MICROSOFT

EXCEL ADVANCED
QUICK NOTES
CREATE HTML DOCUMENTS AND HYPERLINKS.................................2 USE MULTIPLE WORKSHEETS ..............................................................9 AUDIT A WORKSHEET ..........................................................................20 USE MACROS .........................................................................................23 IMPORT AND EXPORT DATA................................................................28 USE TEMPLATES ...................................................................................32 USE MULTIPLE WORKBOOKS..............................................................36

12/17/98 by Carol Pulvino mstr_adv_excel.doc

Madison Metropolitan School District

Instructional Technologies
© 1998 by Instructional Technologies

Page 1 of 48

Create HTML Documents and Hyperlinks

• Introduction...............................................................................................................................2 • Check That the Internet Assistant Add in Program is Installed...............................................3 • Save a Document as an HTML Document ................................................................................3 • View the HTML Document .......................................................................................................4 • Insert a Hyperlink in a Document.............................................................................................6 • Use the Hyperlink......................................................................................................................8 • Change the Name That Appears on the Hyperlink...................................................................8 • Remove a Hyperlink..................................................................................................................8

Introduction

You can display an existing worksheet or chart on an Intranet or on the Internet. To do this, you must Create the worksheet Save it as an HTML document. Upload the file to the Intranet or Internet.

This feature is only available if the Internet Assistant add in program is installed

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Madison Metropolitan School District

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© 1998 by Instructional Technologies

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Check That the Internet Assistant Add in Program is Installed

1. Click Tools on the menu bar. 2. Click Add-Ins. A list of available Add-In programs is displayed. 3. Scroll to Internet Assistant Wizard. If a checkmark appears in the box to the left of Internet Assistant Wizard, the Wizard is available. If a checkmark does not appear, ask a tech person to install it.

Save a Document as an HTML Document

This assumes the document has been created.

1. Select the cell(s) you wish to convert into a web document. To save a chart as part of the HTML document, select the chart. 2. Click File on the menu bar. 3. Click Save As HTML. A wizard begins. The list of selected areas and charts that will be converted are in the Range and Charts To Convert box. To remove a range of cells or a chart from the box Click on the desired item. Click Remove. To add a range of cells Click the Add button. In the worksheet, select the range of cells you wish to add. The cells appear in the window that appears. Click OK. You are returned to the wizard. You are asked if you wish to create a new web page or add to an existing page. 4. Click the radio button that begins with Create an Independent, Ready to View… 5. Click Next. 6. Complete the Title information. This will appear at the very top of the browser screen. Complete the Header Information. This will appear centered at the top of the web document.
12/17/98 by Carol Pulvino mstr_adv_excel.doc

Madison Metropolitan School District

Instructional Technologies
© 1998 by Instructional Technologies

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If desired, complete the description area. It will appear above the data and is used to describe the data or the purpose of the page. Choose a Horizontal Line checkboxes if you wish a horizontal lines to your document. Complete the Date, Author and email information at the bottom if it is not completed. Click Next. 7. Click the Save the Results as a HTML file radio button. In the File Path box Click the Browse button to display a Save As box. Click in the Save In box at the top of the window and click on the path to the folder where you wish to save the document. Click in the Save As box at the bottom of the page and type a file name. Your name must have the extension .htm (example: 1stQrt.htm) If you have added a chart, click OK in response to the message. 8. Click Finish. The file is saved

If you save charts as part of the Excel page, the charts are saved as separate files. They are loaded into the web page when you open the file as a HTML file in a web browser..

View the HTML Document

You must have access to an Internet browser such as Netscape or Internet Explorer to view the document in HTML.

Open the File From Within Excel
You must be connected to the Internet or have your Internet browser open or you may not be able to do this.

1. Click on the Web Toolbar icon on the standard toolbar. The Web Toolbar is displayed. 2. Click in the Address box on the Web Toolbar and type the file name of the HTML file including the complete path.

12/17/98 by Carol Pulvino mstr_adv_excel.doc

Madison Metropolitan School District

Instructional Technologies
© 1998 by Instructional Technologies

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Or if you don't want to type the path Click the GO icon on the Web Toolbar. A menu appears. Click Open. Click Browse. In the Look in box, click on the path to the file. In the File window, click on the file. Click Open. The file is opened in Netscape or whatever browser is set as the default browser. 3. To return to your worksheet, click on the Excel icon on the Windows 95 status bar.

Open the File In Netscape
1. Open Netscape. 2. Click File on the menu bar. 3. Click Open File. If you are using a newer version of Netscape, click Open Page. 4. In the Look In box, click on the path to the file. 5. In the File window, click on the file. 6. Click Open.

Resize a Chart for a Web Page

In Excel, charts are often created as a separate worksheet. They are too big for a web page. A good size for a chart is approximately four inches by three inches. The easiest way to resize the chart is to change the page margins.

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.

Click on the worksheet tab to display the worksheet containing the chart. Click the Page tab. Change the orientation of the page to landscape Check that the page size is 8.5 by 11. Click the Margins tab. Set all the margins to 3 inches. Click OK. Select the chart. Drag any corner so the chart fills up the white box representing the page. Click to a Worksheet tab. Follow the Insert a Hyperlink in a Document steps above to complete the hyperlink.

12/17/98 by Carol Pulvino mstr_adv_excel.doc

Madison Metropolitan School District

Instructional Technologies
© 1998 by Instructional Technologies

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Display the Chart as a Web Page

This assumes the chart is resized so it is approximately 3 inches by 4 inches.

1. If the chart is embedded on a worksheet, click to select the chart. If the chart is on its own worksheet, click on the worksheet tab to display the chart. 2. Click Save as HTML. 3. Look in the Ranges and Charts to Convert box. If there are additional ranges of data besides the chart you wish to save, Click on the item you want to remove. Click the Remove button. 4. Click Next. 5. Accept the default radio button that begins with Create an Independent…. 6. Click Next. 7. Complete the Title information. This will appear at the very top of the browser screen. Complete the Header Information. This will appear centered at the top of the web document. If desired, complete the description area. It will appear above the data and is used to describe the data or the purpose of the page. Choose a Horizontal Line checkboxes if you wish a horizontal lines to your document. Complete the Date, Author and email information at the bottom if it is not completed. 8. Click Next. 9. Click the Save the Results as a HTML file radio button. In the File Path box Click the Browse button to display a Save As box. Click in the Save In box at the top of the window and click on the path to the folder where you wish to save the document. Click in the Save As box at the bottom of the page and type a file name. Your name must have the extension .htm (example: 1stQrt.htm) If you have added a chart, click OK in response to the message. 10. Click Finish. The file is saved The chart is converted to an image and saved as a separate file.

