Excel Advanced: User Guide

EXCEL ADVANCED
User Guide
Modular Support for Excel 2010
November 2010
LB
Table of Contents
Chapter I: Advanced Statistical Functions ...................................................................................... 3
COUNT, COUNTA and COUNTIF Functions .......................................................................................... 3
SUMIF Function ................................................................................................................................... 4
Nested IF Functions ............................................................................................................................. 4
Other Nested Functions in a IF FunctIon ............................................................................................. 5
Chapter II: Goal Seek .................................................................................................................... 7
Chapter III: Lookup and Index Functions........................................................................................ 9
Lookup Function .................................................................................................................................. 9
INDEX Function .................................................................................................................................. 10
Chapter IV: Databases ................................................................................................................ 13
Database Elements ............................................................................................................................ 13
View and Hide Columns .................................................................................................................... 13
Sort Data............................................................................................................................................ 13
Subtotals............................................................................................................................................ 14
AutoFilters ......................................................................................................................................... 15
Advanced Filters ................................................................................................................................ 17
Chapter V: Pivot Tables .............................................................................................................. 18
Create a Pivot Table .......................................................................................................................... 18
Fill your Pivot Table ........................................................................................................................... 19
Change theType of Calculation ......................................................................................................... 19
Change the Layout............................................................................................................................. 19
Update your Pivot Table .................................................................................................................... 19
Excel 2010 Pivot Table Improvements .............................................................................................. 20
Chapter VI: Grouping Sheets ....................................................................................................... 22
Chapter VII: Consolidation .......................................................................................................... 23
Consolidate by Position ..................................................................................................................... 23
Consolidate by Category ................................................................................................................... 23
Chapter VIII: Protection .............................................................................................................. 25
Keyboard Shortcuts .................................................................................................................... 27
Soprotec Formations SA 2/27 Modular support for Excel 2010 advanced

CHAPTER I: ADVANCED STATISTICAL FUNCTIONS
You know already some Excel functions. But Excel provides a lot more of them.
COUNT, COUNTA AND COUNTIF FUNCTIONS

Excel provides some functions to count the number of cells.
Fonction Exemple Signification
Counts the number of cells in a range that contains
COUNT =COUNT(B2:B12)
numbers.
Counts the number of cells in a range that are not
COUNTA =COUNTA(B2:B12)
empty. Cells containing texts are also included.
Counts the number of cells within a range that meet the
COUNTIF =COUNTIF(B2:B12;criteria)
given condition.
LET’S PRACTICE
Objective:
Using the COUNT functions
After a survey, you would like to know how many families were questioned, how many answered,
and how many have more than 2 children.
A B C
1 FAMILIES NUMBER OF CHILDREN
2 Papin 4 Number of
3 Fallepa No answer families
4 Van der Berg 1 11
5 Deschamps 3
6 Vanek 2 Number of
7 Salomon 0 answers
8 Mantilla 3 9
9 Tangui 1
10 Coulour No answer Number of families with
11 Manson 2 more than 2 children
12 Guilleri 4 4
1 Click on cell C4 and type:
=COUNTA(B2:B12)
=COUNT(B2:B12)
=COUNTIF(B2:B12;">2")

SUMIF FUNCTION
The SUMIF function adds the cells specified by a given condition. The syntaxis:
=SUMIF(range;criteria;sum_range)
The range is the block of cells you want to evaluate, to see if they meet the criteria. The sum_range is
the block of cells containing the numbers to add, if the corresponding value meets the criteria.
LET’S PRACTICE
Objective:
Using function SUMIF
In this example, there are 2 teams in a competition. In each team, the members received some
points. You need to add the number of points of each team. The criteria is the team number (1 or
2).
A B C
1 Team Number of points
2 Alain 1 25
3 Maurice 2 25
4 José 1 18
5 Mara 2 24
6 Andrea 2 21
7 Laurent 1 22
8
9 Sum 1 65
10 Sum 2 70
1 Click in C9
2 Type : =SUMIF(B2:B7;B9;C2:C7)
3 Do the same for C10.
4 You can copy the formula with the fill handles. In this case, you need to type:
=SUMIF($B$2:$B$7;B9;$C$2:$C$7)
NESTED IF FUNCTIONS
The IF function evaluates a condition (a logical test). If the condition is met (true), the value called
“value if true” is shown. If the condition is not met (false), the value called “value if false” is shown.
The syntax of the IF function is:
=IF(logical test;value if true;value if false)
It is possible to nest multiple IF functions within one formula. The “value if false” argument can be
replaced by another IF function. The syntax will be:
=IF(logical test;value if true; IF(logical test;value if true;value if false))

