTablecanbereformatted.
TocreateaPivotTableorPivotTablewithpivotchart:
Mouse
i. ii. iii. iv. Select a cell in a range of cells of data, or put the insertion point inside of an Exceltable. Makesurethattherangeofcellshascolumnheadings. Do one of the following: To create a PivotTable report, on the Insert ribbon, in theTablesgroup,clickPivotTable,andfromthemenuclickPivotTable. TheCreatePivotTabledialogboxisdisplayed.
OR
i. ii. TocreateaPivotTableandPivotChartreport,ontheInsertribbon,intheTablesgroup,clickPivotTable, andthenfromthemenuclickPivotChart. TheCreatePivotTablewithPivotChartdialogboxisdisplayed.
85
Excel2007Advanced
ToSelectadatasource.Andchoosethedatathatyouwanttoanalyze
Mouse
i. ii. iii. ClickSelectatableorrange. Typetherangeofcellsortablenamereference,suchas=QuarterlyProfits,intheTable/Rangebox. Ifyouselectedacellinarangeofcellsoriftheinsertionpointwasin atablebeforeyoustartedthe wizard,therangeofcellsortablenamereferenceisdisplayedintheTable/Rangebox.
OR
i. Toselectarangeofcellsortable,clickCollapseDialogbuttontotemporarilyhidethe dialogbox,selecttherangeontheworksheetandthenpressExpandDialog. If the range is in another worksheet in the same workbook or another workbook, type the workbookandworksheetnamebyusingthefollowingsyntax:
([workbookname]sheetname!range).
Useexternaldata
Mouse
i. ii. iii. iv. ClickUseanexternaldatasource. ClickChooseConnection. TheExistingConnectionsdialogboxisdisplayed. Inthe SHOWdropdownlistatthe top of the dialog box, select the category of connections for which youwanttochooseaconnectionor select ALL CONNECTIONS (which isthedefault). Select a connection from the
v.
SELECT A CONNECTION list box, andthenclickOPEN.

If you choose a connection from the Connections in this Workbook category, you will be reusing or sharing an existing connection. If you choose a connection from the Connection files on the network or Connection files on this computer the connection file is copied into the workbook as a new workbook connection,andthenusedasthenew connectionforthePivotTablereport.
86
Excel2007Advanced
ToEnteralocation.
Mouse
i. ii. ToplacethePivotTablereportinanewworksheetstartingatcellA1,clickNEWWORKSHEET. ToplacethePivotTablereportinanexistingworksheet,select EXISTINGWORKSHEET,andthentype thefirstcellintherangeofcellswhereyouwanttolocatethePivotTablereport.
OR
i. ii. clickCOLLAPSEDIALOGtotemporarilyhidethedialogbox,selectthebeginningcellon theworksheetandthenpressEXPANDDIALOG. ClickOK.
An empty PivotTable report is added to the location that you entered with the PivotTable Field List displayedsothatyoucanstartaddingfields,creatingalayout,andcustomizingthePivotTablereport. IfyouarecreatingaPivotChartreport,anassociatedPivotTablereportiscreateddirectlyunderneaththe PivotChartreportforthelocationthatyouenter.ThisPivotTablereportmustbeinthesameworkbookas the PivotChart report. If you specify a location in another workbook, the PivotChart report will also be createdinthatworkbook.
ToCreateAPivotChartReportFromAnExistingPivotTableReport
Mouse
i. ii. ClickthePivotTablereport. On the INSERT ribbon, in the CHARTS group,clickacharttype. Youcanuseanycharttypeexceptxy(scatter),bubbleorstock.
ConvertaPivotChartreporttoastaticchart
Find the associated PivotTable report that has the same name as the PivotChart report by doing the following: (The PivotTable report that supplies the source data to the PivotChart report. It is created automaticallywhenyoucreateanewPivotChartreport.Whenyouchangethelayoutofeitherreport,they bothchange.)
Mouse
i. ClickthePivotChartreporttofindtheassociatedPivotTablereportname,Inthe DATAgroup,onthe DESIGNribbon,click SELECTDATAtodisplaythe EDITDATASOURCE dialogbox,andthennotethe associatedPivotTablename,whichisthetextthatfollowsthe(!)exclamationpoint,intheChartdata rangetextboxandthenclickOK. ToidentifytheassociatedPivotTablereport,clickeachPivotTablereportintheworkbook,andthenon the OPTIONSribbon,inthe PIVOTTABLEgroup,click OPTIONSuntilyoufindthesamenameinthe NAMEtextbox.thenClickOK. On the OPTIONS ribbon, ACTIONS group, click SELECT, then click ENTIRE PIVOTTABLE. Press DELETE.
ii.
iii.
87

iv.
ThechartisnowstaticandnotassociatedwiththePivotTable.
Excel2007Advanced
CreateAStaticChartFromTheDataInAPivotTableReport
Thisprocedurecreatesaregular,noninteractivechartratherthanaPivotChartreport(PivotChartreport:A chartthatprovidesinteractiveanalysisofdata,likeaPivotTablereport.Youcanchangeviewsofdata,see differentlevelsofdetailorreorganizethechartlayoutbydraggingfieldsandbyshowingorhidingitemsin fields.).
Tocreatestaticchartfromdata
Mouse
i. SelectthedatainthePivotTablereportthatyouwanttouseinyourchart.Toincludefieldbuttons(A fieldbuttonisaButtonthatidentifiesafieldinaPivotTableorPivotChartreport.Youcandragthefield buttonstochangethelayoutofthereport,orclickthearrowsnexttothebuttonstochangethelevelof detaildisplayedinthereport.)anddatainthefirstrowandcolumnofthereport,startdraggingfrom thelowerrightcornerofthedatathatyou'reselecting. OntheHOMEribbon,intheCLIPBOARDgroup,clickCOPY. ClickablankcelloutsideofthePivotTablereport. Onthe HOMEribbon,inthe CLIPBOARDgroup,clickthearrownextto PASTE,andthenclick PASTE SPECIAL. ClickVALUES,andthenclickOK. OntheINSERTribbon,intheCHARTSgroup,clickacharttype.
ii. iii. iv. v. vi.
DeleteAPivotTableOrPivotChartReport
ToDeleteaPivotTablereport
Mouse
i. ii. iii. ClickthePivotTablereport. OntheOPTIONSribbon,intheACTIONSgroup,clickSELECT,andthenclickENTIREPIVOTTABLE. PressDELETE. DeletingtheassociatedPivotTablereport(associatedPivotTablereport:ThePivotTablereportthat supplies the source data to the PivotChart report. It is created automatically when you create a newPivotChartreport.Whenyouchangethelayoutofeitherreport,theotheralsochanges.)fora PivotChartreportcreatesastaticchartthatyoucannolongerchange.
ToDeleteaPivotChartreport
Mouse
i. ii. SelectthePivotChartreport. PressDELETE. DeletingthePivotChartreportdoesnotautomaticallydeletetheassociatedPivotTablereport.
88
Excel2007Advanced
CreateLayoutForPivotTables
Once the PivotTable has been created a layout has to be createdtoviewyourdataintheemptyPivotTablewedothis throughthePivotTableFieldlistwhichappearsinapanetothe rightofyourPivotTable An Option button will allow you to change the way your PivotTablefieldlistlooks
Tocreatealayout
Mouse
i. ii. iii. iv. DraganddropthefieldsfromthefieldssectionatthetoptothebottomareasofthePane If Month of Hire is used asa row label the PivotTable will look at your data and pick out the unique valuestomakeuptherowheadingswithinyourreport. Chooseafieldforthecolumnlabels Chooseafieldyouwishtouseasyourvalues. NumericaldatawilluseSUMasthedefaultmethodofcalculatingyourdata.IfTextualitwilluse countasdefault.Youmayusemorethanonefieldinanyareabutitisimportanttoplacethem correctly.Youmaydragthemaroundasmuchasyouwishuntilyourreportlooksasyouwishitto look. v. Youmayfilterononeormorefieldsifyouwish.Todothisdragafieldtothereportfilterbox Anyoftheseareascanbefiltered.
89

ModifyingAPivotTable

Excel2007Advanced
AllofthefollowingareoptionsformodifyingyourPivotTable Addingordeletingfields filteringandsorting Formatthecolourscheme Changinghowthepivotchartcalculates
ToAddordeletefields:
Mouse
vi. vii. Draganddropthefieldsbetweenthevariousareasandthefieldlistsectionfieldinfowilldisappearor appearindifferentlocations. Draggingafieldfromoneoftheareastothefieldlistwillremovethatdatafromthereport.(thiswillnot changethedatainyourDatalistmerelyleaveitabsentfromthereport.
90
Excel2007Advanced
Tosortareport:
Mouse
i. ii. Moveyourmouseoverafieldthatistickedinthefieldlistsection Clickonthedropdownarrowtotherightoftheselectedfield
i. ii. iii.
Untickanyvaluesyoudontwishtoseethiswillremovethosevaluesascolumnlabelswithinthereport.
SORTyourdataAscendingordescending
ClickOK
OR
i. ii. iii. iv. ClickonMORESORTOPTIONS
Thefollowingdialogappears. Bydefaultyoumaydraglabelsonyour reporttobeinanyorderyouwish. Make an ascending or descending choice and by what field (this may be the field you originally started this process from or the Value field (E.G. SumOfGross) ClickOK.
v.
OR
91

i. ii. clickonMOREOPTIONS Thefollowingdialogappears
Excel2007Advanced
By default the report will sorted each time you update the report. If this box is unticked then you are allowed to sort by a specific key sort order as when we created custom sort orders previously. (see followingpicture.)
92
Excel2007Advanced
Tofilterareport
Mouse
i. ii. Moveyourmouseto LABELor VALUEFILTERStoseecertainoptions tofilteroutyourdata Selecting a filter brings up the following dialog box the value is obviously SUMOFGROSSyoumaydecidewhetheritissupposedto beequaltoorgreaterthan. Type in the value (or values) you will compare the condition against andClickOK
iii.
YoumaydecidetofilteryourdatamorethoroughlytherearetwokindsoffiltersVALUEandLABEL filtersLabelfilterswillremovelabelsbasedoncriteriaratherthanthetickboxesjustdiscussed.And the Value filters will hide the data values and leave the labels showing. Both are completed the samewayasPreviouslydiscussedinthefilteringsection.
MANAGINGPIVOTTABLES
WhendataischangedinthePivotTablesourcelist,thePivotTabledoesnotautomaticallyrecalculate.
UsingAnotherPivotTableReport
ThePivotTablecache.
EachtimethatyoucreateanewPivotTablereportorPivotChartreport,Excelstoresacopyofthedatafor the report in memory, and saves this storage area as part of the workbook file. Thus, each new report requires additional memory and disk space. However, when you use an existing PivotTable report as the sourceforanewreportinthesameworkbook,bothreportssharethesamecopyofthedata.Becauseyou reusethesamestoragearea,thesizeoftheworkbookfileisreducedandlessdataiskeptinmemory.
Locationrequirements
TouseaPivotTablereportasthesourceforanotherreport,bothreportsmustbeinthesameworkbook.If thesourcePivotTablereportisinadifferentworkbook,copythesourcereporttotheworkbooklocation where you want the new report to appear. PivotTable reports and PivotChart reports in different workbooksareseparate,eachwithitsowncopyofthedatainmemoryandintheworkbookfiles.
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Changesaffectbothreports
Excel2007Advanced
When you refresh the data in the new report, Excel also updates the data in the source report, and vice versa. When you group or ungroup items in one report, both reports are affected. When you create calculatedfieldsorcalculateditemsinonereport,bothreportsareaffected.
PivotChartreports
YoucanbaseanewPivotTablereportorPivotChartreportonanotherPivotTablereport,butyoucannot baseitdirectlyonanotherPivotChartreport.However,ExcelcreatesanassociatedPivotTablereportfrom thesamedatawheneveryoucreateaPivotChartreport,soyoucanbaseanewreportontheassociated report.ChangestoaPivotChartreportaffecttheassociatedPivotTablereport,andviceversa.
ChangingAnExistingReport'sSourceData
Changesinthesourcedatacanresultindifferentdatabeingavailableforanalysis.Forexample,youmay wanttoconvenientlyswitchfromatestdatabasetoaproductiondatabase.YoucanupdateaPivotTable reportoraPivotChartreportwithnewdatathatissimilartotheoriginaldataconnectioninformationby refreshingthereport. Toincludeadditionaldataordifferentdata,youcanredefinethesourcedataforthereport.Ifthedatais substantiallydifferentwithmanyneworadditionalfields,itmaybeeasiertocreateanewreport.
Displayingnewdatabroughtinbyrefresh
Refreshing a report can also change the data that is available for display. Forreportsbasedonworksheetlists,Excelretrievesnewfieldswithinthe source range or named range that you specified. For reports based on external data, Excel retrieves new data that meets the criteria for the underlyingquery(query:InQueryorAccess,ameansoffindingtherecords that answer a particular question you ask about the data stored in a database.) or data that becomes available in an OLAP cube. You can view anynewfieldsintheFieldListandaddthefieldstothereport.(OLAPcube: An OLAP data structure. A cube contains dimensions, like Country/Region/City, and data fields, like Sales Amount. Dimensions organizetypesofdataintohierarchieswithlevelsofdetail,anddatafields measurequantities.)
TorefreshaPivotTable:
Mouse
ClickinPivotTable. i. ii. iii. ChooseREFRESHDATAintheDATAgroupontheOPTIONSribbon. ChoosetoREFRESHALLorjustREFRESH The data is is now refreshed and updated new information, field names and changed data is now displayed Refresh will refresh just the report you are clicked on. Refresh all will refresh all reports in the workbook.
94
Excel2007Advanced
AutomaticallyRefreshDataWhenAWorkbookIsOpened
Youcanrefreshanexternaldatarangeautomaticallywhenyouopentheworkbook,andoptionallysavethe workbookwithoutsavingtheexternaldata,sothattheworkbookfilesizeisreduced.
Toautomaticallyrefreshdata
Mouse
i. ii. iii. iv. Clickacellintheexternaldatarange. Onthe DATAribbon,inthe MANAGE CONNECTIONSgroup,clickthearrownextto REFRESH,and thenclickCONNECTIONPROPERTIES. ClicktheUSAGEtabandSelecttheREFRESHDATAONFILEOPENcheckbox. If you want to save the workbook with the query definition but without the external data, select the REMOVEEXTERNALDATAFROMQUERYTABLEBEFORESAVINGWORKSHEETcheckbox. TorefreshdatawhentheworkbookisopenedforaPivotTablereport,youcanalsousetheRefresh data when opening the file check box under the PivotTable Data section on the Data tab of the PivotTableOptionsdialogbox.
AutomaticallyRefreshDataAtRegularTimeIntervals
TorefreshatTimeintervals
Mouse
i. ii. iii. Clickacellintheexternaldatarange. On the DATA ribbon, in the CONNECTIONS group, click the arrow next to REFRESH, and then click CONNECTIONPROPERTIES. ClicktheUSAGEtabandSelecttheREFRESHEVERYcheckbox,andthenenterthenumberofminutes betweeneachrefreshoperation.
RequireAPasswordToRefreshAnExternalDataRange
Stored passwords are not encrypted and not recommended. If your data source requires a password to connecttoit,youcanrequirethatthepasswordisenteredbeforetheexternaldatarangecanberefreshed. Thisproceduredoesnotapplytodataretrievedfromatextfile(*.txt)oraWebquery(*.iqy).
Tosetapassword.
Mouse
i. ii. iii. Clickacellintheexternaldatarange. On the DATA ribbon, in the CONNECTIONS group, click the arrow next to REFRESH, and then click CONNECTIONPROPERTIES. ClicktheDEFINITIONtabandcleartheSAVEPASSWORDcheckbox.
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Excelpromptsforthepasswordonlythefirsttimethattheexternaldatarangeisrefreshedineach Excelsession.ThenexttimethatyoustartExcel,youwillbepromptedforthepasswordagainif you open the workbook that contains the query and attempt a refresh operation.
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GroupingPivotTableItems
Data can be summarised into higher level categories by grouping items within PivotTable fields. Dependingonthedatainthefieldtherearethreewaystogroupitems: Groupselecteditemsintospecifiedcategories. Automaticallygroupnumericitems Automaticallygroupdatesandtimes
Togroupselecteditems:
Mouse
i. ii. Select the items to group. Select adjacent items by clicking and dragging or nonadjacent items by selectingeachitemwhilstholding[CTRL]. ChooseGROUPfromtheOUTLINEgroupontheDATAribbon.
iii. iv. v. vi.
Agroupiscreated: Repeatprocedureuntilgroupingiscomplete Clickonagroupname(E.G.Group1)Thentypeinthenameyouwishtocallthisgroupintheexample abovethemonthshavebeengroupedandnamedasquarters The +and buttonsinfrontofthegroupnamesallowthecollapseandexpansionofthegroupstosee thedataforthesubgroup. Youmayevengroupseveralgroupstogether
Torenameagroup.
Mouse
i. The row labels now have a duplicate field name with a number following the name. Click on the drop down arrow to the right of the
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fieldname.andselectFIELDSETTINGS. ii. thefollowingdialogwillappear
Excel2007Advanced
iii. iv. v.
EnteranewCUSTOMNAMEthatwouldbestdescribethegroup.SuchasQUARTERS. ClickOK ThefieldhaschangednamesnotjustwithintheRowlabelareabutalsointhefieldlistsectionwhereit canbeusedwithinthisreportuntilitisungrouped.
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Togroupnumerically
Mouse
i. ii. iii. iv. Selectasingleitem. ChooseGROUPfromtheOUTLINEgroupontheDATAribbon Exceldisplaysadialogboxinwhichtoenterstarting,endingand intervalvalues.Enterappropriatevalues Click OK .
Togroupadateortimeinarange:
Mouse
i. ii. iii. iv. Ifyouareexperiencingproblemsanalysinglistdatacheckthefollowing: Yourlistiscorrectlysetupwiththefirstrowcontainingthecolumnlabelsidentifyingdataineach ofthecolumnsandnoblankrowsbetweentheheadingsandthefirstrowofdata. Your column headings are not ambiguous i.e. they cannot be confused with function names or rangenames. Yourcolumnheadingsareformattedtomakethemstandoutfromthedata. Yourcolumnheadingsideallyshouldnotcontainspacesyoucanremovethespacescompletelyor replacethemwithanunderscore(_)character. Your criteria range should only contain a row of headings and blank rows below. The headings mustexactlymatchtheheadingsatthetopofyourlist. Problemssometimesoccurifthecriteriarangelooksblankbutperhapshasaspaceinit. Selectasingleitem. Choose GROUP from the OUTLINE group on the DATA ribbon Excel displays a dialog box in which to enter starting, ending andintervalvalues. Enterappropriatevaluesandclick OK .
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FormattingAPivotTable
Afteryouhaveaddedthefields,displayedtheappropriatelevelofdetails,createdcalculations,andsorted, filtered, and groupeddata the way that you want in aPivotTable report, you often want to enhance the layoutandformatofthereporttoimprovereadabilityandtomakeitmoreattractive.Thereareanumber ofwaystochangethelayoutandformatofaPivotTablereportasdescribedinthefollowingsections. YoucanmanuallyformatacellorcellrangeinPivotTablereportbyrightclickingthecellorcellrange,by clicking FORMAT CELLS, and by using the FORMAT CELLS dialog box. However, you cannot use the MERGECELLScheckboxontheALIGNMENTgroupinaPivotTablereport. YoucanalsoconditionallyformataPivotTablereport
ToapplyaPivotTablestyle
i. ii. iii. ClickthePivotTablereport. OntheDESIGNribbon,inthePIVOTTABLESTYLESgroup Clickavisiblestyle,scrollthroughthegallery,ortoseealloftheavailablestyles,clicktheMOREbutton, atthebottomofthescrollbar.
OR
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iv.
If you have displayed all of the available styles and you want to create your own custom PivotTable style,clickNewPivotTableStyleatthebottomofthegallerytodisplaytheNewPivotTableStyledialog box.
toapplyBanding
Mouse
v. vi. ClickthePivotTablereport. On the DESIGN ribbon, in the PIVOTTABLE STYLE OPTIONSgroup,either: Toalternateeachrowwithalighteranddarkercolourformat,clickBANDEDROWS. Toalternateeachcolumnwithalighteranddarkercolourformat,clickBANDEDCOLUMNS. Toincluderowheadersinthebandingstyle,clickROWHEADERS. Toincludecolumnheadersinthebandingstyle,clickCOLUMNHEADERS.
ToChangethenumberformatforafield
Mouse
vii. viii. In the PivotTable report, select the field for which you want to change the numberformat. OntheOPTIONSribbonintheACTIVEFIELDgroup,clickFIELDSETTINGS. TheFIELDSETTINGSdialogboxisdisplayedforlabelsandreportfilters,and theVALUESFIELDSETTINGSdialogboxisdisplayedforvalues. Click NUMBER FORMAT at the bottom of the dialog box. The FORMAT CELLSdialogboxisdisplayed. IntheCATEGORYlist,clicktheformatcategorythatyouwant. Selecttheoptionsthatyouwantfortheformat,andthenclickOKtwice.
ix. x. xi.
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Preserveordiscardformatting
Mouse
i. ii. iii. iv. ClickthePivotTablereport. On the OPTIONS ribbon, in the PIVOTTABLE group, click OPTIONS. The
PIVOTTABLE OPTIONS dialog box is displayed.