Insert a Hyperlink in a Document

12/17/98 by Carol Pulvino mstr_adv_excel.doc

Madison Metropolitan School District

Instructional Technologies
© 1998 by Instructional Technologies

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You can insert hyperlinks in worksheets that allow you to jump to another Excel document, a document on the Internet or Intranet or to other Office documents.

Before you begin,

ü ü

If the hyperlink is to an Internet or Intranet site, you must know the address of the site. If the hyperlink is to another document, you must know the path to the document.

1. Select the cell where you wish to place the hyperlink. 2. Click the Insert Hyperlink button on the Standard toolbar Or Click Insert on the menu bar. Click Hyperlink. A window opens. 3. Click in the Link to File or URL box. To link to an Internet address Type http:// Type the address of the Internet site. To link to an email address Type mailto:

Type the email address.
To link to a document, type the complete path to the document Or Click the Browse button. Click on the path to the file. Click the file name. Click OK. 4. If you wish to jump to a range in a worksheet or to a bookmark in a Word document Click in the Named location in document. Type the name of the range or bookmark. You must create them BEFORE you insert the bookmark. Or Click the Browse button. Existing bookmarks or ranges will be displayed. Click the Defined Name radio button. Click the appropriate name. Click OK.

12/17/98 by Carol Pulvino mstr_adv_excel.doc

Madison Metropolitan School District

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© 1998 by Instructional Technologies

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Be careful! If you create a hyperlink to a document and then move the document, the hyperlink will no longer be valid!!!

Use Hyperlinks

1. If the hyperlink is a URL or email link, you must be connected to the Internet. 2. Click on the link. The hyperlink site or file is loaded.

Change the Name That Appears on the Hyperlink

This assumes the hyperlink has been created.

1. 2. 3. 4. 5.

Click on the hyperlink with the right mouse button. A menu appears. Point to Hyperlink. Click Select Hyperlink. Type the name you wish to appear on the link. Press the Enter. key. The name appears on the link. To see the reference, point to the link. The reference is displayed.

Remove a Hyperlink

1. Use arrow keys to move to the cell containing the hyperlink. 2. Press the Delete key.

12/17/98 by Carol Pulvino mstr_adv_excel.doc

Madison Metropolitan School District

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© 1998 by Instructional Technologies

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Use Multiple Worksheets

• Copy Worksheets.......................................................................................................................9 • Change the Number of Visible Tabs .......................................................................................10 • Move Worksheets ....................................................................................................................10 • Select Multiple Worksheets.....................................................................................................11 • Add Worksheets .....................................................................................................................12 • Delete Worksheets ...................................................................................................................12 • Apply The Same Formatting to Multiple Worksheets............................................................13 • Copy Existing Formatting to Other Worksheets ....................................................................13 • Make Reference to Cells in Other Worksheets .......................................................................14 • Reference the Same Cell or Range of Cells in Multiple Sheets ...............................................15 • Copy a Formula Between Worksheets ....................................................................................15 • Consolidate Data From Other Worksheets.............................................................................16

Copy Worksheets

Copy a Worksheet to Another Workbook
This copies the entire worksheet.

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1. 2. 3. 4.

Open the workbook containing the worksheet you wish to copy. Open the destination workbook (the workbook receiving the file).. Click on the tab of the worksheet you wish to copy with the RIGHT mouse button. Click Move or Copy. A window opens.

5. If the destination workbook is not displayed in the To Book window Click on the arrow to the right of the To Book window, Select the destination workbook. 6. In the Before Sheet window, click the location for the new sheet. 7. Click the Create a Copy checkbox at the bottom of the window to COPY the file instead of MOVING it. 8. Click OK..

Copy a Worksheet Within the Same Workbook
1. Click on the tab of the worksheet you wish to copy. 2. Hold the CTRL key and drag the worksheet to the desired location. 3. Release the mouse.

Change the Number of Visible Tabs

1. Move the cursor to the Tab Split bar on the sheets tab status bar. The cursor becomes a double pointed arrow.

Tab Split bar

2. Drag to increase or decrease the number of tabs displayed.

Move Worksheets

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Madison Metropolitan School District

Instructional Technologies
© 1998 by Instructional Technologies

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Move a Worksheet to a Different Workbook
1. 2. 3. 4. Open the workbook containing the worksheet you wish to copy. Open the destination workbook (the workbook receiving the file).. Click on the tab of the worksheet you wish to copy with the RIGHT mouse button. Click Move or Copy. A window opens.

5. If the destination workbook is not displayed in the To Book window Click on the arrow to the right of the To Book window, Select the destination workbook. 6. In the Before Sheet window, click the location for the new sheet. 7. Click OK.

Move a Worksheet Within a Workbook
1. Click on the tab you wish to move to select it. 2. Drag the tab to a new location. A small black triangle shows where the sheet will be inserted. 3. Release the mouse to place the sheet.

Select Multiple Worksheets

Select One Worksheet
Click on the worksheet tab. The worksheet tab is highlighted.

Select Multiple Adjacent Worksheets
1. Click the tab of the worksheet at one end of the group. 2. Hold the SHIFT key down and click on the worksheet at the other end of the group. All of the worksheet tabs are highlighted.

Select multiple NON-adjacent worksheets
1. Click the tab of one of the worksheets you wish to select.

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2. Hold the CTRL key and click the tab of another worksheet. Repeat until all the worksheets are selected. All of the worksheets will be highlighted.

Deselect multiple worksheets
, Click on a worksheet that is not selected.

Add Worksheets

Add One Worksheet
1. Click on the worksheet tab to the right of the position for the new worksheet 2. Click Insert on the menu bar. 3. Click Worksheet. A worksheet is inserted. The name on the worksheet will be the next available sheet name (such as sheet6 )

Add Multiple Adjacent Worksheets
1. Select the same number of worksheet tabs as the number of worksheets you wish to insert. 2. Click on any of the with the right mouse button. A window appears. 3. Click Insert.