LET’S PRACTICE
Objective:
Using nested IF functions and the SUMIF function
You need to group people by category depending on their revenue.
Conditions
Annual revenue Limit Category
Smaller or equal to $ 30’000 Small revenue
Smaller or equal to $ 55’000 Medium revenue
More than $ 55’000 Large revenue
A B C
1 Annual revenue Category
2 Paul $ 45’000 medium revenue
3 Peter $ 55’000 medium revenue
4 Jean $ 28’000 small revenue
5 Susy $ 121’000 large revenue
6 Arancha $ 98’000 large revenue
7 Paulina $ 18’650 small revenue
8 José $ 51’500 medium revenue
9
10 Sum small revenue $ 46'650
11 Sum medium revenue $ 151’500
12 Sum large revenue $ 219’000
1 Click inC2and type the beginning of the formulas: =IF(B2<=30000;"small revenue";

2 You need a second IF function. The logical test is: IF(B2<=55000;
3 Then type the «value if true» and «value if false» of this second IF function.
4 When the formula is completed, press ENTER and copy the formula below with the fill
handle. The complete formula should be:
=IF(B2<=30000;"small revenue";IF(B2<=55000;"medium revenue";"large revenue"))
5 Fins the SUMIF formula in cell C10, validate the formula by pressing ENTER and copy the
formula below with the fill handle.
OTHER NESTED FUNCTIONS IN A IF FUNCTION

In certain cases, you may need to use another function as one of the arguments of your IF function.
In the following example, we need to evaluate several criteria at the same time. We can use the AND
function (or the OR function) nested in the IF function.
Function Example Signification
Shows TRUE if all arguments are RUE, and FALSE, if one or
AND =AND(B2="brun";C2="bleu";…)
several arguments are FALSE.
Shows TRUE if one argument is TRUE, and FALSE, if all
OR =OR(B2="brun";C2)"bleu";…)
arguments are FALSE.

In a given group, we are searching for people who are blond AND have blue eyes. Then we are
searching for people who are blond OR have blue eyes.
A B C D E
Hair Eyes Decision Decision
1 Name
color color (AND) (OR)
2 Jean Blond Vert non oui
3 Danièle Brun Brun non non
4 Marie Brun Bleu non oui
5 Edouard Roux Brun non non
6 Paul Blond Bleu oui oui
6 Click in D2 and type the beginning of the formula: =IF(

7 You need to evaluate 2 criteria: =IF(AND
8 Type the criteria :
=IF(AND(B2="Blond";C2="Bleu")
9 Then type the «value if true» and «value if false»:
=IF(AND(B2="Blond";C2="Bleu");"oui";"non")
10 When the formula is completed, press ENTER and copy the formula below.
11 In E2, type the same formula with OR instead of AND.
LET’S PRACTICE
Objective:
Using nested AND and OR functions with an IF function
In this exercise, you need to know if a candidate meets the criteria for the job.
First, the candidate must meet all the conditions: speak at least 2 languages AND have good
computer knowledge.
Then, the candidate must meet at least one condition: speak at least 2 languages OR have a good
computer knowledge
Show OUI for candidates corresponding to the criteria and NON for the others.
A B C D E
Compétences
Nb de langues Décision Décision
1 en
parlée (ET) (OU)
informatique
2 Alain 2 Bonne Oui Oui
3 Maurice 3 Aucune Non Oui
4 José 2 Bonne Oui Oui
5 Mara 1 Aucune Non Non
6 Andrea 1 Bonne Non Oui
7 Laurent 2 Aucune Non Oui
8 Chantal 4 Bonne Oui Oui
9 Basile 3 Bonne Oui Oui
10 Nicolas 2 Aucune Non Oui
11 Véronique 1 Bonne Non Oui

CHAPTER II: GOAL SEEK
Goal Seek is used when you know what answer you want, but don't know the exact figure to input
for that answer.
You want to work 35 hours per week and gain at the end of the month a salary of 5'500 SFr. How
much per hour are you going to ask?
1 Prepare your table. A B