ClicktheLAYOUT&FORMATtab,inandlookattheFORMATsection To save the PivotTable report layout and format so that it is used each time that you perform an operationonthePivotTable,selectthePRESERVECELLFORMATTINGONUPDATEcheckbox.
OR
v. To discard the PivotTable report layout and format and resort to the default layout and format each timethatyouperformanoperationonthePivotTable,clearthe PRESERVECELLFORMATTINGON UPDATEcheckbox.
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SECTION4CHARTS
Objectives
Createembeddedcharts Createseparatepagecharts Changecharttypesandformats Addandremovechartdata Addtrendlinestocharts Createpicturecharts
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INTRODUCTIONTOCHARTING
OneofthemostimpressiveaspectsofExcelisitschartingability.Thereareendlessvariationsavailable, allowingyoutoproduceachart,editandformatit,includenotes,arrows,titlesandvariousotherextrasas desired.ThismanualwilllookatmanyoftheissuesinvolvedinproducingandformattingExcelcharts. ChartsarebasedondatacontainedinExcelWorksheets.ItisnecessarytounderstandhowExcelpicksup thedatatobeusedinachartbecausethewayinwhichthedataislaidoutwillinfluencehowthechartis presented. Excel offers a wide range of types and formats from which you can choose when producing charts. However,thechartsthemselvescanexistindifferentformsanditisimportanttounderstandthedifference betweenthem.Thefirstformisanembeddedchart,thesecondisaseparatechartpage.
Terminology
Asastartingpoint,therearesometermsusedinchartingwhichshouldbeunderstoodbyyou.Theterms definedbelowrelatetotheexamplecarsalesworksheetandcolumnchartwhichappearbeneaththetable: DataPoint DataSeries Legend Marker Category Anindividualfigureonthespreadsheetwhichisreflectedinthecharte.g. Fred'sOrionsalesfigure Acollectionofrelateddatapoints,e.g.allofFred'sfigures,whichwillappear onachartasmarkers(bars,forexample)ofthesamecolour The"key"tothechart,identifyingwhichpatterns/coloursrelatetowhich dataseries Abar,column,orsliceofpieforexample,representingadatapoint Thecategoryaxisappearsacrossthebottomofagraph(piechartsexcepted) andthecategoriesarelistedhere.Pointswithinthedifferentdataseriesare groupedbycategory
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EmbeddedCharts
Excel2007Advanced
Anembeddedchartappearsontheworksheetwhereitwascreated.It is an embedded object, which does not normally appear in its own window,andhasnoseparateexistenceapartfromtheworksheet.The chartissavedonlywhentheworksheetfileitselfissaved,andwillbe printedwiththeworksheetinwhichitisembedded.Youmaychoose tohaveanembeddedorseparatechartatanytime.Allchartswhether embeddedorseparatearecreatedfromtheINSERTribbonintheCHARTSgroup.
SeparateChartPages
Achartsheet,althoughlinkedtotheworksheetwhosefiguresitrepresents,existsasaseparatepageina workbook.TheF11keyisveryusefulforcreatingadefaultchartfromselecteddataasanewsheetwithin theworkbook
Somechartelementstobeawareof. ChartElement
Titles Axes Gridlines Legend DataLabels
Description
Thisistheareawhereyoucanspecifythetitlestohaveonthechart(i.e.Xaxis 1998,ZaxisGBP HereyouspecifywhetheryouwantaY/Zaxisandwhetheryouareusing timescalestoplotyourdata Thegridlineribbonallowsyoutoswitchonandoffhorizontalandverticalgridlines Usethisribbontoswitchthelegendonandofforrepositionit TheDataLabelsribbonallowsyoutodisplaytheamounteachpointrepresentsor displaythelabel(i.e.intheexampleabove,eachcylinderwouldhaveQtr1,Qtr2
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Excel2007Advanced
displayedasappropriateatthetopofeachdatamarker)
DataTable
TheDataTableribbonwilldisplayagridunderneaththechartthatwillshowthe informationthatisbeingplotted.
ThreeMethodsToCreateCharts
Tocreateachart
Mouse
i. ii. iii. iv. v. vi. Selectdataforchart. Gotothe CHARTSgroupontheINSERTribbon.Select acharttypeandclick Themenuontheleftappears. Hoveringyour mouse over a chart type will bring up an explanationofthatcharttype Whenyouhavechosenclickoncetoselectacharttype The chart is now createdbased on the selecteddata as anembeddedchart.
OR Keyboard
i. ii. iii. SelectDataforchart PresstheF11Key Defaultchartwillcreatedaschartonaseparatesheet.
OR
i. ii. iii. iv. Selectdataforchart. Clickonthe DIALOGBOXLAUNCHERonthe CHARTS groupontheINSERTribbon. Thefollowingdialogwillappear Select a type from the left hand section and a sub type from the right handsection. Click OK to create thechart. This will be created as an embedded chart
v. vi.
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MovingAndResizingEmbeddedCharts
Oncethechartobjecthasbeencreatedandstoredasanembeddedobject,youcanmoveandresizeit.
Tomoveanembeddedchart:
Mouse
i. ii. Movemouseoverthechartframeborderyourmousecursorshould haveafourpointedblackarrow Clickonthechartframeborderandholdthemousebuttondownas you drag. Release the mouse when the chart is in the desired location.
Toresizeanembeddedchart:
Mouse
i. ii. iii. Move your mouse over the dotted handles on the Chart frame border. Themousecursorshouldchangetoadoublearrow. ClickandDragup,down,leftorright.
Holddownthe[ALT]keyifyouwishthecharttoresizebysnappingtothecellgridlines
DataLayout
Depending on the "shape" of the selected data, Excel will assign categories and data series to either the rowsorcolumnsofinformation.Usuallyitwillbeassumedthattherearemorecategoriesthandataseries, therefore, if there are more rows thancolumns of selected information, the data series will be based on columns,withthelegendlabelsbeingpickedupfromtherowacrossthetopoftheselectedareaandthe categorylabelsbeingpickedupfromtheleftmostcolumn:
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Iftherearemorecolumnsthanrowsintheselectedarea,thedataserieswillbebasedonrows,withthe legendlabelsbeingpickedupfromtheleftmostcolumnandthecategorylabelstakenfromthetoprowof theselectedarea:
If the number of rows and columns is the same, Excel will opt for data series in rows. It is possible to override the choice made by Excel in how the data series and categories are decided. Details of this procedurewillbefoundunderthesectiononmanipulatingdata.
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ShortcutMenu(RightClick)
Excel2007Advanced
You may be familiar with the Shortcut menus associated with the selected cell(s)ontheExcelworksheet.Whenworkingonachartembeddedeither onaworksheetorinitsownwindow,clickingonthechartwiththesecondary mousebuttonwillcallupaChartingShortcutmenu. The Shortcut menu will contain a selection of choices from some of the Standard Menu bar options mostly relating to the chart as an embedded objectalmostlikeagraphicontheworksheet.
ChartTypes
ThereareseveraldifferenttypesofchartavailablewithinExcel.Thetypetochoosewillvarydependingon thedatainvolvedandwhatinformationthechartisintendedtoconveyorhighlight.Practicewillimprove yourinstinctonwhichtypeofcharttouseineachinstance.Initiallyitmaybeusefultotrydifferenttypes until the result is reasonably close to your requirements, and then add custom formats and elements as desired.Somecharttypesareveryspecialisedandmayonlybeofusetoparticularbusinesssectors.
AvailableTypesOfChart
Selecting any of the types listed will apply a given chart type to the active chart. The most useful types availableandsomeoftheirapplicationshavebeensummarisedbelow:
Area
Areachartscanbe2or3dimensional.Theyareusedtocomparethechangeinvolumeofadata seriesovertime,emphasisingtheamountofchangeratherthantherateofchange.Areacharts showclearlyhowindividualdataseriescontributetomakeupthewholevolumeofinformation representedinthegraph.
Bar
Barchartscanbe2or3Dimensional.Theyareusedtoshowindividualfiguresataspecifictime or to compare different items. Categories are listed vertically, so that bars appear on the horizontal, thus there is less emphasis on time flow. Bars extending to the right represent positivevalueswhilethoseextendingleftrepresentnegativevalues.
Column
Columnchartscanbe2or3Dimensional.Theyarefrequentlyusedtoshowvariationofdifferent items over a period of time. Categories (often days or months for example, representing a progression of time) are listed horizontally and columns are displayed side by side, making for easy comparisons.TwovariationsonthethemeofColumnchartsarerepresentedbyfurthertoolsontheChart toolbar.TheStackedColumnchartcanbeusedtoshowvariationsoveraperiodoftime,butalsoshows howeachdataseriescontributestothewhole.Afurthervariationonthe3Dcolumnchartproduces3D columnsina3Dplotarea,recedingawayfromtheviewer.
Line
Linechartscanbe2or3Dimensional.Linechartsareusedtocomparetrendsovertime.There aresimilaritieswithAreacharts,butlinechartstendtoemphasisetherateofchangeratherthan
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volume of change over time. 3D lines appear as "ribbons" which can be easier to see on the chart.
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Pie
Excel2007Advanced
Piechartscanbe2or3Dimensional.Theyareusedtocomparethesizeofthepartswiththe whole. Only one data series can be plotted, making up 100%. Pie charts within their own windowcanbemadeto"explode"bydraggingoneormorepiecesofpieawayfromthecentre.
Radar
Eachcategoryinaradarcharthasitsownaxisradiatingfromthecentrepoint.Datapointsare plottedalongeachspoke,anddatapointsbelongingtothesameseriesareconnectedbylines.
XyScatterCharts
XYchartsareusedtocomparetwodifferentnumericdataseries,andcanbeusefulindeterminingwhether onesetoffiguresmightbedependentontheother.TheyarealsousefulifthedataontheXaxis representsunevenintervalsoftimeorincrementsofmeasurement.
3DSurface
3DSurfacechartspresentinformationinanalmosttopographicallayout.Theycanbeusedtopinpointthe highandlowpointsresultingfromtwochangingvariables.Itcanbehelpfultothinkofa3Dsurfacechart asa3DColumnchartwhichhashadarubbersheetstretchedoverthetopsofthecolumns.
Combination
A combination chart allows you to overlay one 2Dimensional chart type on top of another. This can be usefulforcomparingdifferenttypesofdata,orforchartingdatarequiringtwodifferentaxisscales.Once thecombinationcharthasbeensetup,theactualtypeofthemainoroverlaychartcanbechangedbyyou.
Tochangethecharttype:
Mouse
i. ii. iii. iv. v. Clickoncharttobechanged.. GototheCHARTSgroupontheINSERTribbon.Selectacharttypeandclick Hoveringyourmouseoveracharttypeinthemenuwillbringupanexplanationofthatcharttype Whenyouhavechosenclickoncetoselectacharttype Yourchartwillhavechanged
OR
i. ii. Click on the DIALOG BOX LAUNCHER on the CHARTS group on the INSERT ribbon. The INSERT CHARTdialogwillappear Selectatypefromthelefthandsectionandasubtypefromtherighthandsection.Click OKtochange thecharttype
OR
i. ii. RightclickonthecharttocalluptheshortcutmenuClickonCHANGECHARTTYPE TheINSERTCHARTdialogwillappearSelectatypefromthelefthandsectionandasubtypefromthe righthandsection.ClickOKtochangethecharttype
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OR
i. ii. iii.
Excel2007Advanced
Click on CHANGE CHART TYPE on the TYPE group on the DESIGN ribbon. The CHANGE CHART TYPEDialogboxwillappear Selectanewcharttype ClickOK
DefaultChartType
ThedefaultgraphsettinginExcelisset to a simple 2dimensional column chart, however you can change the default to any of the types offered withinthecharttypedialog.
Tosetthedefaultchart type:
Mouse
i. Click on the DIALOG BOX LAUNCHERontheCHARTSgroup ontheINSERTribbon. Thefollowingdialogwillappear Selectatypefromthelefthandsectionandclickonthespecificformatthatyouwantthecharttohave fromthegalleryofpicturesontheright. ClicktheSETASDEFAULTCHARTbutton. NewchartscreatedfromnowonwillusethedefaultformatasdefinedbyyouwhenpressingF11
ii. iii. iv. v.
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FORMATTINGCHARTS
There are several different ways of formatting the various elements in a chart. Some formats, such as addingalegendcanbeappliedtoachartusingthefollowingsections CallinguptheShortcutmenuonaChartwillalsoallowyoutoaccessthedialogboxeswhichcanbeusedto changeformattingontheentirechart.
DesignRibbon
The DESIGN ribbon is to change some very basic aspects of your chart globally for the chart we have alreadylookedatchangingthecharttype.Wewilllookatcreatingsomeofourownlateron
Tochangedatasource
Mouse
i. ii. ClickonChart. ClickonSELECTDATAintheDATAgroupthefollowingdialogwillappear
iii. iv. v.
IntheCHARTDATARANGEboxahighlightedrangewillbeseen. Ifyouneedacompletelynewrangethendeletethevaluesinthisboxandselectadifferentrangefor yourchart. ClickonOK.
Besuretoincludetherowandcolumnlabelsinthisrange.Ifyouwishyoumayselectmorethan onerangebyholdingdownthe[CTRL]keydownafteryouhaveselectedyourfirstrangeandthen selectanotherrange.
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Toaddorremoveaseriesorcategory.
Mouse
i. ii. ClickonChart. ClickonSELECTDATAintheDATAgrouptheSELECTDATASOURCEdialogwillappear
i. ii. iii. iv. v. vi. vii. viii.
IntheLEGENDENTRIES(SERIES)boxclickonADDtheEDITSERIESdialogwillappear. In the series name box select the cell that holds the seriesLabel Intheseriesvaluesboxselecttherangeofcellsthatwill makeupthedataforthatseries. ClickOK IntheHORIZONTAL(CATEGORY)AXISLABELSboxclickonEDIT TheAXISLABELSdialogwillappear Reselect the range that will include any new category labels. ClickOK.andOKagaintoapplythenewdatatoyourchart.
Todeleteaseries
Mouse
i. ii. iii. iv. ClickonChart. ClickonSELECTDATAintheDATAgrouptheSELECTDATASOURCEdialogwillappear Selecttheseriesyouwishtodelete. ClickonDELETEtheserieswillberemoved.
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Todeleteacategory
i. ii. iii. iv. v. ClickonChart. Clickon SELECTDATAinthe DATAgroupthe SELECTDATASOURCEdialogwill appear ClickontheSWITCHROW/COLUMNbutton.Whatwasacategoryhasnowbecomeaseries Nowdeleteseriesaspreviouslyexplained. Clickonthe SWITCHROW/COLUMNbuttononthedialogbox.Whatwereserieshavenowbecome categorieswiththecategoryyouwished,removed.
SwitchRowsAndColumns
Toswitchbetweenrowsandcolumns
Mouse
i. ii. iii. ClickonChart. ClickonSELECTDATAintheDATAgrouptheSELECTDATASOURCEdialogwillappear ClickontheSWITCHROW/COLUMNbutton.Whatwasacategoryhasnowbecomeaseries
OR Mouse
i. ii. iii. iv. Clickonchart. ClickonChart. ClickonSWITCHROW/COLUMNintheDATAgroup Yourdatahasnowswitchedrowstocolumns This facility may not be available if multiple data ranges have been selected for your chart especiallyiftheyaredifferentsizesfromdifferentlocations.
ChangingTheChartLayout
Asdiscussedearlierachartismadeupfrommanyelementsthatcanbeturnedonoroffdependingonthe typeofchartorarrangedindifferentplacesonthechart.Tochangethelayoutswiftlyinsteadoflaboriously changingeachelementthechangelayouttoolallowssomequickglobaloptions.
Tochangethechartlayout
Mouse
i. ii. Click on the drop down arrow on the CHART LAYOUT group SelectachartLayout
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iii. Thelayoutisapplied
Excel2007Advanced
ChartStyles
AchartstyleismainlyathemeofformattingforyourchartusingtheexistingelementsofyourchartThere aresomeveryexcitingcolourschemesinthisfeature
Toapplyachartstyle
Mouse
i. ii. iii. iv. Selectchart ClickonthedropdownarrowtotherightoftheCHARTSTYLESgroup. Selectachartstyle Yourchartshouldnowadoptthestylechosen. Ifthechartstyleisnottoyourlikingapplyanotherstylefollowingthesamemethoduntilyouhave astyleclosetowhatyouwish.Wewilllookatformattingthevariouselementsinalaterchapter toachieveexactlywhatyouwant
MovingChartLocation
Ifyouusuallyuseonemethodtocreateachartyouwillregularlygeteitheraseparatesheet chartoranembeddedoneandyoumaywishtoswitchbetweenthetwotypes.Ormoveyour embeddedcharttoadifferentsheetwithinyourworkbook.
Tomoveembeddedchartbetweensheets
Mouse
i. ii. Clickon MOVECHARTonthe LOCATION group.Adialogwillappear. Click on drop down arrow to the right of
OBJECT IN select the sheet you wish to