1. 2. 3. 4.

Delete Worksheets
Select the tab of the worksheet(s) you wish to delete. Click on any of them with the RIGHT mouse button. Click Delete. Click OK in response to the prompt that they will be permanently deleted.

Rename a Worksheet

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Click on the worksheet with the right mouse button. A menu is displayed. Click Rename. The text on the worksheet tab is selected. Type a new name for the sheet. It will replace the existing name. Press the Enter key.

Apply The Same Formatting to Multiple Worksheets

This assumes the worksheets will have similar data and headings in the same position on all worksheets. It is useful if worksheets represent data such as months, quarters, or geographic areas.

1. Select the worksheets you wish to format. 2. Click on any of the selected worksheets to make it active. 3. Format the worksheet by adding Font sizes and styles Cell number, border, and color formatting 4. Type any common cell headers. 5. When finished, click on a worksheet that is not selected to deselect the worksheets.

Copy Existing Formatting to Other Worksheets
Select the range of cells containing the format you wish to copy. Click the Copy icon on the toolbar. Click on the worksheet tab of the worksheet where you wish to place the formatting. Select the cell in the upper left corner of the range where you want to paste the formatting Click Edit on the menu bar. Click Paste Special. In the Paste Area, select Formats Click OK.

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of 48

Make Reference to Cells in Other Worksheets

You usually reference cells in other worksheets when you are creating formulas. To include a cell from another worksheet. You can point to the cell(s) or write the address manually.

Reference the Cells Using the Mouse
1. 2. 3. 4. 5. 6. Begin typing the formula. When you wish to include the cell from the other worksheet. Click on the tab of the worksheet. Click on the desired cell or select a range of cells. Click on the tab of the worksheet containing the formula. The cell reference will be displayed. Continue writing the formula. When the formula is complete, press the Enter key.

Reference the Cell Address Manually
Format for a cell address from another worksheet: Worksheet Name, followed by an ! followed by the cell reference.

Example 1: Use the Reference: Example 2: Use the Formula: To create the formula

To include cell A2 in Sheet 3 in a formula, Sheet3!A2 To include the sum of the range B2 to B6 on Sheet 3 =SUM(sheet3!B2:B6)

1. Begin typing the formula. When you wish to include the cell from the other worksheet. 2. Type the name of the sheet containing the cell you wish to reference. 3. Type an exclamation point (!) 4. Type the cell Or To access a range of cells, Type the address of the cell in the upper left corner of the range. Type a : (colon) Type the address of the cell in the lower right corner of the range

12/17/98 by Carol Pulvino mstr_adv_excel.doc

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© 1998 by Instructional Technologies

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5. Press the Enter key. .

Reference the Same Cell or Range of Cells in Multiple Sheets

You can reference cells from multiple worksheets . This is useful if you wish to create a formula to summarize data in multiple worksheets. The process is sometimes referred to as 3-D References. It is assumed

ü ü

The cells contain similar data. The cells have the same relative location in their worksheet

1. Click the cell where you want to enter the formula. 2. Begin typing the formula. 3. When you wish to reference the cells from the multiple worksheets Click the tab for the first worksheet to be referenced. Hold down SHIFT and click the tab for the last worksheet to be referenced. In the worksheet that is displayed, select the cell or range of cells you wish to reference. The formula is displayed in the Formula bar at the top of the window. 4. Complete the formula. 5. Press Enter.

Copy a Formula Between Worksheets

1. Select the range of cells containing the formulas you wish to copy. (It may just be a single cell). 2. Click the Copy icon on the toolbar. 3. To copy the formula to one other worksheet, click on the tab for the worksheet. To copy the formula to multiple worksheets Click on the first worksheet where you wish to copy the formula. Hold the SHIFT key and click on the tab of the last worksheet where you wish to copy. Or Hold the CTRL key and click on the tab of each worksheet you wish to include.

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Madison Metropolitan School District

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© 1998 by Instructional Technologies

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4.

Select the destination cell for the formula Or If you are copying a multiple formulas, select the cell in the upper left corner of the range where you want to paste the formulas Click Edit on the menu bar. Click Paste Special. In the Paste Area, select Formula. Click OK.

5. 6. 7. 8.

Consolidate Data From Other Worksheets

Consolidate provides a means of summarizing data from multiple worksheets. Example: A workbook contains 12 worksheets, one for each month, displaying expenditures in various categories. Use Consolidation to create a summary worksheet to total the expenditures for each category. Consolidations can be created by position or category.

Consolidate by Position When

Data and labels are in the same position on both the source and destination worksheets. Labels and Data are NOT in the same position on both the source and the destination documents.

Consolidate by Category When

Create Consolidation by Position
The data must be positioned in the same cells on their respective worksheets.

1. Click on the tab of the worksheet that will contain the consolidated data. 2. Select the range to receive the consolidate data. Do NOT include any rows or columns that contain labels. The selected area may be on a new worksheet or a worksheet containing data.

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3. 4. 5. 6. 7.

Click Data on the menu bar. Click Consolidate. Click the arrow at the right side of the Function box. Click the desired summary function (such as SUM or AVG). Click the Collapse Dialog button at the right side of the reference box to collapse the window

8. Click on the tab of the first worksheet whose data you wish to include. Select the range of cells containing the data you wish to summarize. Include columns or rows that contain labels. Click the Collapse Dialog button. You are returned to the Consolidate window. Click Add. Repeat with each set of data you wish to include. 9. If you wish to link the consolidated data to the source data so it is automatically updated when source data is changed, click the Create Links to Source Data checkbox. You can only link data if the consolidated data is on a worksheet different from the worksheets containing the data. See below to browse a linked consolidation. 10. Click OK. The consolidated data is displayed.

Consolidate by Category

The labels for each set of source data must be identical..

1. Click on the tab of the worksheet that will contain the consolidated data. 2. Select the upper left cell of the area to contain the consolidated data. Use a separate worksheet for the consolidation if you wish to link it to the source data. 3. Click Data on the menu bar. 4. Click Consolidate. 5. Click the arrow at the right side of the Function box. 6. Click the desired summary function (such as SUM or AVG). 7. Click the Collapse Dialog button at the right side of the reference box to collapse the window . 8. Click on the tab of the first worksheet whose data you wish to include.