1 Hours per week 35
2 Cell B4 contains this formula: =B2*B3
2 Hours per month 147
3 Cell B3 contains the salary per hour, 0 SFr for 3 Salary per hour 0
now. The Goal Seek tool will modify this value 4 Salary per month 0
to find the solution.
4 Under the Data tab, in the Data Tools group, click What-If
Analysis -> Goal Seek. A dialog box appears.
5 In the Set Cell zone, indicate the cell containing your goal
(B4).
6 In the To Value zone, type the value you want to meet in the
Goal cell: 5500.
7 In the By changing cell zone, indicate the cell to be modified:
B3.
8 Click OK. Excel shows a dialog box. If the Current value is equal
to the Target value, the result is found.
9 To earn 5'500 SFr. You need to ask 37.41 SFr. per hour.
LET’S PRACTICE
Objectives:
Using Goal Seek
Using a new function. The function FV( ) is useful to calculate an investment. The syntax
is: =FV(rate;nper;pmt)
Function Signification
FV Future value of an investment.
rate Interest rate on the period
nper Total number of periods, i.e. months, trimesters or years
pmt Payment made each period.

You want to save 200'000 SFr. To pay the studies of your children in 18 years. The annual interest
rate is 5%. How much do you need to pay per year?
1 Prepare your table.

2 The cell B7 contains a formula to calculate your A B
future amount. At the end of the payments, this cell 1 Financement
should contain 200'000 SFr. 2
=FV(B3;B4;B5) 3 Interest rate 5%
3 The cell B5 contains the annual payment, i.e. 0 SFr. 4 Periods 18
The Goal Seek will modify this value. 5 Annuity (payment) 0
4 Cells B3 and B4 contain constants. 6
7 Final amount 0
5 Launch the Goal Seek tool.
6 If the target value is equal to the current value, the result is correct. You must put each
month 7'109.24 in your bank account to have 200'000 in 18
years.
Cash you pay out, such as deposits to savings, is represented by

negative numbers.

CHAPTER III: LOOKUP AND INDEX FUNCTIONS
Search functions such as LOOKUP( ) and INDEX( )are powerful tools to automatically retrieve specific
values in lists and tables.
LOOKUP FUNCTION
The LOOKUP function provides the possibility to find values in a list or a table. The column or the row
where Excel makes the search must be sorted in an ascending order.
The LOOKUP function always has 3 arguments:
WHAT : we are looking for the value in a specific cell.
WHERE : we are looking for the value of that cell in a specific range.
RESULT : find the value to return in a specific range.
LET’S PRACTICE
Objective:
Using the LOOKUP function alone and nested in a IF function.
In this exercise, you must find the name and the category of the participants by using their
number.
A B C D
1 Number Participant Category
2 125 Godreche Junior
3 126 Van Khun Cadet A
4 127 Bilbo Cadet B
5 128 Petrovich Cadet A
6 129 Marcovitch Cadet B
7 130 Reuter Junior
8 131 Jenking Junior
9 132 Poussin Cadet A
10 133 Welter Junior
11
12 Time Number Participant Category
13 25.54 min 130 Reuter Junior
14 23.25 min 133 Welter Junior
15 41.20 min 128 Petrovich Cadet A
16 19.23 min 125 Godreche Junior
17 16.24 min 131 Jenking Junior
18 18.26 min 127 Bilbo Cadet B
1 Click inC13. Use function LOOKUP to find the participant’s name corresponding to the
number (column B)
WHAT : we are looking for the value ofB13
WHERE : in rangeA2:A10
RESULT : to be found in rangeB2:B10 (name).
2 Type the formula and press ENTER
3 The formula is:
=LOOKUP(B13;$A$2:$A$10;$B$2:$B$10)
4 Click in D13 and write the LOOKUP function to find the category.

If B13 is empty, Excel writes an error message. To solve this issue, you can nest the LOOKUP
function in a IF function.
IF B13 is empty, nothing should appear, but if it’s not the case the LOOKUP function should be
executed.
5 Click in C13 and type:

=IF(B13="";"";LOOKUP(B13;$A$2:$A$10;$B$2:$B$10).
INDEX FUNCTION
The INDEX function returns the value of the cell at the intersection of a particular row and column, in
a given range. The syntaxis: =INDEX(range;row_num)
Fonction Signification
range Range of one or several cells.
row_num Selects the number of the row from which to return the value (1 is the first row of the
range).