moveitto iii. ClickOK
Toswitchbetweenembeddedandseparatesheet
Mouse
i. ii. iii. iv. v. ClickonMOVECHARTontheLOCATIONgroup.Adialogwillappear. ClickonNewsheet Namesheetinthetextbox ClickonOK Embeddedchartwillnowbeonaseparatesheetwiththegivenname. TocreateanembeddedchartfromaseparatesheetchartsimplyCHOOSEASOBJECTinthedialog boxandselectasheettoplaceitasanembeddedobject.
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LayoutRibbon
The Layout ribbon allows us to format, add or remove various elements of a chart. Some tools are only available,howeverforcertaintypesofchart.E.G.youcannotapply3Drotationtoa2Dchart.
FormattingChartElements
Toselectandformatachartelement.
Mouse
vi. vii. viii. ix. x. GototheLAYOUTribbon. Toselectanelementofyourchart,clickonthedropdownarrow totherightoftopboxintheCURRENTSELECTIONgroup. Clickonachartelement.Thatelementwillbeselected Click on FORMAT SELECTION in the CURRENT SELECTION group,thefollowingdialogwillappear. Thelefthandsectionofthedialogwillgivethevariouscategories of how you may format your selection (These options may vary dependingontheselection.) The right hand section contains the available formats for that category. Clicking on each category and setting your format choices will immediatelyaffectyouchart. Whenyouaresatisfiedwithyourformattingchoices,clickCLOSE.
xi. xii.
xiii.
Many of the options displayed in the category options section may involve other drop down boxes to make a selection. (see picture) if youmoveyourmouseoverthesepossibleselectionsahelptipshould appear to give you a description of that choice BEFORE actually making a selection. Any choice already applied will already be selectedandhaveadifferentcolour.
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ResettingCustomFormats
When experimenting with various formats you may find it difficult to remember exactly what settings were applied to a specific element and therefore you would find it difficult to make it appear as it once was. Resettingtheformatofspecificchartelementscanbeveryuseful.
Toresetanelement
Mouse
i. ii. iii. Makeaselectionofelementtobereset Click on RESET TO MATCH STYLE button on the CURRENT SELECTIONgroup. Theselectedelementwillrevertbacktotheoriginalformatsettingsoftheappliedchartstyle.
Adding,RemovingAndFormattingLabels
Information labels on your chart are very important on your chart especially if it is on a separate sheet. The LABELS group offers a selection of labels you may wish to show or hide on your chart. The chart layout choices previously explained uses a mixture of labels in differentlocationsonyourchartbutyoumaywishtoputspecificlabels onyourchartandformatthemyourselfandplacethemwhereyouwish.
Toaddorremovelabels.
Mouse
i. ii. iii. iv. Selectchartifembedded Clickondropdownarrowoftypeoflabelyouwishtoaddorremove fromtheLABELSgroup. Makeaselectionfromchoicespresent. Labelwillappearordisappeardependantonchoice
e.g.
v. vi. UsetheData LabelsbuttonontheLABELStowritethevaluesorthelabelsonthedatamarkers. UsetheData TablebuttonontheLABELStoaddtheplotdatasothatitisvisibleonthechartitself.
Toformatlabels
Mouse
i. ii. SelectlabelelementfromdropdownboxintheCURRENTSELECTIONgroupasmentionedpreviously. ClickonFORMATSELECTIONintheCURRENTSELECTIONgroupasmentionedpreviously.
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Toeditlabeltext
Mouse
i. ii. iii. Selectlabelaspreviouslydiscussed. Clickwithinthelabelanddeleteandretypewiththetextyourequire. Clickofflabel
Tomoveorresizechartelements
Mouse
i. ii. iii. iv. Makeaselectionofachartelement.(E.G.alabel) Handleswillappearateachcornertoshowselection. Movingmouseoverlabelbordershouldshowa4pointedBlackarrow.Thisappearstoindicatethatyou areintherightpositiontoclickanddragtomovetheselectedelement. Clickingwithinthelabeltoeditthetextthelabelwillautomaticallyresizetothesizeofthetextentered Selecting an element like the PLOT AREA will allow a double black arrow when moving over a handle.Clickinganddraggingwillresizethatelement.
Axes
For various types of charts you may not wish to see both axes on the chart you are abletohideorshowtheseaxesdependantonyourneeds.
Toaddorremoveaxesfromchart
Mouse
i. ii. iii. iv. Selectchartifembedded. ClickondropdownbuttononAXESbuttononAXESgroup Select PRIMARY HORIZONTAL or PRIMARY VERTICAL AXIS. Makeaselectionfromchoicesshown. Selecting more primary horizontal or vertical options opens the formatting dialog which would appear if you selected the axis andformattedit.Usingtheaxesmenuisbestforturningitoffor on.
ToformattheCategory(X)Axis:
Mouse
i. Under TICKMARKTYPE,youmayclickontheappropriateoptionbuttontospecifythattickmarkson the axis will appear on the inside or outside of the axis line, cross the axis line, or not appear at all. Minor tick marks can also be included (click on the Scale... button to set the intervals for major and minortickmarks).
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ii.
Excel2007Advanced
The TICKLABELSsectionallowsyoutodictatewheretheLabelsassociatedwiththeselectedaxiswill display.ThiscanbeattheHighValuesendoftheaxis,thelowvaluesendoftheaxis,nexttotheaxis,or completelysuppressed. Usethe SCALEribbontospecifyatwherethevalueaxiswillappear,whichcategoriesarelabelledand howmanycategorieswillappearbetweeneachpairoftickmarks. Aseriesofboxes[a]useautomaticpositioning.Thedefaultsettingistohavethisboxchecked,which producesaValueAxisattheedgeofagivencategory.Puttingavalueinthenextboxdownwillresultin aValueAxiswhichcutsdownthemiddleofacategory.Thiswillalsoaffectthelocationoftickmarkson theaxis.Categoriesmaybedisplayedinreverseorderifdesired,andtheValueAxismayberequiredto crossatthelastplottedcategoryonthechart. UsetheALIGNMENTcategorytospecifytheorientationofthecategorylabels.
iii. iv.
v.
ToformattheValue(Y)axis:
Mouse
i. ii. iii. Followstepsdescribedaboveforthecategoryaxis. TheSCALE ribbonwillhavedifferentoptionsrelatingtothevaluesontheaxis. FromtheSCALEribbon,youmayspecifytheMinimumandMaximumvaluestoappearontheaxis.The intervalstobeusedasMajorandMinorunitsontheaxismayalsobeset.Youmaydictatethepointat whichthevalueandcategoryaxescross,whetherornottheaxesareplottedonaLogarithmicScale,or whethertohavethevaluesplottedinReverseorder.
Gridlines
Gridlinesaretheindicatorlinesthatrunacrossyourcharttoeitherdivideupyourcategoriesorgivevisual helpwhendecidingonavalueforadatapointmoredistantfromthevalueaxis.Youmayneedmore,or lessofthese,dependantuponyourneedsforaccuracyorvisualimpact.
Tochangegridlineoptions
Mouse
iv. v. vi. Selectchartifitisembedded. Click on drop down arrow on GRIDLINES on the AXES group. ChoosePRIMARYHORIZONTAL or PRIMARYVERTICAL GRIDLINESandmakeaselectionfromthechoicesgiven.
UnattachedText
FloatingtextmaybetypeddirectlyontotheChart,thendraggedtothedesiredposition.
Toaddfloatingtexttoachart:
Mouse
i. GototheINSERTribbonandselecttheTEXTBOXbuttonclickonyourchartandatextboxwillappear. Typerequiredtext,resizeandformattextboxanddragtorequiredlocation.
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FormatDialog
Elementoptions
Thiscategoryvariesdependentonwhatisselecteditmay show AXIS, CATEGORY OR SERIES OPTIONS. For SERIESOPTIONSitallowsyoutochangethewidthofthe columnorgapbetweentheseries. AXISOPTIONSallows you to specify widths and separation options where the axisbeginsandends(ifavailable)
Fill
Use the FILL category to specify background colours or designs.
Shape
Use this category to set the shape for a selected element (seriesordatapointifavailable)
Borders
Select the BORDER colour to change the border colour andsetaborder SettheBORDERSTYLEScategorytoaddaborderaroundtheoutsideoftheselectedelement
Shadow
Thisoptionallowsyoutosettheshadowdepth,colouranddirectionfortheselectedelement.
3DFormat
Ifyouhaveachartthathasa3Dformatthiscategorywillallowyoutochangemanyaspectsofthe3D appearancesuchasthematerial,lighting,contour,depthandbevel. Dependingonthedatabeingdisplayed,somedatamarkersona3Dchartmaybeobscured.Itispossible toadjusttheviewsothatyourdatamaybeseentoitsbestadvantage.Youmayinfluencethedegreeof elevation,perspectiveorrotationofyourchart.Asamplechartwithinthe3Dviewdialogboxreflectsthe newviewsasyouchangethesefactors. Elevation and Rotation can be adjusted either by typing values into the appropriate sections within the dialogbox,orbyclickingonthearrowbuttonsdisplayedaroundthesamplechart.Thelattertechniqueis obviouslyeasier. Elevationdictatestheheightfromwhichyouviewthedata.Rangingfrom90(abovetheplotarea) to 90(belowtheplotarea),where0 representsaviewlevelwiththecentreoftheplotarea.With3DPie Charts, the range varies from 10, almost level with the edge of the pie, to 80, looking down on the surfaceofthepie.
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Selectingtheplotorchartareawillallowyoutorotateyourchartinanydirectionorchangetheperspective ofyourchart.
Rotation
Rotation allows you to turn the graph on its vertical axis. The range goes from 0 to 360, where zero viewsthechartfromthefront,90wouldviewitfromtheside,and180wouldallowyoutoseeitfromthe backeffectivelyreversingtheorderofthedataseriesforthechartdisplay.
Perspective
Perspectivecanbechangedtomakethedataatthebackofa3Dchartappearmoredistant.Aperspective of zero means that the farthest edge of the chart will appear as equal in width to the nearest edge. Increasingperspective(uptoamaximumof100)willmakethefarthestedgeappearproportionallysmaller. Youmayalsoaffecttheheightofthegraphinrelationtoitswidthandwhetherornotyouwanttheaxesto remainatrightangles.Thislattersettingwouldprecludetheuseofperspectivein3Dcharts.Autoscaling allowsExceltoscalea3Dchartsothat,wherepossible,itissimilarinsizetoits2Dequivalent.
Font
Thefontforanyselectedtextualelementcanbesetonthe HOME ribbonfromthe FONTgrouporright clickingonthehighlightedtextandusingtheminitoolbar.
FormattingTheLegend
The Legend can be selected and formatting like the other chart elements The legend can be positioned manually simply by pointing and dragging it to a new position on the chart, but there are some preset positionswhichcanbeselectedfromlegendbuttonintheLABELgroup Notethatthelegendcannotactuallyberesized.Changingthefontsizewillcausethesizeofthe overalllegendtoadjust,butitcannotberesizedbydraggingontheselectionhandles.Nochart element which shows white selection handles (rather than the usual white) can be resized by dragging.Draggingthelegendtoanewpositiononthechartwillsometimesaffecttheshapeof thelegendandthesizeofthechart.Thelegendmaybeplacedoverlappingthechart.Notethat thetextappearingintheLegendboxispickedupfromtheworksheetdata.Editthetextonthe worksheetinordertochangethelegendtext(Thelegendmaybedeleted(hidden)byselectingit andpressingtheDeletekeyonthekeyboard.
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AddASeriesManually
OthermethodsToaddanewdataseriestoachart:
Mouse
i. ii. iii. Select the worksheet cells containing the relevant data (including the label to be used if labels were includedintheoriginaldata). Copythisdatatotheclipboardintheusualway. ActivatethechartbyclickingonitandchooseEdit,Paste.Thedataserieswillappearinthechart.
Or
i. ii. Selecttheworksheetcellscontainingtherelevantdata IfChartisanembeddedchartoncurrentsheet.Draganddropselecteddataontochart. Theaddedserieswillinvariablycomeinasthefinaldataseries,buttheordercanbechangedby youasoutlinedlaterinthisdocument.
TheSeriesFunction
Ifadataseriesonachartisselected,thereferenceareawilldisplaytheunderlyingformula.Itcanbeuseful toknowwhatelementsgotomakeuptheSeriesfunction,asyoumayedititmanuallyifdesired.TheSeries functionincludesfourarguments:
=SERIES(Series_Name,Categories_Ref,Values_Ref,Plot_Order)
The Series Name can be a reference (Worksheet!Cell) to the cell where the name of this particular data seriesisbeingheld,oritmayconsistoftexttypedinbyyouandenclosedinquotationmarks.TheSeries Namewillbepickedupinthelegendtodescribethedataseries.TheCategoriesReferencereferstothe worksheetnameandrangeofcellswheretheCategory(orxaxis)labelsaretobefound.Ifthedataseries areinrows,thecategoryreferenceswillrefertothelabelsatthetopofeachcolumnandviceversa.The ValuesReferencereferstotheworksheetnameandtherangeofcellscontainingtheactualvaluesforthis dataserieswhicharetobeplottedontheyaxis(orzaxisona3Dchart).ThePlotOrdernumberdictates theorderinwhichtheselecteddataseriesisplottedonthechartandlistedonthelegend.Often,instead ofamendingtheSeriesfunctionmanually,youmayfinditeasiertoeditadataseriesusingthedialogoption coveredintheearliersection.
ChartingWithBlocksOfData
AsitispossibletoselectseparaterangesinExcel,itispossibletoproducechartsbasedonnoncontiguous data.Thisisvitalifsomeoftheinformationontheworksheetistobeomitted.Therearesomeguidelines to be aware of however. The layout of data is important as was demonstrated at the beginning of this document. The selected ranges must amount to a regular block with consistent height and width measurementssothatExcelcaninterpretitcorrectly,withcategoriesanddataseriesmatchingup.Once thedatahasbeensuccessfullyselected,chooseFile,NewandclickonChartbeforeclickingonOK,ortap [F11].Anextensionofthisidealeadstothefactthatrangesfromseparateworksheetfilescanbeincluded inasinglechart.Simplyselecttheworksheetdatatobeincluded(subjecttothelayoutprovisosabove), copytotheclipboardthenpastethemintothechart.
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SECTION5TEMPLATES
Objectives
UsethestandardExceltemplates CreateCustomtemplates Openandedittemplates Settemplateproperties
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INTRODUCTIONTOTEMPLATES
Atemplateisafileusedasaformtocreateotherworkbooks,sheetsandcharts.Newworkbookscreated from the templatecontain the same layout,data, formulae, formats and styles as those of the template. Newsheetsandchartsinsertedintoaworkbookareacopyofthesheetorcharttemplate.
StandardTemplates
Excelcomessuppliedwithaselectionoftemplatesdesignedtohelpintheproductionofcommonbusiness andhomefinancialtasks.Thesetemplatescanbemodifiedforpersonaluse.
Touseastandardtemplate:
Mouse
i. ii. iii. iv. ClickontheMICROSOFTOFFICEBUTTONandselecttheNEWbutton,thedialogabovewillappear Click the INSTALLED TEMPLATES button on the left to see a list of Excel templates in the centre sectionofthedialog ClickonthePictureforthetemplateyouwishtobasethenewworkbookontoseeapreviewonthe right. WhenyouhavelocatedthetemplateyouwishtouseclickCREATE.
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OR
i. ii. iii. iv.
Excel2007Advanced
ClickontheMICROSOFTOFFICEBUTTONandselecttheNEWbutton,thedialogabovewillappear ClickundertheMICROSOFTOFFICEONLINEbuttonontheleftonasectionpertainingtoyourneedto seealistofappropriateExceltemplatesinthecentresectionofthedialog. ClickonthePictureforthetemplateyouwishtobasethenewworkbookontoseeapreviewonthe right. WhenyouhavelocatedthetemplateyouwishtouseclickCREATE. N.B.YoumustbeconnectedtotheinternettousetemplatesfromOfficeonline.
CustomTemplates
Youcancreateyourownworkbookandsheettemplates.
Tocreateaworkbooktemplate:
Mouse
i. Openorcreatetheworkbooktobeusedasthebasisforthetemplate.
ii. iii. iv. v.
Click on the MICROSOFT OFFICE BUTTON and select the SAVE AS button, click on EXCEL WORKBOOK,thesaveasdialogabovewillappear TypethetemplatenameintheFILENAMEtextbox. Select EXCEL TEMPLATE from the SAVE AS TYPE list. An .XLTX extension will be added to the templatename. ThefolderwherethefilewillbestoredwillautomaticallychangetoTemplates.Bystoringall.XLTXfiles inthesamefolderExcelrecognisesandkeepstrackoftemplates.
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vi.
ClickSAVEtosavethetemplate.
Tocreateaworksheettemplate:
Mouse
i. ii. iii. iv. v. vi. Inaneworexistingworkbookdeleteallthesheetsexcepttheonetobeusedasthetemplate. Click on the MICROSOFT OFFICE BUTTON and select the SAVE AS button, click on EXCEL WORKBOOK,thesaveasdialogwillappear TypethetemplatenameintheFILENAMEtextbox. Select EXCEL TEMPLATE from the SAVE AS TYPE list. An .XLTX extension will be added to the templatename. ThefolderwherethefilewillbestoredwillautomaticallychangetoTemplates.Bystoringall.XLTXfiles inthesamefolderExcelrecognisesandkeepstrackoftemplates. ClickSAVEtosavethetemplate.
Tobaseanewworkbookonatemplate:
Mouse
i. ii. ClickontheMICROSOFTOFFICEBUTTONandselecttheNEWbutton,theNEWWORKBOOKdialog willappear ClicktheMYTEMPLATESbuttonontheleftadialogwillappear.
iii. iv.
ClickonthePictureforthetemplateyouwishtobasethenewworkbookontoseeapreviewonthe right. WhenyouhavelocatedthetemplateyouwishtouseclickCREATE.
Toaddaworksheetbasedonasheettemplate:
Mouse
v. vi. ClicktherightmousebuttonoverasheettabandchooseINSERT. clicktheiconfortheworksheettemplateyouwanttobasethenewsheeton.
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vii. ClickOK
Excel2007Advanced
AutoTemplates
AnautotemplateisaworkbooksavedasatemplateintheXLSTARTfolderoralternateStartupfolderusing thespecificfilenameBook.xltx,sheet.xltx,dialog.xltxormacro.xltx.AutoTemplatesiftheyexistwillactas thebasisforallnewitemsyoucreateintheExcelenvironment. The Book.xltx template becomes the default workbook. The Sheet.xltx template becomes the default worksheet.
OpeningAndEditingTemplates
Templatesarefilesjustlikeworkbooks.Ifyouneedtochangeatemplateinanyway,simplyopen,editand saveinthenormalway.
Toopenatemplate:
Mouse
i. ii. iii. ClickontheMICROSOFTOFFICEBUTTONandselecttheOPENbutton ChangetheLOOKINlocationtotheTemplatesfolder. Selectthenameofthetemplateyouwanttoopen.clickOPEN
Toeditatemplate:
Mouse
i. ii. Makechangesintheopentemplate. ClickontheMICROSOFTOFFICEBUTTONandselecttheSAVEbutton
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TemplateProperties
Files have various properties that are saved with them. Some properties, such as date created and last saved date are included and updated automatically by Excel. Others, such as title and subject must be entered manually by the user. Properties are helpful when trying to locate files as you can use the propertiestosearch.
Tosettemplateproperties:
Mouse
i. WiththetemplateopenClickonthe MICROSOFTOFFICEBUTTONandselectthe PREPARE button andselectPROPERTIES.
ii. iii. iv. v.
.Asection(above)willappearundertheformulabar. Setthepropertiesthatapplytothetemplate. ClickX.inrighthandcornerofthisbartoclose If you have further properties to set. Click on document properties on the bar and choose ADVANCED PROPERTIESthedialogontherightwillappear the5separatetabsallowtheinputofmanymorepiecesof information. WhencompleteclickonOK
vi. vii.
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Templatescancontaincustomnumberformatsandpredefinedstyles.
Excel2007Advanced
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SECTION6AUDITING
Objectives
Useandunderstandtracers Insertandusecellcomments UseWatchwindow Usegotospecial
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AUDITINGFEATURES
Tracers
Excel2007Advanced
The precedent, dependent and error tracers display arrows on the worksheet to represent the flow of computations:ThecanbefoundTheFORMULAAUDITINGgroupandontheFORMULASribbon. TracerType Formula Error Externalreferenceorreferencetootherworksheet Arrowtype Solidblue Solidred Dashedblackwithanicon
COMMENTS
Comments are text or audio messages attached to cells usually givingamoredetailedexplanationofacellscontent.
GOTOSPECIAL
Amethodofselectingcellswithparticularcontentsorproperties.
PRECENDENTSANDDEPENDANTS
Precedentsarecellsreferredtobyotherformulae.Dependantsarecellscontainingformulaethatreferto othercells. A direct precedent is a cell referred to by the formula in the active cell. An indirect precedent is a cell referredtobyaformulainadirectprecedentcelloranotherindirectprecedentcell. Adirectdependantisacellcontainingaformulathatreferstotheactivecell.Anindirectdependentisa cellthatcontainsaformulathatreferstoadirectdependantcelloranotherindirectdependantcell. YouusetheAuditingtoolbartosetauditingoptions.
WATCHWINDOW
Isausefultoolwhichallowsyoutowatchthevaluesofcalculatedcellsonothersheetswhileyouchange valuesthattheyaredependanton,onacompletelydifferentsheet.
Tosetawatch
Mouse
i. ii. iii. iv. SelectacelltowhichyouwanttoaddaWatch GototheFORMULASribbonanclickonWATCHWINDOWintheFORMULAAUDITINGgroup ClickonADDWATCH Selectcellyouwishtomonitor
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v. vi.
ClickonADD Youmaynowswitchwindowsorscrollandthewatchwindowwillmonitorthatcellforchangesinresult asyouenterormanipulatefigureselsewhere.
Todeleteawatch
Mouse
i. ii. i. GototheFORMULASribbonanclickonWATCHWINDOWintheFORMULAAUDITINGgroup Selectwatchtodelete ClickonDELETEWATCHonwatchwindow
Toauditfordirectandindirectprecedents:
Mouse
i. ii. Clickonthecellyouwanttoaudit. ClickthetraceprecedentsbuttonontheAuditingtoolbar.
Toauditfordirectandindirectdependants:
Mouse
i. ii. Clickonthecellyouwanttoaudit. ClickthetracedependantsbuttonontheAuditingtoolbar. Clickeitherbuttonasecondtimetoviewindirectprecedentsordependantsoftheactivecell.
Toremovethetracerarrows:
Mouse
i. Clicktheremoveprecedentarrowstoremoveprecedenttracersor removedependantarrowstoremovedependanttracers.
Or
ii. Clicktheremoveallarrowsbuttontoremovebothprecedentanddependanttracers.
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Comments
Excel2007Advanced
When a cell has a comment attached, CellTips automatically display the comments added when the mouse pointer rests over the cell. You can tell which cells have c comments attachedastheyhaveacommentindicator(asmallredcorner triangle).
Toaddacomment:
Mouse
i. ii. iii. iv. Clickinthecellwhereyouwanttoinsertacomment. ChooseCOMMENTfromtheREVIEWribbon Inthetextboxthatappearsattachedtothecell,typeyourcomment. Clickoutsidethetextboxtoconfirmtheentryandclosethetextbox.
Toviewcomments:
Mouse
i. ii. Position your mouse over the top of the cell that contains the comment. Shown with a tiny coloured triangleintopofthecellcorner. YourcommentwillbedisplayedasaCellTip.
Toeditcomments:
Mouse
i. ii. iii. iv. Clickinthecellwhereyouwanttoeditacomment. ChooseEDITCOMMENTfromtheREVIEWribbon Inthetextboxedityourcomment. Clickoutsidethetextboxtoconfirmtheentryandclosethetextbox.
Hidingandredisplayingcomments:
Mouse
i. Youcanhideanindividualcommentbyclickingtherightmousebuttonover the cell that contains the comment and choosing SHOW/HIDE COMMENTfromtheshortcutmenu.
OR
ii. iii. ClickonSHOW/HIDECOMMENTSintheCOMMENTSgroupontheREVIEWribbon Whenyouwanttoredisplayallindividuallyhidden COMMENTSclickon SHOWALLCOMMENTSin theCOMMENTSgroupontheREVIEWribbon
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Toprintcomments:
Mouse
i. On the PAGE LAYOUT ribbon, in the PAGE SETUP group, click the dialog box launcher next to PAGE SETUP. OntheSHEETtab,intheCOMMENTSbox,clickASDISPLAYEDONSHEETorATENDOFSHEET. ClickPRINT. Toseehowcommentsareprinted,youcanclickPrintPreviewbeforeyouclickPrint.
ii. iii.
Reviewingcomments:
Mouse
i. ii. iii. GototheCOMMENTSgroupontheREVIEWribbon. TovieweachcommentinsequenceclicktheNEXTCOMMENTbutton. Toviewthecommentsinreverseorder,clickthePREVIOUSCOMMENTbutton.
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SECTION7OTHERFORMATTING
FORMATTINGCELLS
Themes
Youcanquicklyandeasilyformatanentiredocumenttogiveitaprofessionalandmodernlookbyapplying a document theme (A set of unified design elements that provides a look for your document by using colour,fontsandgraphics.).Adocumentthemeisasetofformattingchoicesthatincludeasetoftheme colours,asetofthemefonts(includingheadingandbodytextfonts),andasetofthemeeffects(including linesandfilleffects). Excelprovidesseveralpredefineddocumentthemes,butyoucanalsocreateyourownbycustomizingan existing document theme, and then by saving it as a custom document theme. Document themes are sharedacrossOfficeprogramssothatallofyourOfficedocumentscanhavethesame,uniformlook.
ToApplyadocumenttheme
YoucanchangethedocumentthemethatisappliedbydefaultinOfficeprograms,suchasWord,Exceland PowerPoint, by selecting another predefined document theme or a custom document theme. Document themesthatyouapplyimmediatelyaffectthestyles(Acombinationofformattingcharacteristics,suchas font, font size, and indentation, that you name and store as a set. When you apply a style, all of the formattinginstructionsinthatstyleareappliedatonetime.)thatyoucanuseinyourdocument.
Mouse
i. ii. iii. On the PAGE LAYOUT ribbon, in the THEMES group, click THEMES. To apply a predefined document theme, click the document themethatyouwanttouseunderBUILTIN. Toapplyacustomdocumenttheme,clickthedocumentthemethatyouwanttouseunderCUSTOM. Customisavailableonlyifyoucreatedoneormorecustomdocumentthemes iv. v. Ifadocumentthemethatyouwanttouseisnotlisted,click BROWSEFORTHEMEStofinditonyour computeroranetworklocation. TosearchforotherdocumentthemesonOfficeOnline,clickSEARCHOFFICEONLINE.
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CustomisingATheme
Excel2007Advanced
Thecollectionoffonts,coloursandeffectsthatmakeupathemecanallbecustomisedandthensavedasa customtheme
Tocustomiseatheme
i. Click on the drop down arrow next to the aspect of the theme you wish to change colours, fonts or effects.
ii. iii.
Makeaselectionfromthechoicespresent. Clickonthemesandsavecurrenttheme
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Excel2007Advanced
iv.
ClickingontheTHEMESbuttoninfuturewilldisplayCUSTOM,toallowyoutousethisthemeinfuture workbooks.
Tosetcustomcolourschemesforatheme
Mouse
i. ii. ClickonthedropdownarrownexttotheCOLOURSbutton. SelectCREATENEWTHEMECOLOURSatthebottomofthemenu
iii. iv. v. vi. vii.
Thedialogaboveisdisplayed Selectnewcoloursforthevariouspartsofyourtheme.Asampleisshownontherighttoshowyouhow thecoloursappeartogether EnteranameforyourcolourschemeintheNAMEbox ClickonSAVE. NexttimeyouclickonthecoloursbuttonitwilldisplayCUSTOMandthe setsofcoloursyouhavecreated.
Tocreatecustomfontschemesforatheme.
Mouse
i. ClickonthedropdownarrownexttotheFONTSbutton.
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ii. iii. iv. v. vi. vii.
SelectCREATENEWTHEMEFONTSatthebottomofthemenu Thedialogaboveisdisplayed Select Fonts for the heading and a font for the body text see sampleonrightofdialog. EnteranameforyourfontschemeintheNAMEbox ClickonSAVE. Next time you click on the FONTS button it will display CUSTOMandthesetsoffontsyouhavecreated.
Excel2007Advanced
Styles
Toapplyseveralformatsinonestep,andtoensurethatcellshaveconsistentformatting,youcanuseacell style.Acellstyleisadefinedsetofformattingcharacteristics,suchasfontsandfontsizes,numberformats, cellbordersandcellshading.Topreventanyonefrommakingchangestospecificcells,youcanalsousea cellstylethatlockscells.MicrosoftOfficeExcelhasseveralbuiltincellstylesthatyoucanapplyormodify. Youcanalsomodifyorduplicateacellstyletocreateyourown,customcellstyle. Cell styles are based on the document theme that is applied to the entire workbook. When you switchtoanotherdocumenttheme,thecellstylesareupdatedtomatchthenewdocumenttheme.
Howtoselectcells,ranges,rows,orcolumns
Toselect Asinglecell Arangeofcells Dothis Clickthecell,orpressthearrowkeystomovetothecell. Clickthefirstcellintherange,andthendragtothelastcell,orholddownSHIFTwhile youpressthearrowkeystoextendtheselection. Youcanalsoselectthefirstcellintherange,andthenpressF8toextendtheselectionby usingthearrowkeys.Tostopextendingtheselection,pressF8again. Clickthefirstcellintherange,andthenholddownSHIFTwhileyouclickthelastcellin therange.Youcanscrolltomakethelastcellvisible. you ClicktheSELECTALLbutton.Toselecttheentireworksheet, canalsopressCTRL+A.Iftheworksheetcontainsdata,CTRL+A selectsthecurrentregion.PressingCTRL+Aasecondtime selectstheentireworksheet. Selectthefirstcellorrangeofcells,andthenholddownCTRLwhileyouselecttheother cellsorranges.Youcanalsoselectthefirstcellorrangeofcells,andthenpressSHIFT+F8 toaddanothernonadjacentcellorrangetotheselection.Tostopaddingcellsorrangesto theselection,pressSHIFT+F8again.Youcannotcanceltheselectionofacellorrangeof cellsinanonadjacentselectionwithoutcancellingtheentireselection. Clicktheroworcolumnheading. Rowheading Columnheading selecting Youcanalsoselectcellsinaroworcolumnby thefirstcellandthenpressingCTRL+SHIFT+ARROWkey(RIGHTARROWorLEFT ARROWforrows,UPARROWorDOWNARROWforcolumns).Iftheroworcolumn containsdata,CTRL+SHIFT+ARROWkeyselectstheroworcolumntothelastusedcell. PressingCTRL+SHIFT+ARROWkeyasecondtimeselectstheentireroworcolumn.
Alargerangeofcells Allcellsona worksheet
Nonadjacentcellsor cellranges
Anentirerowor column
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Adjacentrowsor columns Nonadjacentrowsor columns
Dragacrosstheroworcolumnheadings.Orselectthefirstroworcolumn;thenhold downSHIFTwhileyouselectthelastroworcolumn. Clickthecolumnorrowheadingofthefirstroworcolumninyourselection;thenhold downCTRLwhileyouclickthecolumnorrowheadingsofotherrowsorcolumnsthatyou wanttoaddtotheselection. Thefirstorlastcellin Selectacellintheroworcolumn,andthenpressCTRL+ARROWkey(RIGHTARROWor aroworcolumn LEFTARROWforrows,UPARROWorDOWNARROWforcolumns). Thefirstorlastcell PressCTRL+HOMEtoselectthefirstcellontheworksheetorinanExcellist. onaworksheetorin PressCTRL+ENDtoselectthelastcellontheworksheetorinanExcellistthatcontains aMicrosoftOffice dataorformatting. Exceltable Cellstothelastused Selectthefirstcell,andthenpressCTRL+SHIFT+ENDtoextendtheselectionofcellsto cellontheworksheet thelastusedcellontheworksheet(lowerrightcorner). (lowerrightcorner) Cellstothebeginning Selectthefirstcell,andthenpressCTRL+SHIFT+HOMEtoextendtheselectionofcellsto oftheworksheet thebeginningoftheworksheet. Moreorfewercells HolddownSHIFTwhileyouclickthelastcellthatyouwanttoincludeinthenew thantheactive selection.Therectangularrangebetweentheactivecellandthecellthatyouclick selection becomesthenewselection. Tocancelaselectionofcells,clickanycellontheworksheet.
ToApplyacellstyle
Mouse
i. ii. iii. Selectthecellsthatyouwanttoformat. OntheHOMEribbon,intheSTYLESgroup,clickCELLSTYLES. Clickthecellstylethatyouwanttoapply.
Tocreatecustomcellstyle
Mouse
i. ii. iii. iv. v. vi. vii. OntheHOMEribbon,intheSTYLESgroup,clickCELLSTYLES. ClickNEWCELLSTYLE. IntheSTYLENAMEbox,typeanappropriatenameforthenewcellstyle. ClickFORMAT. Onthevarioustabsinthe FORMATCELLSdialogbox,selecttheformattingthatyouwant,andthen clickOK. In the STYLE dialog box, under STYLE INCLUDES (BY EXAMPLE), clear the check boxes for any formattingthatyoudon'twanttoincludeinthecellstyle. To remove a cell style from selected cells without deleting the cell style, select the cells that are formattedwiththatcellstyle.
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Toremoveacellstyle
Mouse
i. ii.
Excel2007Advanced
OntheHOMEribbon,intheSTYLESgroup,clickCELLSTYLES. Toremovethecellstylefromtheselectedcellswithoutdeletingthecellstyle,underGOOD,BAD,AND NEUTRAL,clickNORMAL.
OR
iii. Todeletethecellstyleandremoveitfromallcellsthatareformattedwithit,rightclickthecellstyle, andthenclickDELETE. YoucannotdeletetheNORMALcellstyle.
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ConditionalFormatting
Wheneveryouanalyzedata,youoftenaskyourselfquestions,suchas: Wherearetheexceptionsinasummaryofprofitsoverthepastfiveyears? Whatarethetrendsinamarketingopinionpolloverthepasttwoyears? Whohassoldmorethan50,000thismonth? Whatistheoverallagedistributionofemployees? Whichproductshavegreaterthan10%revenueincreasesfromyeartoyear? Whoarethehighestperformingandlowestperformingstudentsinthenewstudentclass?
Conditional formatting helps to answer these questions by making it easy to highlight interesting cells or rangesofcells,emphasizeunusualvalues,andvisualizedatabyusingdatabars,colourscalesandiconsets. A conditional format changes the appearance of a cell range based on a condition (or criteria). If the condition is true, the cell range is formatted based on that condition; if the conditional is false, the cell rangeisnotformattedbasedonthatcondition. When creating a conditional format, you can reference other cells in a worksheet, such as =FY2006!A5,butyoucannotuseexternalreferencestoanotherworkbook.
ToFormatallcellsbyusingatwocolourscale
Colourscalesarevisualguidesthathelpyouunderstanddatadistributionandvariation.Atwocolourscale helpsyoucomparearangeofcellsbyusingagradationoftwocolours.Theshadeofthecolourrepresents higherorlowervalues.Forexample,inagreenandredcolourscale,youcanspecifyhighervaluecellshave agreenercolourandlowervaluecellshaveareddercolour.
Mouse
i. ii. Select a range of cells, or make sure that the active cell is in a table or PivotTable report. Onthe HOMEribbon,inthe STYLESgroup,clickthearrownextto CONDITIONAL
FORMATTING,andthenclickCOLOURSCALES.
iii. Selectatwocolourscale. Hoveroverthecolourscaleiconstoseewhichoneisa twocolour scale. The top colour represents higher valuesandthebottomcolourrepresentslowervalues.
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Tomanagerulesforadvancedformatting.
Mouse
i. ii. iii. Selectarangeofcells,ormakesurethattheactivecellisinatableorPivotTablereport. OntheHOMEribbon,intheSTYLESgroup,clickthearrownexttoCONDITIONALFORMATTING,and thenclickMANAGERULES. TheCONDITIONALFORMATTINGRULESMANAGERdialogboxisdisplayed.
Toaddaconditionalformat(newrule).
Mouse
i. clickNewRule.TheNewFormattingRuledialogboxisdisplayed.
ii. iii. iv. v. vi.
Selectaruletypefromtopsectionofdialog. Edittheruledescriptioninbottomsection.Ruledescriptionswillchangedependentontheruletype. Selectthecoloursyouwishtoapplyiftheconditionsyouhavesetaremet. ClickOKtocreatetheruletherulewillthenappearintheRULEMANAGER. ClickoktoapplytheruleandclosetheRULEMANAGER
Toconditionallyformattotwocolourscale(advanced)
Mouse
i. ii. iii. OntheHOMEribbon,intheSTYLESgroup,clickthearrownexttoCONDITIONALFORMATTING,and thenclickMANAGERULES. TheCONDITIONALFORMATTINGRULESMANAGERdialogboxisdisplayed. Make sure that the appropriate worksheet or table is selected in the SHOW FORMATTING RULES FOR list
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Excel2007Advanced
box. iv. Optionally,changetherangeofcellsbyclicking COLLAPSEDIALOG inthe APPLIESTOboxtotemporarilyhidethedialogbox,selecting the new range of cells on the worksheet, and then selecting EXPANDDIALOG. Selecttherule,andthenclickEDITRULE.TheEDITFORMATTINGRULEdialogboxisdisplayed. UnderSELECTARULETYPE,clickFORMATALLCELLSBASEDONTHEIRVALUES. UnderEDITTHERULEDESCRIPTION,intheFORMATSTYLElistbox,select2COLORSCALE. SelectaMINIMUMandMAXIMUMTYPE
v. vi. vii. viii.
FORMATLOWESTANDHIGHESTVALUESSelectLowestValueandHighestValue.Inthiscase, youdonotenteraMinimumandMaximumValue. FORMAT A NUMBER, date, or time value Select Number, and then enter a Minimum and
MaximumValue.
FORMATAPERCENTAGESelectPercent,andthenenteraMinimumandMaximumValue.Valid valuesarefrom0to100.Donotenterapercentsign.Useapercentagewhenyouwanttovisualize allvaluesproportionallybecausethedistributionofvaluesisproportional. FORMATAPERCENTILESelectPercentileandthenenteraMinimumandMaximumValue.Valid