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Madison Metropolitan School District

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© 1998 by Instructional Technologies

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Select the range of cells containing the data you wish to summarize. Include columns or rows that contain labels. Click the Collapse Dialog button. You are returned to the Consolidate window. Click Add. Repeat with each set of data you wish to include. 9. If you wish to link the consolidated data to the source data so it is automatically updated when source data is changed, click the Create Links to Source Data checkbox. You can only link data if the consolidated data is on a worksheet different from the worksheets containing the data. 10. In the Use Labels In section, click the location of the data labels. If the top row contains labels, click in the Top Row checkbox. If the left column contains labels, click in the Left Column checkbox. 11. Click OK.

Delete a Source Area Reference
1. 2. 3. 4. Click Data on the menu bar. Click Consolidate. Click on the source data you wish to delete. It is moved to the active box. Click the Delete key. Repeat for each source data you wish to delete.

5. Click OK.

Browse a Linked Consolidation
If you create a consolidation that is linked to the source data, an outline is created. Notice the buttons labeled 1 and 2 at the upper left above the row headers.

To expand the consolidation to see the source data for each summary, click the 2 button . To see just the summary data, click the 1 button. To expand any part of the consolidation, click the + button to the left of the area you wish to expand.

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To collapse an expanded section, click the - sign to the left of the area you wish to collapse.

Create a Link to the Source Data in an Existing Consolidation
This assumes a Consolidation exists. 1. 2. 3. 4. 5. Click on the upper left cell of the consolidation area. Click Data on the menu bar. Click Consolidate. Click the Create Links to Data Source checkbox. Click OK.

12/17/98 by Carol Pulvino mstr_adv_excel.doc

Madison Metropolitan School District

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© 1998 by Instructional Technologies

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Audit a Worksheet

• Introduction to Audit ..............................................................................................................20 • Display the Auditing Toolbar..................................................................................................21 • Find Cells Referred to in a Specific Formula..........................................................................22 • Find Formulas That Refer to a Specific Cell ..........................................................................22 • Find Errors..............................................................................................................................22

Introduction to Audit

Auditing is a system that you can use to check your workbooks for errors . You can use it to display all the cells that feed into a formula

Auditing Terms

Term
Precedents Dependents Tracer lines

Description
Cells referred to by a formula Cells that contain formulas that refer to other cells Lines displayed in the auditing process to help display cell relationships

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Auditing Toolbar

Button

Name
Trace Precedents Remove Precedents Trace Dependents Remove Dependents Remove All Arrows Trace Error New Comment Circle Invalid Data

Function
Displays arrows to show the source of a cells value. Removes the arrows displayed by Trace Precedents Displays arrows to show what cells rely on a cell's contents. Removes the arrows displayed in Trace Dependents Removes all precedent and dependent arrows. Locates cells that contribute to a error in a cell. Inserts a comment into a cell. Draws circles around data outside the valid range if Validation rules have been created. Removes circles displayed by Circle Invalid Data.

Clear Validation Circles

Display the Auditing Toolbar

1. Click Tools on the menu bar. 2. Point to Auditing. 3. Click Show Auditing Toolbar.

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Find Cells Referred to in a Specific Formula

1. Display the Auditing toolbar if it is not displayed. 2. Select the cell containing the formula you wish to trace. 3. Click the Trace Precedents button on the Auditing toolbar. Arrow(s) are drawn pointing to the selected cell. 4. To remove the arrows, click the Remove Precedents button on the Auditing toolbar.

Find Formulas That Refer to a Specific Cell

1. Display the Auditing toolbar if it is not displayed. 2. Select the cell you wish to trace.. 3. Click the Trace Dependents button on the Auditing toolbar. Arrow(s) are drawn pointing from the selected cell to other cells containing the cell in a formula. 4. To remove the arrows, click the Remove Dependents button on the Auditing toolbar.

Find Errors

1. Display the Auditing toolbar if it is not displayed. 2. If arrows exist from a previous auditing activity, click the Remove All Arrows button on the Auditing toolbar. 3. Select the cell containing the error. 4. Click the Trace Error button on the Auditing toolbar. 5. Arrows are drawn from all cells whose values have an impact on the selected cell contents. 6. To remove the arrows, click the Remove All Arrows button on the Auditing toolbar.

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Madison Metropolitan School District

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Use Macros

• Introduction.............................................................................................................................23 • Record Macros ........................................................................................................................24 • Run a Macro............................................................................................................................25 • Assign a Shortcut Key After a Macro Has Been Created.......................................................26 • Edit Macros .............................................................................................................................26 • Delete Macros ..........................................................................................................................26 • Attach Macros to Buttons or Drawing Objects.......................................................................27

Introduction

In Excel, if you perform a task repeatedly, you can automate it with a macro. A macro is a stored list of commands and keystrokes. They are automatically executed when you run the macro. Before you record or write a macro, ü Plan the steps and commands you want the macro to perform. ü Any keystroke you make while recording a macro, is recorded. This includes mistakes! ü Macros can be stored so they are available for all workbooks, or only the workbook open when it is created. ü Macros can be edited after they are created.

Macros are great for many things including

ü Creating Headers and footers that are used repeatedly in different workbooks or
worksheets

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ü Formatting cells ü Printing a range

Record Macros

You create a macro by recording it. There are two steps:

ü ü
1. 2. 3. 4.

Step 1: Name the Macro Step 2: Record the keystrokes and commands included in the macro.

Click Tools on the menu bar. Point to Macro. Click Record Macro. A window opens. In the Name box, type a name for the macro. ü The first character of the macro name must be a letter. ü Other characters can be letters, numbers, or underscore characters. ü Spaces are not allowed

5. If you wish to want to assign a shortcut key to the macro, type a letter in the Shortcut Key text box. ü The shortcut key can be an uppercase or lowercase letter. It cannot be anumber or special character. ü .To assign a small letter, that you access using CTRL+ the letter, just type the letter. ü To assign a uppercase letter, that you access using CTRL+SHIFT+ the letter. hold down the SHIFT key and type the letter. ü Don't use a default Excel shortcut key! The shortcut key will override any default Microsoft Excel shortcut keys while the workbook that contains the macro is open. 6. In the Store macro in box, click the location where you want to store the macro. To make the macro available whenever you use Excel, Click the arrow at the right side of the Store Macro In box. Select Personal Macro Workbook To make the macro available for this worksheet only, Click the arrow at the right side of the Store Macro In box. Select This Workbook. 6. Click in the description box and type a short description of the macro's function. 7. Click OK..