LET’S PRACTICE
Objective:
Using INDEX( )
Using PMT( ) to calculate the payment for a loan based on constant payments. The syntax
is: =PMT(rate;nper;pv)
Fonction Signification
PMT The payment for a loan
rate The interest rate for the loan.
nper The total number of payments for the loan.
pv The present value.
You are creating a template to calculate payments for loans.
1 Prepare the following table:

A B
1 Price SFr. 30'000
2 Contribution 20%
3 Amount of loan SFr. 24'000
4 Interest rate 10%
5 Years 3 years
6 Months SFr. -774.41
2 In cell B3 type the formula to calculate the amount of the loan: =B1*(1-B2)
3 In cell B6 type the PMT formula to find the payment amount per month
=PMT(B4/12;B5*12;B3)
Cell B4 contains the annual rate. Divide by 12 for the monthly rate.
Cell B5 contains the annual duration. Divide by 12 for monthly payments.
4 Prepare the following table:
E F
1 Car Price
2 BMW série 3 SFr. 40'000
3 Alfa 156 SFr. 25'000
4 Peugeot 306 SFr. 18'000
5 Opel Vectra SFr. 24'000
6 Citroën ZX SFr. 22'000
7 Rover 600 SFr. 38'000
5 Under the Developer tab, in the Controls group, click Insert -> Combo Box .
6 Draw a combo box button.

7 Right click on the button -> Format Control.
8 In the Input Range box, select E2 to E7. In the
Cell link box, select E9. Click OK.
9 Click somewhere on the sheet. You can now
use the button.
10 Open the combo box and select Peugeot 306.
The number 3 appears in cell E9 because it’s
the third car of the list.
11 Replace the value of B1 with:
=INDEX(F2:F7;E9)
This formula returns the third element of the list
because cell E9 contains 3. The payment is automatically calculated.

CHAPTER IV: DATABASES
At times, we need to keep track of information and a good place to this is in an Excel database file.
Whether it is a personal list of phone numbers, a contact list for members of an organization or
team, or a collection of coins, cards, or books, an Excel database file makes it easy to enter, store,
and find specific information.
Excel has built-in tools to help you keep track of data and to find specific information when you want
it. As well, with its hundreds of columns and thousands of rows, an Excel spreadsheet can hold an
enormous amount of data.
DATABASE ELEMENTS
A database requires column headers in the first row. We call these headers field names, because
each column is a field. Each row in the database is called a record. For example, each address of a list
of addresses is a record.
VIEW AND HIDE COLUMNS

You want to show only some columns of your table. You can hide the others.
1 Select the column you want to hide by clicking on the column’s letter.
2 Right click on your selection -> Hide.
3 The selected column is hidden.
4 To view the column again, select the column to the right and the column to the left of the
hidden column.
5 Right click on your selection->Unhide.
Rows can be hidden in the same way.
SORT DATA
The buttons Sort A to Z (1 to 999, A to Z) and Sort Z to A (999 to 1, Z to A) are useful to sort by one
column.
1 Click on a cell of the column to be sorted.

2 Under the Home tab, in the Edition group, click Sort and filter-> Sort A to Z.
3 Excel selects automatically the whole table. The column titles are not included for sorting.
If your table contains birth dates, you can also sort it in an ascending order.
Do not select a range to sort.
Select only one cell when sorting. Excel selects automatically the whole
table. If you select a range of cells, Excel will sort only the range, moving
cells in that column away from other cells in the same row.
You can sort your data based on several criteria at once. The first criterion has priority.
To do this you need to make a custom sort:
1 Click on a cell of your table. Under the Home tab, in the Edition group, click on Sort and Filter -
>Custom sort.

2 Select the column you want in the Sort by zone. Change if necessary the order.
3 Click Add Level to add a second criterion.
4 Select the column you want in the Sort by zone.
5 Make sure that My data has headers is checked.
6 Validate with OK
SUBTOTALS
You can use Excel Subtotals feature to subtotal data in a sorted list. To subtotal a list, you first sort
the list on the field for which you want the subtotals, and then you designate the field that contains
the values you want summed — these don’t have to be the same fields in the list.
1 Sort the list on the field for which you want subtotals inserted.
2 Click the Subtotal button in the Outline group on the Data tab.
3 The Subtotal dialog box appears.
4 Select the field for which the subtotals are to be calculated in the At Each Change In drop-down
list.
5 Specify the type of totals you want to insert in the Use Function drop-down list.
6 Select the check boxes for the field(s) you want to total in the Add Subtotal To list box.
7 Click OK. Excel adds the subtotals to the worksheet.