percentilesarefrom0to100.Youcannotuseapercentileiftherangeofcellscontainsmorethan 8,191datapoints.Useapercentilewhenyouwanttovisualizeagroupofhighvalues(suchasthe top 20thpercentile) in one colour grade proportion and low values (such as the bottom 20th percentile)inanothercolourgradeproportion,becausetheyrepresentextremevaluesthatmight skewthevisualizationofyourdata.
FORMATAFORMULARESULTSelectFormula,andthenenteraMinimumandMaximumValue.
Theformulamustreturnanumber,dateortimevalue.Starttheformulawithanequalsign(=). Invalid formulas result in no formatting applied. It's a good idea to test the formula in the worksheettomakesurethatitdoesn'treturnanerrorvalue.
Minimum and Maximum values are the minimum and maximum values for the range of cells. MakesurethattheMinimumvalueislessthantheMaximumvalue. YoucanchooseadifferentMinimumandMaximumType.Forexample,youcanchooseaMinimum NumberandMaximumPercent. ix. x. xi. xii. To choose a MINIMUM and MAXIMUM colour scale, click COLOUR for each, and then select a colour.Ifyouwanttochooseadditionalcoloursorcreateacustomcolour,clickMORECOLOURS. ThecolourscalethatyouselectisdisplayedinthePREVIEWbox. ClickOKtoreturntotherulemanager ClickOKtoapplythenewruletoselectedcellsandcloserulemanager.
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Excel2007Advanced
ToFormatallcellsbyusingdatabarsquickformatting
Adatabarhelpsyouseethevalueofacellrelativetoothercells.The lengthofthedatabarrepresentsthevalueinthecell.Alongerbar representsahighervalueandashorterbarrepresentsalowervalue. Databarsareusefulinspottinghigherandlowernumbersespecially withlargeamountsofdata,suchastopandbottomsellingtoysina holidaysalesreport.
Mouse
i. ii. Selectarangeofcells,ormakesurethattheactivecellisinatableorPivotTablereport. OntheHOMEribbon,intheSTYLEgroup,clickthearrownexttoCONDITIONALFORMATTING,click DATABARSandthenselectadatabaricon.
ToFormatallcellsbyusingdatabarsadvancedformatting
Mouse
i. ii. Selectarangeofcells,ormakesurethattheactivecellisinatableorPivotTablereport. On the HOME ribbon, in the STYLES group, click the arrow next to CONDITIONAL FORMATTING, and thenclickMANAGERULES.TheConditionalFormattingRULESMANAGERdialogboxisdisplayed.
Either
iii. Toaddaconditionalformat,clickNEWRULE.TheNEWFORMATTINGRULEdialogboxisdisplayed.
OR
iv. v. To change a conditional format, Make sure that the appropriate worksheet or table is selected in the SHOWFORMATTINGRULESFORlistbox. Optionally, change the range of cells by clicking COLLAPSE DIALOG in the APPLIES TO box to temporarilyhidethedialogbox,selectingthenewrangeofcellsontheworksheet,andthenselecting EXPANDDIALOG. Selecttherule,andthenclickEDITRULE.TheEDITFORMATTINGRULEdialogboxisdisplayed. UnderSELECTARULETYPE,clickFORMATALLCELLSBASEDONTHEIRVALUES. UnderEDITTHERULEDESCRIPTION,intheFORMATSTYLElistbox,selectDATABAR. SelectaShortestBarandLongestBarType.
vi. vii. viii. ix.
FORMATLOWESTANDHIGHESTVALUESSelectLowestValueandHighestValue.Inthiscase, youdonotenteraShortestBarandLongestBarValue. FORMATA NUMBER,DATE,ORTIMEVALUE Select Number, and then enter a Shortest Bar
andLongestBarValue.
FORMATAPERCENTAGESelectPercent,andthenenteraShortestBarandLongestBarValue. Validvaluesarefrom0to100.Donotenterapercentsign.Useapercentagewhenyouwantto visualizeallvaluesproportionallybecausethedistributionofvaluesisproportional.
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FORMATAPERCENTILESelectPercentileandthenenteraShortestBarandLongestBarValue. Validpercentilesarefrom0to100.Youcannotuseapercentileiftherangeofcellscontainsmore than8,191datapoints.Useapercentilewhenyouwanttovisualizeagroupofhighvalues(suchas the top 20th percentile) in one data bar proportion and low values (such as the bottom 20th percentile) in another data bar proportion, because they represent extreme values that might skewthevisualizationofyourdata. FORMAT A FORMULA result Select Formula, and then enter a Shortest Bar and Longest Bar Value.Theformulamustreturnanumber,dateortimevalue.Starttheformulawithanequalsign (=). Invalid formulas result in no formatting applied. It's a good idea to test the formula in the worksheettomakesurethatitdoesn'treturnanerrorvalue.
MakesurethattheShortestBarvalueislessthantheLongestBarvalue. You can choose a different Shortest Bar and Longest Bar Type. For example, you can choose a ShortestBarNumberandLongestBarPercent.TochooseaShortestBarandLongestBarcolour scale, click Bar Colour. If you want to choose additional colours or create a custom colour, click MoreColours.ThebarcolourthatyouselectisdisplayedinthePreviewbox.Toshowonlythe databarandnotthevalueinthecell,selectShowBarOnly.
ToClearconditionalformats(worksheet)
Mouse
i. ii. OntheHOMEribbon,intheSTYLESgroup,clickthearrownexttoCONDITIONALFORMATTING,and thenclickCLEARRULES. ClickENTIRESHEET.
ToClearconditionalformats(Arangeofcells,table,orPivotTable)
Mouse
i. ii. iii. Selecttherangeofcells,tableorPivotTableforwhichyouwanttoclearconditionalformats. OntheHOMEribbon,intheSTYLESgroup,clickthearrownexttoCONDITIONALFORMATTING,and thenclickCLEARRULES. Dependingonwhatyouhaveselected,clickSELECTEDCELLS,THISTABLEorTHISPIVOTTABLE.
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SECTION8OTHEREXCELFEATURES
INSERTING,FORMATTINGANDDELETINGOBJECTS
InsertingADrawingObject
Inserting pictures, text boxes, callouts, scanned images etc onto a worksheet can greatly enhance your overall spreadsheet appearance. The subject of dealingwiththeseobjectswillbelookedatmorethoroughlyinPowerPointas that application deals primarily with inserted objects and how to deal with themaswordworksprimarilywithtextandexcelwithfigures,howeverhereis abriefrundownofsomeitemsyoumayinsertandhowtodealwiththem.
Toinsertashapeontoworksheet.
Mouse
i. ii. On the INSERT ribbon in the ILLUSTRATIONS group, click onthedropdownarrowtotherightofSHAPES. Make a selection by clicking with the left mouse button on thedesiredshape.Ifyoucannotimmediatelyfindwhatyou want, scroll down using the scroll bar to the right to locate othershapes. Themenuwilldissappearbutyourmousecursorwillappear asasmallblackcross.Clickanddragdiagaonallytoplacethe shapeontheworksheet.
iii.
Tomoveorresizeshape
Mouse
i. ii. Select shape by clicking on it selection will be shown by handlesappearingaroundtheshape. Movingmousecursorovershapeshouldgiveafourpointed arrow clicking and dragging with this cursor will move the shapetodesiredposition. Use cursor keys for small adjustments in moving shape aroundworksheet. Moving mouse cursor over a handle will give a black two pointedarrow.Clickinganddraggingwillresizetheshapeto appropriatesize.
OR
iii. iv.
Todeleteashape
Mouse
i. ii. Selectshapebyclickingonitselectionwillbeshownbyhandlesappearingaroundtheshape. PressDELETEonthekeyboardtoremoveshape.
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SmartArt
A SmartArt graphic is a visual representation of your information and ideas. You can create SmartArt graphics by choosing from among many different layouts to quickly, easily and effectively communicate yourmessage. Mostpeoplecreatecontentthatcontainsonlytext,eventhoughillustrationsandgraphicshelpaudiences understand and recall information better than text. Creating designerquality illustrations can be challenging, especially if you are not a professional designer or you cannot afford to hire a professional designer.IfyouuseearlierversionsofMicrosoftOffice,youcanspendalotoftimemakingshapesthesame size and aligning them properly, getting your text to look right, and manually formatting the shapes to matchthedocument'soverallstyle,insteadoffocusingonyourcontent.WithSmartArtgraphicsandother new features such as themes, you can create designerquality illustrations with only a few clicks of your mouse. WhenyoucreateaSmartArtgraphic,youarepromptedtochooseatypesuchas PROCESS,HIERARCHY, CYCLE, or RELATIONSHIP. A type is similar to a category of SmartArt graphic, and each type contains severaldifferentlayouts. WhenyouchoosealayoutforyourSmartArtgraphic,askyourselfwhatyouwanttoconveyandwhether youwantyourinformationtoappearacertainway.Becauseyoucanquicklyandeasilyswitchlayouts,try differentlayouts(acrosstypes)untilyoufindtheonethatbestillustratesyourmessage.Experimentwith differenttypesandlayoutsbyusingthetablebelowasastartingpoint. Whenyouswitchlayouts,mostofyourtextandothercontent,colours,styles,effects,andtextformatting areautomaticallycarriedovertothenewlayout.
ToinsertaSmartArtgraphic
Mouse
i. ii. On the INSERT ribbon in the ILLUSTRATIONS group, click on the drop down arrow to the right of SMARTARTtheSMARTARTdialogabovewillappear Chooseacategoryfromtheleftthenagraphicfromthecentretoseeapreviewontheright.
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iii. iv.
Thesmartartwillappearonyourworksheetasinpicturebelow.
Excel2007Advanced
Whenyouhavetheselectionyoudesireclickoktoinsertthesmartartonyourworksheet
AbouttheTextpane
TheTextpaneisthepanethatyoucanusetoenterandeditthetextthatappearsinyourSmartArtgraphic. TheTextpaneappearstotheleftofyourSmartArtgraphic.AsyouaddandedityourcontentintheText pane,yourSmartArtgraphicisautomaticallyupdatedshapesareaddedorremovedasneeded. When you create a SmartArt graphic, the SmartArt graphic and its Text pane are populated with placeholdertextthatyoucanreplacewithyourinformation.AtthetopoftheTextpane,youcaneditthe text that will appear in your SmartArt graphic. At the bottom of the Text pane, you can view additional informationabouttheSmartArtgraphic.
ToentertextintoSmartArt
Mouse
i. ii. iii. iv. v. ClickonplaceholderintheTEXTPANE. Placeholdertextwilldisappear. TyperequiredtextandpressENTER Focuswillcreateanewplaceholderandnewshapewaitingfortext Press TAB to move the text lower in the hierarchy in the example above or SHIFT+TAB to move it higher.
ToremoveaSmartArtshape
Mouse
i. ii. iii. SelectthetextorplaceholdertextoftheshapeyouwishtoremoveintheTEXTPANE. PressDELETEkeyonkeyboard Bothtextandshapewillberemovedfromgraphic
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WordArt
WordArt is a gallery of text styles that you can add to your 2007 Microsoft Office system documents to createdecorativeeffects,suchasshadowedormirrored(reflected)text.YoucanchangeWordArttext,as youcanchangeanyothertextinashape.
Mouse
iv. On the INSERT ribbon, in the TEXT group, click WORDART, and then click the WordArt stylethatyouwant. Enteryourtext.# AWordArtgraphiccanberesized,rotated,deletedandmovedlikeanyothershape.
v. vi.
FormattingShapes
Anyshapeinsertedonthespreadsheet,whenselected,causesanewribbontoappearcalledtheFORMAT ribbonseenbelow,itofferstheoptionsofinsertingfurthershapes.Formattingallaspectsoftheselected shapeandfixingaspecificsize.TheeasiestmethodofformattingyourshapeistousetheQuickStyleoption intheSHAPESTYLESgroup
QuickStyles
Quick Styles are combinations of different formatting options and are displayed in a thumbnail in the variousQuickStylegalleries.WhenyouplaceyourpointeroveraQuickStylethumbnail,youcanseehow theQuickStyleaffectsyourSmartArtgraphicorshape. Quick Styles for SmartArt graphics (SmartArt Styles) include edges, shadows, line styles, gradients and threedimensional (3D) perspectives. Try different combinations of SmartArt Styles and colours until you findonethatmatchesthemessagethatyouwanttocommunicate.Youcanpickalayout,aSmartArtStyle, andacolourvariationthatyoulike,andthenchangethelayoutagainyourSmartArtStyleandcolours willstaywithyourSmartArtgraphic,sothatyoudonotneedtoredothem. SmartArtStylesmapthethemeeffects(themeeffects:Asetofvisualattributesthatisappliedtoelements inafile.Themeeffects,themecoloursandthemefontscomposeatheme.)ofthedocumentthemetothe shapes within the SmartArt graphic. For example, shapes might have thick lines or edges, while arrows mighthaveamoresubtlestyleappliedtothem.Youcanalsoapplycoloursfromthethemecoloursofthe document in different ways, such as changing the colour of the shape border. If you create multiple SmartArt graphics and want them to look alike, you can apply the same colours and SmartArt Style to achieveaconsistent,professionallook. Youcanhaveshapesthatdisplaywithedges,depth,androtatein3Dspace.TomakeaSmartArtgraphic threedimensional,applya3DSmartArtStyleormanuallyapplya3Drotationtoeachshape.Iftheentire SmartArt graphic is threedimensional (called scene coherent 3D), you can continue to edit the text and formattingofeachoftheindividualshapes,buttheshapescannotberepositionedorresized.Youcanonly
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repositionorresizeshapesinatwodimensionalscene.Toswitchbetween2Dand3D,underSMARTART TOOLS,ontheFORMATribbon,intheSHAPESgroup,clickEDITIN2D.TheEDITIN2Dbuttontemporarily unlocksyourSmartArtgraphicforeditingsothatyoucanmoveandresizeshapesbutthe3DSmartArt StyleisstillappliedtoyourSmartArtgraphicandreappearswhenyouclickEDITIN2Dagain.Whenyour SmartArtgraphicisdisplayedina3Dscene,youcanrotateitasawholeandpositionlightsourcesandthe "camera"suchthattheentireSmartArtgraphicappearstopopoutofthescreen. SmartArtStylesaffectanentireSmartArtgraphic,whileQuickStylesforShapes(ShapeStyles)affectonly theselectedshape.Youcanmanuallycustomizeashapebychangingthecolour,effectsorborder,orby replacingitwithanothershape.ItisrecommendedthatyoucustomizeyourSmartArtgraphiconlyafteryou settleonitscontentandlayout,assomecustomizationsarenottransferredbecausetheymightnotlook goodinthenewlayout.FormoreinformationaboutswitchinglayoutsforSmartArtgraphics,seeSwitchthe layoutortypeofaSmartArtgraphic.
ToapplyaQuickStyle
Mouse
i. ii. SelecttheshapeorshapesyouwishtoapplyaQuickStyleto. Asyoumoveyourmouseoverthevariousoptionsyourshapeontheworksheetwilltemporarilytakeon thatformatasapreview.Seebelow.
Otherthemefills
iii. iv.
Ifyouprefertolookattheotherthemfillsoptionatthebottomyouwillbegiventheaboveoptions Whenyoulocatethestyleyouwantclickonittoapplyittoyourshape.
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ManualFormatting
Manualformattingcanbeappliedaswell.Fill,border,3D,rotationetcusingvarioustoolsfrom the format ribbon. There are also tools for aligning, layering and sizing your shape as in a desktoppublishingprogramme.
Tochangefillcolour
Mouse
i. ii. Selectshapetobeformattedselect FILLCOLOURfromthe SHAPESTYLES group. Selecta THEMECOLOUR,STANDARDCOLOUR,GRADIENT,TEXTURE, PICTUREorMOREFILLCOLOURS. morefillcoloursgivesapalettewithanypossiblecolouryoumayrequire.You maymatchacolourifyouknowtheRGBorCYMKnumbers)
Tochangeaborder
Mouse
i. ii. iii. Selectshapetobeformattedselect SHAPEOUTLINEfromtheshapestyles group. Select a THEME COLOUR, STANDARD COLOUR or MORE OUTLINE COLOURS. when you have selected a colour for your shapes outline you may wish to makeitthickerortohaveadashedstyle.Repeatsteponeandselectweight ordashesandmakeaselectiontoapplytoyourshape. Thearrowsoptionisavailableifyourshapehappenstobeanykindoflineyou maychooseanarrowstyleaswellasaweightandlinestyle
Toapplyshapeeffects
Mouse
i. ii. Select shape to be formatted. Click on shapeeffectstoseemenuonright The preset menu shows popular styles madeupoftheothermenuchoices.Select apresettoapply. You may alter aspects of the preset by repeating and selecting a different menu choice. Using all formatting choices shown gives a very professional finish to any object placed
iii.
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ontheworksheetmanyoftheseoptionsareavailableforchartsandpictures.
Excel2007Advanced
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REVIEWING
Protecting
When sending your work to someone else to check, make corrections or comments it is necessary to track thechangesthatothersmaymaketoyourworktosee whatchangestheyhavemadeastheyreviewyourwork. Youmayalsowanttorestrictwhattheyareallowedto do to your work so they do not inadvertently damage formulae and functions that make the workbook producevalidfigures.Forthesereasonswemayhavetoprotecttheworkbookinvariousways.
Toprotectaworkbook
Protectingaworkbookensuresindividualscannot,insert,delete,moveor otherwisetamperwiththesheetsinyourworkbook.Hiddensheetswill notbeabletobeunhiddenifvaluabletablesordataisstoredonthem.
Mouse
i. ii. Click on PROTECT WORKBOOK in the CHANGES group on the REVIEWribbon SelectPROTECTSTRUCTUREANDWINDOWSthefollowingdialogwillappear.
iii.
Forsecurity(notessential)enterapasswordandclickonok.Workbookstructureisnowprotected.
Tounprotectaworkbook
Mouse
iv. v. vi. ClickonPROTECTWORKBOOKintheCHANGESgroupontheREVIEWribbon SelectUNPROTECTSTRUCTUREANDWINDOWSadialogwillappearaskingforpassword Enterpassword,clickonOK,workbookisnowunprotected
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Protectworksheetdata
Mouse
i. ii. iii. iv. v. vi. vii. viii. ix. Select all cells you would like individuals to be allowed to change. OntheHOMEribbon,intheCELLSgroup,clickFORMAT,and thenclickFORMATCELLS. Clickontheprotectiontab UntickLOCKCELLS. Click on PROTECT WORKSHEET in the CHANGES group on theREVIEWribbon. Tick what you wish users to be allowed to do in the locked cells. Enterapasswordifyouwish ClickonOK. Sheetisnowprotectedanycellthatwaslockedisnowuneditablebyanyone.
Tounprotectworksheetdata
Mouse
i. ii. iii. ClickonPROTECTWORKSHEETintheCHANGESgroupontheREVIEWribbon Enterpasswordtounprotectsheet ClickOK
Toprotectfortrackedchanges
Mouse
i. ii. iii. iv. V. Click on TRACK CHANGES and then HIGHLIGHT CHANGES in the CHANGESgroupontheREVIEWribbon TheHIGHLIGHTCHANGESdialogwillappear. TicktheTRACKCHANGESWHILEEDITINGoption ClickonOK. Anychangesmadetotheworkbookbyanyonenow willleaveamarkinthecelltoshowithasbeen changedbywho,whenandwhatthechangeis.
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ToAccept/rejectchanges
When changes have been made to your workbookyoumay wish to checkthosechangesandseewhathasbeenaltered.Youmaynotbe happy with some of the changes and wish to reject them for what waspreviouslywithinacell.
Mouse
i. ii. Click on TRACK CHANGES and then ACCEPT/REJECT CHANGES in the CHANGES group on the REVIEWribbon. TheSELECTCHANGESTOACCEPTORREJECTdialogwillappear.
iii.
ClickOK.TheACCEPTORREJECTCHANGESdialogwillappear
iv.
Asyouacceptorrejecteachchangethedialogwillautomaticallymoveontothenextchange.Whenyou havefinishedclickclosetoclosethedialogandfinishreviewing.
UseASharedWorkbookToCollaborate
You can create a shared workbook and place it on a network location whereseveralpeoplecaneditthecontentssimultaneously.Forexample,if the people in your work group each handle several projects and need to know the status of each other's projects, the group can use a shared workbooktotrackthestatusoftheprojects.Allpersonsinvolvedcanthen entertheinformationfortheirprojectsinthesameworkbook.
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Astheownerofthesharedworkbook,youcanmanageitbyremovingusersfromthesharedworkbookand resolving conflicting changes. When all changes have been incorporated, you can stop sharing the workbook.
ShareAWorkbook
Createanewworkbookandenteranydatathatyouwanttoprovide,oropenanexistingworkbookthat youwanttomakeavailableformultiuserediting. Notallfeaturesaresupportedinasharedworkbook.Ifyouwanttoincludeanyofthefollowingfeatures, you should add them before you save the workbook as a shared workbook: merged conditional formats datavalidation,charts,pictures,objectsincludingdrawingobjects,hyperlinksscenarios,outlinessubtotals, datatablesPivotTablereportsworkbookandworksheetprotection,andmacros.Youcannotmakechanges tothesefeaturesafteryousharetheworkbook.
Featuresthatarenotsupportedinasharedworkbook
Inasharedworkbook,youcannot CreateanExceltable Insertordeleteblocksofcells Deleteworksheets Mergecellsorsplitmergedcells Addorchangeconditionalformats Butyoumaybeabletodothefollowing None Youcaninsertentirerowsandcolumns. None None Existingconditionalformatscontinuetoappearascell valueschange,butyoucan'tchangetheseformatsor redefinetheconditions. Cellscontinuetobevalidatedwhenyoutypenewvalues, butyoucan'tchangeexistingdatavalidationsettings. Youcanviewexistingchartsandreports. Youcanviewexistingpicturesandobjects. Existinghyperlinkscontinuetowork. Youcanviewexistingdrawingsandgraphics. Existingpasswordsremainineffect. Existingprotectionremainsineffect. None Youcancontinuetouseexistingoutlines. Youcanviewexistingsubtotals. Youcanviewexistingdatatables. Youcanviewexistingreports. Youcanrunexistingmacrosthatdon'taccessunavailable features.Youcanrecordsharedworkbookoperations intoamacrostoredinanothernonsharedworkbook. None
Addorchangedatavalidation CreateorchangechartsorPivotChart reports Insertorchangepicturesorotherobjects Insertorchangehyperlinks Usedrawingtools Assign,change,orremovepasswords Protectorunprotectworksheetsorthe workbook Create,change,orviewscenarios Grouporoutlinedata Insertautomaticsubtotals Createdatatables CreateorchangePivotTablereports Write,record,change,view,orassign macros
AddorchangeMicrosoftExcel4dialog sheets Changeordeletearrayformulas Existingarrayformulascontinuetocalculatecorrectly. Useadataformtoaddnewdata Youcanuseadataformtofindarecord. WorkwithXMLdata,including: None Import,refresh,andexportXMLdata Add,rename,ordeleteXMLmaps MapcellstoXMLelements UsetheXMLSourcetaskpane,XML
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toolbar,orXMLcommandsontheData menu
Toshareaworkbook
Mouse
i. ii. iii. iv. OntheREVIEWtab,intheCHANGESgroup,clickSHAREWORKBOOK. On the EDITING tab, select the ALLOWCHANGESBYMORETHANONEUSERAT THESAMETIME.THISALSOALLOWSWORKBOOKMERGINGcheckbox. OntheADVANCEDtab,selecttheoptionsthatyouwanttousefortrackingandupdatingchanges,and thenclickOK. Ifthisisanewworkbook,typeanameintheFILENAMEbox.
OR
v. vi. Ifthisisanexistingworkbook,clickOKtosavetheworkbook,clickMICROSOFTOFFICEBUTTONand thenclickSAVEAS. Inthe SAVEIN box,selectanetworklocationthatisaccessibletotheintendedusers,andthenclick SAVE. Youshoulduseasharednetworkfolder,notaWebserver. vii. Iftheworkbookcontainslinkstootherworkbooksordocuments,verifythelinksandupdateanylinks thatarebroken,andthenclickSAVEontheQUICKACCESSTOOLBAR,orpressCTRL+S.
Toverifyandupdatelinkstootherworkbooksordocuments
i. OntheDATAtab,intheCONNECTIONSgroup,clickEDITLINKS. The Edit Links to Files command is unavailable if your file does not containlinkedinformation. ii. ClickCHECKSTATUStoverifythestatusforalllinksinthelist. This may take a while if there are many links, or if the source workbook for the links is on a networklocation,andthenetworkisslow. iii. CheckthestatusintheSTATUScolumn,clickthelinkandthentaketheactionthatisneeded. Takethisaction Noactionisrequired.Thelinkisworkinganduptodate. ClickCHECKSTATUStoupdatethestatusforalllinksinthelist. ThelinkusesObjectLinkingandEmbedding(OLE)orDynamicData Exchange(DDE)MicrosoftOfficeExcelcannotcheckthestatusofthese typesoflinks. ClickCHANGESOURCE,andthenselectanotherworkbook. ClickCHANGESOURCE,andthenselectanotherworksheet.Thesource mayhavebeenmovedorrenamed. ClickUPDATEVALUES.Thelinkwasnotupdatedwhentheworkbookwas opened.
Ifthestatusis OK Unknown N/A
Error:Sourcenot found Error:Worksheetnot found Warning:Valuesnot updated
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Warning:ClickOpen Source,andcalculate theworkbookby pressingF9 Warning:Somenames cannotberesolved untilthesource workbookisopened Warning:ClickOpen Source Sourceisopen Valuesupdatedfrom filename Warning:Excelcannot determinethestatus ofthelink
Excel2007Advanced
Theworkbookmaybesettomanualcalculation.Tosettheworkbookto automaticcalculation,clickMICROSOFTOFFICEBUTTON,andthenclick EXCELOPTIONS.IntheFORMULAScategory,underCALCULATION OPTIONS,clickAUTOMATICALLY. ClickOPENSOURCE,switchbacktothedestinationworkbookandthen clickCHECKSTATUS.Ifthisdoesnotresolvetheproblem,makesurethat thenameisnotmisspelledormissing.Switchtothesourceworkbook,and thenontheFORMULAStab,intheNAMEDCELLSgroup,clickNAME MANAGER,andlookforthename. Thelinkcannotbeupdateduntilthesourceisopen. Thestatusofalinkcannotbechecked. Noactionisrequired.Thevalueshavebeenupdated. Thesourcemaycontainnoworksheetsormaybesavedinanunsupported fileformat.ClickUPDATEVALUES.
Alluserswithaccesstothenetworksharehavefullaccesstothesharedworkbookunlessyoulockcellsand protect the worksheet to restrict access. To protect a shared workbook, click PROTECT AND SHARE WORKBOOK inthe CHANGESgrouponthe REVIEWtab.Whenyouprotectasharedworkbook,youcan setapasswordthatallusersmustentertoopentheworkbook. To edit the shared workbook, all users must have one of the following installed on their computers: MicrosoftOfficeExcel,MicrosoftExcel97orlaterorMicrosoftExcel98orlaterforMacintosh. NotallExcelfeaturesaresupportedinasharedworkbook.Formoreinformation,seethetable"Features thatarenotsupportedinasharedworkbook"above.
ToEditasharedworkbook
Afteryouopenasharedworkbook,youcanenterandchangedataasyoudoinaregularworkbook. i. ii. iii. Openthesharedworkbook. ClicktheMICROSOFTOFFICEBUTTON,andthenclickEXCELOPTIONS. Inthe POPULARcategory,under PERSONALIZEYOURCOPYOFOFFICE,inthe USERNAME box, entertheusernamethatyouwanttousetoidentifyyourworkinthesharedworkbook,andthenclick OK. Enterandeditdataontheworksheetsasusual.
iv.
You won't be able to add or change the following: merged cells, conditional formats, data validation, charts, pictures, objects including drawing objects, hyperlinks, scenarios, outlines, subtotals,datatables,PivotTablereports,workbookandworksheetprotection,andmacros. Make any filter and print settings that you want for your personal use. Each user's settings are savedindividuallybydefault. You can also use the filter or print settings that were made by the owner of the workbook wheneveryouopentheworkbook. v. Tosaveyourchangestotheworkbookandseethechangesthatotherusershavesavedsinceyourlast save,clickSAVEontheQUICKACCESSTOOLBAR,orpressCTRL+S.IftheRESOLVECONFLICTSdialogbox appears,resolvetheconflicts.
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Toresolveconflicts,seeResolveconflictingchangesinasharedworkbookinthistopic. YoucanseewhoelsehastheworkbookopenontheEditingtaboftheShareWorkbookdialogbox (Reviewtab,Changesgroup,ShareWorkbookbutton). Youcanchoosetogetautomaticupdatesoftheotherusers'changesperiodically,withorwithout saving,underUpdatechangesontheAdvancedtaboftheSharedWorkbookdialogbox.
ToRemoveauserfromasharedworkbook
Ifneeded,youcandisconnectusersfromasharedworkbook. Before disconnecting users, make sure that they have completed their work on the workbook. If youremoveanactiveuser,anyunsavedworkwillbelost.
Mouse
i. ii. iii. OntheREVIEWtab,intheCHANGESgroup,clickSHAREWORKBOOK. On the EDITING tab, in the WHO HAS THIS WORKBOOK OPEN NOW list, review the names of users. Selectthenameoftheuserwhoyouwanttodisconnect,andthenclickREMOVEUSER. Althoughthisactiondisconnectstheuserfromthesharedworkbook,itdoesnotpreventthatuser fromeditingthesharedworkbookagain.
Todeleteanypersonalviewsettingsoftheremoveduser,dothefollowing:
Mouse
i. ii. On the View tab, in the Workbook Views group, clickCustomViews. n the Views list, select the view of another user, andthenclickDelete.
Resolveconflictingchangesinasharedworkbook
Aconflicthappenswhentwousersarebotheditingthesamesharedworkbookandtrytosavechangesthat affectthesamecell.Excelcankeeponlyoneofthechangesinthatcell.Whenthesecondusersavesthe workbook,ExceldisplaystheRESOLVECONFLICTSdialogbox.
Mouse
i. ii. In the RESOLVE CONFLICTS dialog box, read the information about each change and the conflicting changesmadebytheotheruser. Tokeepyourchangeortheotherperson'schangeandtoadvancetothenextconflictingchange,click ACCEPT MINE or ACCEPT OTHER. To keep all of your remaining changes or all of the other user's changes,clickACCEPTALLMINEorACCEPTALLOTHERS.
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Tooverrideresolveconflictsdialog
Tohaveyourchangesoverrideallotherchangeswithoutdisplayingthe RESOLVECONFLICTSdialogbox again,:
Mouse
i. ii. OntheREVIEWtab,intheCHANGESgroup,clickSHAREWORKBOOK. On the ADVANCED tab, under CONFLICTING CHANGES BETWEEN USERS, click THE CHANGES BEINGSAVEDWIN,andthenclickOK.
Toviewhowyouorothersresolvedpastconflicts
i. ii. iii. iv. v. On the REVIEW tab, in the CHANGES group, click TRACK CHANGES, and then click HIGHLIGHT CHANGES. IntheWHENlist,selectALL. CleartheWHOandWHEREcheckboxes. SelecttheLISTCHANGESONANEWSHEETcheckbox,andthenclickOK. OntheHistoryworksheet,scrolltotherighttoviewtheACTIONTYPEandLOSINGACTIONcolumns. Conflicting changes that were kept have Won for Action Type. The row numbers in the Losing Action column identify the rows with information about the conflicting changes that were not kept, including any deleted data. History worksheet is A separate worksheet that lists changes being tracked in a shared workbook, including the name of the person who made the change, when and where it was made, what data was deleted or replaced, and how conflicts were resolved.) Tosaveacopyoftheworkbookwithallyourchanges,clickCancelintheResolveConflictsdialog box,clickMicrosoftOfficeButton,clickSAVEAS,andthentypeanewnameforthefile.
ToStopsharingaworkbook
Before you stop sharing the workbook, make sure that all other users have completed their work. Any unsaved changes will be lost. Because the change history will also be deleted, you may want to start by printingtheHistoryworksheetorbycopyingittoanotherworkbook.
Tokeepacopyofthechangehistoryinformation.
i. ii. iii. iv. On the REVIEW tab, in the CHANGES group, click TRACK CHANGES, and then click HIGHLIGHT CHANGES. IntheWHENlist,selectALL. CleartheWHOandWHEREcheckboxes. SelecttheLISTCHANGESONANEWSHEETcheckbox,andthenclickOK. ToprinttheHistoryworksheet,clickMICROSOFTOFFICEBUTTON,andthenclickPRINT.
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Tocopythehistorytoanotherworkbook,selectthecellsthatyouwanttocopy,clickCOPYonthe HOME ribbon in the CLIPBOARD group, switch to another workbook, click where you want to placethecopieddata,andthenclickPASTEontheHOMEtabintheCLIPBOARDgroup.
Youmayalsowanttosaveorprintthecurrentversionoftheworkbook,becausethishistorydata might not apply to later versions of the workbook. For example, cell locations, including row numbers,inthecopiedhistorymaynolongerbecurrent. v. vi. vii. viii. Inthesharedworkbook,ontheREVIEWtab,intheCHANGESgroup,clickSHAREWORKBOOK. On the EDITING tab, make sure that you are the only person listed in the WHO HAS THIS WORKBOOKOPENNOWlist. CleartheALLOWCHANGESBYMORETHANONEUSERATTHESAMETIME.THISALSOALLOWS WORKBOOKMERGINGcheckbox. Whenyouarepromptedabouttheeffectsonotherusers,click YES If this check box is not available, you must first unprotect the workbook. To remove shared workbookprotection,
Tounprotectsharedworkbook
Mouse
i. ii. iii. ClickOKtoclosetheSHAREWORKBOOKdialogbox. OntheREVIEWtab,intheCHANGESgroup,clickUNPROTECTSHAREDWORKBOOK. Ifyouareprompted,enterthepassword(Awaytorestrictaccesstoaworkbook,worksheetorpartofa worksheet. Excel passwords can be up to 255 letters, numbers, spaces and symbols. You must type uppercaseandlowercaseletterscorrectlywhenyousetandenterpasswords.),andthenclickOK. OntheREVIEWtab,intheCHANGESgroup,clickSHAREWORKBOOK. OntheEDITINGtab,cleartheALLOWCHANGESBYMORETHANONEUSERATTHESAMETIME. THISALSOALLOWSWORKBOOKMERGINGcheckbox. Whenyouarepromptedabouttheeffectsonotherusers,click YES.
iv. v. vi.
165
PROOFINGTOOLS
SpellingAndGrammar
Excel2007Advanced
Asadeadlineapproaches,oftenthereisnotenoughtimetocheckadocumentforspellingand grammar mistakes. Your Microsoft Office program provides tools that can help you correct thesemistakesfaster.YoudecideifyouwanttosetuptheMicrosoftOfficeprogramsothatyou caneasilyseepotentialmistakeswhileyouwork.Or,ifyoufindthewavyredandgreenlines distracting,youcanjustcheckyourdocumentwhenyouarereadytofinishit. Maybeyouarelookingforawaytofindandfixspellingmistakesinyourdocumentmorequicklyandeasily? Or maybe you don't want to see the wavy red lines that your Microsoft Office program displays in your document?Thissectionexplainshowautomaticspellingandgrammarcheckingworksandhowtoturniton oroff. ThereisnooptiontocheckspellingwhileyoutypeinMicrosoftOfficeAccess,MicrosoftOfficeExcel orMicrosoftOfficeProject. GrammarcheckingisavailableonlyinMicrosoftOfficeOutlookandMicrosoftOfficeWord.
Tocheckspelling
Mouse
i. Clickinsideaworksheetthatyouareeditingtochecktheentireactiveworksheet,includingcellvalues, cell comments, embedded charts, text boxes, buttons, headers, and footers. Excel does not check protected worksheets, formulas or text that results from a formula. Also, if the formula bar is active whenyoucheckspelling,Excelchecksonlythecontentsoftheformulabar. Optionally,tocheckonlyaspecificpieceoftext,selectthetextyouwanttocheck. ClickonSPELLCHECKERinthePROOFINGgroupontheREVIEWribbon. If the program finds spelling mistakes, a dialog box or task pane is displayed, and the first misspelled wordfoundbythespellingcheckerisselected.Youdecidehowyouwanttoresolveeacherrorthatthe programfinds.
ii. iii. iv.
v.
After you resolve each misspelled word, the program flags the next misspelled word, so that you can decidewhatyouwanttodo.
166
Excel2007Advanced
vi.
Whenallspellinghasbeencorrectedadialogappearstellingyouthatthespellcheckiscomplete
Thesaurus
Tousethesaurus
Mouse
i. ii. OntheREVIEWtab,clickTHESAURUS. Press ALT and click the word that you want to look up. Results appearintheRESEARCHtaskpane. Youcantypeawordorphraseinthe SEARCHFORbox,andthenclick StartSearching. iii. iv. v. To use one of the words in the list of results or to search for more words,dooneofthefollowing: Touseoneofthewords,pointtoit,clickthedownarrowandthen clickINSERTorCOPY. Tolookupadditionalrelatedwords,clickawordinthelistofresults. Youcanalsolookupwordsinthethesaurusofanotherlanguage.If,for example, your document is in French and you want synonyms, click RESEARCH OPTIONS in the RESEARCH task pane, and then under REFERENCEBOOKS,selectthethesaurusoptionsthatyouwant.
Translation
Using the Research feature, you can translate single words or short phrases by using bilingual dictionaries or translate your entire document by using Webbased machine translationservices.Totranslatetext,youmayalsoneedtosatisfytheoperatingsystem requirementsforspecificlanguages. i. ii. iii. OntheREVIEWtab,clickTRANSLATE. ThetranslationserviceappearsintheRESEARCHtaskpane. To change the languages that are used for translation, in the
RESEARCHtaskpane,under TRANSLATION,selectthelanguages
that you want to translate from and to. For example, to translate English to French, click ENGLISH (U.S.) in the FROM list and FRENCH(FRANCE)intheTOlist. iv. v. Totranslateaspecificword,pressALTandclickaword.Theresults appearintheRESEARCHtaskpaneunderTRANSLATION. Totranslateashortphrase,selectthewords,pressALTandclickthe selection. The results appear in the RESEARCH task pane under TRANSLATION. YoucantypeawordorphraseintheSEARCHFORbox,andthenclick Start Searching .
167