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From NOW ON, until you stop recording, every keystroke is being recorded!!! 8. Perform the actions you wish the Macro to record. Do them in the order you want them performed. 4. When all actions are completed If the Macro toolbar is displayed, click the Stop Recording button Or Click Tools on the menu bar. Point to Macros Click Stop Recording

Run a Macro

You can run Macros from ü Tools menu ü Shortcut key if it was assigned

Run the Macro Using a Shortcut Key
1. Open the workbook in which you wish to run the macro. 2. To run the macro using a short cut key Hold down the CTRL key and press the shortcut key Or If the shortcut key was uppercase, hold down the CTRL and the SHIFT key and press the shortcut key.

Run a Macro From the Menu Bar
1. 2. 3. 4. 5. 6. Open the workbook in which you wish to run the macro. Click Tools on the menu bar. Point to Macro. Click Macros. Click the name of the macro you wish to run. Click Run.

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1. 2. 3. 4. 5. 6. 7.

Assign a Shortcut Key After a Macro Has Been Created
Click Tools on the menu bar. Point to Macro. Click Macros. Select the macro where you wish to create the shortcut key. Click the Options button. Type a letter in the Shortcut Key text box. Click OK.

Edit Macros

Macros are edited using the Visual Basic Editor. This is a program Excel uses to create macros.

1. 2. 3. 4. 5.

Click Tools on the menu bar. Point to Macro Click Macros. Select the macro you wish to edit. Click the Edit button. The macro code appears in the window in the Visual Basic editor. IT is written in a Visual Basic language. Unless you know the language, it is often easier to just record the macro again, instead of editing it.

6. Make any corrections. 7. When changes are complete, Click File on the menu bar. Click Close. Changes are automatically saved.


1. 2. 3. 4. 5. 6.

Delete Macros
Click Tools on the menu bar. Point to Macro. Click Macros. Select the macro you wish to edit. Click the Delete button in the Macro window. Click Yes in response to the prompt asking if you really wish to delete the macro.

12/17/98 by Carol Pulvino mstr_adv_excel.doc

Madison Metropolitan School District

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© 1998 by Instructional Technologies

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Attach Macros to Buttons or Drawing Objects

Macros can be attached to buttons or drawing objects. When you click the button or drawing object, the assigned macro automatically runs.

Attach a Macro to a Button
This assumes the macro is already created. 1. 2. 3. 4. 5. 6. 7. 8. 9. Click View on the menu bar. Point to Toolbars. Click Forms to display the Forms toolbar. Click the Button icon. On the worksheet, move the cursor to the desired location for the button. Drag to create the button. When you release the button, the Assign Macro window opens. Click on the macro that you wish to attach to the button. Click OK.. To change the default name on the button Click on the button with the right mouse button. Click Edit text. Edit the text as desired. Click outside the button to deselect it.

Attach a Macro to a Drawing Object
1. 2. 3. 4. 5. 6. Create the drawing object using the Drawing toolbar.. Click on the drawing object with the right mouse button. Click Assign Macro. The Assign Macro window opens. Select the macro you wish to attach. Click OK. To add text to the drawing object Click on the object with the right mouse button. Click Add Text. Type the text you wish to add. Click outside the drawing object to deselect it.

12/17/98 by Carol Pulvino mstr_adv_excel.doc

Madison Metropolitan School District

Instructional Technologies
© 1998 by Instructional Technologies

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Import and Export Data

• Import Data From Common Sources.....................................................................................28 • Import Microsoft Access Records to an Excel Worksheet......................................................29 • Import Data From Text Files ..................................................................................................29 • Import a Word Table ..............................................................................................................31 • Export Data to Text Files ........................................................................................................31

Import Data From Common Sources

Usually, Excel will open the following types of files without any special manipulation.

dBase Files Earlier versions of Excel Files To open them 1. 2. 3. 4. 5.

Lotus 1-2-3 Files Quattro Pro Files

Click File on the menu bar. Click Open. Click on the arrow at the right side of the File as Type box. Choose the type that corresponds to your file. In the Look In box, switch to the location of the file.

6. Click on the file. 7. Click Open. 8. To save the file as an Excel Worksheet Click File on the menu bar. Click Save As
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© 1998 by Instructional Technologies

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In the Save as Type box at the bottom of the page, choose Microsoft Excel Workbook. In the File Name box, type a name for the file. Click Save.

Import Microsoft Access Records to an Excel Worksheet

1. In Microsoft Access, open the table, query, or form that contains the records you want to import.. 2. Click View on the menu bar. 3. Click Datasheet View. 4. Select the records you want to copy. If you wish to copy entire columns, drag across the column headings. Column Headings will also be copied. 5. Click the Copy icon on the toolbar 6. In Excel, click on the cell that will be the upper left most cell in the worksheet where you wish to place the data. 7. Click Edit on the menu bar. 8. Click Paste. You may need to adjust column width and row height.

Import Data From Text Files

Introduction
Text files that contain data can come from a variety of sources. They include ü Mainframe computer reports ü Data contained in email messages. ü Other applications that can export files as text files. There are two common formats for text files Delimited Text Files Contain some special character that defines the boundary between columns of data.

12/17/98 by Carol Pulvino mstr_adv_excel.doc

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© 1998 by Instructional Technologies

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Commas and Tabs are common used as characters to delimit text.. Fixe-Width Text Files Arranged so that each column lines up automatically. Usually, the columns are separated by spaces.

Import Data
1. Click File on the menu bar. 2. Click Open. 3. Click in the Files of Type box. If the extension of the file is one of the listed types, click on it. If the extension is not one of the listed types, click All Files. 4. Click the file you wish to import. 5. Click OK. A wizard begins 6. Select either Delimited or Fixed width to indicate the type of file. Look at the Preview box .to help you make your choice. 7. If you are not importing the entire document, click in the Start Import at Row box and choose the correct row. Use the Preview box to help you determine the starting row. 8. Click Next. 9. In the Delimiter section, click the Delimiter that is used to separate fields. Excel usually attempts to choose one for you. The result of using the delimiter is displayed in the preview window. 10. Click Next. 11. For each column, In the Column Data Format, click the radio button to indicate the data type for the column. Or If you do not wish to import the column, choose the Do Not Import Column (Skip) radio button. Repeat until all columns are reviewed. 12. Click Finish. 13. Save the workbook as an Excel Workbook. To do this Click File on the menu bar. Click Save As In the Save as Type box at the bottom of the page, choose Microsoft Excel Workbook. In the File Name box, type a name for the file. Click Save.