Notice the and signs to the left of your data where you
can expand and collapse your subtotals to reveal just the
subtotals for all or any one category. Try expanding and
collapsing the different rows to see all the different types of
reports you could now print for this data.
8 To remove all subtotals, under the Data tab, click

Subtotals ->Remove all
AUTOFILTERS
In a list, it is often useful to show only the rows corresponding
to one or several criteria. For example, only the customers of a specific city, or those who have not
ordered anything since last year, etc. A filter can do this. The autofilter lets you define quickly simple
criteria.
1 Click on a cell of your table, Under Home, in the Edition group, click Sort and Filter -> Filter.
2 A dropdown arrow appears besides each column heading.
3 Choose a criterion from one of the dropdown lists. Confirm with OK.
4 Rows that don't meet the criteria will be hidden.
5 To further filter the list, choose from another column's dropdown list.
To show everything again, under Home, in the Edition group, click Sort and Filter ->Clear.
To remove autofilter dropdown arrows, click again on Sort and Filter-> Filter.
CUSTOM AUTOFILTERS
To select your records more precisely, you can use the custom autofilter.
1 Activate the autofilter.

2 Click on the dropdown arrow of the column you
want ->Number filters (or text filters) ->Custom
filter.
3 Select your criteria and confirm with OK.
When filtering data, you can take advantage of a new

search box, which helps you to quickly find what you
need in large worksheets.

LET’S PRACTICE
Objective:
Use database tools
1 Rename a new sheet Sales per Country. Create the following table.
A B C D
1 Country Month Seller Sales
2 Switzerland January Dubol SFr. 193
3 Germany February Dubol SFr. 256
4 France March Truand SFr. 12
5 Italy January Truand SFr. 78
6 Switzerland February Sakapus SFr. 186
7 Germany March Sakapus SFr. 269
8 France January Lecru SFr. 114
9 Italy February Lecru SFr. 56
10 Switzerland March Dubol SFr. 210
11 Germany January Dubol SFr. 350
12 France February Truand SFr. 11
13 Italy March Truand SFr. 89
14 Switzerland January Sakapus SFr. 212
15 Germany February Sakapus SFr. 297
16 France March Lecru SFr. 103
17 Italy January Lecru SFr. 74
2 Practice with the following examples and observe the results.

Order by sales in descending order.
Order by country in ascending order, by seller in ascending order.
Order by month in ascending order, by sales in ascending order.
Order by seller in ascending order, by sales in descending order.
Show only results for Italy.
Show only results for January and March.
Show only results for sales greater than SFr. 200.
Show only results for sales smaller than SFr. 100, in France or Italy.

ADVANCED FILTERS
You can specify complex filtering criteria and designate a specific area of your worksheet to manage
your criteria selections when filtering table data.
CREATE THE CRITERIA RANGE

The criteria range should be headed by headers that match the headings of your table. The criteria
for should be listed under each of these headings.
1 Copy-paste the headings you need.

2 Enter the criteria under the corresponding headings.
Note: When criteria are written on the same row, they are linked with the AND operator. When they
are written on several rows, they are linked with an OR operator.
APPLY THE FILTER

3 When your criteria range is ready, you can apply the filter.
4 Click on a cell of your list.
5 Under the Data tab, in the Sort & Filter group, click Advanced.
The dialog boy appears.
6 In the Criteria Range zone, select your criteria range (with the
headings).
7 Validate with OK.

CHAPTER V: PIVOT TABLES
A pivot table is a great reporting tool that sorts and sums independent of the original data layout in
the spreadsheet. It is to a way to extract data from a long list of information, and present it in a
readable form.
CREATE A PIVOT TABLE

1 Click on a cell of your list.
2 Under the Insert tab, in the Tables group, click Pivot Table -> Pivot Table.
3 A dialog box appears. Click OK.
4 Excel creates a new sheet in your workbook. On the right, there is the Field List.
The pivot table is divided into 4 zones. Each one has a specific role.
Zone Description
Values To show totals.
Row Labels To show fields in rows
Column Labels To show fields in columns
Report Filter To filter the whole table

FILL YOUR PIVOT TABLE
To fill your pivot table, you need to move the fields of the Field List to the zones below.
1 To define the value field (the numbers), hold down the left mouse button on the field button,
and drag it below, to the Values zone.
2 To define the row categories, hold down the left mouse button on the field button, and drag it
below, to the Row Labels zone.
3 To define the column categories, hold down the left mouse button on the field button, and drag
it below, to the Column Labels zone.
4 To define a report filter (optional), hold down the left mouse button on the field button, and
drag it below, to the Report Filter zone.
Your pivot table is done.
CHANGE THE TYPE OF CALCULATION

1 To use another function than a sum (Average, Maximum, etc), right click on a cell of the Values
zone.
2 Choose Summarize Values By.
3 In the dropdown menu, choose a function.
CHANGE THE LAYOUT

To define other layout options:
1 Right click on a cell in your table and choose Pivot Table Options.
2 A dialog box appears.
3 Choose the layout options and validate with OK.
UPDATE YOUR PIVOT TABLE

When the data source is edited, the pivot table does not update automatically. You need to click on
Update (under the Options tab).