ShowOrHideScreenTips
Excel2007Advanced
ScreenTips are small windows that display descriptive text when you rest the pointer on a command or control. EnhancedScreenTipsarelargerwindows thatdisplaymoredescriptivetextthana ScreenTipandcanhavealinktoaHelp topic.EnhancedScreenTipsareavailable in the following 2007 Microsoft Office system programs: Access, Excel, PowerPointandWord. i. Click the MICROSOFT OFFICE BUTTON , and then click PROGRAM NAME OPTIONS, where Program Name is the name of the program you are in, for example, WORD OPTIONS. ClickPOPULAR. Under TOPOPTIONSFORWORKINGWITHPROGRAMNAME,inthe SCREENTIPSTYLElist,click theoptionthatyouwant:
ii. iii.
SHOW FEATURE DESCRIPTIONS IN SCREENTIPS This option turns on ScreenTips and Enhanced
ScreenTips.Thisisthedefaultsetting.
DON'TSHOWFEATUREDESCRIPTIONSINSCREENTIPSThisoptionturnsoffEnhancedScreenTips.You
stillseeScreenTips.
DON'TSHOWSCREENTIPSThisoptionturnsoffScreenTipsandEnhancedScreenTips.
168
Excel2007Advanced
EXCEL2007SPECIFICATIONSANDLIMITS
Worksheetandworkbookspecificationsandlimits
Feature
Openworkbooks Worksheetsize Columnwidth Rowheight Pagebreaks Totalnumberofcharactersthatacellcancontain Charactersinaheaderorfooter Sheetsinaworkbook Coloursinaworkbook Namedviews(view:Asetofdisplayandprintsettingsthatyoucannameand applytoaworkbook.Youcancreatemorethanoneviewofthesame workbookwithoutsavingseparatecopiesoftheworkbook.)inaworkbook Uniquecellformats/cellstyles Fillstyles Lineweightandstyles Uniquefonttypes Numberformatsinaworkbook
Maximumlimit
Limitedbyavailablememoryandsystem resources 1,048,576rowsby16,384columns 255characters 409points 1,026horizontalandvertical 32,767characters 255 Limitedbyavailablememory(defaultis3 sheets) 16millioncolours(32bitwithfullaccess to24bitcolourspectrum) Limitedbyavailablememory
Namesinaworkbook Windowsinaworkbook Panesinawindow Linkedsheets Scenarios(scenario:Anamedsetofinputvaluesthatyoucansubstituteina worksheetmodel.) Changingcellsinascenario AdjustablecellsinSolver Customfunctions Zoomrange Reports Sortreferences Undolevels Fieldsinadataform Workbookparameters Filterdropdownlists
64,000 32 16 1,024globalfontsavailableforuse;512 perworkbook Between200and250,dependingonthe languageversionofExcelthatyouhave installed Limitedbyavailablememory Limitedbyavailablememory 4 Limitedbyavailablememory Limitedbyavailablememory;asummary reportshowsonlythefirst251scenarios 32 200 Limitedbyavailablememory 10percentto400percent Limitedbyavailablememory 64inasinglesort;unlimitedwhenusing sequentialsorts 100 32 255parametersperworkbook 10,000
Calculationspecificationsandlimits
Feature
Numberprecision Largestnumberallowedtobetypedintoacell Largestallowedpositivenumber Smallestallowednegativenumber Smallestallowedpositivenumber Largestallowednegativenumber
Maximumlimit
15digits 9.99999999999999E+307 1.79769313486231E+308 2.2251E308 2.229E308 1E307
169