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1. 2. 3. 4.

Import a Word Table
Open Word. Open the document containing the table you wish to import. Select the table. Click Copy on the menu bar.

5. If Excel is open, switch to it. If Excel is not open, open it. 6. If necessary, open the workbook where you wish to paste the table. 7. Click in the cell that will be the upper left most cell of the table. 8. Click Paste.


1. 2. 3. 4. 5. 6. 7.

Export Data to Text Files

Only one worksheet can be exported at a time. Open the workbook containing the worksheet you wish to export. Click the tab of the desired worksheet . Click File on the menu bar. Click Save As. Type a name for the file. In the Save In box, select a location for the file. Click in the Save as Type box and select the file format you wish to create. Choose one of the following:

File Type Formatted Text (space delimited) Text (Tab delimited) CSV (comma delimited)

Description Creates a fixed-width text file Columns are delimited by tabs Columns delimited by commas

8. Click Save. 9. Repeat for each worksheet you wish to export.

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Madison Metropolitan School District

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Use Templates

• Introduction.............................................................................................................................32 • Work With Existing Templates...............................................................................................32 • Create a Macro........................................................................................................................34 • Edit Templates.........................................................................................................................35

Introduction

A template is a workbook that has been saved in template format. Templates are used to simplify creating a new worksheet. The following settings are commonly stored in a template: The number of sheets in the workbook Cell and sheet formatting and styles Custom toolbars and macros. Page formatting and print settings. Header and footer information. Text and row headings Data, formulas, graphics and other information you want each worksheet to have. Hypertext links. Some default templates are installed with Excel. You can also create your own..

Work With Existing Templates

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Create a Workbook with an Existing Template
1. Click File on the menu bar. 2. Click New. 3. To open the standard blank worksheet Click the General tab. Click Workbook. Click OK. This is the same workbook that is created as when you click the New button on the toolbar. Or To open another template, Click on the tab containing the template you wish to use. Select the desired workbook template. Click OK. Notice, the title bar contains the name of the template (instead of Book1).

Use A Pre-defined Excel Template
Excel includes three predefined templates. The include

ü Invoice template ü Expense Sheet template ü Purchase Orders template
These templates contain forms, special toolbars and built in macros . 1. 2. 3. 4. 5. 6. Click File on the menu bar. Click New. Click the Spreadsheet Solutions tab. Select the template you wish to use. Click Open. A virus warning dialog box may appear. Click Enable Macros. The template appears. A Customize button is located in the upper right corner. This liets you enter information to customize the template. 7. Click the Customize button. The Customize worksheet appears on top. 8. Fill in the information. Notice, the red triangles that appear in the upper right corner of some cells. These are comments that will help you fill in information. 9. In the fields provided, type the company information.
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10. To add a logo to the template Click the Select Logo button. You may need to scroll down the worksheet to see it. The Insert Picture dialog box opens. Click the Look In box and choose the path to the logo you wish to use. Select the file name of the logo. Click Insert. The logo appears in the box, resized and formatted to fit.. 11. Click the Lock/Save Sheet button. A lock/Save Sheet dialog box appears. Click OK to lock and save the customized template. The Save Template dialog box opens. 12. In the File Name box, type a meaningful name for the template. 13. Do NOT change the Save In location. It should be the Templates folder. This is where Excel looks for templates. 14. Click Save.. The template is saved. 15. Close the template. 16. To use the template Click File on the menu bar. Click New. Click the tab where you template is located. Select the template. Click OK. Notice, the title bar contains the name of the template (instead of Book1).

Create a Template

1. Open a blank worksheet. 2. Format cells, add column and row headings, data, formulas and other information that will be standard on all the worksheets created with the template. Do NOT add information that will change from worksheet to worksheet. 3. 3. 4. 5. 6. If desired, add header and footer information and names for worksheets. Click File on the menu bar. Click Save As. The Save As dialog box appears. Click the arrow to the right of the Save As box. Select Template (*.xlt)

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The Save in box will automatically jump to the Templates folder. This is where Excel looks for templates. Any template you save in the Templates Folder appears in the General Tab when you choose File, New to use templates. 7. Type a meaningful name for the template in the File Name box. Excel will add a .xlt extension. 8. Click Save. A prompt appears indicating the location of the template. Write the location down in case you wish to edit the template later. 9. Close the template. 10. To use the template Click File on the menu bar. Click New. Click the tab where you template is located. Select the template. Click OK. Notice, the title bar contains the name of the template (instead of Book1).

Edit a Template

1. Click the Open icon on the Standard toolbar Or Click File on the menu bar. Click Open. 2. Click the arrow on the right side of the Look In box. 3. Select the path to the template files It is usually Microsoft Office /Templates . The location of the Microsoft Office folder may be different on different workstations. It is often in the Program Files folder. 4. 5. 6. 7. Click the arrow at the right side of the Files of Type box. Click Templates. A list of templates appear. Click the filename of the template you wish to open. Click Open.

8. Make changes to the template. 9. Click the Save icon to save the template. 10. Close the template before using it.

12/17/98 by Carol Pulvino mstr_adv_excel.doc

Madison Metropolitan School District

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Use Multiple Workbooks

• Link Workbooks......................................................................................................................36 • Use Multiple Workbooks.........................................................................................................38 • Consolidate Data From Multiple Workbooks.........................................................................39 • Use a Workspace .....................................................................................................................40 • Share Workbooks ....................................................................................................................41 • Enable Change History ...........................................................................................................44 • Merge Workbooks ...................................................................................................................45 • Track Changes.........................................................................................................................47

Link Workbooks

Terms Relating to Links
Source Data Destination Cell or Destination Range The data in the cell that you want to link The cell or range to which you link the source data.

Links can be references to cells or ranges or part of formulas.

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Difference Between Copying Cell Data and Linking Cell Data
Copy Cells Link Cells Data in Destination Cells does not change when the source data is changed Data in Destination changes when the source data is changed.