EXCEL 2010 PIVOT TABLE IMPROVEMENTS
Pivot Tables are now easier and faster to use. The main improvements are:
1 Improved performance
In Excel 2010, multi-threading helps improve the overall PivotTable performance. This means
that you'll notice faster results when you work on large amounts of data.
2 PivotTable labels
In Excel 2010, you can fill down labels in a Pivot Table so that you can more easily use the
PivotTable. You can also repeat labels in Pivot Tables to display item captions of nested fields in
all rows and columns.
3 Filtering
Filtering has been improved to enable analysis of large amounts of data. Filtering on multiple
items is much faster, and data that is not visible (such as hidden items in totals) is included when
you apply filters. You also have the option to use slicers to filter the data (see below).
4 Show Values As feature
The Show Values As feature includes additional calculations, such as % of Parent Row Total, % of
Parent Column Total, % of Parent Total, % Running Total, Rank Smallest to Largest, and Rank
Largest to Smallest.
5 Pivot Chart improvements
In Excel 2010, it's easier to interact with Pivot Chart reports. Specifically, it's easier to filter data
directly in a Pivot Chart and to reorganize the layout of a Pivot Chart by adding and removing
fields. Similarly, with a single click, you can hide all field buttons on the Pivot Chart report.
6 Slicers
In Microsoft Excel 2010, you have the option to use slicers to filter the data. Slicers provide
buttons that you can click to filter Pivot Table data. In addition to quick filtering, slicers also
indicate the current filtering state, which makes it easy to understand what exactly is shown in a
filtered Pivot Table report.

Let’s practice
Objective:
Elaborating a pivot table
Open the table Sales per country (see Databases).
A B C D
1 Country Month Seller Sales
2 Switzerland January Dubol SFr. 193
3 Germany February Dubol SFr. 256
4 France March Truand SFr. 12
5 Italy January Truand SFr. 78
6 Switzerland February Sakapus SFr. 186
7 Germany March Sakapus SFr. 269
8 France January Lecru SFr. 114
9 Italy February Lecru SFr. 56
10 Switzerland March Dubol SFr. 210
11 Germany January Dubol SFr. 350
12 France February Truand SFr. 11
13 Italy March Truand SFr. 89
14 Switzerland January Sakapus SFr. 212
15 Germany February Sakapus SFr. 297
16 France March Lecru SFr. 103
17 Italy January Lecru SFr. 74
You need to summarize and analyze the results by country, by month and by seller.
1 Click on a cell of your table.

2 Under the Insert tab, in the Tables group, click PivotTable -> PivotTable.
3 A dialog box appears. Click OK.
4 In the field list, drag the field Seller below, to the Row Label zone.
5 Move the field Month to the Column Label zone.
6 Move the field Country to the Report Filter zone.
7 Under the Design tab, click Report Layout -> Show in Outline Form.
Your pivot table is done! You can adapt the presentation to your needs by moving fields, by using
autofilters, or by changing the options. Try for example to:
8 Switch Month and Seller.

9 Show only French and Swiss results.
10 Edit your data source and update your pivot table.

CHAPTER VI: GROUPING SHEETS
If you want to enter or edit data on several worksheets at the same time, you can group worksheets
by selecting multiple sheets.
To group sheets:
1 Select the first sheet of the group.

2 Hold down the Ctrl key, and click on the on the tabs of the other sheets to include in the group.
In the title bar, the word [Group] appears.
3 Type your data. You are typing on all the sheets simultaneously.
4 To deactivate your group, click on any sheet outside of the group.
Let’s practice
Objective:
Creating and using a group of sheets
You need to type the results of Q1 and Q2.
1 Rename 3 sheets: Q1, Q1 and Total.