Lengthofformulacontents Internallengthofformula Iterations Worksheetarrays Selectedranges Argumentsinafunction Nestedlevelsoffunctions Userdefinedfunctioncategories Numberofavailableworksheetfunctions Sizeoftheoperandstack Crossworksheetdependency Crossworksheetarrayformuladependency Areadependency Areadependencyperworksheet Dependencyonasinglecell Linkedcellcontentlengthfromclosedworkbooks Earliestdateallowedforcalculation Latestdateallowedforcalculation Largestamountoftimethatcanbeentered
Excel2007Advanced
8,192characters 16,384bytes 32,767 Limitedbyavailablememory 2,048 255 64 255 341 1,024 64,000worksheetsthatcanrefertoother sheets Limitedbyavailablememory Limitedbyavailablememory Limitedbyavailablememory 4billionformulasthatcandependona singlecell 32,767 January1,1900(January1,1904,if1904 datesystemisused) December31,9999 9999:59:59
Chartingspecificationsandlimits
Feature
Chartslinkedtoaworksheet Worksheetsreferredtobyachart Dataseries(Relateddatapointsthatareplottedinachart.Eachdataseriesina charthasauniquecolourorpatternandisrepresentedinthechartlegend. Youcanplotoneormoredataseriesinachart.Piechartshaveonlyonedata series.)inonechart Datapoints(Individualvaluesthatareplottedinachart.Relateddatapoints makeupadataseries.Datapointsarerepresentedbybars,columns,lines, slices,dots,andothershapes.Theseshapesarecalleddatamarkers.)inadata seriesfor2Dcharts Datapointsinadataseriesfor3Dcharts Datapointsforalldataseriesinonechart
Maximumlimit
Limitedbyavailablememory 255 255
32,000
4,000 256,000
PivotTableandPivotChartreportspecificationsandlimits
Feature
PivotTablereports(Aninteractive,crosstabulatedExcelreportthatsummarizes andanalyzesdata,suchasdatabaserecords,fromvarioussources,including onesthatareexternaltoExcel.)onasheet Uniqueitemsperfield Row(Afieldthat'sassignedaroworientationinaPivotTablereport.Items associatedwitharowfieldaredisplayedasrowlabels.)orcolumnfields(Afield that'sassignedacolumnorientationinaPivotTablereport.Itemsassociated withacolumnfieldaredisplayedascolumnlabels.)inaPivotTablereport ReportfiltersinaPivotTablereport ValuefieldsinaPivotTablereport Calculateditem(AnitemwithinaPivotTablefieldorPivotChartfieldthatusesa formulayoucreate.Calculateditemscanperformcalculationsbyusingthe contentsofotheritemswithinthesamefieldofthePivotTablereportor PivotChartreport.)formulasinaPivotTablereport
Maximumlimit
Limitedbyavailablememory
1,048,576 Limitedbyavailablememory
256(maybelimitedbyavailable memory) 256 Limitedbyavailablememory
170
Excel2007Advanced
ReportfiltersinaPivotChartreport(Achartthatprovidesinteractiveanalysisof data,likeaPivotTablereport.Youcanchangeviewsofdata,seedifferentlevels ofdetailorreorganizethechartlayoutbydraggingfieldsandbyshowingor hidingitemsinfields.) ValuefieldsinaPivotChartreport CalculateditemformulasinaPivotChartreport LengthoftheMDXnameforaPivotTableitem LengthforarelationalPivotTablestring
256(maybelimitedbyavailable memory)
256 Limitedbyavailablememory 32,767 32,767
Sharedworkbookspecificationsandlimits
Feature
Userswhocanopenandshareasharedworkbook(sharedworkbook:A workbooksetuptoallowmultipleusersonanetworktoviewandmake changesatthesametime.Eachuserwhosavestheworkbookseesthechanges madebyotherusers.)atthesametime Personalviews(view:Asetofdisplayandprintsettingsthatyoucannameand applytoaworkbook.Youcancreatemorethanoneviewofthesame workbookwithoutsavingseparatecopiesoftheworkbook.)inashared workbook Daysthatchangehistory(Inasharedworkbook,informationthatismaintained aboutchangesmadeinpasteditingsessions.Theinformationincludesthe nameofthepersonwhomadeeachchange,whenthechangewasmade,and whatdatawaschanged.)ismaintained Workbooksthatcanbemergedatonetime Cellsthatcanbehighlightedinasharedworkbook Coloursusedtoidentifychangesmadebydifferentuserswhenchange highlightingisturnedon
Maximumlimit
256
Limitedbyavailablememory
32,767(defaultis30days)
Limitedbyavailablememory 32,767 32(eachuserisidentifiedbyaseparate colour;changesmadebythecurrent userarehighlightedwithnavyblue)
171
Excel2007Advanced
PreparedbyStephenMoffatonthe12thSeptember2007
172