Create a Link Between Workbooks Using the Formula Bar
1. Open the workbooks containing the data you wish to link. 2. Click the destination cell. 3. Click the = sign on the Formula bar. Notice, the two buttons that appear: OK and Cancel. 4. Switch to the other workbook by doing one of the following. If the workbook is visible, click anywhere in it to activate it. Or If the workbook is not visible Click Window on the menu bar. Select the workbook. 5. If necessary, click the tab of the worksheet containing the source data. 6. Select the cell containing the source data. 7. Click the OK button on the Formula bar.

Create a Link Between Workbooks Using Paste Special
1. Open the workbook containing the source data and workbook that will contain the destination data. 2. In the Source workbook, select the Source Data you wish to link. 3. Click Copy on the toolbar. 4. Switch to the destination workbook by doing one of the following. If the workbook is visible, click anywhere in it to activate it. Or If the workbook is not visible Click Window on the menu bar. Select the workbook. 5.If necessary, click the tab of the worksheet containing the source data. 5. Click the upper left cell of the area where you wish to place the linked data. 6. Click Edit on the menu bar. 7. Click Paste Special. The All radio button is selected.

12/17/98 by Carol Pulvino mstr_adv_excel.doc

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8. Click the Paste Link checkbox. 9. Save the Destination workbook.

Create a Formula Using Data From Another Workbook
1. Open the workbook containing the source data and workbook that will contain the destination data 2. In the Destination workbook, click in the cell where you wish to place the formula. 3. Type = 4. Type the formula . When you wish to insert the cell from the linked workbook, Switch to the source workbook by doing one of the following. If the workbook is visible, click on it to activate it. Or If the workbook is not visible Click Window on the menu bar. Select the workbook. 5. 6. 7. 8. 9. If necessary, click the tab of the worksheet containing the source data.. Click in the cell or select the range of cells containing the data you wish to use in the formula Switch to the Destination workbook. Complete the formula. Press Enter.

Break the Link Between Workbooks
1. 2. 3. 4. 5. 6. Click the cell containing the linked formula you wish to break. Click Copy on the toolbar to copy the cell contents. Click Edit on the menu bar. Click Paste Special. Click the Values radio button. Click OK. The data is replaced with the value only, not the link to the source cells.

Use Multiple Workbooks

Switch Between Workbooks

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This assumes more than one workbook is open.

1. Click Window on the menu bar. 2. Click the name of the workbook where you wish to switch.

View Multiple Workbooks at Once
1. Open all the workbooks you wish to view. 2. Click the Window menu. The names of all open workbooks are listed at the bottom of the menu. 3. Click Arrange. 4. Click the radio button of the desired arrangement.

Tiled

Workbooks are arranged clockwise starting in the top left position Workbooks are arranged horizontally, one below the other. Workbooks arranged side by side. Workbook windows are arranged one on top of the other with just the top title bar displayed for those workbooks not on top.

Horizontal Vertical Cascade

5. Click OK.

Consolidate Data From Multiple Workbooks

Consolidating data can be used to summarize data from other workbooks. The workbooks must have the same layout for Consolidation to work. 1. 2. 3. 4. 5. 6. 7. Open all the workbooks that contain the data you wish to consolidate. Create or open the workbook that will contain the consolidated data. Select the destination range. It should be large enough to include both data and data labels. Click Data on the menu bar. Click Consolidate. Click the arrow to the right of the Function box. Select a function.

12/17/98 by Carol Pulvino mstr_adv_excel.doc

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8. Click the Collapse Dialog button to the right of the Reference box. The window collapses. 9. Switch to one of the workbooks containing source data. Select the data. Click the Collapse Dialog button to return to the Consolidate window. Click Add. Repeat with each workbook you wish to add to the Consolidation 10. If you wish to Link the Consolidation workbook to the Source workbooks, click the Create Links To Source Data check box. 11. Click OK.

Use a Workspace

You can open a group of workbooks in one step by creating a workspace file. This is useful if the workbooks are related so that you often want several open at once. A workspace file contains information about the workbooks including ü File names and locations ü Window sizes ü Screen positions (if you have tiled or displayed several workbooks at once)

Create a Workspace
1. Open the workbooks you want to open as a group. 2. Display and position the workbook windows as you want them to appear the next time you open the workspace. 3. Click File on the menu bar. 4. Click Save Workspace. 5. Type a name for the workspace In the File name box.. The workspace is saved with a .xlw extension. 6. Click Save. If you have not saved the individual workbooks, you will be prompted to save them.

Open an Existing Workspace
1. Click the Open icon on the toolbar.
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2. In the Look In box, click on the path to where the workspace file is saved. The workspace file will be visible along with other Excel files. 3. Select the file. 4. Click Open. All the workbooks contained in the workspace will be opened.

Remove a Workspace
You remove a workspace by deleting the workspace file. The workbooks contained in the workspace are not deleted. Just the link to the workspace is removed. 1. 2. 3. 4. 5. Click File on the menu bar. Click Open to display the Open or Save dialog box. In the Look In box, click on the path to the workspace you wish to remove. Click on the workspace with the Right mouse button. Click Delete. Only the workspace is deleted. Workbooks contained in the workspace are not affected!

Share Workbooks

Introduction
If you are working on a network, you can share files with other users. They will be able to

ü ü ü

Enter data Change columns or rows Change formatting

The files must be saved in a Shared directory on the server so the file is accessible to everyone. In a shared workbook you cannot

Delete worksheets Insert or delete blocks of cells Assign passwords Create or modify Pivot tables

Merge cells Insert or change charts, objects or hyperlinks Change or remove passwords assigned before sharing Create or modify macros

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Insert objects with the drawing toolbar

Insert automatic subtotals

Enable Workbook Sharing
The file must be saved on a network to enable sharing.

1. 2. 3. 4. 5. 6. 7.

Open the workbook you wish to share. Click Tools on the menu bar. Click Share Workbook. If necessary, click the Editing tab. Click the Allow Changes by More Than One User At The Same Time checkbox. Click OK. When prompted, click OK to save the workbook.

Notice, the word [shared] appears in the title bar after the workbook name.

Change Sharing Options
This assumes sharing has been enabled in the workbook. 1. 2. 3. 4. Open the shared workbook. Click Tools on the menu bar. Click Share Workbook. The dialog window opens. Click the Advanced tab. The following options may be modified.