2 Click on the first Q1. Hold down Ctrl and select the two other sheets.
3 Enter your table on all the sheets at the same time.
4 Deactivate the group.
5 Complete now sheet Q1 and Q2 separately.
Q1 Q2 Total
Sales Sales Sales
Cosmetics 850 Cosmetics 1050 Cosmetics

Clothes 196 Clothes 300 Clothes
Sport 70 Sport 250 Sport
Total 1116 Total 1600 Total

CHAPTER VII: CONSOLIDATION
To summarize and report results from data on separate worksheets, you can consolidate the data
from each separate worksheet into one worksheet.
Consolidate by position: Use this method when the data from multiple source areas is arranged in
the same order and uses the same row and column labels.
Consolidate by category: Use this method when the data from multiple source areas is arranged
differently, but the same row and column labels are used.
CONSOLIDATE BY POSITION
1 Click the upper-left cell of the area where you want the consolidated data to appear.
2 Under the Data tab, in the Data Tools group, click Consolidate. A dialog box appears.
3 In the Reference box, indicate the first range (select only the numbers). Click Add.
4 Repeat this last step for every range you want to consolidate.
5 Click OK.
CONSOLIDATE BY CATEGORY
1 Click the upper-left cell of the area where you want the consolidated data to appear.
2 Under the Data tab, in the Data Tools group, click Consolidate. A dialog box appears.
3 In the Reference box, indicate the first range (labels and numbers). Click Add.
4 Repeat this last step for every range you want to consolidate.
5 Select the check boxes under Use labels in that indicate where the labels are located in the
source ranges: either the Top row, the Left column, or both.
6 Click OK.
Let’s Practice 1
Objective 1:
Consolidate by position
Let’s take the example seen in the Grouping sheets chapter. Let’s consolidate the tables Q1 and
Q2 into the sheet Total.
1 In the sheet Total, select the first empty cell (next to Cosmetics).
2 Under the Data tab, in the Data Tools group, click Consolidate.
3 Click in the Reference box. Click sheet Q1 and select the 3 cells containing numbers. Then
click Add.
4 Do the same for sheet Q2.
5 Click OK.

Let’s Practice 2
Objective:
Consolidate by category
We are going to consolidate 2 tables representing the number of customers in a hotel in summer
and winter.
1 Rename 2 sheets Summer and Winter.

2 Type the following tables:
Summer Winter
Europe Other Europe Other
Premium 43 51 Dormitory 58 59
Standard 68 79 Standard 56 67
Dormitory 89 56 Premium 38 47
3 Insert a new sheet. Rename it Total. Select cell A1.

4 Under the Data tab, in the Data Tools group, click Consolidate.
5 Click in the Reference box. Click sheet Summer and select the whole table. Then click Add.
6 Do the same for Winter.
7 Select Top Row and Left Column.
8 Click OK. Your consolidated table is ready!
Note: You can also click Create links to source data.

CHAPTER VIII: PROTECTION
To prevent a user from accidentally or deliberately changing, moving, or deleting important data
from a worksheet or workbook, you can protect certain worksheets, with or without a password. You
can remove the protection from a worksheet as needed.
By default, when you protect a worksheet, all the cells on the worksheet are locked, and users
cannot make any changes to a locked cell. For example, they cannot insert, modify, delete, or format
data in a locked cell. However, you can specify which elements users will be able to change when you
protect the worksheet.
Let’s practice
Objective:
Protect a worksheet
You created a pay sheet for all your staff. Some data are the same for everybody and can be
protected to be sure they don’t change (rates, etc.) Other data are different from one employee
to another (number of hours, salary per hour).
1 Select the cells you want to unlock B1, C4 and E4.

2 Under the Home tab, in the Cells group, click Format -> Cell Format.
3 Click the Protection tab. To unlock the cells, clear the Locked check box, and then click OK.
To activate the protection, do the following:
4 Under the Review tab, in the Changes group, click Protect Sheet.
5 For more security, you can add a password.
6 When you type a password, you need to type it a second time.

Password
Use strong passwords that combine uppercase and lowercase letters,
numbers, and symbols. Weak passwords don't mix these elements. It is
critical that you remember your password. If you forget your password,
Microsoft cannot retrieve it.
7 To move from one unlocked cell to another one, use the Tab key.
To remove the protection, under the Review tab, in the Changes group, click Unprotect Sheet.