Excel 2007 Advanced Training Manual

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

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

Selectionof cellsfor naming

Typicallayoutof asheetneeding aLOOKUP function

Locationofall REFERENCEand LOOKUP functions

ColumnJcontainsallthesametimeperiodsascolumnC,butalongsidethisarenumbers2to6,indicating therow_index_numbertobereturnedfortheappropriatetimeperiod.Tolookupthisvalue,useasimple vectorLOOKUPformula,whereK50istherequiredtimeperiod,J43:J47isthelookup_vectorandK43:K47is theresult_vector;

Thedialogboxabovewillappear Selectcellyouwishtocheck,thecellreferencewillappearintheVALUEbox. ClickOK FormoreadvanceduserstrynestingtheISERRORfunctionandthefunctiongivinganerrormessageinanIF function.

Acommonrequestintheareaoffunctionsissomethingtosimplifyerrorchecking. E.G.Ifauserwantstocatcherrorsina VLOOKUPandusetheirownerrortextopposedtoExcelserror, theyhavetodosomethinglikethisusingtheIFandISERRORfunctions:

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

FIRST,itishardtoreadandhardtomaintainifyouwanttochangeaformula,youhavetodoittwice. SECOND,itcanaffectperformance,becauseformulasarequiteoftenruntwice.The IFERRORfunction solvestheseproblems,enablingcustomerstoeasilytrapandhandleformulaerrors.

ix. x. xi. xii. xiii. xiv.

SelectIFERRORfunction Thedialogboxabovewillappear ClickintheVALUEtextbox. Selectcellyouwishtocheck,thecellreferencewillappearintheVALUEbox. TypeintheVALUE_IF_ERRORtextboxwhatvalueyouwishtodisplayifanerrorisfound ClickOK

ClickinRANGEtextbox Selecttherangeofcellsyouwishtocheck. ClickintheCRITERIAbox,either,typecriteriadirectlyintheboxorselectacellthatcontainsthevalue youwishtocount.

x. xi. xii. xiii. xiv.

ClickinRANGEtextbox Selecttherangeofcellscontainingthe.valuesyouwishcheckedagainstthecriteria. ClickintheCRITERIAbox,either,typecriteriadirectlyintheboxorselectacellthatcontainsthevalue youwishtochecktherangeagainst ClickintheAVERAGE_RANGEtextboxandselecttherangeyouwishtoaverage.. ClickOK

xvi. xvii. xviii. xix.

SelectAVERAGEIFSfromthedisplayedfunctions.Adialogwillbedisplayed ClickinAVERAGE_RANGEtextbox Selecttherangeofcellscontainingthe.valuesyouwishcheckedagainstthecriteria. ClickintheCRITERIA_RANGE1boxselectarangeofcellsthatcontainsthevaluesyouwishtocheck thecriteriaagainst

xxiv. xxv. xxvi. xxvii. xxviii.

xxxi. xxxii. xxxiii.

FromtheFUNCTIONdropdownboxselectwhichfunctionyouwishtoapplytotheconsolidateddata ranges(defaultissum) ClickinREFERENCEtextbox.Selectoneofthesheetsyouwishtoconsolidateandselectthedataon thatsheettherangewillappearintheREFERENCEboxyouwillnoticeitisabsolute.

Clickthe OK buttonandthespreadsheetwillalterthecelltoavaluesufficientfortheformulatoreach yourgoal.GoalSeekalsoinformsyouthatthegoalwasachieved; Younowhavethechoiceofacceptingtherevisedspreadsheet,orreturningtothepreviousvalues.Click OK tokeepthechanges,or CANCEL torestorepreviousvalues.

Whenusingacomplexspreadsheet,oronethatwascreatedbysomeoneelse,thereisanoptionto lettheSolverguessthechangingcells.Usuallyitwillselectthecellscontainingvaluesthathavean immediateeffectontheSetCell,soitmaybeagoodideatoamendthis.

ii. iii. iv.

Clickthebuttontotherightofthe CHANGINGCELLSboxtocollapsethedialogallowingyoutoview theworksheetandselectthecellscontainingthevariables.Nonconsecutivecellsmaybeselectedusing [Ctrl]andclick.ClickthebuttontoexpandtheAddScenariodialogoncemore.

Therearetwomainwaysinwhichyoumightwishtochangeanexistingscenario.Youmightwanttoamend thevaluesofthechangingcells,oraddordeletechangingcells.Theapproachisslightlydifferentforeach ofthesetasks.

Ifyouwillneedtorestoretheoriginalrecordorder,itisagoodideatoincludeacolumnofrecordnumbers beforesortingthedatabase.Thiscanbeachievedsimplybyaddingacolumnwithasuitableheading,and usingthefillhandleorthedataseriescommandtoenterconsecutivenumbersadjacenttoeachrecord.

iii. iv. v. vi. vii. viii. ix. x.

Selectacustomlistfromthelefthandbox. Clickon OK toclosethelistdialogandapplysortordertolevelandclickon OK againtoperformthe sort.

Youhavesortorderoptionsatthetoppartofthemenuwhichworkinthesamemanneraspreviously discussedifyouselectasortorderthiswillclosethemenuandapplythefilter. Repeatstep3untilyouhavesetfiltercriteriaforallcolumnsthatyouwishtofilterby. Thelistwillshowonlythoserowsthatmatchyourcriteria.

Sorting options Valuestobe filteredby

Filteroptionsfor customfilter. (seenext)

Youcanseewhichcolumnshavefiltercriteriaactivebecausethedropdownlistarrowsareblue.Click thedropdownlistarrowforthecolumnwhosecriteriayouwishtoremove.Andchoosethetickbox thatsaysselectall. Allvalueswillbeselectedfordisplayagain.EitherclickOKorselectnewsortordertoshowallrecords.

vii. viii. ix. x.

i. ii. iii. iv.

ChooseCUSTOM. Ensurethattheoperatorissetto=. Typethepatternoflettersyouarefilteringbywiththeasterisksand/orquestionmarksinsertedinthe appropriatepositions. Click OK .

v. vi. vii. viii.

DSUM(Database,Field,Criteria) DMIN(Database,Field,Criteria) DMAX(Database,Field,Criteria) DAVERAGE(Database,Field,Criteria) DGET(Database,Field,Criteria)

Inthefunctioncategorylist,selectDatabase. Fromthefunctionnamelistchoosethedatabasefunctionyourequire:e.g.=DMAX() ClickOKanotherdialogwillappear.

SELECT A CONNECTION list box, andthenclickOPEN.

ii. iii. iv. v. vi.

AllofthefollowingareoptionsformodifyingyourPivotTable Addingordeletingfields filteringandsorting Formatthecolourscheme Changinghowthepivotchartcalculates

iii. iv. v. vi.

EnteranewCUSTOMNAMEthatwouldbestdescribethegroup.SuchasQUARTERS. ClickOK ThefieldhaschangednamesnotjustwithintheRowlabelareabutalsointhefieldlistsectionwhereit canbeusedwithinthisreportuntilitisungrouped.

PIVOTTABLE OPTIONS dialog box is displayed.

Iftherearemorecolumnsthanrowsintheselectedarea,thedataserieswillbebasedonrows,withthe legendlabelsbeingpickedupfromtheleftmostcolumnandthecategorylabelstakenfromthetoprowof theselectedarea:

ii. iii. iv. v.

IntheCHARTDATARANGEboxahighlightedrangewillbeseen. Ifyouneedacompletelynewrangethendeletethevaluesinthisboxandselectadifferentrangefor yourchart. ClickonOK.

Besuretoincludetherowandcolumnlabelsinthisrange.Ifyouwishyoumayselectmorethan onerangebyholdingdownthe[CTRL]keydownafteryouhaveselectedyourfirstrangeandthen selectanotherrange.

i. ii. iii. iv. v. vi. vii. viii.

OBJECT IN select the sheet you wish to

ii. iii. iv. v.

ClickonthePictureforthetemplateyouwishtobasethenewworkbookontoseeapreviewonthe right. WhenyouhavelocatedthetemplateyouwishtouseclickCREATE.

ii. iii. iv. v.

ClickonADD Youmaynowswitchwindowsorscrollandthewatchwindowwillmonitorthatcellforchangesinresult asyouenterormanipulatefigureselsewhere.

iii. iv. v. vi. vii.

Thedialogaboveisdisplayed Selectnewcoloursforthevariouspartsofyourtheme.Asampleisshownontherighttoshowyouhow thecoloursappeartogether EnteranameforyourcolourschemeintheNAMEbox ClickonSAVE. NexttimeyouclickonthecoloursbuttonitwilldisplayCUSTOMandthe setsofcoloursyouhavecreated.

Alargerangeofcells Allcellsona worksheet

Adjacentrowsor columns Nonadjacentrowsor columns

OntheHOMEribbon,intheSTYLESgroup,clickCELLSTYLES. Toremovethecellstylefromtheselectedcellswithoutdeletingthecellstyle,underGOOD,BAD,AND NEUTRAL,clickNORMAL.

ii. iii. iv. v. vi.

Selectaruletypefromtopsectionofdialog. Edittheruledescriptioninbottomsection.Ruledescriptionswillchangedependentontheruletype. Selectthecoloursyouwishtoapplyiftheconditionsyouhavesetaremet. ClickOKtocreatetheruletherulewillthenappearintheRULEMANAGER. ClickoktoapplytheruleandclosetheRULEMANAGER

v. vi. vii. viii.