Track Changes

Sets how many days Excel keeps track of changes made to the workbook. Allows you to choose when everyone's changes will be updated, either when saving the workbook or automatically after the specified number of minutes. Tells Excel to automatically accept your changes over the other users or to ask you which change it should save.

Update Changes

Conflicting Changes Between Users

5. Make the desired changes.

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6. Click OK. 7. When prompted, choose Save to save the workbook. The file must be saved before the changes take effect.

Open a Shared Workbook
1. 2. 3. 4. Click the Open icon on the menu bar. In the Look In box, click on the path to the file. Click the file name. Click Open.

Handle Conflicts
Conflicts occur if two or more users make changes to the same cell. Excel detects the conflict when the file is saved. A Resolve Conflict dialog box appears. To handle the conflict 1. Review the conflict shown in the dialog box. 2. Choose Accept Mine to have your change placed in the workbook. Or Choose Accept Other to accept the change of the other user. If there is more than one conflict and you wish the same resolution for all of them, you can choose Accept All Mine or Accept All Others. 3. Repeat for each conflict. BE careful resolving conflicts. Changes CANNOT be undone!

Remove Sharing From a Workbook
1. 2. 3. 4. Open the workbook where you wish to remove sharing. Click Tools on the menu bar. Click Share Workbook Click in the Allow Changes By More Than One User At The Same Time to remove the checkbox. 5. Click OK. Notice the title bar. The word [shared] is no longer visible.

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1. 2. 3. 4.

Enable Change History
Click Tools on the menu bar. Click Share Workbook. Click the Editing tab. If a check does not appear in the checkbox to the left of Select Allow Changes by More Than One User at the Same Time, click to create it. This turns on sharing.

5. Click the Advanced tab. 6. In the Track Changes section, click the Keep History For …Days. Click on the arrow by the days box to select the number of days. 7. Click OK. 7. When prompted to save, click OK.

Protect Shared Change History
Excel provides a method to prevent users from turning off Sharing or Change History.

1. Choose Tools on the menu bar. 2. Click Share Workbook. 3. Click in the Allow Changes From More Than One User at a Time checkbox to turn off sharing. You will turn it back on later. 4. Click OK. 5. Click Yes if prompted that sharing has been removed. 6. 7. 8. 9. 10. Click Tools on the menu bar. Point to Protection. Click Protect and Share Workbook. Click the checkbox to the left of Sharing With Track Changes to activate it. Enter a password. Passwords ü Can be 15 or less characters ü Are case sensitive When prompted, reenter the password. THERE IS NO WAY TO RECOVER FROM A LOST PASWORD! WRITE IT DOWN AND PLACE IT IN A LOCATION WHERE YOU WILL FIND IT!! 11. Click OK. 12. When prompted, click OK to save the workbook.

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Notice in the title bar, sharing has been re-established.

Remove Shared Change History Protection
Do this when no other users are using the workbook. Their changes will be lost.

1. 2. 3. 4. 5.

Click Tools on the menu bar. Point to Protection. Click Unprotect Shared Workbook. Enter the Password to unprotect sharing. Click OK. A message that the file will no longer be shared and that the Change History will be erased appears.

6. Click Yes.

Merge Workbooks

Introduction
To merge workbooks, copies are sent to each user. After users have made their changes, the copies are merged into one file. The following conditions must be met before you can merge

ü ü ü ü ü

The original workbook must be shared before copies are made. The original workbook must have the Change History setting enabled. The merging must occur prior to the expiration of the Change History date. Each copy of the worksheet must have come from the original. Each copy must have a different file name.

Create a Merge
This assumes copies have been sent to users and returned.

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1. 2. 3. 4.

Open the shared workbook that will be the main copy for all the changes. Click Tools on the menu bar. Click Merge Workbooks. If prompted, click OK to save the workbook.

Notice, Select Files to Merge into Current Workbook appears in the title line of the dialog box. 5. In the Look In box, click on the path of a file to merge. Select the file. Click OK. 6. For each additional file you wish to merge Click Tools on the menu bar. Click Merge Workbooks. Click in the Look In box and select the path of another file to merge. Select the file. Click OK. Notice ü Revision marks appear on each cell that has been revised.. ü Each user's changes are marked by a different color. ü A small triangle appears in the upper left corner of the cell.

Accept or Reject Changes
After any changes are made, you can either accept or reject them

1. Click Tools on the menu bar. 2. Point to Track Changes. 3. Choose Accept or Reject Changes. A dialog box opens. You can specify what changes you wish to review. 4. Specify changes in the When, Who and Where boxes or leave all blank to review all changes.

When

Specify only changes made during the time interval you specify. Review edits made by specific persons. Limit the review to specific ranges.

Who Where

5. Click OK. The review session begins.
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6. If you wish to accept all changes, click the Accept All button. Or If you wish to reject all changes, click the Reject All button. Or For each change, If a number of changes have occurred, select the one you want. Click Accept to accept the change. If only one change occurred, click Accept or Reject. 7. Continue with each change in data. When the last change has been reviewed, the window closes. All the triangles marking changes have disappeared. 8. Save the workbook.

Track Changes

Tracking tracks changes to contents of cells. All changes made by everyone are displayed.

1. 2. 3. 4. 5.

Choose Tools on the menu bar. Point to Track Changes. Choose Highlight Changes. The Highlight Changes dialog box appears. Click the check box to the left of Track Changes While Editing In the Highlight Which Changes area, choose the method you wish to use to track information. When Click the arrow to the right of the When box to choose the time interval to use to track changes. Click the arrow to the right of the Who box to choose whose changes to track Click the Collapse Dialog button at the right of the box select the area where you wish to track changes. If no area is selected, the entire workbook is tracked..

Who

Where

If none of the boxes is selected, Excel will track all changes by all users at any time.

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6. Click OK .

View Tracking Changes
When changes are made, Excel displays a small triangle in the upper left corner of the cell containing the changes. The cell also has a colored border around it. Move the mouse pointer to the triangle. A description of the change, who made it and when it was made are displayed.

Turn Off Revision Marks
When the document is printed, the small triangles are not printed, but the border is. To turn off the borders and marking but still keep the tracking 1. 2. 3. 4. Click Tools on the menu bar. Point to Track Changes. Click Highlight Changes. Click the checkbox to the left of Highlight Changes On Screen to deactivate it.

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