KEYBOARD SHORTCUTS
With the keyboard shortcuts you can save time by executing commands directly, without the mouse.
Here are some useful shortcuts:
GENERAL
Undo CTRL + Z
Cut CTRL + X
Copy CTRL + C
Paste CTRL + V
Save CTRL + S
Print CTRL + P
Open CTRL + O
Close CTRL + W
FORMATTING
Cell Format CTRL + 1
Bold CTRL + G
Italic CTRL + I
Underline CTRL + U
Standard Format CTRL + R
Line Break ALT + ENTER
MOVING AND SELECTING

Go to the first cell of the sheet CTRL + HOME
Go to the first cell of the table CTRL + END
Go to the last cell of the range CTRL + arrow
Select the active column CTRL + ESPACE
Select the active row MAJ + ESPACE
Select a table CTRL + *
Deselect a cell ECHAP
Fill all the cells of the selection CTRL + ENTER
Go to the next sheet CTRL + PG DOWN
Go to the previous sheet CTRL + PG UP
OTHER
Insert a row CTRL + +
Insert a sheet MAJ + F11
Insert a function MAJ + F3
Complete List
To see the complete list of shortcuts, press F1, and type «shortcuts» in the
text zone.

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EXCEL ADVANCED

Modular Support for Excel 2010

Soprotec Formations SA 2/27 Modular support for Excel 2010 advanced

COUNT, COUNTA AND COUNTIF FUNCTIONS

Soprotec Formations SA 3/27 Modular support for Excel 2010 advanced

Soprotec Formations SA 4/27 Modular support for Excel 2010 advanced

You need to group people by category depending on their revenue.

1 Click inC2and type the beginning of the formulas: =IF(B2<=30000;"small revenue";

OTHER NESTED FUNCTIONS IN A IF FUNCTION

Soprotec Formations SA 5/27 Modular support for Excel 2010 advanced

6 Click in D2 and type the beginning of the formula: =IF(

Soprotec Formations SA 6/27 Modular support for Excel 2010 advanced

1 Prepare your table. A B

FV Future value of an investment.

rate Interest rate on the period

nper Total number of periods, i.e. months, trimesters or years

pmt Payment made each period.

Soprotec Formations SA 7/27 Modular support for Excel 2010 advanced

1 Prepare your table.

Cash you pay out, such as deposits to savings, is represented by

Soprotec Formations SA 8/27 Modular support for Excel 2010 advanced

Soprotec Formations SA 9/27 Modular support for Excel 2010 advanced

5 Click in C13 and type:

Soprotec Formations SA 10/27 Modular support for Excel 2010 advanced

You are creating a template to calculate payments for loans.

1 Prepare the following table:

Soprotec Formations SA 11/27 Modular support for Excel 2010 advanced

Soprotec Formations SA 12/27 Modular support for Excel 2010 advanced

VIEW AND HIDE COLUMNS

1 Click on a cell of the column to be sorted.

Soprotec Formations SA 13/27 Modular support for Excel 2010 advanced

Soprotec Formations SA 14/27 Modular support for Excel 2010 advanced

8 To remove all subtotals, under the Data tab, click

1 Activate the autofilter.

When filtering data, you can take advantage of a new

Soprotec Formations SA 15/27 Modular support for Excel 2010 advanced

2 Practice with the following examples and observe the results.

Soprotec Formations SA 16/27 Modular support for Excel 2010 advanced

CREATE THE CRITERIA RANGE

1 Copy-paste the headings you need.

APPLY THE FILTER

Soprotec Formations SA 17/27 Modular support for Excel 2010 advanced

CREATE A PIVOT TABLE

Report Filter To filter the whole table

Soprotec Formations SA 18/27 Modular support for Excel 2010 advanced

CHANGE THE TYPE OF CALCULATION

CHANGE THE LAYOUT

UPDATE YOUR PIVOT TABLE

Soprotec Formations SA 19/27 Modular support for Excel 2010 advanced

Soprotec Formations SA 20/27 Modular support for Excel 2010 advanced

1 Click on a cell of your table.

8 Switch Month and Seller.

Soprotec Formations SA 21/27 Modular support for Excel 2010 advanced

1 Select the first sheet of the group.

1 Rename 3 sheets: Q1, Q1 and Total.

Sales Sales Sales

Cosmetics 850 Cosmetics 1050 Cosmetics

Soprotec Formations SA 22/27 Modular support for Excel 2010 advanced

Soprotec Formations SA 23/27 Modular support for Excel 2010 advanced

1 Rename 2 sheets Summer and Winter.

3 Insert a new sheet. Rename it Total. Select cell A1.

Note: You can also click Create links to source data.

Soprotec Formations SA 24/27 Modular support for Excel 2010 advanced